i-sams training manual date: march 2012version: 2

i-SAMS Training Manual

Date: March 2012 Version: 2

©2011 WCED. All rights reserved.

2. Click user info

1. Click user access

3. Complete User Details on top-right of screen

Exercise 1: User access

Step 1: In this exercise, we demonstrate how to add a user. This is one of the first steps to do when using i-SAMS. In this exercise, we will demonstrate how to add a user, link the user to a school, select a role for the user and assign/give the user privileges to use certain modules only.

Below are the first steps in adding a user to the system. Follow the steps carefully when adding a new user. Make sure all compulsory details completed.

Exercise 1.1: Add a User 1 of 2

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Exercise 1.1: User Info 2 of 2

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4. Complete Compulsory fields marked with an *

6. Your user details now appears under users

5. Save the details of user by clicking the save button

Step 2: Here we continue with the next steps to add a user. On the screen below we are adding a new user, filling in the user details and confirming the username and password. Once we have saved the details, the user you have added automatically appears under the users list of first names and surnames.

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Exercise 1.2: User schools

1. Click user schools

2. Select the user you created (click and user name will highlight)

3. Select school name (click to highlight school name)

5. Your school name you have linked appears here

4. Click ‘link’ to link yourself to your school

In this exercise, we will demonstrate how to link the user to a school.

On the screen below select User Schools then select the user created. Select a school from the provincial list provided and link the user to the school. Here you basically telling the system which school the user is linked to.

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1. Click user roles add

3. Type in your role name eg. Principal, educator etc.

6. Select the role you added. (click and added role will be highlighted)

4. Click administrator in the tick box

5. Click on the save button to save the role

2. Select clear to add

Exercise 1.3 User role add In this exercise we demonstrate how to create roles for users.

On the screen below clear fields to add new role. In name option type in the required role e.g. educator, principal etc. and select the relevant option e.g. provincial, administrator or financial and save the details. Your saved role should now appear under Existing roles.

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2. Select the menu you wanting to give privileges too

1. Select local admin

3. Click on privileges to select r-read c-create u-update d-delete. Giving the user certain rights to modules in the system

Exercise 1.4 : User roles

In this exercise we demonstrate how to give privileges to user roles.

Once you have created the new user and linked the user to his/her role you must assign/give the user privileges to use certain modules only. E.g. Lets block this user from using curriculum and change the privileges to either read only, create, update or delete by clicking on privileges.

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1. Select the user

2. Highlight the school name you are linked to

3. Select your role at the school

4. Click on link

Exercise 1.5 : Add roles linkIn this exercise we will demonstrate how to link a role to a user.

On the screen below you link the User to their role, E.g. Decide whether the linked role will be Local User or Local Admin etc.

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2. Select user role e.g.. local admin

5. Your saved details should appear here

1. Click on User auth link

3. Click on drop down ‘screen’ and select from the menu e.g.. Grade change.

3.1 Then select authorization screen and click on authorization drop down menu to select who authorizes the function

4. click ‘save’

Exercise 1.6 User authorize linkIn this exercise we demonstrate how to give authorization to a user role created.

In the screen below select the user role and follow the following sequence. Select ‘user role’ then click on ‘screen’ and select an option from the drop down. Select ‘authorization’ and then select who authorizes the screen and save.

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FAQ’S: User access 1 of 4

No Question Answer

1 I can’t log onto i-SAMS. What should I do?

1. Check to see if server is switched on2. Check if all cabling is properly connected3. Check if the internet is connected4. Check to see that the xampp control is running i.e. Apache, Mysql and Tomcat

2 What are the usernames and passwords to log into i-SAMS?

Username: adminPassword: pass1

3 Our school does not have internet – can we log onto i-SAMS?

Not without internet. Internet must be connected to access i-SAMS

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No Question Answer

1 The i-SAMS workstation cannot be accessed. What do I do?

Check if server is switched on.Make sure the workstation speaks to the server i.e. should read IP address.If the server is on and the problem still exist then log a call with the Helpdesk at (021) 900 7123 for technical support.

2 I am logged onto i-SAMS but cannot access functions.

Check that all files in the XAMPP folder is running.Files that should be running is MySql, Apache and Tomcat.If the files are not running then click “start” to run the files.Minimise folder and check i-SAMS.If the problem persist then log a call with the support team for assistance.

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No Question Answer

1 Where do I find the Xampp folder in i-SAMS?

On your i-SAMS server desktop there is an icon called xampp control panel application. If not then go to My Computer, c:/ drive, programme files, scroll to xampp folder (yellow envelope). See Diagram on page 13.

2 The server is off – what are the passwords to log back on?

For Sysop its – username: sysop and password: D0!hackW7 or try i-SAMS/i-SAMS.

3 How do I reboot the server?

Go to your start menu, select restart and then Ok.

4 Can I switch the server off?

NEVER SWITCH THE SERVER OFF

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No Question Answer

1 I cannot access certain functions in the programme. I receive the following message: “you are unauthorized to view this page”. How do I gain access?

This means you did not give yourself rights to access the function. Go to user access and select user roles. Click on your role e.g. administrator or local user then click on the menu of functions you have been blocked from, then tick in the relevant block and give yourself privilege e.g. read or read rights, delete or update rights.

2 I want to apply for leave but get a message reading “no authorization path has been set up”.

Go to user access, go to user authorize link, select your role and select the screen below as well as the person to authorize.

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In this exercise we demonstrate how to use Xampp if you cannot access i-SAMS

In the screen below you will select the Xampp Control.exe in your C drive under the Xampp folder. All three services namely Apache, MySql and Tomcat should show they are running. If the words running does not appear next to them Click the button start.

