user manual student activities - education bureau sta_e... · 2017. 8. 8. · sta02 – maintain...

USER MANUAL Student Activities

(Document 27e)

WebSAMS User Manual Version 1.11

© Copyright 2017 Education Bureau. Page 2 Unauthorized Copying Prohibited

Table of Contents

1 MODULE OVERVIEW ............................................................................................................... 1

1.1 INTRODUCTION ........................................................................................................................ 1 1.1.1 Objective ......................................................................................................................... 1

1.2 FUNCTION CHART ................................................................................................................... 2 1.3 FLOW DIAGRAM ...................................................................................................................... 3 1.4 INTERACTIONS WITH OTHER MODULES ................................................................................... 4

2 OPERATION PROCEDURES .................................................................................................. 11

2.1 SETUP STUDENT ACTIVITIES ................................................................................................. 11 2.1.1 Maintain STA Duration ................................................................................................. 11 2.1.2 Maintain STA Parameter .............................................................................................. 15 2.1.3 Maintain Programme Description ................................................................................ 16

2.2 STA OFFERED ....................................................................................................................... 18 2.2.1 Maintain STA Information ............................................................................................ 18 2.2.2 Maintain SLP Information ............................................................................................ 26

2.3 MAINTAIN STA BY ACTIVITY ............................................................................................... 29 2.3.1 Maintain Student STA Info ............................................................................................ 29 2.3.2 Add Previous Member ................................................................................................... 31 2.3.3 Maintain SLP Information by Activity .......................................................................... 34 2.3.4 Maintain Student ECA Application ............................................................................... 38

2.4 MAINTAIN STA BY STUDENTS .............................................................................................. 41 2.4.1 Maintain STA Information ............................................................................................ 41 2.4.2 Maintain SLP Information by Student........................................................................... 46

2.5 STA APPLICATION ................................................................................................................ 49 2.5.1 Apply ECA for students by class ................................................................................... 49 2.5.2 ECA Application by student .......................................................................................... 51

2.6 ALLOCATION RESULTS.......................................................................................................... 53 2.7 EXPORT ................................................................................................................................. 55 2.8 IMPORT .................................................................................................................................. 55 2.9 EVENT ................................................................................................................................... 60

2.9.1 Event Offered ................................................................................................................ 60 2.9.2 Maintain SLP Information ............................................................................................ 67 2.9.3 Maintain Talent Databank Information ........................................................................ 70 2.9.4 Maintenance by Event ................................................................................................... 99 2.9.5 Maintain SLP Information by Event ............................................................................. 99 2.9.6 Maintenance by Student ................................................................................................ 99 2.9.7 Maintain SLP Information by Student......................................................................... 100 2.9.8 Uploading ................................................................................................................... 103 2.9.9 Reporting ..................................................................................................................... 107

2.10 MAINTAIN PRINT SEQUENCE .............................................................................................. 114 2.10.1 Global Print Sequence ................................................................................................ 114 2.10.2 Customized Print Sequence ......................................................................................... 115

2.11 MAINTAIN MEA INFORMATION .......................................................................................... 118 2.11.1 Maintain MEA Contact Person ................................................................................... 118 2.11.2 Maintain MEA Study Trip ........................................................................................... 119 2.11.3 Data Communication .................................................................................................. 135

2.12 REPORT ............................................................................................................................... 138 2.12.1 Generate Report .......................................................................................................... 138 2.12.2 Student Activities Profile (R-STA001) ......................................................................... 140 2.12.3 Student Activities Report By Class (R-STA002) .......................................................... 142 2.12.4 Student Activities Offered By School Year and Duration (R-STA003) ....................... 144



2.12.5 Student Activities Report by Activities (R-STA004) .................................................... 146 2.12.6 Activity Roll-call Sheet (R-STA005) ............................................................................ 147 2.12.7 Student Activities Sex Statistics Report (R-STA006) ................................................... 149 2.12.8 Student ECA Application Status Report (R-STA007) .................................................. 151 2.12.9 ECA Application Report (R-STA008).......................................................................... 153 2.12.10 Number of ECA Clubs/Interest Groups by Categories Statistics Report (R-STA009) 155 2.12.11 Total Number of Students Participated in Inter-school School Events Statistics Report (R-STA010) ...................................................................................................................... 157 2.12.12 Student Activities Report by Category (R-STA011) ................................................ 159 2.12.13 Number of Student Participated in Uniform/social/Voluntary Service Group Statistics (R-STA012). ................................................................................................................. 160 2.12.14 Programme Description Report (R-STA013). ......................................................... 162 2.12.15 SLP Report by Activity (R-STA014). ....................................................................... 164 2.12.16 SLP Report by Student (R-STA015). ....................................................................... 166 2.12.17 The MEA Study Trip Organized Report (R-STA017) .............................................. 168 2.12.18 The MEA Study Trip Attendance Details Report (R-STA018) ................................ 169 2.12.19 The Statistics of Student Never Attend MEA Study Trip Report (R-STA019) ......... 171 2.12.20 The Student Never Attend MEA Study Trip Report (R-STA021) ............................. 172



1 Module Overview

1.1 Introduction

1.1.1 Objective

The Student Activities module is used to maintain the various student activities of schools. It also provides functions for a user to process ECA application, so as to allocate the students to different activities. This document provides knowledge and corresponding procedural guide on Student Activities module functions.



