Integrated National Education Information System

(iNEISTM)

Activity for School on Term 3 Setup

Contents

Important Note for Schools .................................................................................................................... 1

1. Transfer Student ............................................................................................................................. 2

1.1 Save and Submit a Transfer Student Request ......................................................................... 2

1.2 Approve or Reject a Submitted Transfer Student Request ..................................................... 2

1.3 Re-submit/Cancel/Complete a Transfer Student Request ..................................................... 3

1.4 Record the outcome for Student Transfer Requests .............................................................. 3

2. Withdraw Student ........................................................................................................................... 4

2.1 Save and Submit a Withdrawal Request ................................................................................. 4

2.2 Approve / Reject / Route the Withdrawal Request ................................................................ 4

2.3 Re-submit/Cancel/Complete a Withdrawal Student Request ................................................ 5

2.4 Update the Student Records for Student Withdrawal Request ............................................. 5

3. Upload Timetable ............................................................................................................................ 6

3.1 Registration Class and Subject Class ....................................................................................... 6

3.1.1 Verify Timetable .............................................................................................................. 7

3.2 CCA Timetable ......................................................................................................................... 8

4. Term Activate ................................................................................................................................ 11

5. Update Student Block ................................................................................................................... 12

5.1 Registration Class .................................................................................................................. 12

5.2 Subject Class (Applicable to Optional classes and Sixth Form classes only) ......................... 12

5.3 CCA ........................................................................................................................................ 13

6. Create Class Block ......................................................................................................................... 14

6.1 Registration Class .................................................................................................................. 14

6.2 Subject Class.......................................................................................................................... 15

6.3 CCA Class Block ..................................................................................................................... 16

7. Merge Block .................................................................................................................................. 18

8. Verify Class Roster......................................................................................................................... 19

9. Assign Extra Instructors - All ......................................................................................................... 20

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Important Note for Schools

Gentle reminder that the set date range (From/To) and Term/Session for each Academic Career for

Term 3 are specified as below:

Acad Career Acad Year Term/Session Valid From Valid To

Pre School 2015 1530/1 14/09/2015 30/11/2015

Primary School 2015 1530/1 14/09/2015 30/11/2015

Secondary School 2015 1530/1 14/09/2015 30/11/2015

Sports School 2015 1530/1 14/09/2015 30/11/2015

Sixth Form 2015 1530/1 14/09/2015 30/11/2015

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1. Transfer Student

Steps:

1. Current School Student Registrar/Class Teacher will fill in the Transfer Request form.

2. Current School Principal will approve/reject the Transfer Request form.

3. New School Principal will approve/reject the Transfer Request form.

(This step is not applicable if the student is only Transferring-out to another Class)

4. After the Transfer Request form is approved, the Current School Registrar needs to

complete it. (Upon clicking on the Complete button, it will automatically start the clearance

process for the student. The clearance will also not be applicable for Transferring-out to

another Class)

5. Current School Student Registrar will drop the student from class(es).

6. Current School Student Registrar will update the Student Program/Plan.

7. New School Registrar will need to enroll the student to class(es) in the new school

8. (If it is Transferring-out to another Class, the Current School Registrar will need to enroll the

student in the new class)

1.1 Save and Submit a Transfer Student Request

Roles Involved: School Student Registrar and Class Teacher

Please refer to Online Help: http://help.ineis.moe.gov.bn/tf/tf_3.1.php under Record the

Transfer Student Request with supporting documents

1.2 Approve or Reject a Submitted Transfer Student Request

Approve a Submitted Transfer Student Request

Roles Involved: Current School Approver

Please refer to Online Help: http://help.ineis.moe.gov.bn/tf/tf_4.1.php under Current

School Approver to approve a Transfer Student Request

Roles Involved: New School Approver

Please refer to Online Help: http://help.ineis.moe.gov.bn/tf/tf_4.1.php under Requested