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1. Click my Computer

2. Click on C drive

3. Click on Xampp folder

4. Click on xampp-control.exe

5. Click on Apache “Start”

6. Click on MySql “Start”

7. Click on Tomcat “Start”


1. Click Schools 4. Fill in length of break times

2. Click on school details

3. Fill in start time and end time

5. Fill in all details here

Exercise 2.1: School details 1 of 3Step 1: In this exercise we demonstrate how to do the complete set up at your school. Which covers modules such as grades, classes, class rooms, year planner, merits/demerits etc.

On the screen below select school details. Then fill in all the relevant details relating to your school by selecting the correct info on the drop downs under each heading.

Exercise 2: Schools

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The name of the school that you want to reflect on the reports can be captured in School Name


1. Click on addresses tab

2. Fill in address details here

4. Your saved details should appear here after you have pressed save

3. click save

Exercise 2.1: School Details 2 of 3Step 2: In this exercise we demonstrate how to add your schools address.

On the screen below fill in all compulsory details eg. Address name, address type, post office and postal code. Save the details. Once you’ve saved it, it moves over to the left hand screen under school addresses.

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1. Click on the contacts tab

2. Fill in the compulsory fields here e.g. Contact type

4. Your contact details should appear here

3. click save

Exercise 2.1: School Details 3 of 3Step 3:In this exercise we demonstrate how to add your schools contacts.

On the screen below clear fields to add new contact. In description option type in the required description eg, school telephone number etc. and select the relevant contact type e.g. telephone or fax. Type in the contact detail and save the details. Tick preferred contact if necessary. Your saved contact should now appear under your contact list.

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FAQ’S: School Details 1 of 1

No Question Answer

1 How do I indicate different start and end times for learners, educators?

Select the earliest start time and the latest end time as only one start time and on end time can be entered for the school cycle.

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1. click grades

2. Select the available grade you want to link

4. the grade you have linked should appear here.

3. Click link

Exercise 2.2: GradesIn this exercise we demonstrate how to link the grades taken up at your school.

On the screen below select Grades. Under available grades click on the grade offered at your school. Click on Link and your grade should appear under selected grades.

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No Question Answer

1 I have a grade on my list but my school do not offer the grade. How do I correct this?

Go to relevant Grades. Check that there are no learners in the grade.Select the grade not offered at the school. Click on the grade and then click the delete button. The relevant Grade should be removed.

2 How do I add a grade to my school?

Additional grades have to be applied for and cannot just be added. Once the new grade is approved by WCED it will be added at a provincial level to your school and should then appear.

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1. select class details

2. Fill in class details here e.g. grade, class type and class name

3. Click save

4. Your class name created should appear here

Exercise 2.3: Class DetailsIn this exercise we demonstrate how to add your class details.

On the screen below clear fields to add new class details. In the grade option type in the required grade e.g. grade 8 etc. and select the relevant option under class type, as well as naming your class then save the details. Your saved class should now appear under Class list.

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2. Fill in Class Room details here e.g. classroom type, classroom name, classroom location etc

1. Select Class Rooms

4. Your Class Room name created should appear here

3. click save

Exercise 2.4: Class RoomsIn this exercise we demonstrate how to add class rooms. On the screen below clear fields to add new classrooms. In

the category option type in the required category e.g. specialist classroom, art room etc. and select the relevant options under class type. Name your classroom and state the location as well as stating the building type and status and save the details. Your saved classroom should now appear under Class Room names.

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1. Click on Sports House

2. Type in name of the sports house and head educator. A pop up block will appear for you to select your head and deputy educator

3. Select the head and deputy educator from the grid and click ‘OK’

Exercise 2.5: Sports Houses 1 of 2Step 1: In this exercise we demonstrate how to add sports houses.

On the screen below select sports houses. In name option type in the required sports house e.g. gold house. Then click on the blue block where it says head educator and a pop up block will appear. You will select the relevant educator from the list of educators provided and click ok.

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4. Once you clicked OK your head and deputy educators appears here

6. Your sports house details entered appears here

5. Click save

Exercise 2.5: Sports Houses 2 of 2Step 2:In this exercise we demonstrate how to add sports houses.

Your saved sports house should now appear under Sports house/groups.

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2. Select a category

1. Select Extra mural

3. Click on the extra mural activity you want to link to your school e.g. boxing

4. Click on link

Exercise 2.6: Extra Mural 1 of 4Step 1:In this exercise we demonstrate how to link an extra mural activity.

On the screen below select extra mural.. In category option select the required category and select the relevant extra mural e.g. boxing and link the details. Your linked extra mural should now appear under selected extra mural activities.

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5. Your Extra mural you have linked now appears here

Exercise 2.6: Extra Mural 2 of 4Step 1: In this exercise we demonstrate how to link an extra mural activity.

On the screen below your linked extra mural should now appear under selected extra mural activities.

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2. Type in your request for extra mural here

1. Click on add request

3. Click save

Exercise 2.6: Extra Mural 3 of 4Step 2: In this exercise we demonstrate how to add a request for an extra mural activity

On the screen below click on add request to request a new activity. In category option type in the required extra mural e.g. general or outdoor etc. and select the relevant description e.g. golf, jet ski etc. and save the details.

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4. Your Extra Mural you have requested now appears here

Exercise 2.6: Extra Mural 4 of 4Step 3: In this exercise we demonstrate how to add a request for an extra mural activity

Your saved extra mural should now appear under selected extra murals.