1.2 Function Chart

Student Activities (STA)

Activity Setup STA Parameter

STA Duration

Programme Description

STA Information

SLP Information

rmation

Activities Offered

Student STA Information

SLP Information

Student ECA Application

Maintenance by Activity

Student STA Information

SLP Information

Maintenance by Student

By Class

By Student Application

On-line Application

On-line Application

Allocation Results View Enrolment in STA

Export Student Activities

Export

Import Import Student Activities

Report

Event Event Offered

Maint By Event

Maint by Student

Upload

Report

Contact Person

Study Trip Maintenance

Data Communication

Mainland Exch Act

Print Sequence Global Print Seq

Customized Print Seq



1.3 Flow Diagram

Activity: Event:

Maintain STA Parameter

Define STA Offered

Apply ECA for Student

Assign STA to Student

Copy STA Offered List from Previous Duration

Copy STA Members from Previous Duration

Setup STA Parameters

STA Offered

Application by Class

Application by Student



STA Offered


Define Event Offered Event Offered

Assign Event to Student Maintenance by Event


Copy Event Members from Last School Year

Copy Event Members from Relevant Activity

Event Offered

Maintenance by Event

Print Sequence

Global Print Seq

Customized Print Seq



1.4 Interactions with other modules

STA

STU - STA03 Maintain Student STA Information

- STA10 STA Maintenance by Student

- STA11 STA Maintenance by Activity

- STA17 Import Function for Student Activity

- STA19 Maintain MEA Study Trip

- STA23 STA Maintenance by Event

- STA24 Event Maintenance by Student

- STA25 Upload Function for Student Event

SCH - STA02 Maintain STA Offered



- STA13 Setup STA Duration

- STA16 Export Function for Student Activity

- STA18 Maintain MEA Contact Person


- STA22 Maintain Event Offered




STF - STA02 Maintain STA Offered






HSE - STA02 Maintain STA Offered

- STA03 Maintain Student STA Information



- STA08 Setup STA Parameters

- STA09 ECA Application By Batch




- STA21 MEA Data Communication







SEC - STA02 Maintain STA Offered

- STA03 Maintain Student STA Information

- STA04 ECA Application (student online application)

- STA05 View ECA Allocation Results



- STA07 Process Student ECA Application





- STA21 MEA Data Communication





IYP - STA04 ECA Application (student online application)



STA02 – Maintain STA Offered

SCH

School Info (Class level, school start end dates, term start / end dates, holidays) successfully set up

STF

Virtual staff setup

Replacement of virtual staff should reflect changes in TIC list

HSE

STA Performance code set up properly

SLP Information code set up properly

SEC

Staff accounts set up properly with staff code attached to each staff

STA03 – Maintain Student STA Information

STU

Default School Year Student info

Deleting Student should remove STA records for that student as well

HSE



SEC

(Data level security) Staff accounts set up properly with staff code attached to each staff

STA04 – ECA Application (student online application)

SEC

Student account creation and granting of access rights

IYP

IYP will clear all application records

STA05 – View ECA Allocation Results

SEC

Student account creation and granting or access rights

STA10 – STA Maintenance by Student

SCH


Student participated in inter-school events

Student participated in uniform/social/voluntary activities

STU


Deleting student should remove STA records for that student as well

HSE





SEC


STA11 – STA Maintenance by Activity

SCH



STU



HSE



SEC


STA07 – Process Student ECA Application

SEC


STA08 – Setup STA Parameters

HSE


STA13 – Setup STA Duration

SCH


STA14 – Setup Programme Description

HSE

STA Programme code set up properly

STA16 –Export Function for Student Activity

SCH


STF

Staff Info successfully set up

HSE





SEC


STA17 –Import Function for Student Activity

SCH


STU


HSE



SEC


STA18 – Maintain MEA Contact Person

SCH

School Info (school year, school level, school session) successfully set up

STF


SEC


STA19 – Maintain MEA Study Trip

SCH

School Info (school year, school level, school session, Class level, school start end dates, term start / end dates, holidays) successfully set up

STU



STF


HSE


SEC


STA21 – MEA Data Communication

SCH

School Info (school year, school start end dates) successfully set up



HSE


SEC


STA22 – Maintain Event Offered

SCH


STF

Virtual staff setup

Replacement of virtual staff should reflect changes in TIC list

HSE

Event Performance code set up properly


SEC


STA23 – STA Maintenance by Event

SCH



STU



HSE



SEC


STA24 – Event Maintenance by Student

SCH




STU



HSE





SEC


STA25 –Upload Function for Student Event

SCH


STU


STF


HSE



SEC




2 Operation Procedures

2.1 Setup Student Activities

Users can set up STA duration, parameters and programme description for the new term. Before setting other STA parameters, STA duration should be setup first.

2.1.1 Maintain STA Duration

Edit STA Duration

Function Description

Users can add new duration for the selected school year, or edit the duration start / end dates, online application opening / closing dates of each duration.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Activity Setup] on the left menu.

2. Click the STA Duration tab.

3. Select the School Year.

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4. Fill in the appropriate Duration Start date, Duration End date, Online Application Opening Date and Online Application Closing Date.

5. Check the Report Card Readable Indicator checkbox to enable the STA information performance of that STA duration to be captured in report card.

6. Click the [Save] button.

Post-effects

The STA Duration will be setup.

Notes

1. The duration end date must be after the duration start date. The online application closing date must be after the online application opening date but before the duration end date.


3. The number of duration for a single school year is unlimited. However, it is recommended that the duration matches school term / long holidays for easier maintenance.

Add STA Duration


Users can add new STA duration.

Pre-requisites

N/A

User Procedures



3. Click the [Add] button.



4. Fill in the appropriate Duration Start Date, Duration End Date, Online

Application Opening Date and Online Application Closing Date.

5. Check the Report Card Readable checkbox to enable the STA information performance of that STA duration to be captured in report card.


Post-effects

New STA Duration will be added.

Notes

1. The duration end date must be after the duration start date. The online application closing date must be after the online application opening date but before the duration end date.


