Database Training Date: 18/July/2008 Student Service Officers

Training Agenda  Enter new student details  Enter change of course  Enter change of class  Cancel enrolment  Leave of absence  Enter attendance  Enter results  Printing class rolls  Attendance report  Warning letters  Help and updates

Enter student details  Please make sure student id is correct  Name, date of birth, nationality is as per the passport  Enter Address  Enter accurate address  Enter correct mobile no  Course details to be entered as per the COE  Make sure to choose a course having 2008 prefix

Setting up attendance dates for new students –ELT (‘Start Date’ should be a Friday) –VET (‘Start Date’ should be Monday) Enter student details

Change of course  Check COE to confirm the change of course details are up-to-date on PRISMS  In order to change course you have to add a new course  Make sure to un-enroll a student from the previous course before making this change  Start date and end date for this new course should be based as per the COE  Enroll the student in the new course and tick the enroll option only when a student is suppose to start that course  Make sure you allocate a class for new enrolment  Also make sure to choose the ‘AM/PM’ session for this enrolment

Change of class VET –Head Trainer/Assessor will be actioning ‘Change of class’ (VET only) ELT  Follow DOS instructions  Make sure to change the class ONLY.  DO NOT enter New course  File the change in the admin files

Cancel Enrollment  Make sure COE is cancelled before canceling student enrollment on the database  Make sure to un-enroll the student (all courses)  Follow the cancellation checklist  Archive the file

Leave of Absence  Only update database after the leave is approved  Make sure that PRISMS was updated  Tick leave of absence and make sure it is for the course that student is enrolled in  Enter the dates for the leave  Enter leave details into the leave of absence registry  When student is back from the leave update the database  Update the registry

Enter Attendance  Step 1 – Class Tab  Step 2 – Select “Class description”  Step 3 – Select “Date of attendance” Monday – VET (beginning of the week) Friday – ELT (beginning of the week)  Step 4 – Enter be default “X” (click on the button “x”)  Step 5 – Mark “A” based on the class roll

Enter Students’ Results Head Trainer/Assessor will be entering results

Printing Class Rolls ELT Class Roll Week Starting Date: Monday VET Class Roll Week Starting Date: Monday

Attendance Percentage Report Step 1: Click on “Attendance Percentage Report” Step 2: Enter Date VET: Monday ELT: Friday

Warning Letters

Help & Updates Video & Audio File Automatic Updates Help Button

Thank You