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1. Select year planner

2. double click on the day planned and this pop up block will appear. Enter the time of the planned event as well as giving the event a descriptor, mark the category of the event e.g. sport or academic and say whether its compulsory or not

3. click save

Exercise 2.7: Year Planner 1 of 2Step 1: In this exercise we demonstrate how to add an event in year planner.

On the screen below select year planner. Double click on the day in which you wish to add your event in your calendar. In time option select the required times e.g. 08:00 – 14:00 etc. and select the relevant month e.g. September, October etc, Then add in your event e.g. sports day, market day etc. Select your category e.g. Sports or academic and state whether its compulsory.

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4. Your planned event now appears in your schools year planner

Exercise 2.7: Year Planner 2 of 2Step 2: In this exercise we demonstrate how to add an event in year planner.

Your saved event should now appear under year planner.

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4. Your feeder school now appears here

2. Select your feeder school from the master list provided

1. Select Feeder school

3. Click link

Exercise 2.8: Feeder SchoolIn this exercise we demonstrate how to link a feeder school. On the screen below select feeder schools. From the

master list provided select the relevant feeder school by clicking on the name of the school and then clicking on link. Your linked feeder school should now appear under Feeder schools.

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4. Your transport route appears here

2. Fill in contract details here. NB. Fill in all compulsory fields

1. Select Transport

3. click save

Exercise 2.9: TransportIn this exercise we demonstrate how to add a Transport route.

On the screen below select transport route. Under contact details type in all compulsory fields e.g. route name, contractor, contract start and end date, contact name, number of learners etc. and save the details. Your saved transport route should now appear under Route name..

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2. Fill in the Nutrition details here e.g. contractor, contract start date and end date, contract name etc.

3. Click save

6. Your linked grade appears here

1. Select Nutrition

4. Select the available grades to link

5. Click link

Exercise 2.10: NutritionIn this exercise we demonstrate how to add Nutrition. On the screen below select Nutrition. Fill in the relevant

Nutrition scheme details e.g. Contractor Exclusive foods etc. fill in all compulsory fields, and save the details. Your saved nutrition scheme should now be saved. Then select the grades you wish to link to the nutrition scheme you added by clicking on link. Your linked grade should now appear under Selected grades.

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2. Select demerit or merit on drop down

4. Once you have selected you demerit/merit enter a point in the box provided

3. Click on demerit or merit you wanting to work with

1. Select Demerit/merits

Exercise 2.11: Demerits and Merits 1 of 4Step 1: In this exercise we demonstrate how to do Demerits and Merits

On the screen below select demerit/merit select the demerit/merit by clicking it. Once you have clicked on it all the relevant details appears and now give it a point.

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1. Click action

3. your action appears here

2. Select an action matching the level of your demerit/merit

4. Click save to save your action that links to your demerit/merit

Exercise 2.11: Demerits and Merits 2 of 4Step 2: In this exercise we demonstrate how to do demerits/merits.

On the screen below click on actions. Here we would match an action to a demerit. Remember your level of action should match the level of your demerit e.g. any level 1 demerit must have a level 1 action. Once you have matched the two click on save.

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1. Click on consequences.

2. type in your consequence and give it a point

4. Your consequence now appears here.

3. Click save


On the screen below select consequences. Type in your consequence, give it a point and save the details. Your saved consequence should now appear under Consequences.

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1. Select detention set up

2. Fill in your detention details here e.g. day, starting time, end time and venue

4. Your detention details appears here

3. Click save


On the screen below select Detention set up. Type in your detention details by filling in the compulsory fields e.g. Day, starting time, end time , venue etc. and save the details. Your saved detention details should now appear under Days.

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FAQ’S: Schools 1 of 1

No Question Answer

1 My school offers an extra-mural activity that is not reflected in the provincial master list.

You have to apply to WCED for an extra-mural that is not reflected in the provincial master list. Once approved by WCED it will be reflected in the provincial master list with a specific code and available to all schools.

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1. Select learner

5. select personal details

2. Select learner details

3. Select status active, grade and class

6. personal details will appear here

4. Select a learner

Step 1: In this exercise we demonstrate how to fill in Personal details of a learner.

On the screen below select learner details. Select an active learner, grade and class. Click on active learner and then select personal details. All the compulsory fields e.g. Surname, first name, initials , ID number etc. will appear.

Exercise 3.1: Learner details 1 of 4Exercise 3: Learners

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1. click additional details

2. fill in the learners details here

3. click save

Step 2: In this exercise we demonstrate how to add the learners additional details.

On the screen below select Additional details. Type in your additional details by filling in all the relevant fields e.g. population group, citizenship, mode of transport, religion etc. and save the details. Your saved additional details should now appear under Additional Details.

Exercise 3.2: Learners details 2 of 4

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2. click on contacts

5 Your contact details appears here

1.Select a learner

3. fill in contact details

4. click save

Step 3: In this exercise we demonstrate how to add the learners contact details.

On the screen below select an active learner. Select contact details by clicking on it. Then under contact details at the bottom of the screen, type in the description e.g. cell number, contact type , preferred contact. and save the details. Your saved contact details should now appear under Contacts.

Exercise 3.3: Learner details 3 of 4

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1. Select addresses

4. The address details appears here

2. Type in address details here

3. Click save

Step 4: In this exercise we demonstrate how to add an Address.

On the screen below select Address. Type in your address details by filling in the compulsory fields e.g. Address name, address type, street name , preferred address etc. and save the details. Your saved Address should now appear under Addresses.

Exercise 3.4 : Learner details 4 of 4

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1. type in the learner details here

2. click Request Information

3. Click Apply

Step 1: In this exercise we demonstrate how to do a New Registration.