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Delete STA Duration


Users can delete STA duration.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Setup] on the left menu.


3. Check the box(es) aside the duration record(s) to be deleted.

4. Click the [Delete] button and confirm the operation.

Post-effects

If the existing STA or MEA or application records exist, these records will be deleted when users press [Confirm] button.

Notes

The STA duration deletion must be taken in sequence: under the same school year, and start from the latest duration.

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1. STA Parameter

2. STA Duration

3. Progr



2.1.2 Maintain STA Parameter


User can maintain STA parameters.

Pre-requisites

At least one STA duration has to be setup. The system will force users to go to STA duration tab to define duration if no duration is found.

User Procedures


2. Click the STA Parameter tab.

3. Fill in or select the STA parameters.


Post-effects

The STA parameter will be setup.

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Notes

1. After adding new STA duration, users can setup the STA Parameter.

2. The STA year and duration information can only be defined here. The default year and duration information at other STA maintenance web page will show the same value as defined here.

3. The “number of choices for ECA application” decides how many fields are there for entering ECA choices in the ECA application form.

4. By setting default year to past school years, the previous STA records can be maintained.

5. The default post, default performance and default report card readable indicator can facilitate data entry in other STA settings. After setting the most common values in these fields, the changes made in the corresponding field can be minimized, as the default values defined should be those that are used most of the time.

2.1.3 Maintain Programme Description


User can maintain programme description.

Pre-requisites

N/A

User Procedures


2. Click the Programme Description tab.



3. Fill in Programme Description.


Post-effects

The programme description will be setup.

Notes

1. Programme descriptions are supplementary data for corresponding code items. One item should only have a pair of English and Chinese descriptions irrespective of school year or duration.

2. The field length of Description (Eng) / (Chi) are 250 characters.



2.2 STA Offered

Users can maintain Student Activity offered and SLP Information for Duration.

2.2.1 Maintain STA Information

Add new STA


Users can add new STA to the selected duration.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Activities Offered] on the left menu.

2. Click the [Add] button to add a new STA to list.

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3. Check the box(es) to select STA from the list

4. Click the [Add] button.

Post-effects

The selected STA will be added for the specified STA Duration.

Notes

1. The list displays all STA offered for the default year and the duration which is not yet included in the selected duration.

2. There are three types of STA, which are Extra- Curricular Activity (ECA), Service and Inter-school Activity.

3. At most 3 staff in-charge and 3 assistant staff in-charge will be listed in the column for each STA, the rest will be shown as a tool-tips when mouse over the value “…”.

4. Users can setup new quota, Staff in-charge and Assistant Staff in-charge for each STA.

5. Check the “Open for Online Application” field to enable students to apply for that ECA or Inter-school Activity online through WebSAMS.

6. Users can select one or more STA to be removed by clicking the [Delete] button at the bottom of the page. If there are students currently enrolled in the selected STA, the STA will not be deleted.

7. Only active items in the ECA code table, the Service code table or the Inter-school code table will be available for selection.

8. Each ECA is categorized into Activity Category.

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9. The Route Code (the first digit of ECA code is equaled to “3” or “4”) can be added in different duration.

10. The system will validate the Route Code that must be in MEA parameter file.

11. The Start Date, End Date and Quota information of the MEA Route will be retrieved from the corresponding record inside the MEA parameter table.



Update STA


Users can update the STA Offered list for the STA Duration.

Pre-requisites

N/A

User Procedures


2. Edit Quota and Open for Online Application in a batch.

a. Fill in the appropriate Quota.

b. Check the Open for Online Application box.

c. Click the [Save] button.

3. Or, click the hyperlink of the activity or [Edit] button to edit STA Information one by one.

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a. Fill in the appropriate Quota for the activity.

b. Click the appropriate arrow buttons to setup Staff in-charge and Assistant Staff in-charge.

c. Click the appropriate arrow buttons to setup the display order of Staff in-charge / Assistant Staff in-charge.

d. Check the Open for Online Application box for the activity.

e. Click the [Save] button.

Post-effects

The STA Information will be updated.

Notes

1. In general, only the staff in-charge / assistant staff in-charge is able to maintain STA records for his / her assigned activity.

2. If the staff is a STA Administrator, he/she can edit all STA records.

3. Those staff currently active in the duration could be found in the list of Available Staff.

4. The Route Code (the first digit of ECA code is equaled to “3” or “4”) can not be deleted and the Description also cannot be edited.

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Delete STA


Users can delete the STA Offered for the STA Duration.

Pre-requisites

N/A

User Procedures


2. Select the appropriate record(s) to delete.

3. Click the [Delete] button.

Post-effects

The selected STA will be deleted from the specified STA Duration.

Notes

1. Activities with applied / enrolled students cannot be deleted.

2. The corresponding SLP Information will also be deleted.

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3. The Route Code (the first digit of ECA code is equaled to “3” or “4”) with added MEA Study Trip cannot be deleted.

4. If user wants to delete any Student Activity Offered, a popup message “Deleting Student Activity Offered may affect the data of SAS module. Are you sure to delete?” will be shown. User can choose to continue or cancel.



Copy STA Offered List


Users can copy STA Offered list from the previous STA duration.

Pre-requisites

N/A

User Procedures


2. Click the [Copy from] button to copy all STA offered in the previous duration to the current list.

Post-effects

All STA in the previous duration will be copied to the specified STA Duration.

Notes

1. If the current duration is the first duration of the year, the system will look for the last available duration in the past school years to copy data from.

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2.2.2 Maintain SLP Information


Users can update the SLP Information of STA Offered for the STA Duration. The function will be applicable to all members who study in S4 – S6. Users can amend records of each member while maintaining student records.

