CCA Scheduling & Enrollment Integrated National Education Information System (iNEIS TM )

CCA Scheduling & Enrollment

Integrated National Education Information System (iNEISTM)

Introduction• This powerpoint slide is a step-by-step instruction guide on

how to complete the CCA Timetabling template, upload to iNEIS™ and complete CCA enrollment

• CCA Scheduling & Enrollment are done by School CCA Head

• Please sign the attendance and fill in your email and contact number. (for ease of communication for CCA related issue)

• Please inform the consultants before leaving the working session

• Please leave a copy CCA file to consultants• Please request assist from Helpdesk if you need help after

the session. (Tel No: +673-2230635 / 2230637 or Email: iNEIS@moe.gov.bn)

Overview of Operations

1. Modify Delimiter / Separator 2. Download School data File3. Download CCA Timetabling Template4. Complete & Verify CCA Timetable5. Upload CCA Timetable to iNEIS™6. Verify & Update Timetable in iNEIS™7. Admit Students in CCA8. Term Activate Students in CCA9. Enroll Students under CCA10.Verify CCA Class Roster

Modify Delimiter / Separator

• Modify Delimiter / Separator needs to be done so the CSV template file can be displayed and uploaded in the correct format

• CCA Timetable upload uses the semicolon ‘ ; ‘ separator

• Ensure that once the file has been uploaded, the separator needs to be changed back to coma ‘ , ‘

Using Windows 7

1. Click on the START/WINDOWS menu icon at the bottom of your window.

2. Click on Control Panel.3. Click on Clock, Language and Region.4. Click on Change, Date, Time and

Number formats.

Using Windows 7

• Click on Additional Settings

Using Windows 7

• Change List Separator to a semicolon ‘;’

Using Windows 7

• Click on Apply

Using Windows 7

• Click on OK

Using Windows 8

• Hover mouse over to the bottom-right corner of your Desktop

Using Windows 8

• Click on the Settings icon

Using Windows 8

• Click on Control Panel

Using Windows 8• Click on Change date, time or number

formats

Using Windows 8

• Change List Separator to a semicolon ‘;’

Using Windows 8

• Click on Apply

Using Windows 8

• Click on OK

Download School data File

Overview

• Generate List of Facilities• Generate List of Teachers• Generate List of Subjects

Generate List of Facilities

1. Navigate to Reporting Tools > Query > Query Viewer

Generate List of Facilities2. Enter the query name "MOE_TT_CCA_FAC" to generate the list of facilities.

3. Click on Search

4. Click on ‘Excel’ Link for search criteria

5. Click on the Institution lookup button

6. Select the relevant Acad Institution

7. Click on the Acad Org lookup button 8. Select the relevant Acad Org

10. Click on Open or Save File

9. Click on View Results

11. This excel sheet displays all available facilities under the specified school.

Overview

Generate List of Teachers

Generate List of Teachers2. Enter the query name “MOE_TT_CCA_TCH" to generate the list of teachers.

3. Click on Search

5. Specify search criteria

8 This excel sheet displays all teachers under the specified school.

Overview

Generate List of Subjects

Generate List of Subjects2. Enter the query name “MOE_TT_CCA_SUB" to generate the list of subjects.

3. Click on Search

5. Specify search criteria

8. This excel sheet displays all available courses under the specified academic career and school.

Download CCA Timetabling Template

Download CCA Template

• CCA Template can be downloaded from iNEIS™ Online Help

• URL: http://help.ineis.moe.gov.bn

Download CCA Template

1. Navigate to Manage CCA > Schedule CCA Activity > Upload CCA Schedule

2. Click to download template

Open CCA Template

• Navigate to the folder you download it to

• Open the CCA Schedule Upload File – Sample.csv file

Open CCA Template

• If Modify Delimiter / Separator step is done, the file will be displayed correctly in columns:

Rename CCA Template

• Click File > Save As

Enter new File Name

File Naming Convention:iNEIS_CCA_[School Code]_[School Name]_1610

Rename CCA Template

Select CSV (Comma Delimited)

Rename CCA Template

• Click Save button to save

Complete & Verify CCA Timetable

Verify Template Format

• If Modify Delimiter / Separator step is done, the file will be displayed correctly in columns:

• For those who have the same display as the screenshot, please continue from Slide 61 onwards

• For those who do not have the same display as the screenshot, please perform Slide 55 to 60

Modify Template Format

1. Highlight column A

2. Click on Data tab

3. Click on Text to Columns

4. Select Delimited

5. Click Next

6. Select Tab

8. Click Next

7. Select Other and enter semicolon ‘;’ in the text field

It should appear like this after completing Step 7

10. Select Text

11. Click Finish

9. Click Subject and hold the Shift button on keyboard. Do not let go. Scroll to the last column and click Instructor Name. Let go the Shift button. Everything should be highlighted as the screenshot.

