guidelines for conducting the student headcount 2020 … · 2020. 10. 7. · student headcount 2020...
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Student Headcount 2020 (Secondary) P.1 of 12
Guidelines for Conducting the Student Headcount 2020 (Secondary) in WebSAMS
Introduction
1. The Student Headcount 2020 (Secondary), short named as Headcount below, aims at
collecting data of registered students and the number of repeaters of the schools as at the
reference date. The reference date of the Headcount for the 2020/21 school year is
15/10/2020.
2. The Education Bureau (EDB) will send a parameter file to schools’ WebSAMS through
the Communication and Delivery System (CDS) on 5/10/2020. The description of the
CDS message is Student Headcount 2020 (Secondary) Parameter File. Schools have
to import the parameter file before the Headcount can be conducted.
3. The Headcount consists of the following two tasks:
Task 1 - List of Registered Students, which includes detailed information of
registered S1, S2, S3 and S4 students, including student name, Student Reference Number
(STRN), whether the students are dropout(s) before admission to the respective class level
in the current school year and the name of the referral organisations; and
Task 2 - Statistics of Students and Repeaters by Class Level, which includes
number of S5 and S6 students and number of own school repeaters and repeaters from
other schools.
Please be informed that the data file of the Headcount can be prepared and input into the
WebSAMS in advance but can only be confirmed on 15/10/2020 (i.e. the data file for
submission must be updated to the position as at 15/10/2020). School should send the
data file to the EDB through CDS before 12:00 noon on 15/10/2020.
Besides, school should input the required data and generate a backup data file from the
WebSAMS in “Tabular” format before the Headcount. This is for contingency purpose
when school is unable to submit the survey data through the CDS on the Headcount date,
school can still send the data file (after updated to the position of 15/10/2020) in a CD-R
or other storage devices to the Senior School Development Officer for further processing.
Pre-requisites
1. Please upgrade WebSAMS to Version 3.0.0.27082020 or above.
2. EDB will send a CDS message with the parameter file (SDCTPAFL.DAT) to schools’
WebSAMS on 5/10/2020 for conducting the headcount. The file will be decrypted
automatically in the CDS module. School has to import the file in the “Process
Incoming Message” in the Data Communication of the Student module before the
Headcount can be conducted.
3. The parameter file specifies the school year and the reference date of the Headcount, the
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class levels involved in Task 1 and Task 2 and the expiry date of the parameter file.
Procedure
1. Pre-task
Data Preparation
- Update the operating class information for the 2020/21 school year
- Update the student information as at 15/10/2020 including name, STRN (if any),
class assigned and departure record (if applicable). The STRN is the reference
number of a student assigned by the EDB.
- If the system message “Warning: There is a STRN message (STFCSTRN.DAT or
STFDSTRN.DAT) waiting to import” is displayed, please import the data file as
displayed in the warning message before preparing the outgoing file for Student
Headcount.
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- Update class assigned, if applicable.
- Update departure record, if applicable.
Granting Access Right
User(s) must have access right to access the School Management, Student and CDS
modules.
Handling Incoming Message
Check whether the CDS message “Student Headcount 2020 (Secondary) Parameter
File” with the parameter file has been delivered on 5/10/2020. The file will be
decrypted automatically in the CDS module.
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2. Data File Preparation & Confirmation
2.1 Follow the path below to import the parameter file (SDCTPAFL.DAT) attached in the
CDS message “Student Headcount 2020 (Secondary) Parameter File” for the
Headcount.
Path: Student > Data Communication> Process Incoming Data
2.2 Follow the path below, then select Student Headcount 2020 (Secondary) and press the
“Prepare” button to prepare the data file. Schools can prepare the data file on or
before 15/10/2020.
Path: Student > Data Communication > Prepare Outgoing Data
2.3 After the data file has been successfully prepared, click the link of the Preparation
Date to check and maintain the data to be sent to EDB. WebSAMS will capture the
latest relevant data from the Student module when the link is clicked. Manually
entered data will not be deleted when you click the preparation date. It will be
deleted if you press the “Un-prepare” button.
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2.4 Task 1 (List of Registered Students)
You can maintain the data of Dropout Before Admission, the Referral Organisation
and the name of the organisation which makes the referral of the “dropout” student to
school.
By “Dropout”, it refers to students who
(i) are attending primary or secondary classes; and
(ii) have been absent from school for 7 consecutive school days or more.
(For more information on dropouts, please refer to Education Bureau Circular No.
1/2009.)