Pre-requisites

N/A

User Procedures


2. Click the SLP Information tab.

3. Click the hyperlink of the activity or [Edit] button to edit SLP Information one by one.



a. Click the appropriate arrow buttons to setup Partner Organization, Major Components of OLE and Default Awards / Certifications / Achievements.

b. Click the [Save] button.

Post-effects

The Partner Organization, Major Components of Other Learning Experiences and Default Awards / Certifications / Achievements of SLP will be updated, and the default values will be applied while maintaining student’s record.

Notes

1. Those partner organizations currently active in the duration could be found in the list of Available Partner Organization.

2. Those components of other learning experiences currently active in the duration could be found in the list of Available Components of Other Learning Experiences.

3. Those awards / certifications / achievements currently active in the duration could be found in the list of Available Awards / Certifications / Achievements.

4. At most 3 partner organizations, 3 default components of other learning experiences and 3 default awards / certifications / achievements will be

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listed in the column for each STA, the rest will be shown as a tool-tips when mouse cursor over the value “…”.

5. For more codes except component of OLE, user can add code items in Code Management.



2.3 Maintain STA by Activity

2.3.1 Maintain Student STA Info


Users can assign different posts and acting performances to members of each STA.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Maint. By Activity] on the left menu.

2. Select the STA Duration and STA.

3. Click the [Proceed] button.

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4. Select the Stud STA Info tab.

5. Select the Post and Performance description, or check the Report Card Readable Indicator checkbox.


Post-effects

Student STA information will be updated.

Notes

1. Users can select a post for each of the members enrolled in the STA. The post is selected from the items in the ECA / Service Post code table.

2. Users can select a performance description for each member. The performance description is selected from the ECA / Service Performance code table.

3. The report card readable indicator checkbox decides whether students’ STA information can be retrieved for report cards.

4. Users cannot modify students’ STA information if the activity is not in-charged by him/her.

5. At most 3 staff in-charge will be listed for the activity, the rest will be shown as a tool-tips when mouse over the value “…”.

6. The Route Code (the first digit of ECA code is equaled to “3” or “4”) will be filtered out from the STA list.

7. If user wants to remove student from Student Activity Offered, a popup message “Deleting student from Student Activity Offered may affect the data of SAS module. Are you sure to delete?” will be shown. User can choose to continue or cancel.

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2.3.2 Add Previous Member


Users can copy the previous member list of a certain STA to the current list.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Maint By Activity] on the left menu.



4. Select the Stud STA Info tab.

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5. Click the [Add Previous Member] button.

6. A list of previous members will then be shown; select the student by checking the box.

7. Click the [Add] button to add the member to the current duration.

Post-effects

The selected member(s) in previous duration will be added to the specified STA.

Notes

1. The search rules are the same as ‘copy from previous duration’ in Section 2.2.

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2. System will validate the Post and Performance code will be performed. If any of the code is not exists in the system or deactivated, the default value which set in Student Activates – Activity Setup will be used. A warning message will be displayed.



2.3.3 Maintain SLP Information by Activity


Users can assign different components of other learning experiences and awards / certifications / achievements to members of each STA. This function should only be used for students of S4 to S6. Their relevant information should be printed in R-STA014, R-STA015 and the reports of SLP module.

Pre-requisites

N/A

User Procedures




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4. Select the SLP Information tab.

5. Click the hyperlink of the student or [Edit] button to edit SLP Information one by one.

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a. Click the appropriate arrow buttons to setup Major Components of Other Learning Experiences and Awards / Certifications / Achievements.

b. Fill in the appropriate Awards / Certifications / Achievements (by text). Click the [Add] button if more Awards / Certifications / Achievements (by text) are needed.


Post-effects

The Major Components of Other Learning Experiences and Awards / Certifications / Achievements of SLP will be updated, and the default values will be applied while maintaining student’s record. The SLP information will be included in R-STA014 and R-STA015.

Notes

1. Major Components of OLE and Awards / Certifications / Achievements are automatically filled in based on default values but users are entitled to maintain each record.

2. In general, only the staff in-charge / assistant staff in-charge is able to maintain SLP records for his / her assigned activity.

3. If the staff is a STA Administrator, System Administrator or School head, he/she can edit all STA and relevant SLP records.

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4. Those major components of other learning experiences currently active in the duration could be found in the list of Available Components of Other Learning Experiences.


6. At most 3 major components of other learning experiences and 3 awards / certifications / achievements will be listed for the activity, the rest will be shown as a tool-tips when mouse cursor over the value “…”.




2.3.4 Maintain Student ECA Application


Users can maintain the student ECA application.

Pre-requisites

N/A

User Procedures




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4. Select the Stud ECA Appl tab.

5. Fill in the details to search for students who have applied for this ECA \ Inter-school Activity.

6. Select the sorting criteria.

7. Select the Class Level(s).

8. Click the [Search] button.

9. Fill in the textbox beside Top and click the [Select] button to select the top of

certain number of student(s).

10. Click the [Add] button to assign the STA to the selected students.

Post-effects

The selected student(s) will be added into the specified STA.

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Notes

1. Users can sort the applications by selecting the primary and secondary sorting criteria including: Application time, Class level, Previous member, Previous non-member, Random, Priority and Student name. The items will be first sorted by the primary criteria and then the secondary.

2. The selected number of students should be within the no. of vacancies.

3. Only ECA and Inter-school activity can have application, thus the Stud ECA Appl tab available.



2.4 Maintain STA by Students

Users can maintain STA Information and SLP Information by searching a particular student.

2.4.1 Maintain STA Information

Add STA by students


Users can add STA by searching a particular student and modify his STA information.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Maint By Student] on the left menu.

