manage student admissions matriculate students and create school register
TRANSCRIPT
Manage Student Admissions
Matriculate Students and Create School Register
C3-AD01:Matriculate Students and Create School Register
• Description:–This function allows student registrar to upload and verify
details of accepted students
• Granted Role: –Student Registrar
• Menu Path:–Student Admissions > Processing Applications > New
Students Upload–Student Admissions > Application Maintenance > Maintain
Applications–Records and Enrollment > Career and Program Information
> Student Program/Plan
How to use the system
1. Create CSV(Comma delimited) file containing students’ details
2. Navigate to the screen via menu path
3. Add new Run Control ID value
4. Upload the CSV file
5. Verify the details of the uploaded students
Refer to Online Help for more details
Create CSV file
Upload New Students
Verify Student
Information
Flow Chart
1
1. Enter the students’ details into respective fields in the
Student Data Template
Create CSV (Comma Delimited) File
Create CSV (Comma Delimited) File
2. Save file as CSV (Comma delimited) type
The saved CSV (Comma delimited) file should look like
this
Create CSV (Comma Delimited) File
Create CSV file
Upload New Students
Verify Student
Information
Flow Chart
1
1. Navigate: Student Admissions > Processing Applications > New Students Upload
2. Click on Add a New Value
3. Enter a new Run Control ID then click on add
Upload New Students
4. Select the campus, academic career and admit term, then upload the CSV file
5. Click the Run button
Upload New Students
6. Ensure the box is checked, then click on OK
Upload New Students
7. Click the Process Monitor to check the status of the upload
Upload New Students
9. Click Refresh at interval times
Upload New Students
Note: Waiting time depends on the no. of students (~100 students takes 5-10mins)
8. You should see that:i. Run Status:
Queued and ii. Distribution
Status: N/A
11. Click on the Details link
10. Click Refresh at interval times untili. Run Status:
Success and ii. Distribution Status:
Posted
Upload New Students
Upload New Students
12. Click on the View Log/Trace link
13. Click on the .log file to view the summary of the uploads of students
Upload New Students
Summary of input, successful and error upload
Details of successful uploads
Upload New Students
Create CSV file
Upload New Students
Verify Student
Information
Flow Chart
1
1. Navigate: Student Admissions > Application Maintenance > Maintain Applications 2. Verify/Update
student’s Biographical Details and Addresses
Verify Details of Uploaded Students
1. Navigate: Records and Enrollment > Career and Program Information > Student Program/Plan
2. Verify details of Student Program
Verify Details of Uploaded Students
3. Verify details of Student Plan
Verify Details of Uploaded Students
4. Ensure that the Certificate Status is empty
Verify Details of Uploaded Students
5. Verify Class Section is empty
Verify Details of Uploaded Students
Manage Student Admission
Term Activation
C3-AD02:Term Activation
• Description:–This function allows student registrar to term
activate students individually
• Granted Role: –Student Registrar
• Menu Path:–Records and Enrollment > Student Term
Information > Term Activate a Student
How to use the system
1. Navigate to the screen via menu path
2. Search for a particular student
3. Update student’s term activation details
4. Save
Refer to Online Help for more details
Assign Class Section
1
Assign Class Teacher
Enroll Student
Drop Student From Class
2
Flow Chart
Term Activate a Student
1. Navigate: Records and Enrollment > Student Term Information > Term Activate a Student
2. Enter search parameter and click the Search button.
Term Activation
3. Select student’s Term Activation
Term Activation
Term Activation
4. Check the Eligible To Enroll checkbox
5. Click on Save button
Manage Student Admission
Assigning Class Section to Students
C3-AD03:Assigning Class Section to Students
• Description:–This function allows student registrar to assign class
section and class teacher to students
• Granted Role: –Student Registrar
• Menu Path:–Records and Enrollment > Career and Program
Information > Student Program/Plan–Records and Enrollment > Student Background
Information > Student Advisor–Records and Enrollment > Enroll Students > Enrollment
Request
How to use the system
1. Navigate to the screen via menu path
2. Search for a particular student
3. Update the details of student program
4. Assign class section and class teacher to student
5. Add/Drop student to/from classes
6. Save
Refer to Online Help for more details
Assign Class Section
1
Assign Class Teacher
Enroll Student
Drop Student From Class
2
Flow Chart
Term Activate a Student
1. Navigate: Records and Enrollment > Career and Program Information > Student Program/Plan
2. Enter search parameter and click the Search button.
Assign Class Section to Student
3. Click on the ‘+’ icon before making any changes
Assign Class Section to Student
4. Update the details of Student Program
Assign Class Section to Student
5. Select Program Action: Data Change
Assign Class Section to Student
6. Click on the Student Details tab
Assign Class Section to Student
7. Enter the Class Section
Assign Class Section to Student
8. Click on Save button
Assign Class Section
1
Enroll Student
Drop Student From Class
2
Flow Chart
Term Activate a Student
Assign Class Teacher
1. Navigate: Records and Enrollment > Student Background Information > Student Advisor
2. Enter the Student Advisor details
Assign Class Teacher to Student
3. Click on the Academic Advisor lookup button
Assign Class Teacher to Student
4. Select the Class Teacher for the student
5. Click on Save button
Assign Class Section
1
Drop Student From Class
2
Flow Chart
Term Activate a Student
Assign Class Teacher
Enroll Student
1. Navigate: Records and Enrollment > Enroll Students > Enrollment Request
2. Add ID and Academic Career of the uploaded student and enter the desire Term
Enroll Student to Classes
3. Click on Add button
4. Select Action: Enroll
5. Search for the class to enroll student into the class
Enroll Student to Classes
Enroll Student to Classes
6. Search for available classes to enroll students according to the Subject and Academic Career
7. Select the desire class for the student to enroll
Enroll Student to Classes
Class Section
Class Number
8. Click on “+” icon to assign more classes to the student
9. Submit when all desired classes has been included
Enroll Student to Classes
Verify if the enrollment of student is a success
Enroll Student to Classes
1. Navigate:Records and Enrollment > Enrollment Summaries > Enrollment Summary 2. Enter search parameter and
click the Search button.
