Integrated National Education Information System (iNEIS TM ) Academic Year 2016 Preparation Clinic...

Integrated National EducationInformation System

(iNEISTM)

Academic Year 2016 Preparation

Clinic Session

Task to do1. Manage Student Movement (Transfer/Withdraw) – School

Student Registrar• Transfero Refer to: http://help.ineis.moe.gov.bn/tf/tf_3.1.php

• Withdrawalo Refer to: http://help.ineis.moe.gov.bn/wd/wd_3.1.php

2. Manage Student Clearance - School Admin: Student Clearance• Refer to: http://ineis.moe.gov.bn/mod/page/view.php?id=48

• Manage Student Completion for Graduating Students_v0.3.pdf

3. Manage Graduating Student - School Admin: Student Clearance

• Refer to: http://ineis.moe.gov.bn/mod/page/view.php?id=48• Manage Student Completion for Graduating Students_v0.3.pdf

Task to do

4. Manage Schools with Issue – School Student Registrar

5. Run Attendance Stats Calculation - School Admin: Attendance• Refer to: http://help.ineis.moe.gov.bn/at/at_5.1.php

6. Student Progression – School Student Registrar• Refer to: http://ineis.moe.gov.bn/mod/page/view.php?id=48

• Manage Student Progression (Primary and Preu)v0.3.pdf

7. Student Track Allocation (Streaming) – School Students Registrar

• Refer to: http://ineis.moe.gov.bn/mod/page/view.php?id=48• Manage Student Progression (Secs and Sprt)v0.3

Reminder

• School Student Registrar need to upload new student intake:o Preschool 2016 studento Year 1 2016 studento Year 7 2016 studento Lower 6th 2016 studento Student from Private School

• Refer to Online Help for student upload process:o http://help.ineis.moe.gov.bn/ad/ad_1.1.php

Instructions SetDownload the following documents from iNEIS portal:

http://ineis.moe.gov.bn/mod/page/view.php?id=48

• Manage Student Completion for Graduating Studentso Preschool, Year 6, Year 10(Express), Year 11, SAP Diploma,

Upper Sixth, and CCA (Prim, Secs, Preu)

• Manage Student Progression (Primary and Preu)o Primary 1 to Primary 5, Year 7, Year 9, Year 10, and Lower Sixtho The book include instructions for Student Movement

(Transfer/Withdrawal)

• Manage Student Progression (Secs and Sprt)o Year 8, and Year 11o The book include instructions for Student Movement

(Transfer/Withdrawal)

Manage Student Movement(Transfer and Withdrawal)

School Student Registrar

Student Movement 2015 - 2016

• Descriptiono There are two types of Student Movement which is Transfer and

Withdrawal Process. This step should be done before student is progress to the next level.

• Granted Role: o Transfer/Withdrawal

School Student Registrar Class Teacher

Transfer Students

• Menu Path:o Main Menu > Records and Enrolment > Student Movement >

Transfer Student > Transfer Student Request

• Steps:

1. Fill in Transfer Request form

2. Save and Submit the Transfer Request form

3. Current School Principal approve the Transfer Request form New School Principal approve the Transfer Request form

4. Complete the Transfer Request form

5. Clearance is automatically assigned

6. Update the Student’s record: • Drop Class Enrolment• Update Student Program / Plan

Withdrawal Students


Student Withdrawals > Withdrawal Request

• Steps:

1. Fill in Withdrawal Request form

2. Save and Submit the Withdrawal Request form

3. Current School Principal approve the Withdrawal Request form

4. Complete the Withdraw Request form

5. Clearance is automatically assigned

6. Update the Student’s record:• Drop Class Enrolment• Term Withdraw• Update Student Program/Plan

Manage Student Clearance

School Admin - Student Clearance

Manage Student Clearance

• Descriptiono It allows to create clearance checklist for students who are eligible

to go to clearance.