2. Fill in the search criteria.

3. Click the [Search] button to search for a particular student.

4. Click on the Reg No. of a student from the search results to view the student’s STA record and assign STA to him/her.

5. A record of all STA for the student enrolled in should be listed out.



6. Click [Add] button to assign new STA to the student.

7. Check the box to select the STA to assign to the student from the list of STA.

8. Select the Post and Performance of that student.

9. Click the [Add] button at the bottom of the page.

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4. Student STA Information

5. SLP Information



Post-effects

The selected STA will be assigned to the student.

Notes


2. Services can be assigned by this method or the method in 2.3.1


Update STA by students


Users can update STA by searching a particular student and modify his STA information.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Maint. By Student] on the left menu.



4. Click on the Reg No. of student from the search results to view the student’s STA record and assign STA to him/her.




6. Assign the Post and Performance of that student.


Post-effects

The STA information will be updated for the student.

Notes

Users cannot modify students’ STA information if the activity is not in-charged by him/her.

Delete STA by students


Users can delete STA by searching a particular student.

Pre-requisites

N/A

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User Procedures






6. Check the box to select the STA item(s).

7. Click the [Delete] button and confirm the operation.

Post-effects

The selected STA will be deleted for the student.

Notes


2. The corresponding SLP Information will also be deleted. 3. If user wants to remove student from Student Activity Offered, a popup

message “Deleting student from Student Activity Offered may affect the data of SAS module. Are you sure to delete?” will be shown. User can choose to continue or cancel.

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2.4.2 Maintain SLP Information by Student


Users can update STA by searching a particular student and modify his SLP information. This function should only be used for students of S4 to S6. Their relevant information should be printed in R-STA014, R-STA015 and the reports of SLP module.

Pre-requisites

N/A

User Procedures






6. A record of SLP Information of all STA for the student enrolled in should be listed out.

7. Click the hyperlink of the activity or [Edit] button to edit SLP Information one by one.

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a. Click the appropriate arrow buttons to setup Major Components of Other Learning Experiences and Awards / Certifications / Achievements.

b. Fill in the appropriate Awards / Certifications / Achievements (by text). Click the [Add] button if more Awards / Certifications / Achievements (by text) are needed.


Post-effects

The Major Components of Other Learning Experiences and Awards / Certifications / Achievements of SLP will be updated, and the default values will be applied while maintaining student’s record. The SLP information will be included in R-STA014 and R-STA015.

Notes

1. Major Components of OLE and Awards / Certifications / Achievements are automatically filled in based on default values but users are entitled to maintain each record.

2. In general, only the staff in-charge / assistant staff in-charge is able to maintain SLP records for his / her assigned activity.

3. If the staff is a STA Administrator, System Administrator or School head, he/she can edit all STA and relevant SLP records.

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4. Those major components of other learning experiences currently active in the duration could be found in the list of Available Components of Other Learning Experiences.


6. At most 3 major components of other learning experiences and 3 awards / certifications / achievements will be listed for the activity, the rest will be shown as a tool-tips when mouse cursor over the value “…”.




2.5 STA Application

Users can apply Extra-Curricular Activities (ECA) or Inter-school Activity for students. This function is usually performed after the term begins, and the students start to apply for various ECA.

2.5.1 Apply ECA for students by class


Users can apply ECA or Inter-school Activity for a class of students.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Application] on the left menu.

2. Click the By Class tab if applying ECA or Inter-school Activity for a class of students.

3. Enter the search criteria and click the [Search] button to search for student records.

4. A list of matched student records is shown.

5. Select the Priorities of choices for each student.

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Post-effects

The application of ECA or Inter-school Activity will be saved for the students.

Notes

1. Users can assign the priority choices of each student. Each choice can be selected from the list of ECA / Inter-school Activity offered. Duplicate STA choice for different priorities of each student will not be allowed.

2. This function can be accessed by student helpers.

3. Services will not be listed.




2.5.2 ECA Application by student


Users can apply ECA or Inter-school Activity for individual students.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Application] on the left menu.

2. Click the By Student tab if apply ECA or Inter-school Activity for individual students.

3. Enter the search criteria and click the [Search] button to search for student records.

4. A list of matched student records is shown. Click on the Reg No hyperlink from the search result to apply ECA or Inter-school Activity for that student.

5. Select the Priority 1, Priority 2, Priority 3, Priority 4 and Priority 5.


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Post-effects

The application of ECA or Inter-school Activity will be saved for the student.

Notes

1. Users can select five choices (as defined previously in the STA parameter function) from the list. Duplication in choices is not allowed.

2. Services will not be listed.




2.6 Allocation Results


Users can view the allocation results of STA. For student access, students’ own application and enrolment status will be displayed.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Allocation Results] on the left menu.

2. Select the STA.


4. A list of matched student records is shown.

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Post-effects

The enrolled students will be listed for the activity.

Notes

The MEA code (the first digit of ECA code is equaled to “3” or “4”) will be filtered out from the STA list.



2.7 Export


This use case allow user to export the student and student activity information into MS Excel file by enter different export criteria.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Export] on the left menu.

2. Select Activities as searching criteria (can be more than one activities).

3. Click the [Export] button and enters "Password" and "Confirm Password" in a popup dialog to encrypt the export file

Post-effects

The STA records will be will be encrypted and exported to a self-extracting executable (.exe) file .

Notes

The NEMP code (the first digit of ECA code is equaled to “3” or “4”) will be filtered out from the STA list.

2.8 Import


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This use case allow user to import the new student activity and related SLP information for list of student by using MS Excel file.

