manage transfer students

Manage Transfer Students

C3-TF Manage Transfer Students by School Student Registrar

• Description:– This function allows the School Student Registrar to;

• Setup the Approver section• Update the Approver section• Record the Transfer Student Request with Supporting documents • Cancel/Complete/Resubmit a Rejected Transfer Student Request• View and Print the Transfer Student Request• Record the outcome of the Transfer Student Request• View Transfer Student 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 > Transfer

Student > Transfer Student Request– Main Menu > Records and Enrollment > Enroll Students > Enrollment

Request– Main Menu > Records and Enrollment > Career and Program Information

> Student Program/Plan

Flow for the ModuleSetup Approvers

Transfer Student Request Form

Save the Transfer Student Request

Submit the Transfer Student Request for

Approval

ApproveReject

Cancel CompleteRe-submit

ClearanceUpdate Student Records

Additional Activities• View Submitted Transfer Student Request• Print Transfer Student Request• View Reports

Cancel

Process Flow - 1

Process Flow - 2





Approval

ApproveReject




Cancel

C3-TF01

Setting up an Approver

C3-TF01 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

Navigate

Navigation: Set Up SACR > Product Related > Student Movement > Setup > Setup Approvers

Add a New Value

Search for an Academic Institution

Search for Campus

Select the Campus

Select the Campus the Registrar has access to.

Add new Approver

Select Effective Date

Select the date this approver is effective from as Effective Date.

Select Status

Select ‘Active’ in the Status field to activate the list of Approvers for the school.

Select Staff ID

Select the Staff ID of the Principal and/or Deputy Principal for the school.

Select Staff ID

Save the Approver Setup

C3-TF02

Update the Approver Section

C3-TF02 Update the Approver Setup


Update the Approver section.• Granted Role:


– Main Menu > Set Up SACR > Product Related > Student Movement > Setup > Set Up Approvers


2. Click on the Find an Existing Value tab

3. Enter the Campus (School ID)

4. Click on Search

5. Update the approvers data

6. Click on Save


How to Use

Navigate

Navigation: Set Up SACR > Product Related > Student Movement > Setup > Setup Approvers

Find an Existing Value

Search for the Academic Institution

Select the Academic Institution

Select the Campus

Select the Campus

Select the Campus the Registrar has access to.

Search for the existing Approver Setup

Update the existing Approver Setup

Click on ‘+’ to add a new approver record.

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.

Save the updated Approver Setup





Approval

ApproveReject




Cancel

C3-TF03

Record the Transfer Student Request with supporting documents

C3-TF02 Record the Transfer Student Request with supporting documents


Record the Transfer Student Request with supporting documents


• Menu Path: – Main Menu > Records and Enrollment > Student

Movement > Transfer Student > Transfer Student Request


2. Click on the Add a New Value tab

3. Enter the Student ID

4. Click on Add

5. Enter the Transfer Request information

6. Click on Save and Submit


How to Use

Navigate

Navigation: Main Menu > Records and Enrollment > Student Movement > Transfer Student > Transfer Student Request

Add a New Value

Select the Student ID


Select the Student who has requested to Transfer.

Add Transfer Student request

Transfer Request Form

Select a Transfer Reason

Select a Transfer Reason from the following:1) ‘Berpindah ke PTE lain’ (Transfer to other 6th Form)2) ‘Berpindah ke SM dalam kluster’ (Transfer to Secondary

School inside cluster)3) ‘Berpindah ke SM luar kluster’ (Transfer to Secondary

School outside cluster)4) ‘Berpindah ke SR lain’ (Transfer to other Primary School)5) ‘Berpindah ke kelas lain’ (Transfer to another class)

Select Date of Request & Date of Transfer

Date of Request: Date the Withdrawal is requested by the student/parent.Date of Transfer: Date the student will actually transfer from school.

Select the Requested School

If the Transfer Student Request is to change to another school, then the student should select the Requested School.

Select the Requested School

Select which school that the student wish to transfer to.

Select the Requested Section

If the Transfer Student Request is to change to another class, then the student should select the Requested Section.

Select the Requested Section

Select which class that the student wish to transfer to.

Add Remarks/Comments

Enter any additional information relevant to the transfer request as Remarks/Comments.

Attach Supporting Documents

Click on Add Attachment to attach the supporting document.


Click on the Choose File button to select the document.


Select the file from the computer (any format with maximum size 2MB) and click on Open.


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‘-’ : To delete unnecessary documents

Save a Transfer Request form

Save a Transfer Request

Once the request is successfully saved, a Request Nbr will be assigned and the Status will remain as ‘Pending’.

Submit a Transfer Request form

After Saving the request, click on Submit for the Approver to process the request

Submit a Transfer Request form

Click on the OK, to proceed to submit the Transfer Request.Click on Cancel, to return back to the Transfer Request without submitting it.

Submit a Transfer 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 Transfer Request is Submitted, the Current School Approver will be sent an email. The Current School Student Registrar and the Current Class Teacher will receive a copy of the email.