• Granted Role: o Clearance

School Admin – Student Clearance Class Teacher

o Graduating Students School Admin – Student Clearance

Create Clearance Checklist

Flow Chart for Clearance Process

Update the status of the Clearance Checklist Items

View the created Clearance Checklist

Batch

START

Custom

Population Selection –

External File

Population Selection – PS Query

Individually BatchIndividually

Create Clearance Checklist - Individually

• Description:o It allows to create for a student who is transferring-out of school or

who is withdrawing from school.o For example, if the Registrar/Class Teacher didn’t completed a

request form for the Student therefore there is no clearance checklist automatically assigned. So, the Registrar/Class Teacher will create the clearance for the student manually by batch or individually.

• Menu Path: o Main Menu > Campus Community > Checklists > Person Checklist

> Checklist Management – Person

• Description:o It allows to create for students who have completed their

Academic Programs and will be ready for ‘graduating’.o For example, creating clearance checklists for all students from

SCGEEY10 (General Education Program – Express Track Year 10)


Clearance > Assign Clearance Checklist

Create Clearance Checklist – Batch

Create Clearance Checklist – Batch

• 3 ways to create Clearance Checklist in Batch:1) Custom

o User to manually enter the students one by one.

2) Population Selection – External Fileo User to create an Excel file then upload the students.

3) Population Selection – PS Queryo User to create a group of students by their Academic Program and

Academic Plan.

View Created Clearance Checklist

• Description:o It allows the user to view the created Clearance Checklist of a

student.

• Menu Path:o Main Menu > Campus Community > Checklists > Person

Checklist > Checklist Management – Person.

Update status of Clearance Checklist Items

• Description:o It allows the Teachers/Persons In-Charge of the Clearance Items

to update the status of the Clearance Checklist Items of the students

• 2 ways to Update status of the Clearance Checklist Items:

1) Individuallyo User to update status of a student one by one

2) In Batch/Group of studentso User to update status of students in batch

Update status of Clearance Checklist Items

• Menu Path:o Individually

Main Menu > Campus Community > Checklists > Person Checklist > Checklist Management – Person

o In Batch/Group of Students Main Menu > Records and Enrollment > Student Movement >

Clearance > Student Clearance Checklists

Manage Graduating Student

School Admin: Student Clearance

Flow Chart for Graduating Students

Graduating Students Process

View Student Certificate

View Student Program/Plan

Batch

START

Manually


• Description: o It allows to update the Student Records for students who have

completed their Academic Programs that will be ready for ‘graduation’

o Preschool, Year 6, Year 10(Express), Year 11, SAP Diploma, and Upper Sixth

• 2 ways to run the Graduating Students process:

1) Manually

2) In Batch/Group of Students

• Menu Path:o Main Menu > Records and Enrollment > Graduation > Graduation

Processing

Manually• Run Control ID format

o SchoolCode_Year_AcademicProgram/Plano For example, 3001_2015_SCGEEY10

• Steps:– Unchecked the Population Selection checkbox– It is used for only a few students to process and also allows the

user to manually enter the student one by one


Batch/Group of Students• Run Control ID format

o SchoolCode_Year_AcademicProgram/Plano For example, 3001_2015_SCGEEY10

• Steps:– Check the Population Selection checkbox– It is used to process many students where it allows the user to

select the PS Query option.– Query Name: MOE_CL_CHK_QRY_GRAD


View Updated Student Program/Plan

• Description: o It allows to view the updated Student Program/Plan once the

Graduating Students process is successfully completed.