Pre-requisites

User must download excel template from server for importing STA records

User Procedures

1. Click [Student Activities] [Import] on the left menu.

2. Click [Browse] button to select imported MS Excel file.

3. Click the [Import] button

4. During the importing records procedure, if any error been found, error message will be shown on the top of the screen and the process will be aborted

5. User can click [View Error Report] button to view the error report.

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6. The system will prompt a new confirm page if no error being found in the importing records

7. User can click [A](accept) or [R](reject) radio button.

8. Click [Confirm] button to import records to system.

9. If importing is success, the system will be shown success message on the screen

Post-effects

The STA records will be stored in system.

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Notes

1. If the error or warning errors are found, the error or warning message will be shown on the top of the screen as below

Validation Description English error message shown on the Screen

If the file extension is not .xls.

Invalid file type.

Template format will be validated based on the file content which is not in xls format defined in template file.

Invalid file format.

If the file is failed to import.

Import failed. Please refer to the report.

If the file contains more than 300 records.

Import failed. The number of records is more than 300.

If the student is not in S4-S6 and any of the SLP related fields are not blank.

Row(s) [1 or more than 1 row #] in the MS Excel file contain SLP related fields (i.e. “Major Component Code”, “Awards / Certifications / Achievements Code”, “Award / Certifications / Achievements Chinese Description 1-4” and “Award / Certifications / Achievements English Description 1-4”). That information is applicable to SS (S4-S6) students only. For that information of other class level(s) will be viewed on “[S-STA15-01] Student Activities > Maintenance by Activity > SLP Information” or “[S-STA10-05] Student Activities > Maintenance by Student > SLP Information”.

2. Exception report (bilingual) will be generated and the import will be aborted

if the following validation fails.

Validation Description English error message shown on the Report

Invalid School year School year inputted is invalid

Student cannot be found Registration Number inputted is invalid

Invalid Duration Duration inputted is invalid

Invalid STA Code or not offered STA code

STA Code inputted is invalid or STA not offered

Invalid STA Type STA Type inputted is invalid

Invalid STA Post Code STA Post Code inputted is invalid

Invalid STA Performance Code

STA Performance Code inputted is invalid

Invalid Report Card Readable Indicator

Report Card Readable Indicator inputted is invalid

Student and its STA details already exists in database

The record inputted already exists in database

Quota exceed the STA defined

Exceed the STA quota defined

Invalid Components of Major Components of Other Learning



Other Learning Experiences Code

Experiences Code is invalid

Invalid Awards / Certifications / Achievements Code

Awards / Certifications / Achievements Code is invalid

The Route Code (the first digit of ECA code is equaled to “3” or “4”) is included

STA Code inputted is disallowed

3. MEA Study Trip is not allowed to import the system through Import function.



2.9 Event

Users can apply Event for students. This function is usually performed after the term begins, and the students start to apply for various Events.

2.9.1 Event Offered

Basic Flow


Users can add event(s) offered in the school year.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Event] [Events Offered] on the left menu.

2. Click the Events Offered tab.

3. Enter the search criteria and click the [Search] button to search.

4. The events fulfilled the searching criteria is shown.

5. Click the [Add] button to add event(s).

6. Click the [Copy from Last School Year] button to copy events’ Information

from last school year to selected school year.

7. Click the [Delete] button to delete selected event(s).

8. Click the [Edit] button to edit event(s).

9. Click the [Save] button to save the Report Card Readable Indicator for

selected event(s).



Post-effects

The Event offered will be added / deleted / edited / saved.

Notes

1. At most 3 Staff in-charge will be listed in the field for each event. The rest

will be shown as a tool-tips when mouse over the value “...”.

2. If there is more than one Event Category mapped with the Event Code, all

Event Category will be displayed and separated by comma.

3. Date From and Date To cannot be blank.

4. Start Date cannot be later than End Date.

5. Start Date and End Date must be within the School Year.

6. Two events with the same Event Code, Start Date, End Date,

Antecedence and Addendum cannot be offered in one school year.

7. Event Code From cannot be greater than Event Code To.

8. If the event has been selected by student(s) in the school year, it cannot be

deleted.

Add Event


Users can add event(s) offered in the school year.

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Pre-requisites

N/A

User Procedures





5. Clicks the [Add] button.

6. User can search the events by following criteria: Event Code From, Event Code To, Event Name (Eng), Event Name (Chi) and Event Category.

7. Clicks [Search] button, system will validate the Event Code From & Event Code To.

8. All active events fulfilled the criteria is shown.

9. Select only one event in the searching result each time and clicks the [Select] button for editing the detail information for selected event.

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Post-effects

The Event offered will be added.

Notes

1. If there is more than one Event Category mapped with the Event Code, all Event Category will be displayed and separated by comma.

2. User cannot search Talent Databank defined event codes in this function.

Edit Event


Users can edit event(s) offered in the school year.

Pre-requisites

N/A

User Procedures





5. Selects one event and Clicks the [Edit] button or Event Name hyperlink.

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6. Edit the information for selected event.

7. Clicks the [Save] button to validate the inputted fields.

Post-effects

The event(s) offered will be edited.

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Notes

If user clicks the [Edit] button or Event Name hyperlink of TDB Event, page [S-STA22-14] Student Activities > Event > Events Offered > Event Information (Add Talent Databank Event Mapping) will be directed.

Copy Event


Users can copy event(s) offered from last school year to the selected year.

Pre-requisites

User must have access right “Student Activities -> Event -> Events Offered”.

User Procedures





5. Clicks the [Copy from Last School Year] button.

6. Search the event(s) created in last school year by following criteria: School Year (Last school year), Start Date & End Date, Event Category, Relevant Activity and Search By Text.

7. The event(s) fulfilling the inputted criteria will be listed for selection.

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8. Clicks the [Copy] button.