Approval

ApproveReject




Cancel

C3-TF04

Cancel/Complete/

Resubmit a rejected Transfer Student Request

C3-TF04 Cancel/Complete/Resubmit a rejected Transfer Student Request


Cancel, Complete and Resubmit a 1st Level rejected request.


• Menu Path: – Main Menu > Records and Enrollment > Student

Movement > Transfer Student > Transfer Student Request


2. Click on the Find an Existing Value


4. Click on Search

5. Select the necessary action

6. Click on Cancel/Complete/Submit


How to Use

Navigate


Search for the Student ID


Select a Student the Registrar want to Re-submit/Cancel/Complete.

Search for the Transfer Request

Email Notification for a 1st Level Rejected Request

Once the Transfer Request is Rejected, the Current School Approver will be sent an email. The Current School Student Registrar and the Current Class Teacher will receive a copy of the email.

Re-submit a 1st Level Rejected Request

Based on the comments from the Approver, update the Transfer Request and click on Submit to re-submit the request.

Cancel a Transfer Request

If the Transfer Request is not required anymore, click on Cancel button.

Email Notification for a 2nd Level Approved request

Once the Transfer Request is Approved by the New School Approver, the Current School Student Registrar will be sent an email. The Current School Approver and the Current Class Teacher will receive a copy of the email.

Complete a Transfer Request

Once the Transfer Request is Approved, finalize the Transfer Request by clicking on the Complete button.

Complete a Transfer Request





Approval

ApproveReject




Cancel

C3-TF05

View and Print the Transfer Request

C3-TF05 View and Print the Transfer Student Request


View and Print the Transfer Request.• Granted Role:


– Main Menu > Records and Enrollment > Student Movement > Transfer Student > Transfer Student Request




4. Click on Search

5. Review the completed request

6. Click on Print


How to Use

Navigate



Select a Student the Registrar want to View/Print a completed request.

Search for the Transfer Request

View and Print the request

Review the completed Transfer Student Request and click on Print Form to generate the PDF file.

Adobe Acrobat Document





Approval

ApproveReject




Cancel

C3-TF06

Record the outcome of the Transfer Student

Request

C3-TF06 Record the outcome of the Transfer Student Request

• Description:– This function allows the School Student Registrar to record the

outcome of the Transfer Student Request.• Granted Role:


Drop Class Enrollment– Main Menu > Records and Enrollment > Enroll Students >

Enrollment Request

Update Student Program/Plan– Main Menu > Records and Enrollment > Career and Program

Information > Student Program/Plan

Enroll the Student in the New Classes– Main Menu > Records and Enrollment > Enroll Students >

Enrollment Request




4. Click on Search

5. Follow the necessary steps to complete the record

6. Click on Save


How to Use

Drop Class Enrollment

**Note: Since the student will leave the current school/class section once the Transfer Student Request is completed, the enrollment for all the current classes for the student should be dropped.

Drop Class Enrollment - Navigate

Navigation: Main Menu > Records and Enrollment > Enroll Students > Enrollment Request

Add a New Value


Search from the Student ID and click on the ID in the Search Results.

Select the Academic Career

Select the Term

Select the Term

Select the Term the student has transferred from

Add the New Enrollment Student

Enrollment Request

Select the Action

Select the ‘Drop’ action from the drop down.

Select the Action Reason

Select the Classes

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.

Select the Classes


**Note: Once a new Sequence Nbr is added, repeat the same actions until all the classes are selected to be dropped.

Save the Enrollment Request

Saved Enrollment RequestEnrollment Request ID will be assigned.

Submit the Enrollment Request


Status is changed to ‘Success’ , once the request is processed and all the classes are dropped.

Update Student Program/Plan - Navigate

Navigation: Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan

Enter the Student ID

Search for the Student

Record the Student Transfer

Click on the Correct History button, thenClick on ‘+’ to enter a new record in the Student Program/Plan record.

Record the Student TransferEffective Date: Select the date from which the student will transfer from schoolProgram Action: Select the Transfer actionAction Reason: Select the reason mentioned in the Transfer request form

Select the Program Action

Select the Program Action

**Note: There would be two types of Transfer a student can do.1. Transfer to another School2. Transfer to another Class

Transfer to another School - Program Action

Select ‘DATA’ – Data Change to indicate the transfer action for the student

Transfer to another School

Transfer to another School - Action Reason

Transfer to another School - Action Reason

Select an Action Reason from the following:1. TF1 – ‘Berpindah ke SR lain’

(Transfer to other Primary School)2. TF2 – ‘Berpindah ke SM dalam

kluster’ (Transfer to Secondary School inside cluster)

