Transcript Slide 1
Manage Student Withdrawal
• • • C3-WD Manage Withdrawal by School Student Registrar
Description:
– This function allows the School Student Registrar to; • Setup the Approver section • • • • • • Update the Approver section Record the Withdrawal request with Supporting documents Cancel/Complete/Resubmit a Rejected Withdrawal Request View and Print the Withdrawal Request Record the outcome of the Withdrawal Request View Student Withdrawal Request Reports
Granted Role:
– School Student Registrar
Menu Path:
– Main Menu > Set Up SACR > Product Related > Student Movement > Setup > Set Up Approvers – Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request – Main Menu > Records and Enrollment > Enroll Students > Enrollment Request – Main Menu > Records and Enrollment > Student Term Information > Term History – Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan – Main Menu > Reporting Tools > Query > Query Viewer
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
Process Flow - 1
Process Flow - 2
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
C3-WD01 Setting up an Approver
C3-WD01 Setting up an Approver • • •
Description:
– This function allows the School Student Registrar to Setup the Approver section.
Granted Role:
– School Student Registrar
Menu Path:
– Main Menu > Set Up SACR > Product Related > Student Movement > Setup > Set Up Approvers
How to Use 1. Navigate to the screen via menu path 2. Click on the Add a New Value tab 3. Enter the Campus (School ID) 4. Click on Add 5. Enter the approvers data 6. Click on Save Refer also to Online Help
Navigation: Set Up SACR > Product Related > Student Movement > Setup > Setup Approvers
Navigate
Add a New Value
Search for an Academic Institution
Search for an Academic Institution
Search for Campus
Select the
Campus
the Registrar has access to.
Search for Campus
Add new Approver
Select Effective Date Select the date this approver is effective from as
Effective Date
.
Select Status Select ‘Active’ in the
Status
field to activate the list of Approvers for the school.
Select Staff ID Select the
Staff ID
of the Principal and/or Deputy Principal for the school.
Select Staff ID
Save the Approver Setup
C3-WD02 Update the Approver Section
C3-WD02 Update the Approver Setup • • •
Description:
– This function allows the School Student Registrar to Update the Approver section.
Granted Role:
– School Student Registrar
Menu Path:
– Main Menu > Set Up SACR > Product Related > Student Movement > Setup > Set Up Approvers
How to Use 1. Navigate to the screen via menu path 2. Click on the Find an Existing Value tab 3. Enter the Academic Institution 4. Enter the Campus (School ID) 5. Click on Search 6. Update the approvers data 7. Click on Save Refer also to Online Help
Navigation: Set Up SACR > Product Related > Student Movement > Setup > Setup Approvers
Navigate
Find an Existing Value
Search for the Academic Institution
Search for the Academic Institution
Search for the Campus
Select the
Campus
the Registrar has access to.
Search for the Campus
Search for the existing Approver Setup
Update the existing Approver Setup Click on ‘
+
’ to add a new approver record.
Update the existing Approver Setup Update the record as necessary.
1. To add a new approver to the existing list, click on ‘
+
’ sign.
2. To remove an approver from the list, click on ‘
-
’ sign.
Enter the
Effective Date
for the new Approver list.
Save the updated Approver Setup
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
C3-WD03 Record the Withdrawal Request with supporting documents
C3-WD03 Record the Withdrawal request with supporting documents • • •
Description:
– This function allows the School Student Registrar to Save and Submit a Withdrawal Request for a student
Granted Role:
– School Student Registrar
Menu Path:
– Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
How to Use 1. Navigate to the screen via menu path 2. Click on the Add a New Value tab 3. Enter the Student ID 4. Click on Add 5. Enter the Withdrawal Request information 6. Click on Save and Submit Refer also to Online Help
Navigation: Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
Navigate
Add a New Value
Select a student
Select the
Student
who has requested to Withdraw.