On the screen below select Learner details. Type in your new registration/learner details by filling in the compulsory fields on the right hand side of the screen e.g. surname, initial, gender etc. Then click on Apply.

Exercise 4: New Registration 1 of 9

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1. fill in the details on the pop up block and click OK

Step 2: In this exercise we demonstrate how to do a new registration.

Once you clicked on Apply, a pop up block will appear. In the pop up block type in your Application details by filling in the compulsory fields, selecting from the drop down menu e.g. Grade applied for, year applied for etc. And click OK.

Exercise 4.1: New registration 2 of 9

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1. click Ok after reading this message


Once you have clicked OK a message pop up block will appear informing you that the learner has been applied for. It will read Learner Applied. Then click OK.


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1. Select application pending

2. Select the learner


Once you have clicked Ok the new learners status changes to Application Pending. The learners name and surname will now appear under Application pending.


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2. This pop up block will appear, then click OK

1. Click on accept


On the screen below select the learner under application pending and click on Accept. A message will now pop up on your screen informing you that the learner has been successfully accepted at your school. Once you have acknowledged this message click OK..

Exercise 4.4: New Registration 5 of 9

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1. Select application accepted


3. learners status should now read learner successfully accepted

4. Click transfer in


Once the learner has been successfully accepted the learners status now changes to Application Accepted. Highlight the learners name and under status details on your right hand side screen the status details now reads Learner successfully accepted. Then click on register/transfer in


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1. Fill in the details on the pop up and click OK


Once you have registered/transferred in the learner, a pop up block will appear. Here you will fill in the registration details. Type in your grade details, class details and inclusion status e.g. mainstream or LSEN and click OK.


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A pop up block will appear once you have registered the learner then click OK.


1. click OK to confirm

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Step 9: In this exercise we demonstrate how to do a new registration

On the screen below your learners status is now Active and is in the correct grade and class. Highlight the learners name and surname and the learners personal details should appear on your right hand side of your screen. Your new registration learner is now active at your school.


1. Select active status, grade and class


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2. Scroll down here

1. Select the transfer out learner.

3. click on transfer out

Step 1: In this exercise we demonstrate how to transfer out a learner

On the screen below select learner details. Then select the active learner you wanting to transfer out by clicking on the learner. On the right hand side of your screen scroll down to the bottom of the page and select transfer out.

Exercise 5: Transfer out 1 of 2

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1. Click OK and your learner has been transferred out

Step 2: In this exercise we demonstrate how to transfer out a learner.

Once you have selected transfer out a pop up block will appear informing you that the registration has been reversed. The learners status now changes to transfer out. Select the learner under the transfer out and then click on transfer out. Another pop up block will appear. Here you would fill in the reason why the learner is leaving your school e.g. fill in whether learners marks are up to date and reason for transfer out e.g. parents choice, moved to another province etc.

Exercise 5.1: Transfer out/Deregister 2 of 2

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1. fill in learner transfer in details here

2. Click on request information

Step 1: In this exercise we demonstrate how to transfer in a learner.

On the screen below select learner details. Type in the details of the learner you want to transfer in by filling in the compulsory fields e.g. surname, initials , gender etc. Now click Request information.

Exercise 6: Transfer in 1 of 3

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3. once learner details is sitting in the table Click Register/Transfer in here

Step 1: In this exercise we demonstrate how to transfer in a learner.

On the screen below select learner details. Type in the details of the learner you want to transfer in by filling in the compulsory fields e.g. surname, initials , gender etc. Now click Request information.

Exercise 6: Transfer in 1 of 3

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Step 2: In this exercise we demonstrate how to do a transfer in.

A pop up block will appear for you to select the learner from the provincial database. Select the learner and fill in the details required on the pop up block by selecting the options from the drop down. E.g.. The grade, class and inclusion status. Click OK.

Exercise 6.1: Transfer in 2 of 3

1. Select details from registration details and fill in ordinary grade, class etc.

2. Click Ok

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Step 3: In this exercise we demonstrate how to do a transfer in.

On the screen below your transferred in learner now appears under active status in the correct grade and class. Click on the learner and the learners details should now appear on the right hand side of your screen under active learners.

Exercise 6.2: Transfer in 3 of 3

1. Select active status, grade and class

2. Your transferred in learner should appear here in the correct grade and class

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2. Select the grade

3. select the class

1. Click on assign classes

6. Your learner appears here

4. select your learner

5. click link

Step 1: In this exercise we demonstrate how to assign learners to a class.

On the screen below select assign classes. On the drop down select the grade and click on the class you wanting to link the leaner to. Select the learner from the master list and click on Link. Your learner should now appear under selected learners.

Exercise 7: Assign Classes

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2. Select a learner

1. Select medical

3. fill in the medical info here

4. click save

Step 1: In this exercise we demonstrate how to fill in medical info.

On the screen below select medical info. Select an active learner for whom you want to input the medical information. Type in your medical details by filling in the relevant details e.g. Medical conditions, allergies, medical aid name, medical aid number etc. and save the details. Your saved medical information should now appear under medical info.

Exercise 8: Medical info

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2. Select the grade and class

1. Select attendance

3. select a date. No future dates can be selected

4. click on Go

5. Enter your attendance here

6. click save

Step 1: In this exercise we demonstrate how to do attendance.

On the screen below select attendance. Type in your attendance details by selecting the grade, class, date and click GO. Your learner details will now appear and you can tick your absent learners in the tick box provided. You can also add a reason for absenteeism if the learner has a valid reason e.g. If the learner is hospitalized and save the details. Your saved attendance should now appear under attendance.

