CCA Scheduling & Enrollment Integrated National Education Information System (iNEIS TM )

Introduction This powerpoint slide is a step-by-step instruction guide on how to complete the CCA Timetabling template, upload to iNEIS™ and complete CCA enrollment CCA Scheduling & Enrollment are done by School CCA Head Please sign the attendance and fill in your email and contact number. (for ease of communication for CCA related issue) Please inform the consultants before leaving the working session Please leave a copy CCA file to consultants Please request assist from Helpdesk if you need help after the session. (Tel No: +673-2230635 / 2230637 or Email: iNEIS@moe.gov.bn)iNEIS@moe.gov.bn

Overview of Operations 1.Modify Delimiter / Separator 2.Download School data File 3.Download CCA Timetabling Template 4.Complete & Verify CCA Timetable 5.Upload CCA Timetable to iNEIS™ 6.Verify & Update Timetable in iNEIS™ 7.Admit Students in CCA 8.Term Activate Students in CCA 9.Enroll Students under CCA 10.Verify CCA Class Roster

Modify Delimiter / Separator Integrated National Education Information System (iNEIS TM )

Modify Delimiter / Separator Modify Delimiter / Separator needs to be done so the CSV template file can be displayed and uploaded in the correct format CCA Timetable upload uses the semicolon ‘ ; ‘ separator Ensure that once the file has been uploaded, the separator needs to be changed back to coma ‘, ‘

Using Windows 7 1.Click on the START/WINDOWS menu icon at the bottom of your window. 2.Click on Control Panel. 3.Click on Clock, Language and Region. 4.Click on Change, Date, Time and Number formats.

Modify Delimiter / Separator Using Windows 7 Click on Additional Settings

Modify Delimiter / Separator Using Windows 7 Change List Separator to a semicolon ‘;’

Modify Delimiter / Separator Using Windows 7 Click on Apply

Modify Delimiter / Separator Using Windows 7 Click on OK

Modify Delimiter / Separator Using Windows 8 Hover mouse over to the bottom-right corner of your Desktop

Modify Delimiter / Separator Using Windows 8 Click on the Settings icon

Modify Delimiter / Separator Using Windows 8 Click on Control Panel

Modify Delimiter / Separator Using Windows 8 Click on Change date, time or number formats

Modify Delimiter / Separator Using Windows 8 Click on Additional Settings

Modify Delimiter / Separator Using Windows 8 Change List Separator to a semicolon ‘;’

Modify Delimiter / Separator Using Windows 8 Click on Apply

Modify Delimiter / Separator Using Windows 8 Click on OK

Download School data File Integrated National Education Information System (iNEIS TM )

Overview Generate List of Facilities Generate List of Teachers Generate List of Subjects

Generate List of Facilities 1. Navigate to Reporting Tools > Query > Query Viewer

Generate List of Facilities 2. Enter the query name "MOE_TT_CCA_FAC" to generate the list of facilities. 3. Click on Search

Generate List of Facilities 4. Click on ‘Excel’ Link for search criteria

Generate List of Facilities 5. Click on the Institution lookup button 6. Select the relevant Acad Institution

Generate List of Facilities 7. Click on the Acad Org lookup button 8. Select the relevant Acad Org

Generate List of Facilities 10. Click on Open or Save File 9. Click on View Results

Generate List of Facilities 11. This excel sheet displays all available facilities under the specified school.

Generate List of Teachers 1. Navigate to Reporting Tools > Query > Query Viewer

Generate List of Teachers 2. Enter the query name “MOE_TT_CCA_TCH" to generate the list of teachers. 3. Click on Search

Generate List of Teachers 4. Click on ‘Excel’ Link for search criteria

Generate List of Teachers 7. Click on Open or Save File 6. Click on View Results 5. Specify search criteria

Generate List of Teachers 8 This excel sheet displays all teachers under the specified school.

1. Navigate to Reporting Tools > Query > Query Viewer

Generate List of Subjects 2. Enter the query name “MOE_TT_CCA_SUB" to generate the list of subjects. 3. Click on Search

Generate List of Subjects 4. Click on ‘Excel’ Link for search criteria

Generate List of Subjects 7. Click on Open or Save File 6. Click on View Results 5. Specify search criteria

Generate List of Subjects 8. This excel sheet displays all available courses under the specified academic career and school.

