CCA Scheduling & Enrollment Integrated National Education Information System (iNEIS TM )
Jan 20, 2018
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: [email protected])
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
Integrated National Education Information System (iNEISTM)
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.
Modify Delimiter / Separator
Using Windows 7
• Click on Additional Settings
Modify Delimiter / Separator
Using Windows 7
• Click on Additional Settings
Modify Delimiter / Separator
Using Windows 7
• Change List Separator to a semicolon ‘;’
Modify Delimiter / Separator
Using Windows 7
• Click on Apply
Modify Delimiter / Separator
Using Windows 7
• Click on OK
Modify Delimiter / Separator
Using Windows 8
• Hover mouse over to the bottom-right corner of your Desktop
Modify Delimiter / Separator
Using Windows 8
• Click on the Settings icon
Modify Delimiter / Separator
Using Windows 8
• Click on Control Panel
Modify Delimiter / Separator
Using Windows 8• Click on Change date, time or number
formats
Modify Delimiter / Separator
Using Windows 8
• Click on Additional Settings
Modify Delimiter / Separator
Using Windows 8
• Click on Additional Settings
Modify Delimiter / Separator
Using Windows 8
• Change List Separator to a semicolon ‘;’
Modify Delimiter / Separator
Using Windows 8
• Click on Apply
Modify Delimiter / Separator
Using Windows 8
• Click on OK
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
Download School data File
Integrated National Education Information System (iNEISTM)
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
Generate List of Facilities
4. Click on ‘Excel’ Link for search criteria
Generate List of Facilities
5. Click on the Institution lookup button
6. Select the relevant Acad Institution
Generate List of Facilities
7. Click on the Acad Org lookup button 8. Select the relevant Acad Org
Generate List of Facilities
10. Click on Open or Save File
9. Click on View Results
Generate List of Facilities
11. This excel sheet displays all available facilities under the specified school.
Overview
• Generate List of Facilities• Generate List of Teachers• Generate List of Subjects
Generate List of Teachers
1. Navigate to Reporting Tools > Query > Query Viewer
Generate List of Teachers2. Enter the query name “MOE_TT_CCA_TCH" to generate the list of teachers.
3. Click on Search
Generate List of Teachers
4. Click on ‘Excel’ Link for search criteria
Generate List of Teachers
7. Click on Open or Save File
6. Click on View Results
5. Specify search criteria
Generate List of Teachers
8 This excel sheet displays all teachers under the specified school.
Overview
• Generate List of Facilities• Generate List of Teachers• Generate List of Subjects
Generate List of Subjects
1. Navigate to Reporting Tools > Query > Query Viewer
Generate List of Subjects2. Enter the query name “MOE_TT_CCA_SUB" to generate the list of subjects.
3. Click on Search
Generate List of Subjects
4. Click on ‘Excel’ Link for search criteria
Generate List of Subjects
7. Click on Open or Save File
6. Click on View Results
5. Specify search criteria
Generate List of Subjects
8. This excel sheet displays all available courses under the specified academic career and school.
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
Download CCA Timetabling Template
Integrated National Education Information System (iNEISTM)
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
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
Complete & Verify CCA Timetable
Integrated National Education Information System (iNEISTM)
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
Modify Template Format
3. Click on Text to Columns
Modify Template Format
4. Select Delimited
5. Click Next
Modify Template Format
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
Modify Template Format
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.
Modify Template Format
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.