Final Display Result

Important Note: Co-Curricular Activities

DO Slide 62 – 66 IF your school captures and enter marks for CCA.

Else please move on to Slide 67 to complete the CCA Timetable template and skip this section.

• Aside from the CCA subjects (badminton, futsal, pantun etc), courses called Co-Curricular Activities need to be scheduled as well

• They appear in the MOE_TT_CCA_SUB list as below:

• These Co-Curricular Activities will be schedule by year level

• The instructor assigned will be the Class Teacher instead of the CCA Teacher

• The Class Section will be in the format of 1A, 1B for Year 1, 2A for Year 2 and etc depending on the no. of classes in the school for each year level

• This is done this way so that the Class Teacher can enter CCA Marks for the students in their class. For e.g. 1A Class teacher will enter marks for 1A students

Subject Description Year

001017 Co-Curricular Activities Primary Year 1

Primary School (CCA1)

001080 Co-Curricular Activities Secondary Year 7

Secondary School (CCA3)

001597 Co-Curricular Activities Lower Sixth

001817 Co-Curricular Activities Upper Sixth

Sixth Form School (CCA5)

Enter CCA Subject

1. Copy and paste the applicable CCA to the Subject and Description columns

Refer to MOE_TT_CCA_SUB

Enter Class Section

2. Enter the Class Section into Class Section column– For CCA like Pantun, Muzik etc, use groups since it’s

a combination of students between multiple levels• If you only have one group for a particular CCA, then you can

create one group for it. If you have more than one, then please create more than one group for the CCA.

– For CCA called Co-Curricular Activities, please use actual Class Names like 1A, 1B etc by student year level (Refer to Slide 56 – 60)

– Class Section column must not exceed 4 characters.

Enter Date of CCA

3. Enter the Date the activity is held– You will need to schedule for every day the activity for

the group is held in the term– For e.g. Badminton for G01 is held every Wednesday

of Term 1610 from 2:00pm to 3:00pm– This needs to be reflected and entered in the CSV file– Correct Date Format needs to be DD/MM/YYYY

Enter Start Time and End Time

4. Enter the Start Time and End Time of the CCA for that day

– Time needs to be in 24 hour HH:MM format

Specify Day the CCA is held

5. Enter Y for the day the activity is on and enter N for the days the activity is not on

– Needs to be in Y and N only

Enter Facility

6. Copy and paste the facility / room used to conduct the CCA at that time

Refer to MOE_TT_CCA_FAC

Enter Teacher

7. Copy and paste the Teacher in charge of the CCA at that time

– If there are more than one teacher for the group, copy and paste the same row but change the teacher to a different teacher instead

– For CCA called Co-Curricular Activities, please assign the Class Teacher of each class, not a CCA Teacher (Refer to Slide 61 – 66)

Refer to MOE_TT_CCA_TCH

Complete CCA Timetable

8. Repeat Step 1 to 7 until all CCA groups and classes are scheduled for the term

– Make sure every columns are filled

9. Once complete, click File > Save As CSV file

Select and Save as CSV (Comma Delimited)

Upload CCA Timetable to iNEIS™

Upload CCA Schedule – Full Term

1. Navigate to Curriculum Management > Schedule of Classes > Upload CCA Schedule

2. Click on Add a New Value

1006_Term1510

3. Enter Run Control ID e.g. 1006_Term1610”

4. Click on Add

5. Click on Acad Career lookup button

6. Select the relevant Career

7. Click on Campus lookup button

8. Select the relevant Campus

9. Click on Term lookup button

10. Select the relevant Term

11. Click on Session lookup button

12. Select the relevant Session

13. Tick Upload Full Term Data

14. Click on Upload File.

Upload .CSV file you used to build CCA Timetable

15. The file has been uploaded successfully.

16. Click on Run

17. Click on OK

Ensure Upload CCA Schedule is tick

18. Click on Process Monitor Link

The current run status is processing, click the Refresh button to wait for:- Run status = "Success" - Distributor Status = "Posted"

19. Click on Refresh Button

The process has been successfully posted as seen in:- Run status = "Success" - Distributor Status = "Posted"

20. Click on Details Link

21. Click on View Log/Trace Link.

This link displays any corresponding error messages if the process fails.

22. Click on the .log File

This example shows successful upload of data files.

Any corresponding error messages will be displayed in this log file

Verify & Update Timetable in iNEIS™

Verify & Update Timetable in iNEIS

1. Navigate to Curriculum management > Schedule of Classes > Maintain Schedule of Classes

2. Search for Newly Imported Class

3. Click on Search

For e.g. This course has currently 3 existing class meetings scheduled on:

-01/05/2015-01/14/2015-01/21/2015

Tally the CCA class schedules as reflected in the System with the data in the uploaded .CSV file. Both should reflect the same data.