• Menu Path:oMain Menu > Records and Enrollment > Career and Program

Information > Student Program/Plan


• Description: o It allows to view the certificate awarded to the student

• Menu Path:oMain Menu > Records and Enrollment > Graduation > Student

Certificate


• List of Student Certificates that will be awarded:o Pre-School

PRESo Primary School

Year 6 - PSR Year 6 - CCA Primary Completion

o Secondary School Year 10(Express), Year 11 - GCE O’ Level Year 11 - IGCSE Year 11 - BTEC EDEXCEL – Extended Year 12 - BTEC EDEXCEL – Diploma CCA Secondary Completion

o Sixth Form Upper Sixth - GCE A’ Level CCA Sixth Form Completion

Manage Student Progression

Flow Chart

Run Attendance Stats Calculation

Student Progression

Student Track Allocation (Streaming)

START

Run Attendance Stats Calculation

School Admin: Attendance

Attendance Stats Calculation

• As a prerequisite, user will need to run Attendance Statistics Calculation Process before proceeding to progressing students

• This is to calculate the overall attendance of student throughout the year. Only student with Attendance Statistics of 85% and above will be progressed.

• Granted Role: o School Admin: Attendance

• Navigation:o Curriculum Management > Attendance Roster > Process > Attendance

Stats Calculation

• Refer to Online Help for more details:o http://help.ineis.moe.gov.bn/at/at_5.1.php

Student Progression


Student Progression• Description:

o This function allows the teacher to progress student where there is no changes in Academic Program but changes in Academic Plan.

o It is only applicable for Primary, Sixth Form, Year 7, Year 9, and Year 10 students.

• Granted Role: o School Student Registrar

• Menu Path: o Records and Enrollment > Term Processing > Manage Student Progressiono Records and Enrollment > Career and Program Information > Student

Program/Plan

• Refer to:o Hand out Manage Student Progression (Primary and Preu)v0.3.pdf or

Manage Student Progression (Secs and Sprt)v0.3

http://ineis.moe.gov.bn/pluginfile.php/399/mod_page/content/1/Manage%20Student%20Progression%20(Primary%20and%20Preu)v0.3.pdf



http://ineis.moe.gov.bn/pluginfile.php/399/mod_page/content/1/Manage%20Student%20Progression%20(Secs%20and%20Sprt)v0.3.pdf



Manual Student Progression

Flow Chart

Run Batch Process

Retain StudentBatch Student Progression

Verify Progressed

Student

Edit Wrongly Progressed

Student

START

1001_2016_Y1

Student Progression (Batch)

3. Enter new Run Control ID and click Add button

Format: School Code_Academic Year_LevelEg: 3026_2016_Y7

2. Click on Add a New Value tab

1. Navigate: Records and Enrollment > Term Processing > Manage Student Progression


4. Click the Academic Career look-up button to select the career that need to be progress


5. Click the Campus look-up button to select your campus

Student Progression (Batch)6. Click the Term look-up button and select the end of term as students are only

progressed at the end of the term.

Note: Term entered should be the final term of the current academic year. i.e 1530 for progressing students to year 2016


7. Click the Academic Program look-up button in “From” table and select the academic program


8. Click the Academic Plan look-up button in “From” table and select the current academic plan that need to be progress


9. Click the Academic Program look-up button in “To” table and select the academic program


10.Click the Academic Plan look-up button in “To” table and select the new academic plan for next term



11. Click on “Run” button to run the student progression process


12. Ensure the “Student Progression PRCS” is checked and click on “OK” button


13. Click on “Process Monitor” link to view the status of student progression process


Check for process name MOE_PR_MSP

14.Click “Refresh” button at interval time until the Run Status change to “Success” and Distribution Status change to “Posted”


15.Click on “Details” link once the Run Status is “Success” and Distribution Status is “Posted”


16. Click on “View Log/Trace” link to view the log file


17. Click on .log link to view the progression result

Student Progression (Batch)18.This is the progression

result page. It shows the number of student that is successfully progress and unsuccessful number of student with its reason.