Select a student
Add Withdrawal request
Withdrawal Request
Select a Withdrawal Reason Select a Withdrawal Reason from the following: 1) ‘
Berpindah ke Sekolah Swasta
’ (Student transferring to a 2) Private School) ‘
Ibu-Bapa / Penjaga ditugaskan ke Luar Negara
’ 3) 4)
(
Overseas posting of parents) ‘
Masalah Kesihatan
’ (Health Reasons) ‘
Balik ke Negeri Asal
’ (Moving back to Home Country)
Select Date of Request & Date of Withdrawal
Date of Request
: Date the Withdrawal is requested by the student/parent.
Date of Withdrawal
: Date the student will actually withdraw from school.
Add Remarks/Comments Enter any additional information relevant to the withdrawal request as
Remarks/Comments
.
Attach Supporting Documents Click on
Add Attachment
to attach the supporting document.
Attach Supporting Documents Click on the
Browse
button to select the document.
Attach Supporting Documents Select the file from the computer (any format with maximum size 2MB) and click on
Open
.
Attach Supporting Documents Click on
Upload
to upload the selected document.
Click on
Cancel
to cancel the Transaction
View or Delete an attached document To add more supporting documents, click on ‘
+
’ button.
View Attachment
: Click on the button to view the attached document
Delete Attachment
: Click on the button to delete the attached document
Save a Withdrawal Request
Save a Withdrawal Request Once the request is successfully saved, a
Request Nbr
will be assigned and the
Status
as ‘Pending’.
will remain
Submit a Withdrawal Request After
Saving
the request, click on
Submit
for the Approver to process the request
Submit a Withdrawal Request Click on the
OK
, to proceed to submit the Withdrawal Request.
Click on
Cancel
, to return back to the Withdrawal Request without submitting it.
Submit a Withdrawal Request Once the request is successfully submitted, a
Request Nbr
assigned and the
Status
changed to ‘Submitted’.
will be will be
Email Notification for a Submitted Request Once the Withdrawal Request is
Submitted
, the
School Approver
will be sent an email. The
School Student Registrar
will receive a copy of the email.
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
C3-WD04 Cancel/Complete/ Resubmit a rejected Withdrawal Request
C3-WD04 Cancel/Complete/Resubmit a rejected Withdrawal Request • • •
Description:
– This function allows the School Student Registrar to Cancel, Complete and Resubmit a rejected request.
Granted Role:
– School Student Registrar
Menu Path:
– Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
How to Use 1. Navigate to the screen via menu path 2. Click on the Find an Existing Value 3. Enter the Student ID 4. Click on Search 5. Select the necessary action 6. Click on Cancel/Complete/Submit Refer also to Online Help
Navigation: Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
Navigate
Find an Existing Value
Search for the Academic Institution
Search for the Academic Institution
Select a
Student
the Registrar want to Re submit/Cancel/Complete.
Search for the Student ID
Search for the Withdrawal Request
Email Notification for a Rejected Request Once the Withdrawal Request is
Rejected
, the
School Student Registrar
will receive an email. The
DS Approver
will be copied in the email.
Re-submit a rejected request Based on the comments from the Approver, update the Withdrawal Request and click on
Submit
to re-submit the request.
Cancel a Withdrawal Request If the Withdrawal Request is not required anymore, click on
Cancel
button.
Email Notification for an Approved Request Once the Withdrawal Request is
Approved
, the
School Student Registrar
will receive an email. The
DS Approver
will be copied in the email.
Complete a Withdrawal Request Once the Withdrawal Request is Approved, finalize the Withdrawal Request by clicking on the
Complete
button.
Complete a Withdrawal Request Clearance
Email Notification for a Routed Request Once the Withdrawal Request is
Routed for Approval
, the
DS Approver
will receive an email. The
School Student Registrar
and the
School Approver
will be copied in the email.
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
C3-WD05 View and Print the Withdrawal Request.
C3-WD05 View and Print the Withdrawal Request • • •
Description:
– This function allows the School Student Registrar to View and Print the Withdrawal Request.