Exercise 9: Attendance

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2. Select status, grade and class

7. your demerit appears here

1. Select merit/demerit

3. Select a learner

4. Fill in your merit/demerit details here

5. fill in your comments and action here

6. click save

Step 1: In this exercise we demonstrate how to do demerits/merits

On the screen below select merit/demerit. Type in your merit/demerit details by selecting an active learner and filling in the compulsory fields under merit/demerit details e.g. date, type, merit/demerit , educator etc. and save the details. Your saved merit/demerit details should now appear under merit/demerit.

Exercise 10: Merit/demerits

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Step 1: In this exercise we demonstrate how to do extra mural.

On the screen below select extra mural. Type in your extra mural details by selecting an active learner, grade and class. Highlight the learner and select the terms e.g. all terms, term 1, term 2, term 3, term 4 etc. select the extra mural activity and click on Link..

Exercise 11: Extra Mural 1 of 2


3. select a learner

1. Select extra mural

4. Select a term

5. choose a extra mural

6. click link

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2. Your linked extra mural now appears here

Step 2: In this exercise we demonstrate how to do extra mural

On the screen below your linked extra mural should now appear under Selected extra mural activities.

Exercise 11.1: Extra Mural 2 of 2

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4. fill in grade change details here

3. Select a learner

1. Select grade change

5. click ok

6. click submit

Step 1: In this exercise we demonstrate how to do a grade change.

On the screen below select grade change. Type in your grade change details by selecting the learner you want to do the grade change for, by filling in the compulsory fields under details e.g. New grade, new class, reason for the promotion etc. and submit the details. You will now receive a pop up block notifying you that the grade change request has been sent. Click OK. Click submit

Exercise 12: Grade change 1 of 2

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2. your message now reads grade change request not approved yet

3. grade change application pending until authorised

Step 2: In this exercise we demonstrate how to do grade change

On the screen below select the learner you did the grade change for. A pop up block will appear informing you that the grade change request has been sent and has not been approved yet. Once the authorized person approves the grade change the learner will then be in the correct grade and class.

Exercise 12.1: Grade change 2 of 2

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FAQ’S: Learners 1 of 1

No Question Answer

1 Can we still access CEMIS?

Yes for certain functions only but note that all learner information must be don’t on i-SAMS e.g. new registrations, transfers in/out etc.

2 Does all CEMIS learner information appear in i-SAMS?

Yes. All learner information currently on CEMIS will appear on i-SAMS.

3 A learner is on CEMIS but not on i-SAMS How do I get the learner on i-SAMS?

Run a sync from your i-SAMS server by typing in the following URL:http://localhost/sync/sync.php

4 A learner is on i-SAMS but not on CEMISHow do I get the learner on CEMIS?

Run a sync from your i-SAMS server by typing in the following URL:http://localhost/sync/sync.php

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http://localhost/sync/sync.php

http://localhost/sync/sync.php



No Question Answer

1 I have learners that were on CEMIs but have not been migrated to i-SAMS.Do I transfer these learners in from CEMIS into i-SAMS?

Yes. Do a normal transfer in from CEMIS to i-SAMS.

2 I cannot transfer a learner in as the buttons are greyed out. What do I do?

If you cannot transfer a learner in because the buttons are greyed out it is because you must Request information first then you will be able to register the learner.

Transferred out learners still appear on my class lists?

Run a sync

I have done a grade change at my school. Who informs the IMG to authorize and approve the grade change?

Currently the function is performed by the principal at your school.Principal to sign in and go to Local tools and click on Request/Accept and Decline – go to grade change and Approve

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No Question Answer

1 Can I do a bulk transfer out of learners on i-SAMS?

Developers enhancing program and will be available.

2 I have duplicate learners on i-SAMS that appear under “Active” and “Exit”.How do I delete the names?

If the learner should not be active – transfer the learner out of the active status.

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Step 1: In this exercise we demonstrate how to do staff details

On the screen below select Staff details. Select the tick box and tick educator. Select an active staff member by highlighting the staff member’s name. When adding a staff member fill in the compulsory fields e.g. Surname, first name, initial , population group etc. and save the details. Your saved staff details should now appear under staff.

Exercise 13: Staff details

1. Select the staff button

2. Select staff details

4. Select a staff member

5. Input staff details here

6 .Click save

3. Select educator status, active status and current position

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Step 1: In this exercise we demonstrate how to do register classes.

On the screen below select Register classes. Highlight the name of the educator by clicking on it. Then select a class name under Unassigned classes.

Exercise 13.1: Register Classes 1 of 2

1. Select staff

2. Select register classes

3. Select an educator

4. Select the Class

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Step 2: In this exercise we demonstrate how to do register classes

On the screen below once you have selected the class name under Unassigned classes click the LINK button and your linked class should now appear under Assigned classes.

Exercise 13.1: Register classes 2 of 2

1. Click link

2. your linked class should appear here

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Step 1: In this exercise we demonstrate how to do Medical info.

On the screen below select Medical info. Select the educator and type in your medical details by filling in the fields e.g. allergies, special problems, medical aid name , doctors name etc. and save the details. Your saved medical details should now appear under medical information.

Exercise 13.2: Medical details

1. Select medical info

3. Select the educator

4. Fill in Medical info here

2. Select educator status and current position

5. Click save

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Step 1: In this exercise we demonstrate how to do attendance.

On the screen below select Attendance. Select today's date and click GO. Select the educator for whom you are doing the attendance. Click on the status button and select the reason for non attendance. Then select time in and out and fill in educator start and end times and save the details. Your saved attendance details should now appear under Attendance.