Flow Chart


Run Batch Process


Student

START

Verify Progressed

Student

Verify Student Progression1. Navigate: Records and Enrollment > Career and Program Information > Student Program/Plan

2. Search using the Student’s ID and click the Search button

Verify Student Progression

3. Ensure that:- Effective Date should be a day before the start of the term- Program Action should be PLNC (Plan Change)- Academic Program should be the same program

Verify Student Progression

4. Ensure that:- Academic Plan should be next year plan


Flow Chart


Run Batch Process

Verify Progressed

Student

START


Student

Edit Wrongly Progressed Student

• This process is done because student is wrongly progressed

• For example:oStudent is supposed to be in Year 4 but being

progressed to Year 5oRegistrar will need to update the Student

Program/Plan

Edit Wrongly Progressed Student1. Navigate: Records and Enrollment > Career and Program Information > Student Program/Plan

2. Search using the Student’s ID

3. Tick the Correct History and click the Search button

Note: Correct History check box is ONLY clicked because the student’s existing data need to be edited.

Edit Wrongly Progressed Student4. Change Program Action from “PLNC” to “DATA”

5. Click Student Plan tab

Note: Make sure the Academic Program is correct

Edit Wrongly Progressed Student6. Change Academic Plan to the actual plan. From the new plan to the previous plan. E.g: From Year 5 to Year 4, Year 8 to Year 7.

7. Click Save button

Flow Chart


Run Batch Process

Verify Progressed

Student

START



Student

Student Progression (Manual)

• Scenarios:

1. Student attendance falls below 85% but school wants to progress the student

2. Student transfer to new school but:

i. Student have not been progress

ii. New school already done batch progression

Student Progression (Manual)1. Navigate: Records and Enrollment > Career and Program Information > Student Program/Plan


3. Click Search button


4. Click the “+” button

5. Change the Effective Date to the day before the term 1610 start

6. Change Program Action to “PLNC”



8. Change the Academic Plan


Flow Chart

Batch Student Progression

Run Batch Process

Verify Progressed

Student

START


Student

Retain StudentManual Student

Progression

Student Retain

1. Navigate: Records and Enrollment > Career and Program Information > Student Program/Plan


3. Click Search button

Student Retain

4. Click the “+” button5. Change the Effective Date to the day before the term 1610 start

6. Change Program Action to “DATA”


Student Retain

8. Verify the Academic Plan


Student Track Allocation


Student Track Allocation• Description:

o This function allows student registrar to upload student progression file and verify details of progressing year 8 and year 11 students

• Granted Role: o School Student Registrar

• Menu Path:o Reporting Tools > Query > Query Viewero Records and Enrollment > Term Processing > Student Track Allocationo Records and Enrollment > Career and Program Information > Student

Program/Plan

• Refer to:o Hand out Manage Student Progression (Primary and Preu)v0.3.pdf

or Manage Student Progression (Secs and Sprt)v0.3





Upload Students Track Allocation File

Verify Student Track Allocation

Details

Flow ChartGenerate List of Year 8 Students

Create CSV File

Edit Wrong Progression

Generate List of Year 8 Students

1. Navigate: Reporting Tools > Query > Query Viewer

2. Enter:• MOE_PR_SECS for Secondary

schools Year 8 students’ list• MOE_PR_SAPY11 for Secondary

schools Year 11 students’ list• MOE_PR_SPRT for Sport schools

Year 8 students’ listthen click on Search button


3. Click on Excel to download the list


4. Select the Academic Institution, Campus, and Term then click View Results

Note: Term entered should be the final term of the current academic year. i.e 1530 for progressing students to year 2016


5. Select the Open With Microsoft Excel and click on OK



Details

Flow Chart

Create CSV File

Generate List of Year 8/ Year 11

Students


Create CSV File

1. Delete the entire row for the retain students:

a. Select the entire row by clicking on the number to the most left of the retaining student

b. Right click and select Delete from the dropdown list

2. Enter the students’ Academic Program and Academic Plan for the following year in the next two column

Create CSV File

Note: Refer to Online Help for the Academic Program and Academic Plan code: http://help.ineis.moe.gov.bn/codes/acad_structure.php

