HKDSE 2016 - Application Process in the Registration System 1

CHECKLIST Before Registration School Examination Officer (SEO)/School Principal should have their own login ID and password ready. SEO 考試事務主任 Use the User IDs assigned by their School Principals/School Administrators and the login password School Principal 校長 Use the User IDs (i.e. User IDs ending with P001 or P002) assigned by the HKEAA and the login password.

What to do if I encounter the following user account problems? School Principals SEOs Loss of User IDs Contact the PEIC on 3628 8860 or send an email to dse@hkeaa.edu.hk and provide information for verification. Contact School Principal or School Administrator to check/update their account profile via SIM. If necessary, a new account can be created for the school teacher/staff who will serve as SEOs via SIM. Change of account users Forgot login password Click the “Forgot Login Password” button on the login page of the HKDSE Examination Online Services. The system will then send a new login password to their designated email address.   Did not receive the re-set password email Contact PEIC on 3628 8860 or send an email to dse@hkeaa.edu.hk and provide information for verification and updating their email address. Contact School Principal or School Administrator to check/update their email address via SIM. 3

www.hkdse.hkeaa.edu.hk 4

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Exit Registration System Screen Design of REG Menu bar Switch the display language at any time of any process Exit Registration System Click to collapse the menu on the left hand side 7

Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission CDS Data Transfer CDS Data Transfer School Examination Officer Direct Edit Amendment Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 8

Entry Data File from WebSAMS 9

Entry Data File from WebSAMS 10

Entry Data File from WebSAMS If there are more than 1 WebSAMS files of the same class uploaded to the Registration System, the latest record will be highlighted. represents none of the record is uploaded successfully represents all the records in the file are uploaded successfully represents only some records are uploaded successfully 11

Choice of Exam Centre District Mapping HK Island Home District Council in WebSAMS Choice of Exam Centre District in HKEAA Registration System Central & Western Central and Western District Wan Chai   Wan Chai District Eastern   Eastern District Southern   Southern District 12

Choice of Exam Centre District Mapping Kowloon Home District Council in WebSAMS Choice of Exam Centre District in HKEAA Registration System Yau Tsim Mong Yau Tsim Mong District Sham Shui Po Sham Shui Po District Kowloon City Kowloon City District Wong Tai Sin Wong Tai Sin District Kwun Tong Kwun Tong District Sai Kung Tseung Kwan O District 13

Choice of Exam Centre District Mapping New Territories Home District Council in WebSAMS Choice of Exam Centre District in HKEAA Registration System Kwai Tsing Kwai Tsing District Tsuen Wan Tsuen Wan District Shatin Sha Tin District Tai Po Tai Po District North North District Tuen Mun Tuen Mun District Yuen Long Yuen Long District 14

Choice of Exam Centre District Mapping Islands Home District Council in WebSAMS Choice of Exam Centre District in HKEAA Registration System Islands Tung Chung 15

How to select Ma On Shan District? If the “District” in the candidate’s address can match the letter combination of “Ma On Shan” (e.g. maonshan, MA ON SHAN) and his/her home council district is “Shatin”, the Registration System will automatically choose “Ma On Shan” as the choice of examination centre district for the respective candidate. 16

Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission Principal CDS Data Transfer SEO Direct Edit Amendment Submit to Principal Endorsed by Principal File upload File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 17

Set subject / component codes Upload prepared candidate data file Upload File Manually Input Subject Code File Upload Set subject / component codes Upload prepared candidate data file 18 18

Input School Subject Code 19 19

Input School Subject Code Step 3 Rollover of the same subject code setting of Exam Year 2015 to 2016 20 20

Input School Subject Code Select suitable grouping method for “Mathematics”, “Combined Science”, and/or “Technology and Living”. 21 21

Input School Subject Code The mapping code for Literature in English has been combined into one. 22 22

Input School Subject Code Click the Category B and Category C tags to check the subject codes. 23 23

Upload File Manually 24 24

Upload File Manually Add the file entries to the system without removing the records. Remove all the existing records of the data file and replace them by the new entries in the file. 25 25

Upload File Manually 26 26

Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission Principal CDS Data Transfer SEO Direct Edit Direct Edit Amendment Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 27

Create Candidate Entry Choose class level “S5” to register “the ApL Subject Only” for S5 repeater. 28 28

Create Candidate Entry 29 29

Supplementary Information – Music & PE For Music: to select candidate’s performing instruments/voice for the Practical Examination (Paper 4B), select their paper options or apply for paper exemption (Paper 4B / Paper 4C). For Music: to upload the supporting document for application for paper exemption (Paper 4B/ Paper 4C). For Physical Education: to select candidate’s physical activities for the Practical Examination (Paper 3) For Physical Education: to upload Health Declaration Form. 30 30

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Review Candidate Entry Edit Candidate Information Back to previous page Delete entry Download CEIC Edit Subject Selection 33 33

Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission Principal CDS Data Transfer SEO Direct Edit Amendment Amendment Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 34

Update Candidate Entry 35

Update Candidate Entry Group Amendment: (1) Personal Particulars (2) Choice of Examination District (3) Examination Fee Remission (4) Subject Paper 36