Exercise 13.3 : Attendance

1. Select attendance

2. Select the date in the search criteria field and click GO


4. Click in the status block the reason for absenteeism

5. Click Time in and time out for start and end times

6. Click save

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Step 1: In this exercise we demonstrate how to allocate leave.

On the screen below select Leave. Select educator in the tick box. Select active status and current position. Select the staff member. Type in your leave details by filling in the compulsory fields e.g. date from, date to, category etc. and save the details. Your saved leave details should now appear under Leave.

Exercise 13.4: Leave

3. Select the staff member

1. Select leave

6. your saved leave details should appear here

2. Select educator status, active status and current position

5. Click save

4. Fill in leave details

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Step 1: In this exercise we demonstrate how to allocate SGB members.

On the screen below select SGB details. Select active status. Type in your SGB details by filling in the compulsory fields e.g. Title, surname, first name, initials, gender home language etc. and save the details. Your saved SGB details should now appear under SGB members.

Exercise 14 : SGB

1. Select SGB

2. Select SGB details

4. Fill in your SGB details here

5. Click save

3. Select active status

6. your saved SGB details should appear here

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Step 1: In this exercise we demonstrate how to allocate Sexual Harassment cases

On the screen below select Sexual harassment. Type in your sexual harassment under incident details by filling in the compulsory fields e.g. Type of sexual harassment, date of incident, complaint type , grade of complaint etc. and save the details. Your saved sexual harassment details should now appear under Sexual harassment details.

Exercise 14.1: Sexual harassment

1. Select Sexual harassment

2. Fill in your type of harassment here

4. Your Sexual harassment details will appear here

3. Click save

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Step 1: In this exercise we demonstrate how to allocate Parents and alumni.

On the screen below select Parents and Alumni. Type in your parents details by filling in the compulsory fields e.g. Title, surname, first name initials etc. and save the details. Your saved parents details should now appear under Parents.

Exercise 15: Parents and alumni

1. Select parents and alumni

2. Select parent details

3. Fill in your parents details here by completing the compulsory fields

5. Your saved parent details should appear here

4. Click save

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Step 4: In this exercise we demonstrate how to link learners to parents.

On the screen below select Parents and Alumni. Select the parent whom you want to link to the learner. Click on ‘link to learner button and select the Grade, Class and from the learner lookup pop up block select the learners name and save the details. Your saved learner details should now appear under Link to learner.

Exercise 15.1: Link to Learner

1. Select parent details

5. your linked learners name appears here

3. Select the link to parent button

2. Select the parent

4. Select the Grade, Class and from the Learner lookup pop up block select the learners name.

6. Click save

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Step 1: In this exercise we demonstrate how to do curriculum.

On the screen below select Curriculum. Then select school selection. Select the grade or all on the drop down menu and then Click Add Subjects. A pop up will appear – see next slide.

Exercise 16: Curriculum 1 of 3

1. Select curriculum

2. Select school selection

4. Click the Add Subject here

3. Select Grade or ALL

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Step 2: In this exercise we demonstrate how to do curriculum.

On the screen below select Curriculum. Then select school selection. Select the grade or all on the drop down menu and then Click Add Subjects. You can add all the subjects at once or individually, then Click Add. Your linked subject should now appear under Learning area selected list.


7. Click the Add button

6. Highlight the subjects you want linked the grades

5. Select Grade or ALL

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Step 3: In this exercise we demonstrate how to do curriculum – adding a weighting and Assessment Type.

Once you have selected School Selection and selected your subjects – highlight your subject and then click Update Subject. Select Weighting Type, Assessment Type and Promotion. Click Save


4. Click the Add button

1. Select Weighting Type

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2. Select Assessment Type

3. Select Promotion


Step 1: In this exercise we demonstrate how to do maintain learner subjects.

On the screen below select Maintain learner subjects. Select the grade and class. Select a learner. Go to subject rule and click on the subject you want to link to the learner.

Exercise 17: Maintain Learner Subjects 1 of 2

1. Select maintain learner subjects

4. Select the subject you want to link


2. Select grade and Class

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NB : When selecting subjects for the learners please select the Home Language against a home language Promotional rule and if you are selecting and FA Language choose the FAL language Promotional Rule


Step 2: In this exercise we demonstrate how to do maintain learner subjects.

The subject will now appear below the subject rule on your right hand side of your screen under group/subject learning area. Select the subject by highlighting it and click one of the three options e.g. Link to grade, link to class or link to learner.

Exercise 17.1: Maintain Learner Subjects 2 of 2

1. Select the maintain learner button


5. Select the subject

2. Select grade and class

6. click one of the three options e.g.. Link to grade, link to class or link to learner

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7. Your subject is displayed here

4. Highlight the subject


Step 1: In this exercise we demonstrate how to do educator subjects.

On the screen below select Educator subjects. Select an educator. Select the subject the educator specializes in and click Link. Your linked subject should now appear under Selected subject/learning area.

Exercise 17.2: Educator subjects

1. Select educator subjects

5. Your linked subject appears here

2. Select educator

4. Click link

3. Select subject

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Step 1: In this exercise we demonstrate how to do subject groups.

On the screen below select subject group. Select a grade on the drop down. Under group details name the group you creating and save the details. Your saved group name should now appear under Group name.

Exercise 17.3: Subject groups 1 of 1

1. Select subject groups

3. Type in group name here

5. Your saved group appears here

2. Select grade

4. Click save

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NB : Subject Groups only apply from grade 10 – 12 or if you have dual medium classes and half do English Home Language and the other does Afrikaans Home language and the same applies to the additional languages


Step 1: In this exercise we demonstrate how to do Group subject link.