Create CSV File3. Delete the Name column:

a. Select the entire column by clicking on the alphabet at the top of the sheet

b. Right click and select Delete from the dropdown list

Create CSV File

4. Save file as CSV (Comma delimited) type

Create CSV File


Details

Flow ChartGenerate List of Year 8/ Year 11

Students



1. Navigate: Records and Enrollment > Term Processing > Student Track Allocation 2. Click on Add a New Value tab

3. Enter a new Run Control ID then click on add.Format: School Code_Academic Year_LevelEg: 3026_2016_Y8

Upload Students Track Allocation File (Batch)

4. Select the Academic Career, Campus and End of Term

5. Upload the .CSV file

6. Click the Run button

Note: Term should be the final term of the current academic year. i.e. Term 1530 for progressing students to year 2016


7. Ensure the box is checked, then click on OK


8. Click the Process Monitor to check the status of the upload

Note: Take note of Process Instance number


10. Click Refresh at interval times

9. You should see that:i. Run Status: Processing

or Queued and ii. Distribution Status: N/A


12. Click on the Details link

11. Click Refresh at interval times until

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

Posted


13. Click on the View Log/Trace link


14. Click on the .log file to view the summary of the uploads of students


15. Summary of processed, success and error rows


Example of the Uploaded File With Error

Note: If there is error in the file, the entire list of students will not go through although the results stated, there exist successfully progressed students

The .log file showing the summary of the result and the student with the error

• This process is to update the Student Program/Plan records for Year 8 and Year 11 retaining student, whose name have been deleted from the list of student extracted from the query.

Upload Students Track Allocation File (Manual)





3. Select the student’s Secondary Academic Career


4. Click on the “+” button

5. Change the Effective Date to the day before the term 1610 start

6. Enter Data in Program Action


7. Select the Student Plan tab

8. Verify the Academic Plan

9. Click on the Save button

Create CSV File



Students



Details

Verify Student Track Allocation Details



3. Select any one of the student’s Secondary Academic Career


4.Ensure that:• Effective Date

should be a day before the start of the term

• Program Action should be PRGC (Program Change)

• Academic Program should be the new program

• Admit Term should be the new term of the year


5. Ensure that: • Academic Plan should be:

• Year 9 plan (Progress from Year 8)• Year 12 plan (Progress from Year 11)


Create CSV File



Students


Details



• This process is to edit the Student Program/Plan when student, who should retain, has been progressed by mistake

• For example:– Student is supposed to retain in Year 8 for year 2016,

but registrar has progressed the student to Year 9– School Student Registrar will need to demote the

student back to Year 8





4. Select any one of the student’s Secondary Academic Career

3. Click on the Correct History checkbox


5. Change the Program Action from PRGC to DATA

6. Change the Academic Program, Admit Term and Requirement Term back to the previous record

Edit Wrongly Progressed Student7. Select the Student Plan tab

8. Enter the student’s previous Academic Plan and Requirement Term, then click the Save button

How to View Student’s Previous Records

Note: Click on the “Next Row” button to view the previous record

In the Student Program tab, Check the Academic Program, Admit Term, and Requirement Term

How to View Student’s Previous Records

In the Student Plan tab, Check the Academic Plan

Manage Schools with Issues

School Students Registrar

Important

• Please ensure schools resolve the following issues before proceeding to student progression.

School Issues

• Student not Enrolled– Student is not enrolled into any classes

• Student enrolled to Wrong Campus– Student has been transferred to new Campus without dropping student

from previous school– Student has been transferred to the wrong Campus by previous

Campus

• Student in Wrong Level– Student enrolled into wrong level, for e.g. student is Year 5 but enrolled

to Year 6 class.– Student not progressed, for e.g. student is Year 6 but Academic Plan is

Year 5

• No Citizenship details• Wrong Citizenship

– Citizenship status is not Brunei, ONLY Brunei citizenship is captured.

Check list

Before you leave, please make sure you:

• Sign Attendance

• Correct Students with IssueoLook for iNEIS team to check for your school’s

issue

• Sign Tracker

End of Presentation

Thank You

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Integrated National Education Information System (iNEIS TM ) Academic Year 2016 Preparation Clinic...

Documents