manage student withdrawal. c3-wd manage withdrawal by school student registrar description: –this...
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C3-WD Manage Withdrawal by School Student Registrar
• Description:– This function allows the School Student Registrar to;
• Setup the Approver section• Update the Approver section• Record the Withdrawal request with Supporting documents• Cancel/Complete/Resubmit a Rejected Withdrawal Request• View and Print the Withdrawal Request• Record the outcome of the Withdrawal Request• View Student Withdrawal Request Reports
• Granted Role: – School Student Registrar
• Menu Path: – Main Menu > Set Up SACR > Product Related > Student Movement > Setup > Set
Up Approvers– Main Menu > Records and Enrollment > Student Movement > Student Withdrawals
> Withdrawal Request– Main Menu > Records and Enrollment > Enroll Students > Enrollment Request– Main Menu > Records and Enrollment > Student Term Information > Term History– Main Menu > Records and Enrollment > Career and Program Information > Student
Program/Plan– Main Menu > Reporting Tools > Query > Query Viewer
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
C3-WD01 Setting up an Approver
• Description:– This function allows the School Student Registrar to
Setup the Approver section.• Granted Role:
– School Student Registrar• Menu Path:
– Main Menu > Set Up SACR > Product Related > Student Movement > Setup > Set Up Approvers
How to Use
1. Navigate to the screen via menu path
2. Click on the Add a New Value tab
3. Enter the Campus (School ID)
4. Click on Add
5. Enter the approvers data
6. Click on Save
Refer also to Online Help
C3-WD02 Update the Approver Setup
• Description:– This function allows the School Student Registrar to
Update the Approver section.• Granted Role:
– School Student Registrar• Menu Path:
– Main Menu > Set Up SACR > Product Related > Student Movement > Setup > Set Up Approvers
1. Navigate to the screen via menu path
2. Click on the Find an Existing Value tab
3. Enter the Academic Institution
4. Enter the Campus (School ID)
5. Click on Search
6. Update the approvers data
7. Click on Save
Refer also to Online Help
How to Use
Update the existing Approver SetupUpdate the record as necessary.1. To add a new approver to the existing
list, click on ‘+’ sign.2. To remove an approver from the list,
click on ‘-’ sign.
Enter the Effective Date for the new Approver list.
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
C3-WD03 Record the Withdrawal request with supporting documents
• Description:– This function allows the School Student Registrar to
Save and Submit a Withdrawal Request for a student • Granted Role:
– School Student Registrar• Menu Path:
– Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
1. Navigate to the screen via menu path
2. Click on the Add a New Value tab
3. Enter the Student ID
4. Click on Add
5. Enter the Withdrawal Request information
6. Click on Save and Submit
Refer also to Online Help
How to Use
Navigate
Navigation: Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
Select a Withdrawal Reason
Select a Withdrawal Reason from the following:1) ‘Berpindah ke Sekolah Swasta’ (Student transferring to a
Private School)2) ‘Ibu-Bapa / Penjaga ditugaskan ke Luar Negara’
(Overseas posting of parents)3) ‘Masalah Kesihatan’ (Health Reasons)4) ‘Balik ke Negeri Asal’ (Moving back to Home Country)
Select Date of Request & Date of Withdrawal
Date of Request: Date the Withdrawal is requested by the student/parent.Date of Withdrawal: Date the student will actually withdraw from school.
Add Remarks/Comments
Enter any additional information relevant to the withdrawal request as Remarks/Comments.
Attach Supporting Documents
Select the file from the computer (any format with maximum size 2MB) and click on Open.
Attach Supporting Documents
Click on Upload to upload the selected document.Click on Cancel to cancel the Transaction
View or Delete an attached document
View Attachment: Click on the button to view the attached documentDelete Attachment: Click on the button to delete the attached document
To add more supporting documents, click on ‘+’ button.
Save a Withdrawal Request
Once the request is successfully saved, a Request Nbr will be assigned and the Status will remain as ‘Pending’.
Submit a Withdrawal Request
After Saving the request, click on Submit for the Approver to process the request
Submit a Withdrawal Request
Click on the OK, to proceed to submit the Withdrawal Request.Click on Cancel, to return back to the Withdrawal Request without submitting it.
Submit a Withdrawal Request
Once the request is successfully submitted, a Request Nbr will be assigned and the Status will be changed to ‘Submitted’.
Email Notification for a Submitted Request
Once the Withdrawal Request is Submitted, the School Approver will be sent an email. The School Student Registrar will receive a copy of the email.
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
C3-WD04 Cancel/Complete/Resubmit a rejected Withdrawal Request
• Description:– This function allows the School Student Registrar to
Cancel, Complete and Resubmit a rejected request.• Granted Role:
– School Student Registrar• Menu Path:
– Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
1. Navigate to the screen via menu path
2. Click on the Find an Existing Value
3. Enter the Student ID
4. Click on Search
5. Select the necessary action
6. Click on Cancel/Complete/Submit
Refer also to Online Help
How to Use
Navigate
Navigation: Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
Email Notification for a Rejected Request
Once the Withdrawal Request is Rejected, the School Student Registrar will receive an email. The DS Approver will be copied in the email.
Re-submit a rejected request
Based on the comments from the Approver, update the Withdrawal Request and click on Submit to re-submit the request.
Cancel a Withdrawal Request
If the Withdrawal Request is not required anymore, click on Cancel button.
Email Notification for an Approved Request
Once the Withdrawal Request is Approved, the School Student Registrar will receive an email. The DS Approver will be copied in the email.
Complete a Withdrawal Request
Once the Withdrawal Request is Approved, finalize the Withdrawal Request by clicking on the Complete button.