3. TF3 – ‘Berpindah ke SM luar kluster’ (Transfer to Secondary School outside cluster)

4. TF4 – ‘Berpindah ke PTE lain’ (Transfer to other 6th Form)

Search for the Requested Campus

Search for the Requested Campus

Select the requested Campus

Save the Student Program

Transfer to another Class - Program Action

Select ‘DATA’ – Data Change to indicate the transfer action for the student

Transfer to another Class

Transfer to another Class - Action Reason

Transfer to another Class - Action Reason

Select an Action Reason from the following:• TF5 – ‘Berpindah ke kelas lain’

(Transfer to another class)

Enter the Requested Class Section

When a student changes a class, it might require the student to change the Academic Program. E.g.: Express Track to Normal Track in Year 9

Therefore when a student transfers from one class to another, the student records should be updated as per the following 2 scenarios;1. Student doesn’t change the Academic Program2. Student changes the Academic Program


Student doesn’t change the Academic Program


Change the Class Section value to the Requested Class Section

The requested Class Section value is entered to the same Program Action – Data Change

Save the Student Program


Student changes the Academic Program


Set the Effective Date as the same as the Data Change record (same as the Transfer Date)


Select ‘PRGC’ – Program Change to indicate the change in the program due to the transfer


Select the new Academic Program the student is changing to.


Both the Admit Term and Requirement Term should be the same as the previous record.


Select the new Academic Plan of the student due to the Program Change


Change the Class Section value to the Requested Class Section

The requested Class Section value is entered to the Program Action – Program Change


Save the records entered.

Enroll the Student in the New Classes

**Note: Once a student transfers to the new school or new class, he/she has to be enrolled in all the classes associated to the new class assigned to him/her.

This Enrollment will be done by either the new school Student Registrar or current school Student Registrar depending on the Transfer type.

Enroll the Student- Navigate

Navigation: Main Menu > Records and Enrollment > Enroll Students > Enrollment Request

Add a New Value


Search from the Student ID and click on the ID in the Search Results.

Select the Academic Career

Select the Term

Select the Term

Select the Term the student has transferred from

Add the New Enrollment Student

Enrollment Request

Select the Action – Enroll a Student in Classes

Select the ‘Enroll’ action from the drop down.

Select the Classes

Select the Course Subject

Select the Course Subject

Select the class the student is going to be enrolled in

Select the Course Career

Search for the Class

Select the Class

Select the Classes


Select the Classes


**Note: Once a new Sequence Nbr is added, repeat the same actions until all the classes are selected in which the student should be enrolled in.

Save the Enrollment Request

Saved Enrollment RequestEnrollment Request ID will be assigned.


Status is changed to ‘Success’ , once the request is processed and the student is enrolled in all the selected classes.





Approval

ApproveReject




Cancel

C3-TF07

View Transfer Student Request Reports

C3-TF07 View Transfer Student Request Reports


view the Transfer Student Request Reports• MOE_RPT_TF_001_01 – List of Transferred-Out Students• MOE_RPT_TF_001_02 – List of Transferred-In Students• MOE_RPT_TF_001_03 – List of Class-to-Class Transfers• MOE_RPT_TF_001_04 – Transfer Student Statistics

• Granted Role:– School Student Registrar

• Menu Path:– Main Menu > Reporting Tools > Query > Query

Viewer


2. Enter the Query Name

3. Click on Search

4. Enter the relevant data on the prompts

5. Click on View Result


How to Use

Navigate

Navigation: Main Menu > Reporting Tools > Query > Query Viewer

Search by: Query Name

Select Query Name to Search

Enter the Query Name

Enter the *Query Name: MOE_RPT_TF_001_01

Click on Search

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 Cluster/Zone

Select for the Campus

Select 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


Select the Request Status available in the lookup or enter ‘%’ to select all the values in the lookup.

List of Status:• 1st Level if the Transfer Request is 1st Level Approved• 2nd Level if the Transfer Request is 2nd Level Approved• Cancelled if the Transfer Request is Cancelled• Completed if the Transfer Request is Completed• Pending if the Transfer Request is still Pending• 1st Level if the Transfer Request is 1st Level Rejected• 2nd Level if the Transfer Request is 2nd Level Rejected• Submitted if the Transfer Request is just Submitted

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 Transfer Requests selected will be the ones raised during this period.

Select *From Date

Select *To Date

Click to View Results

Report Results

If required , the Report Results can be downloaded to an Excel SpreadSheet by clicking on the link.

Navigate


Click on Search

Search for the Campus

Search for a Request StatusSelect the Request Status available in the lookup or enter ‘%’ to select all the values in the lookup.


Select *From Date and *To Date


Select *From Date

Select *To Date

Report Results


Navigate


Click on Search

Search for a Request StatusSelect the Request Status available in the lookup or enter ‘%’ to select all the values in the lookup.


Select *From Date

Select *To Date

Report Results


Navigate


Click on Search

Select *From Date

Select *To Date

View the Statistical Report


End of Presentation

Thank You

manage transfer students

Documents

transfer student requestsubmit

transfer student requestrecord

new approver

transfer students c3tf

campus school idclick

approver setup c3tf02update

menu pathclick

approver sectionupdate