Download CCA Timetabling Template Integrated National Education Information System (iNEIS TM )

Download CCA Template CCA Template can be downloaded from iNEIS™ Online Help URL: http://help.ineis.moe.gov.bnhttp://help.ineis.moe.gov.bn

Download CCA Template 1. Navigate to Manage CCA > Schedule CCA Activity > Upload CCA Schedule 2. Click to download template

Open CCA Template Navigate to the folder you download it to Open the CCA Schedule Upload File – Sample.csv file

Open CCA Template If Modify Delimiter / Separator step is done, the file will be displayed correctly in columns:

Rename CCA Template Click File > Save As Enter new File Name File Naming Convention: iNEIS_CCA_[School Code]_[School Name]_1610

Rename CCA Template Select CSV (Comma Delimited)

Rename CCA Template Click Save button to save

Complete & Verify CCA Timetable Integrated National Education Information System (iNEIS TM )

Verify Template Format If Modify Delimiter / Separator step is done, the file will be displayed correctly in columns: For those who have the same display as the screenshot, please continue from Slide 61 onwards For those who do not have the same display as the screenshot, please perform Slide 55 to 60

Modify Template Format 1. Highlight column A 2. Click on Data tab

Modify Template Format 3. Click on Text to Columns

Modify Template Format 4. Select Delimited 5. Click Next

Modify Template Format 6. Select Tab 8. Click Next 7. Select Other and enter semicolon ‘;’ in the text field It should appear like this after completing Step 7

Modify Template Format 10. Select Text 11. Click Finish 9. Click Subject and hold the Shift button on keyboard. Do not let go. Scroll to the last column and click Instructor Name. Let go the Shift button. Everything should be highlighted as the screenshot.

Modify Template Format Final Display Result

Important Note: Co-Curricular Activities DO Slide 62 – 66 IF your school captures and enter marks for CCA. Else please move on to Slide 67 to complete the CCA Timetable template and skip this section.

Important Note: Co-Curricular Activities Aside from the CCA subjects (badminton, futsal, pantun etc), courses called Co- Curricular Activities need to be scheduled as well They appear in the MOE_TT_CCA_SUB list as below:

These Co-Curricular Activities will be schedule by year level The instructor assigned will be the Class Teacher instead of the CCA Teacher The Class Section will be in the format of 1A, 1B for Year 1, 2A for Year 2 and etc depending on the no. of classes in the school for each year level This is done this way so that the Class Teacher can enter CCA Marks for the students in their class. For e.g. 1A Class teacher will enter marks for 1A students Important Note: Co-Curricular Activities

SubjectDescriptionYear 001017 Co-Curricular ActivitiesPrimary Year 1 001027 Co-Curricular ActivitiesPrimary Year 2 001037 Co-Curricular ActivitiesPrimary Year 3 001047 Co-Curricular ActivitiesPrimary Year 4 001058 Co-Curricular ActivitiesPrimary Year 5 001069 Co-Curricular ActivitiesPrimary Year 6 Primary School (CCA1)

Important Note: Co-Curricular Activities SubjectDescriptionYear 001080 Co-Curricular ActivitiesSecondary Year 7 001095 Co-Curricular ActivitiesSecondary Year 8 001112 Co-Curricular ActivitiesSecondary Year 9 001146 Co-Curricular ActivitiesSecondary Year 10 001180 Co-Curricular ActivitiesSecondary Year 11 Secondary School (CCA3)

Important Note: Co-Curricular Activities SubjectDescriptionYear 001597 Co-Curricular ActivitiesLower Sixth 001817 Co-Curricular ActivitiesUpper Sixth Sixth Form School (CCA5)

Enter CCA Subject 1.Copy and paste the applicable CCA to the Subject and Description columns Refer to MOE_TT_CCA_SUB

Enter Class Section 2.Enter the Class Section into Class Section column –For CCA like Pantun, Muzik etc, use groups since it’s a combination of students between multiple levels If you only have one group for a particular CCA, then you can create one group for it. If you have more than one, then please create more than one group for the CCA. –For CCA called Co-Curricular Activities, please use actual Class Names like 1A, 1B etc by student year level (Refer to Slide 56 – 60) –Class Section column must not exceed 4 characters.