School Approver to approve a ‘1st Level Approved’ Transfer Student Request

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Reject a Submitted Transfer Student Request

Roles Involved: Current School Approver

Please refer to Online Help: http://help.ineis.moe.gov.bn/tf/tf_5.1.php under Current

School Approver to reject a Transfer Student Request

Roles Involved: New School Approver

Please refer to Online Help: http://help.ineis.moe.gov.bn/tf/tf_5.1.php under Requested

School Approver to reject a ‘1st Level Approved’ Transfer Student Request

1.3 Re-submit/Cancel/Complete a Transfer Student Request

Roles Involved: School Student Registrar and Class Teacher

Please refer to Online Help: http://help.ineis.moe.gov.bn/tf/tf_3.2.php under Re-

submit/Cancel/Complete a Transfer Student Request

1.4 Record the outcome for Student Transfer Requests

Update the Student Records for Student Transfer Requests

Roles Involved: School Student Registrar

Please refer to Online Help: http://help.ineis.moe.gov.bn/tf/tf_6.1.php under Update

the Student Records for Student Transfer Requests (not applicable for Sports School or

transferring to Sports School)

Update the Student Records for Student Transfer Requests (Applicable ONLY for Sports

School)

Roles Involved: School Student Registrar

Please refer to Online Help: http://help.ineis.moe.gov.bn/tf/tf_6.2.php under Update

the Student Records for Student Transfer Requests (Applicable ONLY for Sports School)

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2. Withdraw Student

Steps:

1. School Student Registrar/Class Teacher fill in the Withdrawal Request form.

2. School Principal will approve/reject the Withdrawal Request form.

3. School Student Registrar/Class Teacher will complete the Request form.

(Upon clicking on the Complete button, it will automatically start the clearance process for the

student)

4. School Student Registrar will drop the student from class(es).

5. School Student Registrar will need to Term Withdraw the student.

6. School Student Registrar will update the Student Program/Plan.

2.1 Save and Submit a Withdrawal Request

Roles Involved: School Student Registrar / Class Teacher

Please refer to Online Help: http://help.ineis.moe.gov.bn/wd/wd_3.1.php under Withdrawal

Student Request form

2.2 Approve / Reject / Route the Withdrawal Request

By the School Principal

Roles Involved: School Principal

Please refer to Online Help: http://help.ineis.moe.gov.bn/wd/wd_4.1.php under

Approve/Reject/Route the Withdrawal Request

By the Dept. of Schools

Roles Involved: Department of Schools Approver

Please refer to Online Help: http://help.ineis.moe.gov.bn/wd/wd_5.1.php under

Approve/Reject/Route the Withdrawal Request

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2.3 Re-submit/Cancel/Complete a Withdrawal Student Request

Roles Involved: School Student Registrar

Please refer to Online Help: http://help.ineis.moe.gov.bn/wd/wd_3.2.php under Withdrawal

Student Request form

2.4 Update the Student Records for Student Withdrawal Request

Roles Involved: School Student Registrar

Please refer to Online Help: http://help.ineis.moe.gov.bn/wd/wd_6.1.php under Record the

Outcome of the Withdrawal Request

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3. Upload Timetable

3.1 Registration Class and Subject Class

Role Involved: School Timetabling Admin

Note:

Instruction for Creating Timetable can be downloaded from iNEIS portal.

Please refer to Portal: http://ineis.moe.gov.bn/mod/page/view.php?id=45

Registration class, along with subject classes has to be scheduled in Edval before

uploading to iNEIS.

Timetable has to be upload term by term.

Make sure the start/end date when exporting timetable from Edval is based on the

school term start/end date.

There should be two separate timetable file for Primary and Pre School.

Make sure Edval is updated to latest version. This has to be check regularly. To update,

open Edval and navigate to Help > Find Updates.

The correct file format for uploading timetable to iNEIS should be .psv file instead of .etz

file.

