Update the Student Records for students who are removed from the Attendance Roster
This function allows the users to update the Student Records of a student who is consecutively absent for 7 or more days. Once the student returns back to school, he/she needs to be added back again to the Attendance Roster so the Student Records need to be updated again.
Update Student Records for Students who are removed from the Attendance Roster
Drop the Student in the Class
Roles Involved: School Student Registrar (MOE_SCHL_STDNT_REGISTRAR)
Navigate to Main Menu > Records and Enrolment > Enrol students > Enrolment Request.
To create a new request, click on the Add a New Value Tab.
Click on the lookup icon to select the Student ID of the student who is being removed from the attendance roster.
Click on the lookup icon to select the Academic Career of the student.
Click on the lookup icon to select the Term in which the student is removed in.
Click on the Add button.
User will be directed to the Enrolment Request page.
Select the 'Drop' from the *Action dropdown.
Click the Action Reason lookup and select 'SDRP' - Student Dropped Class.
Click on the lookup icon to select the Class Nbr of the classes the student is currently enrolled in.
Select one Class the student is enrolled in.
Once the first class is selected, to add another class, click on the ‘+’ icon.
Click on the lookup icon to select the Class Nbr of the next class the student is enrolled in.
Once all the classes are added, scroll to the bottom of the page and click on the Save button.
Upon saving the Enrolment Request, an Enrolment Request ID will be assigned.
Click on the Submit button to submit the enrolment request.
Upon submitting the Enrolment Request, the Status will be changed to ‘Success’.
To remove the Student in the Student Block, go to Main Menu > Records and Enrolment > Enrol Students > Block Enrolment > Create Student Block.
To Find an Existing Student Block, click the Find an Existing Value Tab.
Enter the Student Enrolment Block in the Student Enrolment Block field.
Click on the Search button.
User will be directed to the Block Enrolment Student page.
Click on the ‘-’ button to remove the Student in the Student Block.
A confirmation message will pop out. Click on the OK button to proceed in removing the Student in the Block and Cancel to return to the Block Enrolment Student page without removing the Student.
Click on the Save button to save the Changes.
Note:
Repeat steps 12 and 13 until all the classes the student is enrolled in are added to be dropped. Everytime the ‘+’ icon is clicked, a new Sequence Nbr is added to add the Class Nbr.
Note:
After the dropping of the Enrolment is successfully submitted for the first record, the user should drop also the Student from the CCA Career.
Update the Student Program/Plan
Roles Involved: School Student Registrar (MOE_SCHL_STDNT_REGISTRAR)
Navigate to Main Menu > Records and Enrolment > Career and Program Information > Student Program/Plan.
To find the existing Student Program/Plan, click the Find an Existing Value Tab.
Enter the Student ID in the ID field of the student who is removed from the Attendance Roster.
Select 'Include History' checkbox when searching.
Click on the Search button.
User will be directed to the Student Program/Plan page.
On the Student Program tab, click on the ‘+’ sign button to enter the removal from the attendance roster record.
Click the Calendar icon to select the date from which the student will be removed from the Attendance Roster as the Effective Date.
Click the *Program Action lookup icon and select the ‘DISC’ – Discontinuation.
Click the Action Reason lookup icon and select ‘AT1’ - Removed from Attendance Roster as the reason.
Click on the Save button to save the record.
Note:↑ Back to Top
After saving the first record, the user should make the same changes for the CCA Record of the Student. Once the student records are updated, the Sync Attendance Records process will update the attendance roster to reflect that the student has ‘Absconded’ from school in the Status column. The attendance for the removed student should continue to be marked for the current term to calculate the attendance statistics correctly.
Update Student Records for student who returns back to school
Update the Student Program/Plan
Roles Involved: School Student Registrar (MOE_SCHL_STDNT_REGISTRAR)
Navigate to Main Menu > Records and Enrolment > Career and Program Information > Student Program/Plan.
To find the existing Student Program/Plan, click the Find an Existing Value Tab.
Enter the Student ID in the ID field of the student who is returning back to school.
Select 'Include History' checkbox when searching.
Click on the Search button.
User will be directed to the Student Program/Plan page.
On the Student Program tab, click on the ‘+’ sign button to enter the record to add the back in the attendance roster.
Click the Calendar icon to select the date from which the student will be added back into the Attendance Roster as the Effective Date.
Click the *Program Action lookup icon then select the ‘RADM’ - Readmit.
Click the Action Reason lookup icon then select the ‘AT1’ - Re-enter into Att.Roster as the reason.
Click on the Save button to save the record.
Note:
After saving the first record, the user should make the same changes for the CCA Record of the Student.
Enrol the Student in the Class
Roles Involved: School Student Registrar (MOE_SCHL_STDNT_REGISTRAR)
Navigate to Main Menu > Records and Enrolment > Enrol students >Enrolment Request.
To enter a new request, click on the Add a New Value Tab.
Click on the lookup icon to select the Student ID of the student who is returning back to school.
Click on the lookup icon to select the Academic Career of the student.
Click on the lookup icon to select the Term the student is returning back to school.
Click on the Add button.
User will be directed to the Enrolment Request page.
Select Enrol from the *Action dropdown.
Click on the lookup icon to select the Class Nbr of the classes the student should be enrolled in. The classes need to be searched one by one.
User will be directed to the Enrolment Request – Search Criteria page
Select the Course Subject from the drop-down list. For the class section the Course Subject should be ‘YEAR’ and for the subject classes it should be the relevant subject.
Click the Course Career dropdown.
Click on the arrow head against Additional Search Criteria.
Scroll down to the Campus field and click on the lookup icon to select the campus/school of the user.
Click on the Search button.
Select the Class the student is going to be enrolled in, click on the Select Class button.
To add other classes, click on the ‘+’ icon.
Once all the classes are added, scroll to the bottom of the page and click on the Save button.
Click on the Submit button to submit the Enrolment Request.
Upon submitting the Enrolment Request, the Status will be changed to ‘Success’.
To Add the Student in the Student Block, go to Main Menu > Records and Enrolment > Enrol Students > Block Enrolment > Create Student Block.
To Find an Existing Student Block, click the Find an Existing Value Tab.
Enter the Student Enrolment Block in the Student Enrolment Block field.
Click on the Search button.
User will be directed to the Block Enrolment Student page.
Click on the ‘+’ button to add the Student in the Student Block.
Click on the ID look up button to search for a Student ID of the Student.
Click on the lookup icon to select the Academic Career of the student.
Click on the Save button to save the Changes.
Note:
Repeat the steps 9 to 16 for each class the student should be enrolled in, in the requested school/class. Every time the ‘+’ icon is clicked, a new Sequence Nbr is added to add the Class Nbr.
Note:
Once the student records are updated, the Sync Attendance Records process will update the attendance roster to remove the ‘Absconded’ status from the status column. The attendance for the student can be marked as usual.
Note:
After the Enrolment of the student is successfully submitted for the first record, the user should also enrol the Student on the CCA Career.
