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

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 until i.Run Status: Success and ii.Distribution Status: Posted 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

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

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

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

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

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 until i.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

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

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 Thank You