Post-effects

The information of the selected events (add one year to Start Date and End Date), except for Report Card Print Seq, will be copied to the target school year.

Notes

1. At most 3 Staff in-charge will be listed in the column for each event. The rest will be shown as a tool-tips when mouse over the value “...”.

2. If there is more than one Event Category mapped with the Event Code, all Event Category will be displayed and separated by comma.

3. The Talent Databank event cannot be searched in this function.

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2.9.2 Maintain SLP Information


Users can update the SLP Information of Event Offered for the School Year. The function will be applicable to all members who study in S4 – S6. Users can amend records of each member while maintaining student records.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Event] [Event Offered] on the left menu.


3. Click the hyperlink of the event or [Edit] button to edit SLP Information one by one.



a. Click the appropriate arrow buttons to setup Partner Organization, Major Components of OLE and Default Awards / Certifications / Achievements.

b. Click the [Save] button.

Post-effects

The Partner Organization, Major Components of Other Learning Experiences and Default Awards / Certifications / Achievements of SLP will be updated, and the default values will be applied while maintaining student’s record.

Notes

1. Those partner organizations currently active in code management module could be found in the list of Available Partner Organization.

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2. Those components of other learning experiences currently active in code management module could be found in the list of Available Components of Other Learning Experiences.

3. Those awards / certifications / achievements currently active in code management module could be found in the list of Available Awards / Certifications / Achievements.

4. At most 3 partner organizations, 3 default components of other learning experiences and 3 default awards / certifications / achievements will be listed in the column for each event, the rest will be shown as a tool-tips when mouse cursor over the value “…”.




2.9.3 Maintain Talent Databank Information

According to the school context, users can select appropriate STA events (e.g. competition) as Talent Databank (TDB) events. Students' performance demonstrated in the TDB events can be used as a criterion for users to identify students to enter the Talent Databank via the TDB module.

Ways to add a TDB event are as follows:

Method 1: From the system preloaded TDB event list1

(including school frequently participating international and national

competitions)

Method 2: By creating an "Other school-based recommended TDB events"

(Apart from the events in the preloaded TDB event list, schools can

select other competitions as a TDB event)

Method 3: By matching a TDB event with a corresponding event from "Event

Offered"

(For more information of Talent Databank, please refer to the user manual of the TDB module)

To add a TDB event

Method 1: From the system preloaded TDB event list


Users can add TDB events from the system preloaded TDB event list to the Event Offered.

Pre-requisites

N/A

1 EDB has prepared a TDB event list and has pre-loaded the list to WebSAMS for schools' reference. The competitions in the list are selected from the successful nomination award records of the "Data Bank of Hong Kong High Achieving Students" in the past three year since the launching date of the TDB module.



User Procedures


2. Click the Talent Databank Information tab.

3. Select Add events from the TDB preloaded event list to "Event

Offered"

4. Select School Year, Scale, Domain, Partner Organization and

Identification Tag.

5. Input TDB Event Code From, TDB Event Code To, TDB Event Name

(Eng) and TDB Event Name (Chi).

6. Select Add/ Or button for Partner Organization.

7. Select Add/ Or button for Identification Tag.

8. Click [Search] button.

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9. Check the checkbox nearby the desired TDB event.

10. Click [Add] button. Page [S-STA22-14] will be directed.

11. Input Antecedence, Addendum, Start Date, End Date, Description (Eng)

and Description (Chi).

12. Select Relevant Activity and Staff-in-charge.

13. Click [Save] button.

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Post-effects

TDB Event can be created.

Notes

1. In page [S-STA22-10], only active Partner Organization will be listed.

2. When user inputs wordings in the text field nearby Partner Organization, the multi-select box will be filtered according to the wordings inputted.

3. And/ Or radio button nearby Partner Organization mean if And options is selected, options of Partner Organization should be searched with And relationship. Otherwise, the options will be searched with Or relationship.

4. And/ Or radio button nearby Identification Tag mean if And options is selected, options of Identification Tag should be searched with And relationship. Otherwise, the options will be searched with Or relationship.

5. As each TDB event has its own attributes of Scale, Domain, Partner Organization and Identification Tag, if a certain TDB event is set as active, its corresponding Scale, Domain, Partner Organization and Identification Tag will be listed in the searching panel even they are inactive or expired in HSE module.

6. After pressing [Save] button in page [S-STA22-14] Student Activities > Event > Events Offered > Event Information [New], the user needs to go to [S-STA22-01] and clicks the hyperlink of corresponding “Event” directing back to page [S-STA22-14] to edit Antecedence, Addendum, Start Date, End Date, Activity, Description (Eng), Description (Chi) and information about Staff in-charge.

7. When user is creating TDB events, the Partner Organization of the TDB event will be copied as Partner Organization of the STA event (shown in page [S-STA22-09] Student Activities > Event > Event Offered > SLP Information).



Method 2: By creating an "Other school-based recommended TDB events"


Users can use the item, "Other school-based recommended TDB events (code: 02999999)", in the TDB event to define school-based TDB events for identifying students to enter the Talent Databank. Users can also configure the parameters (e.g. Scale, Identification Tag) for each school-defined TDB event.

Pre-requisites

N/A

User Procedures



3. Select Maintain mapping between event(s) in "Event Offered" and

"Talent Databank Information"

4. Select School Year.

5. Click [Add] button.

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6. Click [Search] button

7. Select radio button nearby the Other school-based recommended TDB

events (code: 02999999)

8. Click [Proceed] button



9. Input the parameters (e.g. Scale, Identification Tag) of the Other school-

based recommended TDB events

10. Input Event Code From, Event Code To, Event Name(Eng) and Event

Name(Chi), and select Event Category for searching a STA event from the

STA module.