Granted Role:
– School Student Registrar
Menu Path:
– Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
How to Use 1. Navigate to the screen via menu path 2. Click on the Find an Existing Value 3. Enter the Student ID 4. Click on Search 5. Review the completed request 6. Click on Print Form Refer also to Online Help
Navigation: Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
Navigate
Find an Existing Value
Search for the Academic Institution
Search for the Academic Institution
Select a
Student
the Registrar want to View/Print a completed request .
Search for the Student ID
Search for the Withdrawal Request
View and Print the request Review the completed Withdrawal Request and click on
Print Form
to generate the PDF file.
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
C3-WD06 Record the outcome of the Withdrawal request
C3-WD06 Record the outcome of the Withdrawal request • • •
Description:
– This function allows the School Student Registrar to record the outcome of the Withdrawal request.
Granted Role:
– School Student Registrar
Menu Path:
Drop Class Enrollment
– Main Menu > Records and Enrollment > Enroll Students > Enrollment Request
Term Withdrawal
– Main Menu > Records and Enrollment > Student Term Information > Term History
Update Student Program/Plan
– Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan
How to Use 1. Navigate to the screen via menu path 2. Click on the Find an Existing Value 3. Enter the Student ID 4. Click on Search 5. Follow the necessary steps to complete the record 6. Click on Save Refer also to Online Help
Drop Student Enrollment - Navigate
Navigation: Main Menu > Records and Enrollment > Enroll Students > Enrollment Request
Add a New Value
Select the Student ID
Select the Student ID Search from the
Student ID
and click on the ID in the
Search Results
.
Select the Academic Career
Select the Academic Career
Select the Term
Select the Term Select the
Term
the student has withdrawn from
Add the New Enrolment Request
Enrolment Request
Select the Action Select the ‘
Drop
’ action from the drop down.
Select the Action Reason
Select the Action Reason
Select the Classes
Select the classes the student is enrolled in. The classes to be dropped should be selected one by one. The student needs to be dropped from
ALL
the classes.
Select the Classes
Select the Classes Click on the ‘
+
’ sign to add the other classes.
Select the Classes Click on the ‘
+
’ sign to add the other classes.
**Note:
Once a new
Sequence Nbr
is added, repeat the same actions until all the classes are selected to be dropped.
Save the Enrollment Request
Saved Enrollment Request
Enrollment Request ID
will be assigned.
Submit the Enrollment Request
Submit the Enrollment Request
Status
is changed to ‘
Success
’ , once the request is processed and all the classes are dropped.
Term Withdrawal - Navigate
Navigation: Main Menu > Records and Enrollment > Student Term Information > Term History
Find an Existing Value
Enter student ID
Search for the student
Term Withdrawal Click on the
Term Withdrawal
tab.
Term Withdrawal Select the
Term
the student is withdrawing from.
Term Withdrawal Select
Withdraw
the drop down.
from
Term Withdrawal Select
Withdraw/Cancel Reason
from the drop down.
Term Withdrawal To complete the term withdrawal, click on
Post Term Withdrawal
.
Term Withdrawal The status of the posting will be
Success
when it is successful.
Update Student Program/Plan - Navigate
Navigation: Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan
Find an Existing Value
Enter the Student ID
Search for the student
Record the Student Withdrawal Click on the
Correct History
button, then Click on ‘
+
’ to enter a new record in the Student Program/Plan record.
Record the Student Withdrawal
Effective Date
: Select the date from which the student will withdraw from school
Program Action
: Select Withdrawn
Action Reason
: Select the reason mentioned in the request form
Select the Program Action Program Action to be used will be ‘
WADM ’
which has the description ‘
Withdrawal ’
Select the Action Reason Select an
Action Reason
from the following:
1.
WD1 -
‘
Ibu-Bapa / Penjaga ditugaskan ke Luar Negara
’
2.
(
Overseas posting of parents)
WD2 -
‘
Berpindah ke Sekolah Swasta
’ (Student transferring
3.