Important Note: Co-Curricular Activities
• 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
Important Note: Co-Curricular Activities
Important Note: Co-Curricular Activities
Subject Description Year
001017 Co-Curricular Activities Primary Year 1
001027 Co-Curricular Activities Primary Year 2
001037 Co-Curricular Activities Primary Year 3
001047 Co-Curricular Activities Primary Year 4
001058 Co-Curricular Activities Primary Year 5
001069 Co-Curricular Activities Primary Year 6
Primary School (CCA1)
Important Note: Co-Curricular Activities
Subject Description Year
001080 Co-Curricular Activities Secondary Year 7
001095 Co-Curricular Activities Secondary Year 8
001112 Co-Curricular Activities Secondary Year 9
001146 Co-Curricular Activities Secondary Year 10
001180 Co-Curricular Activities Secondary Year 11
Secondary School (CCA3)
Important Note: Co-Curricular Activities
Subject Description Year
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)
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
Upload CCA Timetable to iNEIS™
Integrated National Education Information System (iNEISTM)
Upload CCA Schedule – Full Term
1. Navigate to Curriculum Management > Schedule of Classes > Upload CCA Schedule
Upload CCA Schedule – Full Term
2. Click on Add a New Value
Upload CCA Schedule – Full Term
1006_Term1510
3. Enter Run Control ID e.g. 1006_Term1610”
4. Click on Add
Upload CCA Schedule – Full Term
5. Click on Acad Career lookup button
6. Select the relevant Career
Upload CCA Schedule – Full Term
7. Click on Campus lookup button
8. Select the relevant Campus
Upload CCA Schedule – Full Term
9. Click on Term lookup button
10. Select the relevant Term
Upload CCA Schedule – Full Term
11. Click on Session lookup button
12. Select the relevant Session
Upload CCA Schedule – Full Term
13. Tick Upload Full Term Data
14. Click on Upload File.
Upload .CSV file you used to build CCA Timetable
Upload CCA Schedule – Full Term
15. The file has been uploaded successfully.
Upload CCA Schedule – Full Term
16. Click on Run
Upload CCA Schedule – Full Term
17. Click on OK
Ensure Upload CCA Schedule is tick
Upload CCA Schedule – Full Term
18. Click on Process Monitor Link
Upload CCA Schedule – Full Term
The current run status is processing, click the Refresh button to wait for:- Run status = "Success" - Distributor Status = "Posted"
19. Click on Refresh Button
Upload CCA Schedule – Full Term
The process has been successfully posted as seen in:- Run status = "Success" - Distributor Status = "Posted"
20. Click on Details Link
Upload CCA Schedule – Full Term
21. Click on View Log/Trace Link.
This link displays any corresponding error messages if the process fails.
Upload CCA Schedule – Full Term
22. Click on the .log File
Upload CCA Schedule – Full Term
This example shows successful upload of data files.
Any corresponding error messages will be displayed in this log file
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
Verify & Update Timetable in iNEIS™
Integrated National Education Information System (iNEISTM)
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
Verify & Update Timetable in iNEIS
Verify & Update Timetable in iNEIS
For e.g. This course has currently 3 existing class meetings scheduled on:
-01/05/2015-01/14/2015-01/21/2015
Verify & Update Timetable in iNEIS
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.
Verify & Update Timetable in iNEIS
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
Admit Students in CCA
Integrated National Education Information System (iNEISTM)
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
Admit Students under CCA
4. Specify Effective Date as Start Term Date, Program Action as MATR, Academic Program as CCA-related, Admit Term as current term and Campus.
Admit Students under CCA
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
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
Term Activate Student in CCA (Batch)
Integrated National Education Information System (iNEISTM)
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
Term Activation - Batch
9. Select Eligible to Enroll as Yes
10. Click on “Run” button
Term Activation - Batch
Term Activation - Batch
11. Ensure box is checked for Term Activation
12. Click on “OK” button
13. Click on “Process Monitor” link
Term Activation - Batch
Term Activation - Batch
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
Term Activation - Batch
17. Click on the .out file to view the term activation status of remaining students
Term Activation - Batch
Summary of the No. of Students Activated, No. of Students Updated, and No. of Students Ineligible
Term Activation - Batch
Student’s ID
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
Integrated National Education Information System (iNEISTM)
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
How to get Class Nbr
B. Enter the Course Subject and Course Career
C. Click on Search button
How to get Class Nbr
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
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
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
Integrated National Education Information System (iNEISTM)
Verify CCA Class Roster
Verify CCA Class Roster
1. Navigate: Curriculum Management > Class Roster > Class Roster
Verify CCA 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 CCA Class Roster
Verify Student in CCA Class Roster
THANK YOU
End of PresentationThank You