Manage Transfer Students

C3-TF Manage Transfer Students by School Student Registrar Description: –This function allows the School Student Registrar to; Setup the Approver section Update the Approver section Record the Transfer Student Request with Supporting documents Cancel/Complete/Resubmit a Rejected Transfer Student Request View and Print the Transfer Student Request Record the outcome of the Transfer Student Request View Transfer Student 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 > Transfer Student > Transfer Student Request –Main Menu > Records and Enrollment > Enroll Students > Enrollment Request –Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

Process Flow - 1

Process Flow - 2

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

C3-TF01 Setting up an Approver

C3-TF01 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

Navigate Navigation: Set Up SACR > Product Related > Student Movement > Setup > Setup Approvers

Add a New Value

Search for an Academic Institution

Search for Campus

Select the Campus Select the Campus the Registrar has access to.

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-TF02 Update the Approver Section

C3-TF02 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

1.Navigate to the screen via menu path 2.Click on the Find an Existing Value tab 3.Enter the Campus (School ID) 4.Click on Search 5.Update the approvers data 6.Click on Save Refer also to Online Help How to Use

Navigate Navigation: Set Up SACR > Product Related > Student Movement > Setup > Setup Approvers

Find an Existing Value

Search for the Academic Institution

Select the Academic Institution

Select the Campus

Select the Campus the Registrar has access to.

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

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

C3-TF03 Record the Transfer Student Request with supporting documents

C3-TF02 Record the Transfer Student Request with supporting documents Description: –This function allows the School Student Registrar to Record the Transfer Student Request with supporting documents Granted Role: –School Student Registrar Menu Path: –Main Menu > Records and Enrollment > Student Movement > Transfer Student > Transfer Student Request

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 Transfer Request information 6.Click on Save and Submit Refer also to Online Help How to Use

Navigate Navigation: Main Menu > Records and Enrollment > Student Movement > Transfer Student > Transfer Student Request

Add a New Value

Select the Student ID

Select the Student who has requested to Transfer.

Add Transfer Student request

Transfer Request Form

Select a Transfer Reason Select a Transfer Reason from the following: 1)‘Berpindah ke PTE lain’ (Transfer to other 6 th Form) 2)‘Berpindah ke SM dalam kluster’ (Transfer to Secondary School inside cluster) 3)‘Berpindah ke SM luar kluster’ (Transfer to Secondary School outside cluster) 4)‘Berpindah ke SR lain’ (Transfer to other Primary School) 5)‘Berpindah ke kelas lain’ (Transfer to another class)

Select Date of Request & Date of Transfer Date of Request: Date the Withdrawal is requested by the student/parent. Date of Transfer: Date the student will actually transfer from school.

Select the Requested School If the Transfer Student Request is to change to another school, then the student should select the Requested School.

Select the Requested School Select which school that the student wish to transfer to.

Select the Requested Section If the Transfer Student Request is to change to another class, then the student should select the Requested Section.

Select the Requested Section Select which class that the student wish to transfer to.

Add Remarks/Comments Enter any additional information relevant to the transfer request as Remarks/Comments.

Attach Supporting Documents Click on Add Attachment to attach the supporting document.

Attach Supporting Documents Click on the Choose File 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 View Attachment: Click on the button to view the attached document Delete Attachment: Click on the button to delete the attached document ‘+’ : To add more supporting documents ‘-’ : To delete unnecessary documents

Save a Transfer Request form

Save a Transfer Request Once the request is successfully saved, a Request Nbr will be assigned and the Status will remain as ‘Pending’.

Submit a Transfer Request form After Saving the request, click on Submit for the Approver to process the request

Submit a Transfer Request form Click on the OK, to proceed to submit the Transfer Request. Click on Cancel, to return back to the Transfer Request without submitting it.

Submit a Transfer Request Once the request is successfully submitted, a Request Nbr will be assigned and the Status will be changed to ‘Submitted’.

Notification for a Submitted Request Once the Transfer Request is Submitted, the Current School Approver will be sent an . The Current School Student Registrar and the Current Class Teacher will receive a copy of the .

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

C3-TF04 Cancel/Complete/ Resubmit a rejected Transfer Student Request

C3-TF04 Cancel/Complete/Resubmit a rejected Transfer Student Request Description: –This function allows the School Student Registrar to Cancel, Complete and Resubmit a 1 st Level rejected request. Granted Role: –School Student Registrar Menu Path: –Main Menu > Records and Enrollment > Student Movement > Transfer Student > Transfer Student Request

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 How to Use

Navigate Navigation: Main Menu > Records and Enrollment > Student Movement > Transfer Student > Transfer Student Request

Find an Existing Value

Search for the Academic Institution

Search for the Student ID

Select a Student the Registrar want to Re- submit/Cancel/Complete.

Search for the Transfer Request

Notification for a 1 st Level Rejected Request Once the Transfer Request is Rejected, the Current School Approver will be sent an . The Current School Student Registrar and the Current Class Teacher will receive a copy of the .