Group Amendment 37 37

Update Personal Particulars 38 38

Update Choice of Examination District 39 39

Update Examination Fee Remission 40 40

Update Subject & Paper 41 41

Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission Principal CDS Data Transfer SEO Direct Edit Amendment Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Verify Checklist Print and Distribute Demand Note 42

Download Candidate Entry Information Checklist (CEIC) Download CEIC by class and save the file in your local drive 43 43

the Registration System. WebSAMS Upload Status Press “Release” button to release the lock in order to import the WEBSAMS file to the Registration System. 44

Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission Principal CDS Data Transfer School Examination Officer Direct Edit Amendment Submit to Principal Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 45

Submit to Principal Choose no. of records (10/20/30) shown on each page Tick  to expand the result table to show more details Go to previous/next page 46

Submit to Principal 47

Submit to Principal 48

Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission Principal CDS Data Transfer SEO Direct Edit Amendment Submit to Principal Endorsed by Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 49

Endorse Candidate Entry by Principal Tick  to expand the result table to show more details Choose no. of records (10/20/30) shown on each page Go to previous/next page 50

Endorse Candidate Entry by Principal 51

Email Alerts to SEO & Candidates Demand Note Printing Notification SEO Payment Reminder Candidates 52

Reject Candidate Entry by Principal 53

Rejection Notification Email Alert to SEO SEO Rejection Notification 54

Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission Principal CDS Data Transfer SEO Direct Edit Amendment Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note Print and Distribute Demand Note 55

Download and Distribute Demand Note Download Demand Notes by class and save the file in your local drive 56 56

Download Outstanding Payment List Download Outstanding Payment List to check any unpaid records 57 57

Download Candidate Entry Information Summary Download Candidate Entry Information Summary to view the details 58 58

Enquire Candidate Entry 59 59

Enquire Candidate Entry Tick  to expand the result table to show more details Choose no. of records (10/20/30) shown on each page View candidate entry Download Checklist / Demand Note of individual candidates Go to previous/next page 60 60

Late Entry / Subject Amendment Application Period 16 Nov to 30 Nov 2015 (tentative) Payment Deadline By 11:59 pm on 7 Dec 2015 61

Application for Subject Amendment 62 62

Application for Late Entry 63 63

Late Application for Exam Fee Remission Period Submission via Refund to be arranged by Time for Refund 16 Nov to 31 Dec 2015 Registration System HKEAA around February 2016 15 Feb to 15 May 2016 SFO after April 2016 On or after 16 May 2016 Deadline: 30 June 2016 DSE16 Form (available for download from the Registration System from 16 May 2016) after eligibility for EFR being verified by the SFO 64

Late Exam Fee Remission Application 65 65

Tips for completing registration entries Download and read the following documents before the start of registration: (1) Examination Circular No. (2) 2015/2016 (2) Examination Circular No. (3) 2015/2016 (3) Instruction to Applicants (School Candidates) (4) Other related documents Those documents can be downloaded from the HKEAA website and the main page of the Registration System. 66

Schools using WebSAMS to note: Download the parameter file for the September 2016 Registration from CDS. Retrieve the EFR data from the WFSFAA(SFO) module of WebSAMS. Set up the subject mapping (including Cat. A, B & C) before file extraction. Ensure the following entry information: (i) personal particulars, (ii) contact information (including email address), (iii) subject and paper; (iv) and level of assistance for EFR (if applicable) of each candidate have been updated in WebSAMS before file transmission to the Registration System. Special attention: If you have generated the checklist (by class) from the Registration System and wish to re-send the data file from WebSAMS, you have to release the “Lock” in the Registration System for accepting the file transmission. This is to avoid schools mistakenly sending the file and replacing the revised data which might have been confirmed by their students through the checklist. 67

Before submitting the entries to Principal for endorsement Have you updated the subject entries (including Cat. A, B and C) for the candidates? Extra care must be exercised in indicating the choice of subjects, papers / modules / language medium of subjects entered. Have you updated the supplementary information of Music and PE subjects for the candidates? Ensure correct ApL subjects have been selected because some of the course names are very similar. Have you updated the level of assistance for EFR application? Print the Candidate Entry Information Checklists (CEICs) for the candidates concerned to verify their entry data and update the registration records if requests for amendment are received. Submit the completed entries to the Principal for endorsement. 68

Principal should endorse the entries on or before the closing date of 9 Oct 2015. Check the “Outstanding Payment List” and remind the candidates to settle the payment by the deadline. Otherwise, supplementary fee of $231 in addition to the subject fees will be charged between 20 Oct and 5 pm 26 Oct 2015. Payment Deadline: By 11:59 pm, 19 Oct 2015 69

E-mail Notification/Reminder Send To E-mail Notification/Reminder Time SEO Confirmation Reminder 2 Oct 2015 Rejection Notification Once after the candidate entries are rejected by principal Print Demand Note Notification Once after the candidate entries are endorsed by principal Principal Endorsement Notification Once after the candidate entries are submitted by SEO Endorsement Reminder 6 Oct 2015 Entry Cancellation List 30 Oct 2015 (Tentative) School Candidate Entries Endorsed Notification Two hours after the candidate entries are endorsed by principal Payment Reminder 15 Oct 2015 Payment Confirmation Once after payment is matched Entry Cancellation 23 Oct 2015 (Tentative)