You have to enter the Name of the Referral Organisation only if you have chosen
“NGO” or “Others” in the “Referral Org” dropdown box. For the Name of the
Referral Organisation field, if a mixture of Chinese and English characters are entered
together, the English character should be entered in double byte alphabet (全形英文).
Save the data after updating.
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2.5 Task 2 (Statistics of Students and Repeaters by Class Level)
You have to enter the number of repeaters from other schools in the textbox
manually, if applicable, as no data will be captured from the Student module.
System calculated data from the Student module will be displayed in the column
marked with asterisk “*”. You can edit the data of the Total No. of Students and No.
of Own Repeaters manually in the textbox next to the column. If no data is manually
entered, the system calculated data will be adopted. Otherwise, manually entered
data will override the system calculated data.
Save the data after updating.
2.6 Preview the prepared data
After the data are maintained and saved, you can preview the prepared data in three
formats, raw, tabular and report through clicking the “Preview” button. In case
schools cannot send the data file to EDB through CDS, please save the data in
tabular format. You can follow the following steps to update the data before
submitting the data file in tabular format to EDB for further processing, if necessary.
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Task 1 (in tabular format)
When completing the column “Ident Doc Type Code” * for students without Hong
Kong Identity Card / Hong Kong Birth Certificate, please refer to the table below and
enter the appropriate 2-digit code.
Identification Document Type Code Table
02 Passport 07 Declaration of ID for Visa purpose
03 Re-entry Permit 08 One-way Permit
05 HK Doc. of Identity for Visa Purpose 09 Others
06 Entry Permit (Dependent for N months) * School must ensure that students registered hold valid documents as at the reference date. For details, please refer to EDB Circular No. 19/2019 “Entry of Non-local Children and Children Holding a Form of Recognizance to Schools in Hong Kong”.
Dropout before Admission: Mark “Y” for Yes. Otherwise, leave it blank.
Referral Organisation: “NGO” for Non-government organisation
“EDB” for Education Bureau
“Others” for Other organisation
“nil” for no referral organisation
Name of the Referral Org: Must enter if the Referral Organisation is “NGO” or
“Others”. English or Chinese name is sufficient.
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Task 2 (in tabular format)
2.7 Data File Confirmation
The data file can only be confirmed on 15/10/2020 and not earlier.
Please update and maintain the prepared data on 15/10/2020 before confirmation
by clicking the link of the preparation date.
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3. Outgoing Message Handling
Prerequisite: The school encryption key must be valid on 15/10/2020.
(1) In the pop-up window, click the “Encrypt” button.
(2) Input the school encryption key and then click the “Encrypt” button. The CDS
message will be processed and then sent to the EDB.
The whole exercise is completed.
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FAQ
Pre-task
1. What can we do if we have not received the CDS message with the parameter file from the
EDB?
A: The CDS message attached with the parameter file was sent to school through the CDS
on 5/10/2020. Please check if the CDS connection works by sending WebSAMS
version or call the CDS helpdesk on 3464 0550 for support, if necessary.
2. What can we do if the CDS message cannot be decrypted automatically?
A: The common key may be corrupted in the above situation. Please contact the CDS
helpdesk on 3464 0550 for support.
Data Extraction & Confirmation
3. What do we need to do if we find this warning when we prepare the data file of the
Headcount?
A: If schools have not updated the STRN of the relevant student, you can import the data
file of the STRN for updating (Path: Student > Data Communication > Process
Incoming Message). If the STRN has already been updated manually, you can delete
the message in the Incoming message of CDS. Please be informed that the message
is a warning and it will not prohibit you from preparing the data files of the
Headcount.
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4. What can we do if the data extracted are incomplete/incorrect?
A: Please first check whether the relevant data in the Student module has to be updated
through the following path:
Path: Student > Profile > Schooling / Student >Info Upload
You may print the Class Enrolment List (R-SCH007) report for reference.
Outgoing Message Handling
5. What can we do if the message cannot be encrypted?
A: Through the following path, check if the encryption key has expired. Renew the
school key, if necessary.
Path: CDS > School Key management > Change School Key
Miscellaneous
6. Is it necessary for WebSAMS to migrate to the 2020/21 school year before extracting data?
A: No, it is unnecessary.
7. Is it necessary to update the student attendance data for 15/10/2020, i.e. mark the absentees
in the Student Attendance module, before conducting the Headcount?
A: No, it is unnecessary. The attendance records do not affect the enrolment information.
Enquiry
For general enquiries on the Headcount, please contact your Senior School Development
Officer. Should you have any enquiries concerning WebSAMS and CDS, please contact your
WebSAMS school liaison officer or the CDS helpdesk on 3464 0550.
Systems & Information Management Section
Education Bureau
October 2020
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