Academic 2016 Student Enrolment Day 1 Integrated National Education Information System (iNEIS TM )

Tasks to be done before Enrolment Please ensure the following are complete: Transfer Students are up to date. Withdraw Students are up to date. Manage Student Clearance is done. Manage Graduating Student is done. Manage Student Progression is done.

Instructions for Student Enrollment Download the document from iNEIS portal: *It can be found at the end of the page. Or: 5/Manage%20Student%20Enrollment_v0.1.pdf 5/Manage%20Student%20Enrollment_v0.1.pdf

Task need to be done Day 1 o Student Term Activation for 2016 (1610) o Create Student Block Day 2 o Create Class Block o Merge Blocks o Verify Class Roster Roles Involved: School Student Registrar

Student Term Activation

Term Activate Students 1. Navigate: Records and Enrollment > Term Processing > Term Activation > Term Activation Batch Process 2. Click Add a New Value tab 4. Click Add button 3. Enter Run Control ID Format: TERM_1610_Career Eg: TERM_1610_PRIM, TERM_1610_PRES

Term Activate Students 5. Enter the Acad Career 6. Enter the Actvtn Term as Enter your Campus 8. Click Process Control tab

Term Activate Students 9. Select Yes for Eligible to Enroll 10. Click on Run button

Term Activate Students 11. Ensure box is checked for Term Activation 12. Click on OK button

Term Activate Students 13. Click Process Monitor link Note: Take note of the Process Instance no.

Term Activate Students 14. Click Refresh at interval times until: i.Run Status indicates Success and ii.Distribution Status indicates Posted 15. Click Details link

Term Activate Students 16. Click View Log/Trace link 17. Click.out link

Term Activate Students 18. In the log file, scroll down to ensure students are “Activated” for Term 1610.

Create Student Block

Student Block Naming Convention Student Block Code: SSSS-YLCCC SSSS = School Code Dash Y = Academic Year (E.g = 5, 2016 = 6) L = Level (E.g. Year 1 = 1, Year 9 = 9) CCC = Class Section (E.g. A, B, C ) Example: A for campus 1071, Year 2016, Class 2A A for campus 3001, Year 2016, Class 7A

Create Student Block 1. Navigate: Records and Enrollment > Enroll Students > Block Enrollment > Create Student Block 2. Click Add a New Value tab 4. Click Add button 3. Enter Student Enrollment Block Format: SSSS-YLCCC Eg: A, A

Create Student Block – Adding New Students 5. Enter the Description 7. Click on “+” button to add new student 8. Click Save button 6. Enter Student ID

Academic 2016 Student Enrolment Day 2 Integrated National Education Information System (iNEIS TM )

Task need to be done Day 2 o Create Class Block o Merge Blocks o Verify Class Roster Roles Involved: School Student Registrar

Class Block Naming Convention Class Block Code: SSSS-YLCCCT# SSSS = School Code Dash Y = Academic Year (E.g = 5, 2016 = 6) L = Level (E.g. Year 1 = 1, Year 9 = 9) CCC = Class Section (E.g. A, B, C ) T# = Term (E.g. T1 = Term 1, T2 = Term 2) Example: AT1 for campus 1071, Year 2016, Class 2A, Term AT1 for campus 3001, Year 2016, Class 7A, Term 1

Create Class Block 1. Navigate: Records and Enrollment > Enroll Students > Block Enrollment > Create Class Block 2. Click Add a New Value tab 4. Click Add button 3. Enter Class Enrollment Block Format: SSSS-YLCCCT# Eg: AT1, AT1

Create Class Block 5. Enter the Description 6. Enter the Term 7. Enter the Class Nbr 8. Tick the Action Date checked box and enter the Action Dt 9. Click the Save button Note: Make sure you tick Action Date, Closed Class, Class Permission, Requisites, Unit Load

How to get Class Nbr 1.From the Class Nbr lookup button OR 2. From Query Viewer

Create Class Block – Get Class Nbr 1. Click on Class Nbr lookup button 2. Select Course Subject as Year 3. Select Course Career 4. Click Search button

Create Class Block 5. Click select class button Note: Find the correct Class Section

Get Class Nbr 1. Navigate: Reporting Tools > Query > Query Viewer 2. Enter the query: MOE_ENRL_STATUS 3. Click HTML link

Get Class Nbr 4. Fill in all the fields and click View Results MOE

Merge Block Enrolment

1. Navigate: Records and Enrollment > Enroll Students > Block Enrollment > Block Enroll Merge 2. Enter the Student Block 4. Click Merge button 3. Enter the Class Block

Merge Block Enrolment 5. Click Submit button 6. Click Retrieve button Note: Request Status will change to Success or Error. If it is Error do step 6.

Merge Block Enrolment 6. Click DETAIL button 7. View the Messages at the end of the page

Type of Merge Error Messages 1.Already enroll in class Ignore this because student is already in class hence if user merge the block for second time it will be error. 2.Time scheduling conflict The time for that class is the same with other class. User will need to go back to the class block and tick the "Time conflict" box for that class nbr. Save and merge again. 3.Maximum unit load Go back to the class block and tick the "Unit load" box for that class nbr. Save and merge again. 4.First Date to Enroll has not been reached - not enrolled This means the action date occurs before the term start. You will need to go back to the class block and change the “Action Dt” to the first day of the term start date. Save and merge again.

Type of Merge Error Message 5.Student not found on career term table Student is not term activated. If this happens to a batch of student, user will need to be term activate the student by batch. If it happens to student, just term activate the student individually. Steps can be found at 6.Invalid access enrollment transaction User does not have enrollment security. Contact the help desk and ask them to give the user enrollment security. 7.Non-associated related class component CLS Contact iNEIS team and state the class nbr. This is a system error.

Verify Class Roster

1. Navigate: Curriculum Management > Class Roster > Class Roster 2. Enter Term as Enter Class Nbr 3. Click Search button

Verify Class Roster

Generate Attendance Roster Roles Involved: School Student Registrar and Class Teacher Please refer to Online Help: under Manage and Record Attendance Roster

Do at own time Create new Student Block for Elective/Optional Subject Classes o Secondary School, Sixth Form, Sport School Update existing Class Block for Core Subject Classes o Pre School, Primary, Secondary, Sport School Create new Class Block for Elective/Optional Subject Classes o Secondary, Sixth Form, Sport School

Optional Class and Student Block Naming Convention Class Block Code: SSSS-YLCCCXXXT# SSSS = School Code Dash Y = Academic Year (E.g = 6, 2017 = 7) L = Level (E.g. Year 9 = 9, Year 11 = 11) CCC = Class Section (E.g. A, B, C ) XXX = Subject (E.g. Mathematics = MAT, English = ENG) T# = Term (E.g. T2 = Term 2, T3 = Term 3) E.g BDRMT1 for campus 3002, Year 2016, class 9B, Subject Drama, Term 1 ONLY applicable for Secondary, Sixth Form, Sport School

End of Presentation Thank You