On the screen below select group subject link. Select a grade on the drop down. Then under group name select the group you have created. Under master subjects, select the subject you want to link to the group and click LINK.

Exercise 17.4: Group Subject Link 1 of 2

1. Select groups subject link


3. Select the group

5. click link

2. Select grade

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Step 2: In this exercise we demonstrate how to do group subject link.

Your linked subject now appears under Linked Subjects.

Exercise 17.4: Group Subject Link 2 of 2

1. Your linked subject now appears here

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Step 1: In this exercise we demonstrate how to groups educator link

On the screen below select Group educator link. Select the grade on the drop down. Under group name select the group created. Then select the educator you wanting to link under Educators by clicking on Link.

Exercise 17.5: Groups Educator link 1 of 2

1. Select group educator link

4. Select the educator you want to link3. Select the group

5. Click link

2. Select grade

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Step 2: In this exercise we demonstrate how to Group Educator link.

Your Linked educator now appears under Linked Educators.

Exercise 17.5: Groups Educator Link 2 of 2

1. Your linked educator now appears here

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Step 1: In this exercise we demonstrate how to do Group learner link.

On the screen below select Group learner link. Select a grade. Select a group name. Select a class and link the learners in the class to the group .

Exercise 17.6: Group Learner Link 1 of 2

1. Select groups learner link

5. Select the learners you want to link to this group

3. Select the group

6. Click link

2. Select grade

4. Select the class

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Step 2: In this exercise we demonstrate how to do group learner link.

Your linked Learners now appears under Linked Learners.

Exercise 17.6: Groups Learner Link 2 of 2

1. Your linked learners should appear here

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Step 1: In this exercise we demonstrate how to do school assessments

On the screen below select School assessment. Select a grade. Select a subject. Select a year, term and task. Under task details complete all compulsory fields. Click save.

Exercise 17.7: School Assessments 1 of 3

1. Select School Assessment.

4. Click theAdd Button


2. Select grade

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On the screen below select School assessment. Select a grade. Select a subject. Select a year, term and task. Under task details complete all compulsory fields. Click save.


6. Click save

5. Select Term, Select Task Type, Add task name and weighting here

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On the screen below once you have selected the grade. a subject. a year, term and task and clicked save all the relevant data will appear as seen below.


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Step 1: In this exercise we demonstrate how to do educator assessments.

On the screen below select Educator assessments. Select the grade, the subject the Educator. Highlight the task and click Edit and fill in a max mark in the column against the correct task.

Exercise 17.10: Educator Assessments 1 of 1

1. Select educator assessments

5. Highlight the task3. Select the subject


2.. Select Grade

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7. Add the Max mark here

6. Click Edit


Step 1: In this exercise we demonstrate how to do Learner assessment tasks.

On the screen below select learner assessment tasks. Select a grade and subject. Select an educator and class group. Select a task and click on search.

Exercise 18: Learner Assessment Tasks 1 of 3

1. Select learner assessment tasks

3. Select the educator, class/group and task

2. Select the grade and subject

1. Click Search

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Step 2: In this exercise we demonstrate how to do learner assessment tasks.

On the screen below select the learners name and input the task marks. Tick in box if the learner had a valid reason for missing the assessment. Click on save.

Exercise 18.1: Learner Assessment Task 2 of 3

3. Tick in the box if the learner has a valid reason for missing an assessment

1. Select learners name

2. Type in the mark

4. Click save

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Step 1: In this exercise we demonstrate how to do educator assessments

On the screen below your saved task marks will appear.

Exercise 18.1: Learner Assessment Task 3 of 3

5. Your saved marks and codes appears here

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Step 1: In this exercise we demonstrate how to do learner assessment terms

At school level you can select whether you wanting to input task or term marks by selecting either Learner assessment task or Learner assessment terms on the modules provided under curriculum. On the screen below if you had selected learner assessment terms you would add up the tasks marks for the term and enter the percentage under percentage term mark. Your saved term marks will appear

Exercise 18.2: Learner Assessment Terms

5. Your saved marks and codes appears here

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Step 1: In this exercise we demonstrate how to do Term Comment

At school level you can enter a term comment. This term comment will appear on the report card.

Exercise 18.3: Term Comment

6. Type your comment here – this will reflect on the report.

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7. Type your comment here – this will reflect on the promotional schedule


Step 1: In this exercise we demonstrate how to do Attitude and Behaviour Comments

At school level you can enter an Attitude and Behaviour comment. This comment will appear on the report card.

Exercise 18.4: Attitude and Behaviour

1. Select Attitude and Behaviour

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2. Select Term

3. Select Grade4. Select Class

5. Select Learner

6. Select Attitude and Performance and Behaviour parameters

7. Click Save


Step 1: In this exercise we demonstrate how to do promotions and progressions.

On the screen below select Promotions and progressions. Select the grade and class, then select a learner. On your right hand side of the screen the learners subjects and marks will appear. Verify the promotion status. Once all the promotion statuses have been verified save the details. Your saved results should now appear under Verify Results.

Exercise 19: Promotions and Progressions

1. Select promotions and progressions

2. Select Verify Grade

5. Select a subject and fill in marks

4. Select the learner6. Click save

3. Select grade and class

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Step 1: In this exercise we demonstrate how to do incidents On the screen below select Incidents. Select the category details. Select the learner or staff member and fill in compulsory fields e.g. Type of incident, date ,complaint type etc. and save the details. Your saved incident details should now appear under Incidents.

Exercise 20: Incidents

1. Select Incidents

2. Select the incidents link 6. your saved

incidents appears here


5. Select save

2. Select the category

4. Type in incidents details here

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Step 1: In this exercise we demonstrate how to do Reports On the screen below select Reports. Select the required report. The program allows to select all reports related to data in the system. Click on preview to open.