Edval timetable is constructed based on existing data in iNEIS system. Please do NOT add

or change the information by yourself as you will encounter error during timetable

uploading process.

The timetable MUST be built with complete teacher and room assignment to each class.

For those who encountered that the etz file has been locked, please refer to Portal on

how to resolve this issue: http://ineis.moe.gov.bn/mod/forum/discuss.php?d=28

Steps to Upload Timetable

Navigate to Main menu > Curriculum Management > Schedule of Classes > Upload Class

Schedule

Click on the Add a New Value tab

Enter the Run Control ID in the specified fields

Click on the Add button to add the Run Control ID

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Note:

Run control ID recommended naming convention: School Code_Acad Career_Term_2

digit running number.

Example: (3001_SECS_1530_01) or (1007_PRIM_1530_01)

Fill in the details, please select appropriate term

Click on the Upload File button and browse for the .psv file exported from Edval system

Click on the Upload button to attach the .psv file

Click on the Run button to begin the Class schedule upload

Ensure the process name MOE_ASC_UPLD in Process Scheduler Request page is checked

Click on OK button

In the Upload Class Schedule page, click on the Process Monitor link

Check Summary section from log file to view the Total number of input rows, No. of

successful uploaded rows, and No. of Error row

Note:

Ensure that the total no. of input rows matches with the no. of rows in the .psv file.

Follow ‘Verify class scheduling’ for more detailed checking.

Please refer to Online Help: http://help.ineis.moe.gov.bn/tt/tt_2.2.php under Upload Class

Scheduling Data

3.1.1 Verify Timetable

Navigate to Main menu > Curriculum Management > Schedule of Classes > Maintain

Schedule of Classes

In the Find an Existing Value tab, enter the values in the Term, Subject Area and Campus

fields.

Click on the Search button to obtain the result based on the values you entered.

Click on one class in search results.

In the Basic Data page, you can verify if the class section matches class code in the school

timetable file.

In the Meetings tab, under the Meeting Pattern section, verify if Facility ID, Mtg Start, Mtg

End and Start/End Date matches school timetable file.

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Note:

You may click on ‘View All’ if there is more than one row under the same code in school

timetable file.

In Instructors For Meeting Pattern section, verify if ID & Name matches school timetable

file.

Note:

For the case where re-upload class schedule date range is later than the existing class

schedule, the existing meeting pattern will be kept and end date will be updated.

Example:

Existing Class Schedule: 14/09/2015 - 30/11/2015

Re-uploaded Class Schedule: 20/09/2015 – 15/10/2015

Expected Outcome:

Existing class meeting pattern end date should be shifted to 20/09/2015

New class meetings added from 20/09/2015 – 15/10/2015

For the case where reupload class schedule with same or longer date range, the existing class

meeting pattern will be replaced.

3.2 CCA Timetable

Role Involved: School CCA Head

Note:

CCA template and instruction can be downloaded from Online Help:

http://help.ineis.moe.gov.bn/cc/cc_1.2.php

CCA should be scheduled term by term and upload every term

Make sure the start/end date is based on the school term start/end date.

Uploaded file should be in .CSV file format

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Steps for uploading CCA Timetable

Navigate to Main menu > Curriculum Management > Schedule of Classes > Upload CCA

Schedule

Click Add a New Value tab

Fill in Run Control ID field and click Add button. Format are as followed: (School Code)_Term

(Term Code). E.g 1006_Term1530

Enter value on Institution, Acad Career, Campus, Term, Session

Note:

Acad Career should be CCA related only.

Example: ‘CCA1’ for CCA Primary, ‘CCA3’ for CCA Secondary

Select the correct term. For example, Primary School select Term 3 (if uploading for Term

3)

Tick on Upload full term data checkbox

Click Upload File button and upload the file with .CSV format

Click View File button to view uploaded file

The upload data file should be filled in as shown in the image

The data in each column should follow the below format. The column separator is semicolon ‘;’.