Enter Date of CCA 3.Enter the Date the activity is held –You will need to schedule for every day the activity for the group is held in the term –For e.g. Badminton for G01 is held every Wednesday of Term 1610 from 2:00pm to 3:00pm –This needs to be reflected and entered in the CSV file –Correct Date Format needs to be DD/MM/YYYY

Enter Start Time and End Time 4.Enter the Start Time and End Time of the CCA for that day –Time needs to be in 24 hour HH:MM format

Specify Day the CCA is held 5.Enter Y for the day the activity is on and enter N for the days the activity is not on –Needs to be in Y and N only

Enter Facility 6.Copy and paste the facility / room used to conduct the CCA at that time Refer to MOE_TT_CCA_FAC

Enter Teacher 7.Copy and paste the Teacher in charge of the CCA at that time –If there are more than one teacher for the group, copy and paste the same row but change the teacher to a different teacher instead –For CCA called Co-Curricular Activities, please assign the Class Teacher of each class, not a CCA Teacher (Refer to Slide 61 – 66) Refer to MOE_TT_CCA_TCH

Complete CCA Timetable 8.Repeat Step 1 to 7 until all CCA groups and classes are scheduled for the term –Make sure every columns are filled 9.Once complete, click File > Save As CSV file Select and Save as CSV (Comma Delimited)

Upload CCA Timetable to iNEIS™ Integrated National Education Information System (iNEIS TM )

Upload CCA Schedule – Full Term 1. Navigate to Curriculum Management > Schedule of Classes > Upload CCA Schedule

Upload CCA Schedule – Full Term 2. Click on Add a New Value

Upload CCA Schedule – Full Term 1006_Term1510 3. Enter Run Control ID e.g. 1006_Term1610” 4. Click on Add

Upload CCA Schedule – Full Term 5. Click on Acad Career lookup button 6. Select the relevant Career

Upload CCA Schedule – Full Term 7. Click on Campus lookup button 8. Select the relevant Campus

Upload CCA Schedule – Full Term 9. Click on Term lookup button 10. Select the relevant Term

Upload CCA Schedule – Full Term 11. Click on Session lookup button 12. Select the relevant Session

Upload CCA Schedule – Full Term 13. Tick Upload Full Term Data 14. Click on Upload File. Upload.CSV file you used to build CCA Timetable

Upload CCA Schedule – Full Term 15. The file has been uploaded successfully.

Upload CCA Schedule – Full Term 16. Click on Run

Upload CCA Schedule – Full Term 17. Click on OK Ensure Upload CCA Schedule is tick

Upload CCA Schedule – Full Term 18. Click on Process Monitor Link

Upload CCA Schedule – Full Term The current run status is processing, click the Refresh button to wait for: - Run status = "Success" - Distributor Status = "Posted" 19. Click on Refresh Button

Upload CCA Schedule – Full Term The process has been successfully posted as seen in: - Run status = "Success" - Distributor Status = "Posted" 20. Click on Details Link

Upload CCA Schedule – Full Term 21. Click on View Log/Trace Link. This link displays any corresponding error messages if the process fails.

Upload CCA Schedule – Full Term 22. Click on the.log File

Upload CCA Schedule – Full Term This example shows successful upload of data files. Any corresponding error messages will be displayed in this log file

Verify & Update Timetable in iNEIS™ Integrated National Education Information System (iNEIS TM )

Verify & Update Timetable in iNEIS 1. Navigate to Curriculum management > Schedule of Classes > Maintain Schedule of Classes

2. Search for Newly Imported Class 3. Click on Search Verify & Update Timetable in iNEIS

For e.g. This course has currently 3 existing class meetings scheduled on: -01/05/2015 -01/14/2015 -01/21/2015 Verify & Update Timetable in iNEIS

Tally the CCA class schedules as reflected in the System with the data in the uploaded.CSV file. Both should reflect the same data. Note: The System validates the start date and changes the meeting pattern day (checkbox) accordingly. Verify & Update Timetable in iNEIS

Admit Students in CCA Integrated National Education Information System (iNEIS TM )

Important Note Admitting Students into CCA career can only be done when the student has never been admitted before –For e.g. Students who are newly uploaded If the Student has already been admitted into the CCA career then you can skip this step

Admit Students under CCA 1. Navigate to Records and Erollment > Career and Program Information > Student Program/Plan 2. Click ’Add a New value’.

