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Guidelines for Conducting the Student Headcount 2020 (Primary) in WebSAMS

Introduction

1. The Student Headcount 2020 (Primary), short named as Headcount below, aims at

collecting data of registered students 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 (Primary) Parameter File. Schools have to

import the parameter file before the Headcount can be conducted.

3. The Headcount consists of the collection of the following data:

List of Registered Students:

List of registered P1 – P6 students with detailed information such as student names

and Student Reference Number (STRN).

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 (or before 2:30 pm for PM

session schools) 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 (SDCT_PRI.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, the reference date of the Headcount, the class

levels involved in the headcount and the expiry date of the parameter file.

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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 (Primary) Parameter

File” with the parameter file has arrived on 5/10/2020. The message 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 (SDCT_PRI.DAT) attached in the

CDS message “Student Headcount 2020 (Primary) Parameter File” for the

Headcount.

Path: Student > Data Communication > Process Incoming Data

2.2 Follow the path below, then select Student Headcount 2020 (Primary) 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

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2.3 After the data file has been successfully prepared, click the link of the Preparation

Date to check the data to be sent to the EDB. WebSAMS will capture the latest

relevant data from the Student module when the link is clicked.

2.4 List of Registered Students

2.5 Preview the prepared data

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 the EDB through CDS, please save

the data in tabular format when previewing the data file. If necessary, the data

in tabular format should be updated before submitting to the EDB for further

processing.

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Data file 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”.

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2.6 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.

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.

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(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 on 5/10/2020

through CDS. 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 file of the

Headcount.

4. What can we do if the data extracted is incomplete/ incorrect?

A: Please 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.

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Outgoing Message Handling

5. What can we do if the message cannot be encrypted?

A: Through the following path, check if the encryption key is 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 of 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