Note: The System validates the start date and changes the meeting pattern day (checkbox) accordingly.

Admit Students in CCA

Important Note

• Admitting Students into CCA career can only be done when the student has never been admitted before– For e.g. Students who are newly uploaded

• If the Student has already been admitted into the CCA career then you can skip this step

Admit Students under CCA1. Navigate to Records and Erollment > Career and Program Information > Student Program/Plan

2. Click ’Add a New value’.

Admit Students under CCA

3. Fill in Student ID , Student Career Nbr and choose Academic Career

4. Specify Effective Date as Start Term Date, Program Action as MATR, Academic Program as CCA-related, Admit Term as current term and Campus.

7.Click on “Save”

6. Specify Student “Academic Plan”:CCA1 – Used as Primary Schools’ CCA Academic Career.CCA3 – Used as Secondary Schools’ CCA Academic Career.CCA5 – Used as Sixth Form Schools’ CCA Academic Career.

5. Click ‘Student Plan’ tab

Term Activate Student in CCA (Batch)

2. Add a new Value

Term Activation - Batch

3. Enter Run Control IDFormat: TERM_1610_ CCA CareerEg: TERM_1610_CCA1/CCA3/CCA5

4.Click “Add” button

1. Navigate to Records and Enrollment > Term Processing > Term Activation > Term Activation Batch Process

5. Enter the “Acad Career”6. Enter the “Actvtn Term” as 16107. Enter your “Campus”

8. Click the “Process Control” tab

9. Select Eligible to Enroll as Yes

10. Click on “Run” button

11. Ensure box is checked for Term Activation

12. Click on “OK” button

13. Click on “Process Monitor” link

14. Click “Refresh” at interval times until: i. Run Status indicates Success and ii. Distribution Status indicates Posted

15. Click “Details” link

16. Click on the View Log/Trace link

17. Click on the .out file to view the term activation status of remaining students

Summary of the No. of Students Activated, No. of Students Updated, and No. of Students Ineligible

Student’s ID

Enroll Student under CCA

Overview

• Batch Enrolment - Create Student Block- Create Class Block- Merge Block- Verify enrolment result

Create Student Block1. Navigate: Records and Enrollment > Enroll Students > Block Enrollment > Create Student Block

2. Click “Add a New Value” tab

4. Click “Add” button

3. Student Enrollment Block Code: SSSS-YZZZSSSSSSS = School Code Y = Year (2015 = 5, 2016 = 6)ZZZ = Class Section (1A, G1, G2)SSS = CCA (PTN = Pantun, MZK = Muzik)E.g. 1006-6G1PTN

Create Student Block

5. Enter the description of the Student Enrollment Block

6. Enter the activated student’s ID and Academic Career 7. Click on the “+” icon to

add more students into the Block

8. Click on “Save” button

Overview

• Batch Enrolment - Create Student Block- Create Class Block- Merge Block- Verify enrolment result

Create Class Block1. Navigate: Records and Enrollment > Enroll Students > Block Enrollment > Create Class Block

2. Click “Add a New Value” tab

4. Click Add button

3. Enter Class Enrollment BlockFormat: Class Block Code: XXXX-YZZZSSS-T1XXXX = School Code Y = Year (E.g. 2015 = 5, 2016 = 6)ZZZ = Class Section (E.g. G01, 1A)SSS = CCA (E.g. PTN = Pantun)T1 = Term 1E.g. 1006-6G01PTN-T1

Create Class block5. Enter the description of the Class Enrollment Block

6. Enter the Term, and Class Number To search for Class Nbr, please refer to slide 120-122

7. Make sure Time Conflict is checked

How to get Class Nbr

A. Click on Class Nbr lookup button

B. Enter the Course Subject and Course Career

C. Click on Search button

D. Select the desire class for the batch to enroll

Create Class block

Make sure Action Date is checked

Enter Start Term Date in Action Dt

Create Class Block

10. Click on Save button

Agenda

• Batch Enrolment - Create class block- Create student block- Merge Block- Verify enrolment result

1. Navigate: Records and Enrollment > Enroll Students > Block Enrollment > Block Enroll Merge

2. Click on Add a New Value

Register Students to Classes

2. Enter the Student Block

4. Click Merge button

3. Enter the Class Block

Register Students to Classes

5. Click Submit button

6. Click Retrieve button

Note: Request Status will change to Success

Verify Student Enrolment

7.Click on DETAIL

Verify Student EnrolmentVerify students’ enrollment details

Verify CCA Class Roster

1. Navigate: Curriculum Management > Class Roster > Class Roster

2.Enter the Term, Subject Area and Class Nbr

Note: The class number can be found in the block enrollment classes Page

3.Click on Search Button

Verify Student in CCA Class Roster

THANK YOU

End of PresentationThank You

CCA Scheduling & Enrollment Integrated National Education Information System (iNEIS TM )

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