Column Header Example Remarks

Subject 001204/1/PRA Retrieved from query ‘subject list’ – subject code

Subject Description

Basketball Retrieved from query ‘subject list’ – subject description

Class Section G01 No more than 4 characters

Date 14/09/2015 Format: DD/MM/YYYY

Start Time 09:00 24HR format HH:MM

End Time 10:00 24HR format HH:MM

Mon N If the activity is scheduled on this day of week, specify as ‘Y’; Otherwise specify ‘N’.

Tue N If the activity is scheduled on this day of week, specify as ‘Y’; Otherwise specify ‘N’.

Wed N If the activity is scheduled on this day of week, specify as ‘Y’; Otherwise specify ‘N’.

Thu N If the activity is scheduled on this day of week, specify as ‘Y’; Otherwise specify ‘N’.

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Fri N If the activity is scheduled on this day of week, specify as ‘Y’; Otherwise specify ‘N’.

Sat Y If the activity is scheduled on this day of week, specify as ‘Y’; Otherwise specify ‘N’.

Sun N If the activity is scheduled on this day of week, specify as ‘Y’; Otherwise specify ‘N’.

Facility ID 3001_Basket01 Retrieved from query ‘facility list’ – facility ID

Facility Description

Basketball Field Retrieved from query ‘facility list’ – facility description

Instructor S00123456 Retrieved from query ‘instructor list’ – instructor ID

Instructor Name Mohd Yusof Hj Matrais

Retrieved from query ‘instructor list’ – facility name

Click Run button to run the process

Click OK button when a message pop out to prompt for user confirmation

Click OK button at the Process Scheduler Request page

Click Process Monitor

Click on Refresh button to refresh the process monitor status

Click on Details link when the Run status changed to “Success” and Distribution Status is

“Posted”

Click View Log/Trace link to display any corresponding error messages if the process fails

Click MOE_CCA_UPL.log file to check the result of the uploaded data files

Note:

Any corresponding error messages will be displayed in this log file

Please refer to Online Help: http://help.ineis.moe.gov.bn/cc/cc_1.2.php under Upload CCA

Schedule

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4. Term Activate

Roles Involved: School Student Registrar

Note:

This step is applicable to ALL careers.

Do the step for each career one at a time. For example, for Secondary School run the

process for “Secondary” first then run another process for “CCA Sec”.

Navigate to Main Menu > Records and Enrollment > Term Processing > Term Activation >

Term Activation Batch Process

Click on the Add a New Value tab

Enter a new Run Control ID, enter any value without spacing (e.g. Term1530)

Click on the Add button

Click on the look-up button and select the Academic Career

i. For Pre School do for “Pre-School”

ii. For Primary do for “CCA Pri” and “Primary”

iii. For Secondary do for “CCA Sec” and “Secondary”

iv. For Pre-U do for “CCA 6 form” and “Sixth Form”

v. For Sport School do for “Sports Sch”

Click on the look-up button and select the Activation Term, “1530”

Click on the look-up button and select the Campus

Click on the Process Control tab

Click on the Eligible to Enroll dropdown list and select “Yes”

Click on the Run button to begin term activation

Ensure that the process name SRTRMAC in the Process Scheduler Request page is checked

Click on the OK button

Please refer to Online Help: http://help.ineis.moe.gov.bn/ad/ad_3.1.php under Term

Activate Students in Batch

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5. Update Student Block

Note:

Before saving, Please check all the student are included in the Student Block.

Delete students that are not enrolled to the classes in Term 3.

5.1 Registration Class

Roles Involved: School Student Registrar

Navigate to Main Menu > Records and Enrollment > Enroll Students > Block Enrollment >

Create Student Block

Enter the existing Student Block (School Code)

Click on the Search button

Ensure that the correct list of students are in the correct Student Block. Remove

(-) student that should not be part of class section and add (+) students that

should be part of the class section.

