Manage Student Admissions

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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
Flow Chart
Create
CSV file
Upload New
Students
Verify
Student
Information
1
Create CSV (Comma Delimited) File
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
Create CSV (Comma Delimited) File
The saved CSV (Comma
delimited) file should look like
this
Flow Chart
Create
CSV file
Upload New
Students
Verify
Student
Information
1
Upload New Students
2. Click on Add a
New Value
1. Navigate: Student
Admissions >
Processing Applications
> New Students Upload
3. Enter a new
Run Control ID
then click on add
Upload New Students
5. Click the
Run button
4. Select the
campus,
academic
career and
admit term,
then upload
the CSV file
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
8. You should see that:
i. Run Status:
Queued and
ii. Distribution
Status: N/A
Note: Waiting time
depends on the no. of
students (~100
students takes 510mins)
Upload New Students
10. Click Refresh at interval
times until
i. Run Status:
Success and
ii. Distribution Status:
Posted
11. Click on the
Details link
Upload New Students
12. Click on the View
Log/Trace link
Upload New Students
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
Flow Chart
Create
CSV file
Upload New
Students
Verify
Student
Information
1
Verify Details of Uploaded Students
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
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.
2.
3.
4.
Navigate to the screen via menu path
Search for a particular student
Update student’s term activation details
Save
Refer to Online Help for more details
Flow Chart
1
Term Activate
a Student
Assign Class
Section
Assign Class
Teacher
Enroll Student
Drop Student
From Class
2
Term Activation
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
5. Click on
Save
button
4. Check the Eligible
To Enroll checkbox
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.
2.
3.
4.
5.
6.
Navigate to the screen via menu path
Search for a particular student
Update the details of student program
Assign class section and class teacher to student
Add/Drop student to/from classes
Save
Refer to Online Help for more details
Flow Chart
1
Term Activate
a Student
Assign Class
Section
Assign Class
Teacher
Enroll Student
Drop Student
From Class
2
Assign Class Section to 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
8. Click on Save
button
7. Enter the Class Section
Flow Chart
1
Term Activate
a Student
Assign Class
Section
Assign Class
Teacher
Enroll Student
Drop Student
From Class
2
Assign Class Teacher to Student
1. Navigate: Records and
Enrollment > Student
Background Information >
Student Advisor
2. Enter the Student
Advisor details
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
Flow Chart
1
Term Activate
a Student
Assign Class
Section
Assign Class
Teacher
Enroll Student
Drop Student
From Class
2
Enroll Student to Classes
1. Navigate:
Records and
Enrollment > Enroll
Students >
Enrollment Request
3. Click on Add
button
2. Add ID and
Academic Career of the
uploaded student and
enter the desire Term
Enroll Student to Classes
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
Enroll Student to Classes
Class
Section
Class
Number
7. Select the
desire class
for the student
to enroll
Enroll Student to Classes
9. Submit when
all desired
classes has been
included
8. Click on “+” icon
to assign more
classes to the
student
Enroll Student to Classes
Verify if the enrollment
of student is a success
Enrollment Summary
1. Navigate:
Records and
Enrollment >
Enrollment
Summaries >
Enrollment Summary
2. Enter search parameter and
click the Search button.
Enrollment Summary
Flow Chart
1
Term Activate
a Student
Assign Class
Section
Assign Class
Teacher
Enroll Student
Drop Student
From Class
2
Drop Student from Classes
2. Click on the Find an
Existing Value tab
1. Navigate:
Records and
Enrollment >
Enroll Students >
Enrollment
Request
3. Enter search parameter and
click the Search button.
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
8. Submit
when all
desired
classes has
been included
7. Click on “+” icon
to drop more
classes
Drop Student from Classes
Verify if the dropping of
student is a success
Enrollment Summary
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.
2.
3.
4.
5.
Navigate to the screen via menu path
Term activate students
Create student block and class block
Assign students in batch to classes
Verify enrollment details
Refer to Online Help for more details
Flow Chart
1
Term Activate
Students in Batch
Create
Student Block
Create Class
Block
Register Student
to Classes
Term Activate Students in Batch
1. Navigate: Records
and Enrollment > Term
Processing > Term
Activation > Term
Activation Batch Process
2. Add new Run
Control ID
Term Activate Students in Batch
4. Click the Process
Control tab
3. Enter the academic
details
Term Activate Students in Batch
6. Click on
Run button
5. Select Eligible to Enroll: Yes
Term Activate Students in Batch
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
9. You should see that:
i. Run Status:
Queued and
ii. Distribution
Status: N/A
Note: Waiting time
depends on the
no. of students
(~100 students
takes 5-10mins)
Term Activate Students in Batch
11. Click Refresh at
interval times until
i. Run Status:
Success and
ii. Distribution
Status: Posted
12. Click on the
Details link
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
Flow Chart
1
Term Activate
Students in Batch
Create
Student Block
Create Class
Block
Register Student
to Classes
Create Student Block
2. Click on Add a
New Value tab
1. Navigate:
Records and
Enrollment >
Enroll Students >
Block Enrollment >
Create Student
Block
3. Add a new Student
Enrollment Block
Create Student Block
4. Enter the description of the
Student Enrollment Block
5. Enter the
activated student’s
ID and Academic
Career
7. Click on
Save button
6. Click on the “+” icon
to add more students
into the Block
Flow Chart
1
Term Activate
Students in Batch
Create
Student Block
Create Class
Block
Register Student
to Classes
Create Class Block
2. Click on Add a
New Value tab
1. Navigate: Records
and Enrollment >
Enroll Students >
Block Enrollment >
Create Class Block
3. Add a new Class
Enrollment Block
Create Class Block
4. Enter the
description of the
Class Enrollment
Block
5. Enter the
Term
6. Click on the
Class Number
lookup button
Create Class Block
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
10. Click on
Save button
Flow Chart
1
Term Activate
Students in Batch
Create
Student Block
Create Class
Block
Register Students
to Classes
Register Students to Classes
1. Navigate: Records and
Enrollment > Enroll Students
> Block Enrollment > Block
Enroll Merge
2. Click on Add
a New Value
Register Students to Classes
4. Click on Merge
3. Enter the
corresponding Student
Block and Class Block
Register Students to Classes
5. Submit request
6. Verify Request
Status: Success
7. Click on the
retrieve button
Register Students to Classes
8. Click on the Detail
links to verify students’
enrollment details
Register Students to Classes
Verify students’
enrollment details
View Class Roster
1. Navigate:
Curriculum
Management >
Class Roster >
Class Roster
2. Enter search parameter and
click the Search button.
Class Roster
Class details
Students enrolled
in a class
End of Presentation
Thank You
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