Exercise 21: Reports

1. Select Reports

2. Select any of the sub headings here.

3. Select the report name

4. Select preview

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Step 1: In this exercise we demonstrate how to create a timetable

On the screen below select Timetable.

Exercise 22: Timetable

1. Select Timetable

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Step 2: In this exercise we demonstrate how to do timetable.

On the screen below select file and click NEW.

Exercise 22.1: Timetable

1. Select the file button and click New

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Step 3: In this exercise we demonstrate how to do timetable On the screen below you will start to create your schools Timetable. Refer to Demonstration in step 4.


1. This page will appear for you to create your new timetable

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Step 4: In this exercise we demonstrate how to do timetable On the screen below select name. Fill in the name of your timetable. On the drop down select New table from scratch. Enter the names of the days e.g. Day 1, day 2 or Monday , Tuesday etc. dependant on the cycle of your school. Enter the names of the periods e.g. period 1, period 2 and or fill in times E.g. start time and end time of periods. Then click accept.


1. Fill in the name of timetable

3. Enter the days of your schools cycle 5. Select accept

2. Select the category e.g. new table from scratch

4. Enter the names of the periods here

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On the screen below the accepted new timetable will appear. You will now set the selection for your timetable. E.g. Blocking out periods such as assembly, break, registration etc.


1. Your saved timetable appears here

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Step 6: In this exercise we demonstrate how to do timetable On the screen below double click on the Yellow line to fill in your category under Name e.g. Assembly, blocked period, break etc. and click save. Then type in the abbreviated form of the category e.g. block>blk and click save.


2. Double click on the yellow line 1.Your saved

timetable template appears here

4. Click save

3. Type in the category .

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Step 7: In this exercise we demonstrate how to do timetable On the screen below your saved set selection now appears on your left hand side of the screen as well as on the drop down selection.


2. Your saved set selection appears here as well

1. Your saved set selection appears here

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Step 8: In this exercise we demonstrate how to do timetable On the screen below click on the box to enter set selection. Note that when you select a box it highlights to RED.


1. Click in the box to set selection e.g. block periods, registration etc.

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Step 9: In this exercise we demonstrate how to do timetable On the screen below select a category from the drop down e.g. block and click set selection. Your saved set selection should now appear in the box highlighted.


3. your saved set selection appears here

2. Click set selection

1. Click on the drop down and select from the menu e.g. block

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On the screen below repeat the exercise to block out other periods and set selection for assembly and registration periods.


1. Repeat the exercise to set your other selections e.g.. Assembly and registration periods

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Step 11: In this exercise we demonstrate how to do timetable

On the screen below once you have completed the set selection select Copy and select Copy master to All.


1. Select copy and click Copy Master to All

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On the screen below a message will appear notifying you that your master timetable has been copied to All. Meaning that it has been copied to all the other fields within timetable such as Educators, classes, rooms and subjects. Reports. Then click OK.


2. Click ok

1. A message will appear notifying you that your master timetable has been copied to all

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On the screen below select Layout. Select an educator, class, room and subject by ticking in the relevant box. In this exercise we demonstrate how to create groups by linking the educator to a specific class, room and subject , telling the system how to create the timetable. E.g. Mr Kock teaches grade 10A CAT in room 31 Computer Applications tech in period 1. Then click create. Your group created should now appear under Groups. Continue this exercise until the educator has been linked to the subject taught by him noting which period he teaches.


1. Select layout

6. Click Create

2. Tick in the box to select an educator

3. Tick in the box to select a class

4. Tick in the box to select classroom

5. Tick in the box to select a subject

8. Your group created appears here

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On the screen below select Groups. Here you would fill in the minimum and maximum number of periods per cycle as well as the cycle of your school. E.g. High schools normally run on a 7 day cycle and primary schools runs on a 5 day cycle. Then click save. Your saved number of minimum and maximum cycle will now appear under Groups.


2. Fill in the minimum and maximum number per cycle. And per cycle of your school

3. Click save

1. Select groups

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On the screen below select Solving. Click on the solving button then click start to solve/generating your timetable. This process takes about 30 seconds to 1 minute to complete.


2. Click on solving button

1. Select solving

3. Click start to start solving process

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On the screen below select Validation. This process is to validate if there are any errors e.g. to many double periods, groups not adding up or incorrect cycle info inputted. Note below all validation appears in RED and will direct you to the problem to fix. You will then revert back to Groups to fix cycle info.


1. Select validation

2. You list of errors will appear here

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On the screen below select Reports. Select transfer to excel or transfer to word. This process will allow you to open up your specific timetable.


1. Select reports

2. Select transfer to excel or transfer to word

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On the screen below your timetable will open up in Excel. Here you will select the educator or class in which to view the timetable.


1. Select the educator you did the timetable for

2. Or select the class you did the timetable for

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On the screen below we demonstrate a timetable done for educator Gqamane ZZ. It shows the Groups created, minimum, maximum number of days per cycle, amount of periods used etc.


1. Timetable

2. Shows the cycle

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On the screen below we demonstrate a timetable done for a class e.g. Class 8A. It shows the Groups created, minimum, maximum number of days per cycle, amount of periods used etc.


1. Timetable

2. Shows the cycle

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Contact details On the screen below you will find the contact details of the support staff

Exercise 23: Support Contact Details

1. Select Support

2. Contact Details appear here

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i-sams training manual date: march 2012version: 2

Documents

user privileges

details of user

user roles

new user

user schools

user info

user certain rights

complete user details