Note:

You can refer the list of student in the Class Roster via Curriculum Management > Class

Roster > Class Roster

Please refer to Online Help: http://ineis.moe.gov.bn/mod/page/view.php?id=45 under

Subject Class Allocation for Core Subjects and find the title Search/Verify and update

Existing Student Block

5.2 Subject Class (Applicable to Optional classes and Sixth Form classes only)

Roles Involved: School Student Registrar

Navigate to Main Menu > Records and Enrollment > Enroll Students > Block Enrollment >

Create Student Block

Enter the existing Student Block (School Code)

Click on the Search button

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Ensure that the correct list of students are in the correct Student Block. Remove

(-) student that should not be part of class section and add (+) students that

should be part of the class section.

Note:

You can refer the list of student in the Class Roster via Curriculum Management > Class

Roster > Class Roster

Please refer to Online Help: http://ineis.moe.gov.bn/mod/page/view.php?id=45 under

Subject Class Allocation for Core Subjects and find the title Search/Verify and update

Existing Student Block

5.3 CCA

Roles Involved: School CCA Head

Note:

Before saving, Please check all the student are included in the Student Block.

Delete students that are not enrolled to the CCA classes in term 3.

Navigate to Main Menu > Records and Enrollment > Enroll Students > Block Enrollment >

Create Student Block

Enter the existing Student Block (School Code)

Click on the Search button

Ensure that the correct list of students are in the correct Student Block. Remove

(-) student that should not be part of class section and add (+) students that

should be part of the class section.

Note:

You can refer the list of student in the class roster via Curriculum Management > Class

Roster > Class Roster

Please refer to Online Help: http://ineis.moe.gov.bn/mod/page/view.php?id=45 under

Subject Class Allocation for Core Subjects and find the title Search/Verify and update

Existing Student Block

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6. Create Class Block

6.1 Registration Class

Roles Involved: School Student Registrar

Navigate to Main Menu > Records and Enrollment > Enroll Students > Block Enrollment >

Create Class Block

Click on Add a New Value tab

Enter the Class Enrollment Block

Format:

Maximum character is 15.

Class block code = SSSS-YLCCCT3

Eg: For Primary/Preschool = 1001-5AT3, 1001-PRABT3,

For Secondary/Sixth Form = 3001-511SCIT3, 4001-59AT3, 5001-5AE17T3

SSSS: School Code

Dash

Y: Year (Eg: 2015 = 5, 2016 = 6)

L: Level (Eg: Year 1 = 1, Year 9 = 9)

CCC: Class Section (Eg: A, B, C)

T3: Term 3

Copy the Class Enrollment Block into Description

Enter Term and ensure Action is set as “Enroll”

Note:

Term for Pre School, Primary, Secondary, Sixth Form and Sport School: 1530

Click on the look-up button for Class Nbr

Click on the dropdown button and select the Course Subject and Course Career

Click on the Search button

Look for the Class Section the user wish to enroll the students into and click on the Select

Class button

Tick the Action Date, Closed Class, Class Permission, Requisites, Unit Load checked box.

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Enter the Action Dt as the first day of the Term (for 2015 Term 3 – Start Date is 14/09/2015)

Click on the Save button

Please refer to Online Help: http://help.ineis.moe.gov.bn/ad/ad_3.4.php under Create Class

Block

6.2 Subject Class

Roles Involved: School Student Registrar

Note:

Pre School and Primary Career are to add Subjects together with Registration Class.

Secondary Career is to add Core Subjects together with Registration Class and create new

Class Block for Optional Subjects.

Sixth Form is to create new Class Block for each Subject.

