Student Enrollment Rollover
This page allows user to copy enrollment from the previous term to a new term by using the Student Enrollment Rollover Process without the need to update Student Block and create new Class Block and merge for every classes.
Important Note on how Student Enrolment Rollover works:
Student Enrollment Rollover follows the total number of class sections and name of class section from previous term, within the academic year. E.g. Term 1610 to 1620, and 1620 to 1630
Student Enrolment Rollover should be used before the start of the new term. For e.g.New term for 1620 is 04/04/2016. Student Enrolment Rollover should be used before the stated dates to copy enrollment from Term 1610 to Term 1620.
Enrollment will be copied if class section exists in “From Term” and “To Term” boxes. For e.g. Term 1610 & Term 1620 have class section 2A.
Enrolment for a class section will not be copied if one of the following occurs:
No enrolment is done in previous term.
Changes in name of class section in new Term. For e.g. Term 1620 name of class section is 2A but in Term 1630, name of class section is changed to 2D.
Timetable for the new term have not been uploaded.
Changes on number of class section in new Term. For e.g.
Scenario 1 – Increase in number of class section
Term 1610 have 1 class section, 2A, but in Term 1620 there will be 2 class section, 2A & 2B. In this case, 2B will not be copied.
Solution:
Update existing Student Block to remove students that will be going to new class.
Create New Student Block to add students that will be going to new class.
Create New Class Block to drop student from old class
Merge New Student Block (point #2) and drop Class Block (point #3).
Create New Class Block to enroll student to the new class
Merge New Student Block (point #2) and new Class Block (point #5).
Verify Class Roster.
Scenario 2 – Decrease in number of class section
Term 1610 have 2 class section, 2A & 2B, but in Term 1620, the 2 classes combine to 1 class section, 2A. In this case, 2B will not be copied.
Solution:
Update existing Student Block to add in students that will be changing class section
Create New Class Block
Merge existing student block and new class block
Verify Class Roster
Checklists before running Student Enrolment Rollover:
Ensure Registration and Subject enrolment for current term is completed.
Timetable for the new term should be completely uploaded into the system.
Term Activate Students for new term before running Student Enrolment Rollover process.
Run Student Enrollment Rollover Process
Roles Involved: School Student Registrar
Navigate to Main Menu > Records and Enrollment > Term Processing > Student Enrollment Rollover.
Click on Add a New Value tab.
Enter a new Run Control ID, enter any value without spacing.
“1630_PRES_YEAR” for Preschool students for Registration classes
“1630_PRES_SUBJ” for Preschool students for Subject Classes
Click on the Add button.
User will be directed to the Student Enrollment Rollover page.
Enter “MOE01” in the Institution field.
Click on the lookup button and select the Career.
For Pre School, user should do for “Pre-School”
For Primary, user should do for “Primary”
For Secondary, user should do for “Secondary”
For Pre-U, user should do for “Sixth Form”
For Sport School, user should do for “Sport Sch”
Click on the lookup button and select the Campus.
Click on the drop-down list and select the Type.
“Year/Class” to copy Registration enrollment
“Subject” to copy Subject enrollment
Click on the lookup button and select the Term in the From Term table which the user wishes to copy the enrollment from.
Click on the lookup button and select the Session in the From Term table which the user wishes to copy the enrollment from.
Click on the lookup button and select the Term in the To Term table which the user wishes to copy the enrollment to.
Click on the lookup button and select the Session in the To Term table which the user wishes to copy the enrollment to.
Click on the Run button.
Ensure the process name MOE_ROLLOVER in Process Scheduler Request page is checked.
In the Process Scheduler Request page, click on the OK button.
User will be directed back to the Student Enrollment Rollover page. Process Instance number will be provided, click on the Process Monitor link.
User will be directed to the Process List page and should be able to see that “Run Status: Queued” and “Distribution Status: N/A” for the process name MOE_ROLLOVER.
At interval times, click on the Refresh button until user sees “Run Status: Success” and “Distribution Status: Posted”.
Click on the Details link that is to the right of the process name MOE_ROLLOVER.
In the Process Detail page, click on the View Log/Trace link.
In the View Log/Trace page, click on the .txt link.
User will be directed to the txt file page where the list of Students NOT Term Activated, and Students Successfully Enrolled will be shown.
E.g.:
Note:
Note:
Select:
Verify Class Roster
Roles Involved: School Student Registrar
Navigate to Main Menu > Curriculum Management > Class Roster > Class Roster
User will be directed to the Class Roster search page.
Enter the Term and Class Number which the students was enrolled into.
Click on the Search button.
User will be directed to the Class Roster page where the Class Details and the List of Students Enrolled into the class can be viewed.
Note:
The class number can be found in the .TXT file from when user run the Student Enrollment Rollover process. The Class Nbr can also be viewed from Query Viewer using query MOE_ENRL_STATUS.