Admit Students under CCA 3. Fill in Student ID, Student Career Nbr and choose Academic Career

Admit Students under CCA 4. Specify Effective Date as Start Term Date, Program Action as MATR, Academic Program as CCA-related, Admit Term as current term and Campus.

Admit Students under CCA 7.Click on “Save” 6. Specify Student “Academic Plan”: CCA1 – Used as Primary Schools’ CCA Academic Career. CCA3 – Used as Secondary Schools’ CCA Academic Career. CCA5 – Used as Sixth Form Schools’ CCA Academic Career. 5. Click ‘Student Plan’ tab

Term Activate Student in CCA (Batch) Integrated National Education Information System (iNEIS TM )

2. Add a new Value Term Activation - Batch 3. Enter Run Control ID Format: TERM_1610_ CCA Career Eg: TERM_1610_CCA1/CCA3/CCA5 4.Click “Add” button 1. Navigate to Records and Enrollment > Term Processing > Term Activation > Term Activation Batch Process

5. Enter the “Acad Career” 6. Enter the “Actvtn Term” as 1610 7. Enter your “Campus” 8. Click the “Process Control” tab Term Activation - Batch

9. Select Eligible to Enroll as Yes 10. Click on “Run” button Term Activation - Batch

11. Ensure box is checked for Term Activation 12. Click on “OK” button

13. Click on “Process Monitor” link Term Activation - Batch

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

16. Click on the View Log/Trace link Term Activation - Batch

17. Click on the.out file to view the term activation status of remaining students Term Activation - Batch

Summary of the No. of Students Activated, No. of Students Updated, and No. of Students Ineligible Term Activation - Batch Student’s ID

Integrated National Education Information System (iNEIS TM ) Enroll Student under CCA

Overview Batch Enrolment -Create Student Block -Create Class Block -Merge Block -Verify enrolment result

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. Student Enrollment Block Code: SSSS-YZZZSSS SSSS = School Code Y = Year (2015 = 5, 2016 = 6) ZZZ = Class Section (1A, G1, G2) SSS = CCA (PTN = Pantun, MZK = Muzik) E.g. 1006-6G1PTN

Create Student Block 5. Enter the description of the Student Enrollment Block 6. Enter the activated student’s ID and Academic Career 7. Click on the “+” icon to add more students into the Block 8. Click on “Save” button

Overview Batch Enrolment -Create Student Block -Create Class Block -Merge Block -Verify enrolment result

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: Class Block Code: XXXX-YZZZSSS-T1 XXXX = School Code Y = Year (E.g. 2015 = 5, 2016 = 6) ZZZ = Class Section (E.g. G01, 1A) SSS = CCA (E.g. PTN = Pantun) T1 = Term 1 E.g. 1006-6G01PTN-T1

Create Class block 5. Enter the description of the Class Enrollment Block 6. Enter the Term, and Class Number To search for Class Nbr, please refer to slide 120-122 7. Make sure Time Conflict is checked

How to get Class Nbr A. Click on Class Nbr lookup button

How to get Class Nbr B. Enter the Course Subject and Course Career C. Click on Search button

How to get Class Nbr D. Select the desire class for the batch to enroll

Create Class block Make sure Action Date is checked Enter Start Term Date in Action Dt

Create Class Block 10. Click on Save button

Agenda Batch Enrolment -Create class block -Create student block -Merge Block -Verify enrolment result

1. Navigate: Records and Enrollment > Enroll Students > Block Enrollment > Block Enroll Merge 2. Click on Add a New Value Register Students to Classes

2. Enter the Student Block 4. Click Merge button 3. Enter the Class Block

Register Students to Classes 5. Click Submit button 6. Click Retrieve button Note: Request Status will change to Success

Verify Student Enrolment 7.Click on DETAIL

Verify Student Enrolment Verify students’ enrollment details

Integrated National Education Information System (iNEIS TM ) Verify CCA Class Roster

1. Navigate: Curriculum Management > Class Roster > Class Roster

Verify CCA Class Roster 2.Enter the Term, Subject Area and Class Nbr Note: The class number can be found in the block enrollment classes Page 3.Click on Search Button

Verify CCA Class Roster Verify Student in CCA Class Roster

THANK YOU End of Presentation Thank You

CCA Scheduling & Enrollment Integrated National Education Information System (iNEIS TM )

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