Enrollment Summary
Enrollment Summary
Assign Class Section
1
2
Flow Chart
Term Activate a Student
Assign Class Teacher
Enroll Student
Drop Student From Class
1. Navigate: Records and Enrollment > Enroll Students > Enrollment Request
3. Enter search parameter and click the Search button.
2. Click on the Find an Existing Value tab
Drop Student from Classes
Drop Student from Classes
4. Select Action: Drop
5. Search for the class to drop student from the class
Drop Student from Classes
6. Select the desired classes
Drop Student from Classes
7. Click on “+” icon to drop more classes
8. Submit when all desired classes has been included
Verify if the dropping of student is a success
Drop Student from Classes
1. Navigate:Records and Enrollment > Enrollment Summaries > Enrollment Summary 2. Enter search parameter and
click the Search button.
Enrollment Summary
Enrollment Summary
Manage Student Admission
Batch Enrollment and Create Class Registers
C3-AD04:Batch Enrollment and Create Class Registers
• Description:–This function allows student registrar to term
activate students and assign classes to students in batch
• Granted Role: –Student Registrar
C3-AD04:Batch
• Menu Path:–Records and Enrollment > Term Processing >
Term Activation > Term Activation Batch Process–Records and Enrollment > Enroll Students >
Block Enrollment > Create Student Block–Records and Enrollment > Enroll Students >
Block Enrollment > Create Class Block–Records and Enrollment > Enroll Students >
Block Enrollment > Block Enroll Merge
How to use the system
1. Navigate to the screen via menu path
2. Term activate students
3. Create student block and class block
4. Assign students in batch to classes
5. Verify enrollment details
Refer to Online Help for more details
Term Activate Students in Batch
1
Create Student Block
Create Class Block
Register Student to Classes
Flow Chart
1. Navigate: Records and Enrollment > Term Processing > Term Activation > Term Activation Batch Process
2. Add new Run Control ID
Term Activate Students in Batch
3. Enter the academic details
4. Click the Process Control tab
Term Activate Students in Batch
5. Select Eligible to Enroll: Yes
Term Activate Students in Batch
6. Click on Run button
7. Ensure the box is checked, then click on OK
Term Activate Students in Batch
8. Click on Process Monitor
Term Activate Students in Batch
10. Click Refresh at interval times
Note: Waiting time depends on the no. of students (~100 students takes 5-10mins)
9. You should see that:i. Run Status:
Queued and ii. Distribution
Status: N/A
Term Activate Students in Batch
12. Click on the Details link
11. Click Refresh at interval times untili. Run Status:
Success and ii. Distribution
Status: Posted
Term Activate Students in Batch
13. Click on the View Log/Trace link
Term Activate Students in Batch
14. Click on the .out file to view the term activation status of remaining students
Term Activate Students in Batch
Summary of the No. of Students Activated, No. of Students Updated, and No. of Students Ineligible
Student’s ID
Term Activate Students in Batch
Term Activate Students in Batch
1
Create Student Block
Create Class Block
Register Student to Classes
Flow Chart
1. Navigate: Records and Enrollment > Enroll Students > Block Enrollment > Create Student Block
2. Click on Add a New Value tab
Create Student Block
3. Add a new Student Enrollment Block
4. Enter the description of the Student Enrollment Block
5. Enter the activated student’s ID and Academic Career 6. Click on the “+” icon
to add more students into the Block
Create Student Block
7. Click on Save button
Term Activate Students in Batch
1
Create Student Block
Create Class Block
Register Student to Classes
Flow Chart
1. Navigate: Records and Enrollment > Enroll Students > Block Enrollment > Create Class Block 3. Add a new Class
Enrollment Block
Create Class Block
2. Click on Add a New Value tab
4. Enter the description of the Class Enrollment Block
5. Enter the Term
Create Class Block
6. Click on the Class Number lookup button
7. Search for available classes to enroll students according to the Subject and Academic Career
Create Class Block
8. Select the desire class for the batch to enroll
Create Class Block
9. Click on the “+” icon to assign more classes to the group of students
Create Class Block
10. Click on Save button
Term Activate Students in Batch
1
Create Student Block
Create Class Block
Register Students to Classes
Flow Chart
1. Navigate: Records and Enrollment > Enroll Students > Block Enrollment > Block Enroll Merge 2. Click on Add
a New Value
Register Students to Classes
3. Enter the corresponding Student Block and Class Block
4. Click on Merge
Register Students to Classes
5. Submit request
Register Students to Classes
7. Click on the retrieve button
6. Verify Request Status: Success
8. Click on the Detail links to verify students’ enrollment details
Register Students to Classes
Register Students to Classes
Verify students’ enrollment details
1. Navigate: Curriculum Management > Class Roster > Class Roster
2. Enter search parameter and click the Search button.
View Class Roster
Class Roster
Students enrolled in a class
Class details
End of Presentation
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