Email Notification for a Routed Request
Once the Withdrawal Request is Routed for Approval, the DS Approver will receive an email. The School Student Registrar and the School Approver will be copied in the email.
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
C3-WD05 View and Print the Withdrawal Request
• Description:– This function allows the School Student Registrar to
View and Print the Withdrawal Request.• Granted Role:
– School Student Registrar• Menu Path:
– Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
1. Navigate to the screen via menu path
2. Click on the Find an Existing Value
3. Enter the Student ID
4. Click on Search
5. Review the completed request
6. Click on Print Form
Refer also to Online Help
How to Use
Navigate
Navigation: Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request
View and Print the request
Review the completed Withdrawal Request and click on Print Form to generate the PDF file.
Adobe Acrobat Document
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
C3-WD06 Record the outcome of the Withdrawal request
• Description:– This function allows the School Student Registrar to record the
outcome of the Withdrawal request.• Granted Role:
– School Student Registrar• Menu Path:
Drop Class Enrollment– Main Menu > Records and Enrollment > Enroll Students > Enrollment
Request
Term Withdrawal– Main Menu > Records and Enrollment > Student Term Information >
Term History
Update Student Program/Plan– Main Menu > Records and Enrollment > Career and Program
Information > Student Program/Plan
1. Navigate to the screen via menu path
2. Click on the Find an Existing Value
3. Enter the Student ID
4. Click on Search
5. Follow the necessary steps to complete the record
6. Click on Save
Refer also to Online Help
How to Use
Drop Student Enrollment - Navigate
Navigation: Main Menu > Records and Enrollment > Enroll Students > Enrollment Request
Select the Classes
Select the classes the student is enrolled in. The classes to be dropped should be selected one by one. The student needs to be dropped from ALL the classes.
Select the Classes
Click on the ‘+’ sign to add the other classes.
**Note: Once a new Sequence Nbr is added, repeat the same actions until all the classes are selected to be dropped.
Submit the Enrollment Request
Status is changed to ‘Success’ , once the request is processed and all the classes are dropped.
Term Withdrawal - Navigate
Navigation: Main Menu > Records and Enrollment > Student Term Information > Term History
Update Student Program/Plan - Navigate
Navigation: Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan
Record the Student Withdrawal
Click on the Correct History button, then Click on ‘+’ to enter a new record in the Student Program/Plan record.
Record the Student Withdrawal
Effective Date: Select the date from which the student will withdraw from schoolProgram Action: Select Withdrawn Action Reason: Select the reason mentioned in the request form
Select the Program Action
Program Action to be used will be ‘WADM’ which has the description ‘Withdrawal’
Select the Action Reason
Select an Action Reason from the following:1. WD1 - ‘Ibu-Bapa / Penjaga ditugaskan ke Luar Negara’
(Overseas posting of parents)2. WD2 - ‘Berpindah ke Sekolah Swasta’ (Student transferring
to a Private School)3. WD3 - ‘Masalah Kesihatan’ (Health Reasons)4. WD4 - ‘Balik ke Negeri Asal’ (Moving back to Home Country)
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
Flow for the ModuleSetup Approvers
Withdrawal Request Form
Save the Withdrawal Request
Submit the Withdrawal Request for Approval
ApproveRejectRouted for Approval
Cancel CompleteRe-submit
ClearanceUpdate Student Records
Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports
Cancel
C3-WD08 View Student Withdrawal Request Reports
• Description:– This function allows the School Student Registrar to
view the Student Withdrawal Request Reports• MOE_RPT_WD_001_01 – List of Withdrawn Students• MOE_RPT_WD_001_02 – Student Withdrawal Statistics
• Granted Role: – School Student Registrar
• Menu Path: – Main Menu > Reporting Tools > Query > Query
Viewer
1. Navigate to the screen via menu path
2. Enter the Query Name
3. Click on Search
4. Enter the relevant data on the prompts
5. Click on View Result
Refer also to Online Help
How to Use
Click on Run to HTML
•HTML: Will open a web page to enter the input to run the report. The report results will be displayed on the web page.•Excel: Will open a web page to enter the input to run the report. The report results will be opened in an Excel Worksheet
Search for the Campus
Select the Campus available in the lookup or enter ‘%’ to select all the values in the lookup.
Search for the Academic Career
Select the Academic Career available in the lookup or enter ‘%’ to select all the values in the lookup.
Search for the Academic Program
Select the Academic Program available in the lookup or enter ‘%’ to select all the values in the lookup.
Search for an Academic Plan
Select the Academic Plan available in the lookup or enter ‘%’ to select all the values in the lookup.
Search for a Request Status
List of Status:• Approved if the Withdrawal Request is Approved• Cancelled if the Withdrawal Request is Cancelled• Completed if the Withdrawal Request is Completed• Pending if the Withdrawal Request is still Pending• Rejected if the Withdrawal Request is Rejected• Route if the Withdrawal Request is been Routed for Approval• Submitted if the Withdrawal Request is just Submitted
Select the Request Status available in the lookup or enter ‘%’ to select all the values in the lookup.
Select *From Date and *To Date
*From Date and *To Date is used to indicate the period for which the report should be run. The Withdrawal Requests selected will be the ones raised during this period.
Report Results
If required , the Report Results can be downloaded to an Excel SpreadSheet by clicking on the link.
Search for the Campus
Select the Campus available in the lookup or enter ‘%’ to select all the values in the lookup.
Select *From Date and *To Date
*From Date and *To Date is used to indicate the period for which the report should be run. The Withdrawal Requests selected will be the ones raised during this period.
View the Statistical Report
If required , the Report Results can be downloaded to an Excel SpreadSheet by clicking on the link.