12. Select desired STA event.


Post-effects

Mappings between "Other school-based recommended TDB events (code: 02999999)" and events in "Event Offered" can be created.

Notes

N/A



Method 3: By matching a TDB event with a corresponding event from "Event Offered"


Users can create mappings between STA events and TDB events.

Pre-requisites

N/A

User Procedures




"Talent Databank Information".


5. Click [Add] button.

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7. Select Scale, Domain and Identification Tag.

8. Input text in the text field nearby Partner Organization to filter the options

in Available Partner Organization. Select desired Partner Organization

and click [>] button.


10. Select the radio button nearby the desired TDB event.

11. Click [Proceed] button.



12. Input Event Code From, Event Code To, Event Name(Eng) and Event

Name(Chi), and select Event Category.


14. Select desired STA event.




Post-effects

Mappings between TDB events and events in Event Offered can be created.

Notes

1. In page [S-STA22-12], only active Partner Organization will be listed.

2. When user inputs wordings in the text field nearby Partner Organization, the multi-select box will be filtered according to the wordings inputted.

3. And/ Or radio button nearby Partner Organization mean if And options is selected, options of Partner Organization should be searched with and relationship. Otherwise, the options will be searched with Or relationship.

4. And/ Or radio button nearby Identification Tag mean if And options is selected, options of Identification Tag should be searched with And relationship. Otherwise, the options will be searched with Or relationship.

5. As each TDB has its own attributes of Scale, Domain, Partner Organization and Identification Tag, if a certain TDB event is set as active, its corresponding Scale, Domain, Partner Organization and Identification Tag will be listed in the searching panel even they are inactive or expired in HSE module. This logic is only applied to TDB event codes other than 02999999. (As the status of 02999999 event code cannot be edited, this logic will not be applied to the attributes Scale, Domain, Partner Organization and Identification Tag of these events.)

Copy TDB event(s) from last year


Users can copy TDB events from previous school year.

Pre-requisites

N/A

User Procedures





3. Select Add events from the TDB preloaded event list to "Event

Offered"

4. Select School Year, Scale, Domain, Partner Organization and

Identification Tag.



6. Select Add/ Or button for Partner Organization.

7. Select Add/ Or button for Identification Tag.




9. Check the checkbox nearby desired TDB event.

10. Click [Copy From Last Year] button.

Post-effects

Parameters of TDB events can be copied.

Notes

System will add one year to Start Date and End Date for all selected events and then validate if the record can be added. System will then copy the information of the selected events (add one year to Start Date and End Date), except for Report Card Print Seq to the target school year.



Edit mapping between event(s) in "Talent Databank Information" and "Event Offered"


Users can update mapping between TDB events and events in Event Offered.

Pre-requisites

N/A

User Procedures



3. Check the radio button nearby Maintain mapping between event(s) in Event

Offered and Talent Databank Information.


5. Select the desired mapping between TDB event and STA event.

6. Click [Edit] button.



7. Input Event Code From, Event Code To, Event Name (Eng) and Event

Name (Chi).

8. Select Event Category.


10. Select the radio button nearby the desired STA event.




Post-effects

Mappings between STA events and TDB events can be updated.

Notes

If user select the mapping with 02999999 event code in page [S-STA22-11] and clicks [Edit] button, Scale, Domain, Partner Organization, Identification Tag become editable.

Delete mapping between event(s) in "Talent Databank Information" and "Event Offered"


Users can delete mappings between TDB events and events in Event Offered.



Pre-requisites

N/A

User Procedures



3. Check the radio button nearby Maintain mapping between event(s) in

Event Offered and Talent Databank Information.


5. Select the desired mapping between TDB event and STA event.

6. Click [Delete] button.

Post-effects

Mappings between STA events and TDB events can be deleted.

Notes

System also deletes the massaged student data, Participation Mode and Award Type, inputted in page [S-TDB01-05] Talent Databank > Maintain



Databank > Channel 2: Competition Results (Student Data), of the Talent Databank Event Mapping.

Copy mapping from last year


Users can copy mappings between TDB events and STA events from previous school year.

Pre-requisites

N/A

User Procedures




"Talent Databank Information"


5. Click [Copy Mapping From Last Year] button.



6. Click the [-] button in the end of the row to hide the record.

7. Click [Show All] button to show all hidden records.

8. Check the checkboxes nearby desired mapping.



9. Click [Copy] button.

Post-effects

Previous school year’s mappings between STA events and TDB events can be copied.

Notes

1. System retrieves all the mappings of selected school year – 1 (in page [S-STA22-11]) and mappings of selected school year which have the same STA event code as those of selected school year – 1.

2. The mappings which are already created in selected school year will be displayed in blue. (i.e. Mappings which are created in the current school year and with same TDB event and STA event of those mappings created in last school year will be displayed in blue).

Remarks:

i. Same TDB event refer to two events:

with same TDB Event Code (other than 02999999), or

with same Scale, Domain, Partner Organization and Identification Tag (for TDB Event Code is 02999999).

ii. Same STA event refer to two events with same STA Event Code, Antecedence, Addendum, Start Date and End Date.



3. The mappings records are ordered by STA Event Code, Activity, Start Date End Date and TDB Event Code.



2.9.4 Maintenance by Event

Basic Flow


Users can assign students to or remove students from event offered in the school year.

Pre-requisites

N/A

User Procedures

1. Click [Student Activities] [Event] [Maintenance by Event] on the left menu.



4. Select one event from the searching result for maintenance each time and

click the [Process] button.

5. Click the [Copy Member from Relevant Activity] button to copy member(s)

to event from activity.

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