general guide to online registration system

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Ajman University of Science and Technology

Information Technology Department

General Guide to Online

Registration System

I.T. Department Ajman University of Science and Technology

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TABLE OF CONTENTS

1. Introduction .................................................................................................................................. 3

1.1. WHAT IS THE ONLINE REGISTRATION SYSTEM (ORS)? .................................................................... 3 2. The ORS Features ........................................................................................................................ 3 3. Login information Policy ......................................................................................................... 4 4. Terms and Conditions of Usage and System Access...................................................................... 4 5. The ORS Procedures .................................................................................................................... 4

6. Using ORS System ........................................................................................................................ 5

6.1. How to Access the ORS System. ......................................................................................... 5-6 6.2. How to Register Courses using ORS. .......................................................................... 7-12 6.3. How to Change Section. .................................................................................................. 13-14 6.4.How to Add Course……………..…………………………………………….……..……15 6.5.How to Drop Course…………………………………….…………..……………………15 6.6. How to Send Change Study Load Request…………………………..……………..16-17

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1. Introduction The Online Registration System allows students, through Internet, to register, drop, or add courses within the registration period and the Advisor to do advising for the students by approving/rejecting requested courses by the student or recommending some others. 1.1. What is the Online Registration System (ORS)?

The System provides for students the option to register courses, without the advisor’s prior approval, offered by their colleges during the scheduled registration periods. The students can modify their course selection by adding and/or dropping courses. However, when the registration period is over, all previously registered courses by the students will be viewable in the system.

2. The ORS Features:

The students may or may not have prior experience using such system. Ideally, any student can identify him/herself to the system, to do the following:

1. Register, Add, or Drop course/courses during the registration period. 2. Pay registration fees Online through a secured web access. 3. View the following:

a. Timetable, and print it out. b. Transcript c. Student Information d. Degree Analysis e. Financial records f. Current Transactions. g. Change Study Load Request h. Change the login password

Please note that all the below mentioned academic transactions still not active: 1. Change major 2. Withdraw 3. Incomplete 4. Complaints 5. Transfer course request from another university/college.

Please note that all the below mentioned academic transactions cannot be done through the ORS and require a personal contact with the registration department:

1. Suspend semester. 2. Abortion.

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3. Login information Policy:

The student should be in compliance with following:

A. The Login information (username and password) is the same as for the Evaluation and Moodle systems and it is integrated with them. i.e. if the password has been changed for any of these systems, the online password will be changed sub-sequentially and vice versa.

B. If the student loses or forgets his/her password, he/she should do the following:

a. Pay 15 AED for reset password charges at the financial department. b. Come to the I.T. department with the receipt to request reset password.

C. The System password should consist of eight (8) digits minimum. D. The University student Email should be active (<[email protected]);

and E. Maintain the confidentiality of his/her login information.

4. The Terms and Conditions of using the ORS:

The student may use the system to register, if the following conditions are fulfilled:

1. The registration is done during the registration schedule, drop and add period, as published by Admission and Registration Deanship;

2. The student should have registered all courses as outlined in his/her study plan and should not have had any exceptions during his/her study period

3. The student status is not suspended, prohibited, canceled, or does not have an Academic Block from the Admissions & Registration Deanship;

4. The student has an Academic Advisor entered on the ORS System; 5. The student has regular financial status; 6. The student has a 4000 AED down payment in his/her university account; 7. The student has no academic warnings. 8. The student cannot register completed courses, i.e. courses have already passed.

The advisor may use the Student Information System (SIS) to register such a course.

5. The ORS Procedures:

The registration process on the ORS is based on registration request to the advisor before starting the actual registration. The ORS process is as follows:

1. The student has a down payment of 4000 AED. He/she may pay online using the ORS.

2. The student will login to the ORS, select 3 to 8 courses from the list of offered but not already taken courses of the study plan, and select the preferred sections and timing for the approved courses.

3. The student will click Save to confirm registration.

After this step the course registration process is considered completed and the student may print his/her timetable.

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6. Using ORS System

6.1. How to Access the ORS?

A. Open any Internet browser such as Explorer, Firefox, or Chrome, and type the address ors.ajman.ac.ae as shown in number in the snapshot below.

B. The ORS login page will be displayed as shown below in number

C. The login screen will be displayed as shown below in number

D. The student should enter the user name ( which is the Student ID)

and the password (which is provided by the IT Department)

E. Press on Login button. Please see number in the snapshot

below.

Then the main screen will be displayed.

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6.2. How to Register courses?

1. Please click on Registration tab as shown below in number

The registration menu will be displayed on the left side. See number 2. Select Course Selection tab. See number

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3. The Course Selection Requests screen will appear. See number below

4. To add new Request, press on New Course Selection Requests. See number

above

5. The below screen will show all the courses available in the current semester that

the you can select to register from. See number below

6. You may select the course that you would like to register by clicking the in the

check box next to the course. See number in the above snapshot.

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You should consider that the study plan consist of four parts 1. University obligatory

2. university optional

3. major optional

4. major obligatory

each part will appear as below screen showing three parts

Required Credit hours

Complete credit hours

Remaining Credit Hours

The courses in the university and major optional will not show in the main screen, you should select the plus icon to show the hidden courses. Please see number in the snapshot below

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The Element Courses screen will be displayed, and list the offered courses that you may register (by checking the check box), then press on save button. Please see number in the snapshot below

Note: if you select a course with many sections offered, all the sections will be listed to select one as shown in number in the snapshot below under Class Registration Each course consists of the sections number , Class type, Class timing , Lecturer Name , Room No, and the Available Seats

When you select a course, you have to select the appropriate section with all its types. i.e theory, practical or tutorial, then press on Save button, please see number , or press on Change Section button to change the section of a selected course, please see number

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When you select all the courses, click on Submit button to save the operations

Last screen will shows the registered courses with full details of timing, room no, course name code, section etc.…

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You will see in the last column (Actions) two icons, one to delete Course and the

other one to edit 6.3. Delete the course icon, please see number in the above

snapshot

6.4. Edit the course icon, please see number in the above snapshot

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6.3. How to change section?

1. Go to Registration tab menu. See number below

2. Select Section Change option from the left side menu. See number below

3. Select New Change Section Request. See number below

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o to change section icon. See number below

4. Select the new section. See number below

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5. Press on Submit button to save the changes. See number below

If the operations done correctly, a message will appear to notify you that ((Change section has been completed successfully)). See number below

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6.4. How to Add a Course?

Follow same steps to register courses. See pages from 7 to 13

6.5. How to Drop the course?

Follow Change Section steps from 1 to 3, see page 14, and then click on icon Delete as shown in number in the snapshot below. A pop message will appear to confirm the operation. Please see number in the snapshot below

If the operation completed correctly, the course will disappear from the list. Please see the snapshot below.

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6.6. How to send Change study load Request? This request is concerned the students who may need to register credit hours in a semester more or less than the allowed. To do so, please follow the steps below:

a. Select registration, then Study Load Change. Please see number

in the snapshot below.

b. Select the study load as you needed. Please see number in the snapshot

below

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Then press on Submit button. Please see the snapshot below

If the operation done correctly, a message will appear to notify you that ((Change Study Load Request has been sent to the Advisor for Approval))

Please note that you have to follow up with your academic advisor for the approval.

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general guide to online registration system

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