Navigate to Main Menu > Records and Enrollment > Enroll Students > Block Enrollment >

Create Class Block

Click on Add a New Value tab

Enter the Class Enrollment Block

Format:

Maximum character is 15

Class Block Code = SSSS-YLCCCXXXT3

Eg: For Primary/Pre School = 1001-5AT3, 1001-5PRABT3,

For Secondary/Sixth Form = 3001-511SCIT3, 3001-59AGEOT3, 5001-5ACTL1.1T3, 5005-

5AUPRENGT3

SSSS: School Code

Dash

Y: Year (Eg: 2015 = 5, 2016 = 6)

L: Level (Eg: Year 1 = 1, Year 9 = 9)

CCC: Class Section (Eg: A, B, C)

XXX: Subject/Group (Eg: Mathematics = MAT, English = ENG)

T3: Term 3

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Copy the Class Enrollment Block into Description

Enter Term and ensure Action is set as “Enroll”

Note:

Term for Pre School, Primary, Secondary, Sixth Form and Sport School: 1530

Click on the look-up button for Class Nbr

Click on the dropdown button and select the Course Subject and Course Career

Click on the Search button

Look for the Class Section the user wish to enroll the students into and click on the Select

Class button

Tick the Action Date, Closed Class, Class Permission, Requisites, Unit Load checked box.

Enter the Action Dt as the first day of the Term (for 2015 Term 3 – Start Date is 14/09/2015)

Click on the Save button

Please refer to Online Help: http://help.ineis.moe.gov.bn/ad/ad_3.4.php under Create Class

Block.

6.3 CCA Class Block

Roles Involved: School CCA Head

Navigate to Main Menu > Records and Enrollment > Enroll Students > Block Enrollment >

Create Class Block

Click on the Add a New Value tab

Enter the group of students’ Class Enrollment Block

Note:

Maximum character is 15.

Class Block Code: XXXX-ZZSSS-TERM

Eg: 3010-9BSK-1530

XXXX: School Code

ZZ: Class Section

SS: Year level

TERM: 1530

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Click on Add button

User will be directed to the Block Enrollment Classes page

Enter the Class Enrollment Block Description

Click on the look-up button and select the Term

Ensure Action is set as “Enroll”

Click on the look-up button of the Class Nbr

User will be directed to Search Block Enrollment Classes page

Click on the Select Class button to the right of the Class Section the user wish to enrol the

group of students into

User will be directed back to the Enrollment Request page

Click on the “+” icon to add more Class Block to the group of students

Click on Time Conflict checkbox

When user is done with selecting the Class Sections to the student, click on the Save button.

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7. Merge Block

Roles Involved: School Student Registrar

Note:

Merge the correct Student Block with the correct Class Block. Do not merge the wrong Block,

for example Yr 1A Student Block is merge with Yr 2C Class Block.

Navigate to Main Menu > Records and Enrollment > Enroll Students > Block Enrollment >

Block Enroll Merge

Click on Add a New Value tab

Enter the corresponding Student Block and Class Block into the respective field

Click on the Merge button

Click on the Submit button

Click on the Retrieve button

Please refer to Online Help: http://help.ineis.moe.gov.bn/ad/ad_3.4.php under Merge Block

Enrollment

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8. Verify Class Roster

Roles Involved: School Student Registrar

Note:

School Student Registrar need to check all Class Roster to make sure there is no

Transfer/Withdraw Student or Wrong Student enrolled carried forward to the Term 1530

Registration or Subject Classes.

To get Class Nbr:

Navigate to Main Menu > Reporting Tools > Query > Query Viewer

Search the query “MOE_ENRL_STATUS”

Click “HTML” link in the result and fill in all the fields. Make sure Term selected is

“1530”

Navigate to Main Menu > Curriculum Management > Class Roster > Class Roster

Search for Class Roster by

Term: 1530

Class Nbr: Get from MOE_ENRL_STATUS query

Please refer to Online Help: http://help.ineis.moe.gov.bn/ad/ad_3.4.php under Verify Class

Roster

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9. Assign Extra Instructors - All

Roles Involved: School Timetabling Admin

Please refer to Online Help: http://help.ineis.moe.gov.bn/tt/tt_2.4.php under Assign Extra

Instructors – All