Re-submit a 1 st Level Rejected Request Based on the comments from the Approver, update the Transfer Request and click on Submit to re-submit the request.

Cancel a Transfer Request If the Transfer Request is not required anymore, click on Cancel button.

Notification for a 2 nd Level Approved request Once the Transfer Request is Approved by the New School Approver, the Current School Student Registrar will be sent an . The Current School Approver and the Current Class Teacher will receive a copy of the .

Complete a Transfer Request Once the Transfer Request is Approved, finalize the Transfer Request by clicking on the Complete button.

Complete a Transfer Request

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

C3-TF05 View and Print the Transfer Request

C3-TF05 View and Print the Transfer Student Request Description: –This function allows the School Student Registrar to View and Print the Transfer Request. Granted Role: –School Student Registrar Menu Path: –Main Menu > Records and Enrollment > Student Movement > Transfer Student > Transfer Student Request

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 Refer also to Online Help How to Use

Navigate Navigation: Main Menu > Records and Enrollment > Student Movement > Transfer Student > Transfer Student Request

Find an Existing Value

Search for the Academic Institution

Search for the Student ID

Select a Student the Registrar want to View/Print a completed request.

Search for the Transfer Request

View and Print the request Review the completed Transfer Student Request and click on Print Form to generate the PDF file.

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

C3-TF06 Record the outcome of the Transfer Student Request

C3-TF06 Record the outcome of the Transfer Student Request Description: –This function allows the School Student Registrar to record the outcome of the Transfer Student Request. Granted Role: –School Student Registrar Menu Path: Drop Class Enrollment –Main Menu > Records and Enrollment > Enroll Students > Enrollment Request Update Student Program/Plan –Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan Enroll the Student in the New Classes –Main Menu > Records and Enrollment > Enroll Students > Enrollment Request

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 How to Use

Drop Class Enrollment **Note: Since the student will leave the current school/class section once the Transfer Student Request is completed, the enrollment for all the current classes for the student should be dropped.

Drop Class Enrollment - Navigate Navigation: Main Menu > Records and Enrollment > Enroll Students > Enrollment Request

Add a New Value

Select the Student ID

Search from the Student ID and click on the ID in the Search Results.

Select the Academic Career

Select the Term

Select the Term the student has transferred from

Add the New Enrollment Student

Enrollment Request

Select the Action Select the ‘Drop’ action from the drop down.

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 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

Status is changed to ‘Success’, once the request is processed and all the classes are dropped.

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 Transfer Click on ‘+’ to enter a new record in the Student Program/Plan record.

Record the Student Transfer Effective Date: Select the date from which the student will transfer from school Program Action: Select the Transfer action Action Reason: Select the reason mentioned in the Transfer request form

Select the Program Action

**Note: There would be two types of Transfer a student can do. 1.Transfer to another School 2.Transfer to another Class

Transfer to another School - Program Action Select ‘DATA’ – Data Change to indicate the transfer action for the student Transfer to another School

Transfer to another School - Action Reason

Select an Action Reason from the following: 1.TF1 – ‘Berpindah ke SR lain’ (Transfer to other Primary School) 2.TF2 – ‘Berpindah ke SM dalam kluster’ (Transfer to Secondary School inside cluster) 3.TF3 – ‘Berpindah ke SM luar kluster’ (Transfer to Secondary School outside cluster) 4.TF4 – ‘Berpindah ke PTE lain’ (Transfer to other 6 th Form)

Search for the Requested Campus

Select the requested Campus

Save the Student Program

Transfer to another Class - Program Action Select ‘DATA’ – Data Change to indicate the transfer action for the student Transfer to another Class

Transfer to another Class - Action Reason

Select an Action Reason from the following: TF5 – ‘Berpindah ke kelas lain’ (Transfer to another class)

Enter the Requested Class Section When a student changes a class, it might require the student to change the Academic Program. E.g.: Express Track to Normal Track in Year 9 Therefore when a student transfers from one class to another, the student records should be updated as per the following 2 scenarios; 1.Student doesn’t change the Academic Program 2.Student changes the Academic Program

Enter the Requested Class Section Student doesn’t change the Academic Program

Enter the Requested Class Section Change the Class Section value to the Requested Class Section The requested Class Section value is entered to the same Program Action – Data Change

Save the Student Program

Transfer to another Class Student changes the Academic Program

Transfer to another Class Set the Effective Date as the same as the Data Change record (same as the Transfer Date)

Transfer to another Class

Select ‘PRGC’ – Program Change to indicate the change in the program due to the transfer

Transfer to another Class

Select the new Academic Program the student is changing to.

Transfer to another Class Both the Admit Term and Requirement Term should be the same as the previous record.

Transfer to another Class

Select the new Academic Plan of the student due to the Program Change

Transfer to another Class

Change the Class Section value to the Requested Class Section The requested Class Section value is entered to the Program Action – Program Change

Transfer to another Class Save the records entered.