4.
to a Private School)
WD3 -
‘
Masalah Kesihatan
’ (Health Reasons)
WD4 -
‘
Balik ke Negeri Asal
’ (Moving back to Home Country)
Save the Student Program
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
Setup Approvers Withdrawal Request Form Flow for the Module • • • Additional Activities View Submitted Withdrawal Request Print Withdrawal Request View Reports Save the Withdrawal Request Submit the Withdrawal Request for Approval Routed for Approval Cancel Re-submit Reject Cancel Approve Complete Clearance Update Student Records
C3-WD08 View Student Withdrawal Request Reports
C3-WD08 View Student Withdrawal Request Reports • • •
Description:
– This function allows the School Student Registrar to view the Student Withdrawal Request Reports • • MOE_RPT_WD_001_01 – List of Withdrawn Students MOE_RPT_WD_001_02 – Student Withdrawal Statistics
Granted Role:
– School Student Registrar
Menu Path:
– Main Menu > Reporting Tools > Query > Query Viewer
How to Use 1. Navigate to the screen via menu path 2. Enter the Query Name 3. Click on Search 4. Enter the relevant data on the prompts 5. Click on View Result Refer also to Online Help
Navigate
Navigation: Main Menu > Reporting Tools > Query > Query Viewer
Search by: Query Name Select
Query Name
to Search
Enter the Query Name Enter the *
Query Name
:
MOE_RPT_WD_001_01
Click on Search
Click on Run to
HTML
•
HTML:
Will open a web page to enter the input to run the report. The report results will be displayed on the web page.
•
Excel:
Will open a web page to enter the input to run the report. The report results will be opened in an Excel Worksheet
Click on Run to
HTML
Search for an Academic Institution
Search for an Academic Institution
Search for the Cluster/Zone
Search for the Cluster/Zone
Search for the Campus
Search for the Campus Select the
Campus
available in the lookup or enter ‘
%
’ to select all the values in the lookup.
Search for the Academic Career
Search for the Academic Career Select the
Academic Career
available in the lookup or enter ‘
%
’ to select all the values in the lookup.
Search for the Academic Program
Search for the Academic Program Select the
Academic Program
available in the lookup or enter ‘
%
’ to select all the values in the lookup.
Search for an Academic Plan
Search for an Academic Plan Select the
Academic Plan
available in the lookup or enter ‘
%
’ to select all the values in the lookup.
Search for a Request Status
Search for a Request Status Select the
Request Status
available in the lookup or enter ‘
%
’ to select all the values in the lookup.
• • • • • • •
List of Status: Approved if the Withdrawal Request is Approved Cancelled if the Withdrawal Request is Cancelled Completed if the Withdrawal Request is Completed Pending Rejected if the Withdrawal Request is still Pending if the Withdrawal Request is Rejected Route if the Withdrawal Request is been Routed for Approval Submitted if the Withdrawal Request is just Submitted
Select *From Date and *To Date
*From Date and *To Date
is used to indicate the period for which the report should be run. The Withdrawal Requests selected will be the ones raised during this period.
Select *From Date and *To Date
Click to View Results
If required , the Report Results can be downloaded to an
Excel SpreadSheet
link.
by clicking on the Report Results
Enter the Query Name Enter the *
Query Name
:
MOE_RPT_WD_001_02
Click on Search
Click on Run to
HTML
Search for an Academic Institution
Search for an Academic Institution
Search for the Cluster/Zone
Search for the Cluster/Zone
Search for the Campus
Search for the Campus Select the
Campus
available in the lookup or enter ‘
%
’ to select all the values in the lookup.
Select *From Date and *To Date
*From Date and *To Date
is used to indicate the period for which the report should be run. The Withdrawal Requests selected will be the ones raised during this period.
Select *From Date and *To Date
Click to View Results
View the Statistical Report If required , the Report Results can be downloaded to an
Excel SpreadSheet
by clicking on the link.
End of Presentation Thank You