Enroll the Student in the New Classes **Note: Once a student transfers to the new school or new class, he/she has to be enrolled in all the classes associated to the new class assigned to him/her. This Enrollment will be done by either the new school Student Registrar or current school Student Registrar depending on the Transfer type.

Enroll the Student- Navigate Navigation: Main Menu > Records and Enrollment > Enroll Students > Enrollment Request

Add a New Value

Select the Student ID

Search from the Student ID and click on the ID in the Search Results.

Select the Academic Career

Select the Term

Select the Term the student has transferred from

Add the New Enrollment Student

Enrollment Request

Select the Action – Enroll a Student in Classes Select the ‘Enroll’ action from the drop down.

Select the Classes

Select the Course Subject

Select the class the student is going to be enrolled in

Select the Course Career

Search for the Class

Select the Class

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 in which the student should be enrolled in.

Save the Enrollment Request

Saved Enrollment Request Enrollment Request ID will be assigned.

Submit the Enrollment Request

Status is changed to ‘Success’, once the request is processed and the student is enrolled in all the selected classes.

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

Flow for the Module Setup Approvers Transfer Student Request Form Save the Transfer Student Request Submit the Transfer Student Request for Approval Approve Reject Cancel Complete Re-submit Clearance Update Student Records Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Additional Activities View Submitted Transfer Student Request Print Transfer Student Request View Reports Cancel

C3-TF07 View Transfer Student Request Reports

C3-TF07 View Transfer Student Request Reports Description: –This function allows the School Student Registrar to view the Transfer Student Request Reports MOE_RPT_TF_001_01 – List of Transferred-Out Students MOE_RPT_TF_001_02 – List of Transferred-In Students MOE_RPT_TF_001_03 – List of Class-to-Class Transfers MOE_RPT_TF_001_04 – Transfer Student Statistics Granted Role: –School Student Registrar Menu Path: –Main Menu > Reporting Tools > Query > Query Viewer

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 How to Use

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_TF_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 the Cluster/Zone

Select 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

Select the Academic Career available in the lookup or enter ‘%’ to select all the values in the lookup.

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

Select the Academic Plan available in the lookup or enter ‘%’ to select all the values in the lookup.

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: 1 st Level if the Transfer Request is 1 st Level Approved 2 nd Level if the Transfer Request is 2 nd Level Approved Cancelled if the Transfer Request is Cancelled Completed if the Transfer Request is Completed Pending if the Transfer Request is still Pending 1 st Level if the Transfer Request is 1 st Level Rejected 2 nd Level if the Transfer Request is 2 nd Level Rejected Submitted if the Transfer 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 Transfer Requests selected will be the ones raised during this period.

Select *From Date

Select *To Date

Click to View Results

Report Results If required, the Report Results can be downloaded to an Excel SpreadSheet by clicking on the link.

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_TF_001_02

Click on Search

Click on Run to HTML

Search for an Academic Institution

Search for the Cluster/Zone

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

Select the Academic Career available in the lookup or enter ‘%’ to select all the values in the lookup.

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

Select the Academic Plan available in the lookup or enter ‘%’ to select all the values in the lookup.

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: 1 st Level if the Transfer Request is 1 st Level Approved 2 nd Level if the Transfer Request is 2 nd Level Approved Cancelled if the Transfer Request is Cancelled Completed if the Transfer Request is Completed Pending if the Transfer Request is still Pending 1 st Level if the Transfer Request is 1 st Level Rejected 2 nd Level if the Transfer Request is 2 nd Level Rejected Submitted if the Transfer 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 Transfer Requests selected will be the ones raised during this period.

Select *From Date

Select *To Date

Click to View Results

Report Results If required, the Report Results can be downloaded to an Excel SpreadSheet by clicking on the link.

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_TF_001_03

Click on Search

Click on Run to HTML

Search for an Academic Institution

Search for the Cluster/Zone

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

Select the Academic Career available in the lookup or enter ‘%’ to select all the values in the lookup.

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

Select the Academic Plan available in the lookup or enter ‘%’ to select all the values in the lookup.

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: 1 st Level if the Transfer Request is 1 st Level Approved 2 nd Level if the Transfer Request is 2 nd Level Approved Cancelled if the Transfer Request is Cancelled Completed if the Transfer Request is Completed Pending if the Transfer Request is still Pending 1 st Level if the Transfer Request is 1 st Level Rejected 2 nd Level if the Transfer Request is 2 nd Level Rejected Submitted if the Transfer 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 Transfer Requests selected will be the ones raised during this period.

Select *From Date

Select *To Date

Click to View Results

Report Results If required, the Report Results can be downloaded to an Excel SpreadSheet by clicking on the link.

Enter the Query Name Enter the *Query Name: MOE_RPT_TF_001_04

Navigate Navigation: Main Menu > Reporting Tools > Query > Query Viewer

Search by: Query Name Select Query Name to Search

Click on Search

Click on Run to HTML

Search for an Academic Institution

Search for the Cluster/Zone

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 Transfer Requests selected will be the ones raised during this period.

Select *From Date

Select *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