Clearance Checklist Items Configuration
This function allows the users to set up the setups below before proceeding to any clearance activities. The following setups have already been set up and it can be modified if required.
Create the Checklist Items
Role Involved: MOE HQ Student Clearance Officer (MOE_HQ_STDNT_CLEARANCE_OFFCR)
Navigate to Main Menu > Set Up SACR > Common Definitions > Checklists > Checklist Item Table.
To create a new checklist item, click on Add a New Value tab.
Enter the Checklist Item Code. (Eg: ‘LIBBK’ for Library Book).
Click on the Add button to add the new checklist item.
User will be directed to Checklist Item Table page.
Click on the Calendar icon next to *Effective Date to select the date this checklist item effective from as Effective Date. (Eg: 01/01/1901)
Click on the *Status dropdown box and select ‘Active’ from the list to activate the new checklist item.
Enter the description of the item in the *Checklist Code Descr field.
Enter a short description in the Short Description field.
Click on the Item Association drop-down box and select ‘Name’ from the list to associate the item to Administrative Function.
Click on the Save button to save the new checklist item.
Complete all the checklists items and click on the Save button.
Note:↑ Back to Top
If any new checklist items need to be added, the above steps can be followed with the same Effective Date.
Associate the checklist items with the Administrative Functions.
Role Involved: MOE HQ Student Clearance Officer (MOE_HQ_STDNT_CLEARANCE_OFFCR)
Navigate to Main Menu > Set Up SACR > Common Definitions > Checklists > Checklist Item Functions Table.
To search for an existing value, click on Find an Existing Value tab.
Enter ‘GEN’ in the dministrative Function.
Click on Search button.
User will be directed to Checklist Item Function Table page.
Select the Checklist Item Code which were created in the earlier record. (Eg: ‘LIBBK’)
Click on Add button to add another Checklist Item Code.
In the added row, select another Checklist Item Code.
Add all the Checklist Item Codes and click on the Save button.
Note:↑ Back to Top
If any new checklist items are added in the future, that items needs to be attached to the above list as well.
Create a Checklist Tracking Group
Role Involved: MOE HQ Student Clearance Officer (MOE_HQ_STDNT_CLEARANCE_OFFCR)
Navigate to Main Menu > Set Up SACR > Common Definitions > Checklists > Tracking Group Table.
To create a new Tracking Group, click on Add a New Value tab.
Enter the Tracking Group code in the Tracking Group field. (Eg: ‘CLRNCE’)
Click on the Add button.
User will be directed to Tracking Group page.
Click on the Calendar icon next to *Effective Date to select the date this Tracking Group effective from as Effective Date. (Eg: 01/01/1901)
Click on the *Status drop-down box and select ‘Active’ from the list to activate the new Tracking Group.
Enter the description of the group in the *Description field.
Enter a short description in the *Short Description field.
Click on the *Administrative Function lookup icon to select ‘GEN’.
Click on the Save button to save a new Tracking Group.
Note:↑ Back to Top
The Tracking Group only needs to be done once for Clearance. Therefore this step need not to be followed once it’s setup once.
Setup Checklist Template (Create Clearance Checklist Codes)
| Transfer Students | Withdrawal | Completion | |
|---|---|---|---|
| Primary | TPRICL | WPRICL | CPRICL |
| Secondary | TSECCL | WSECCL | CSECCL |
| 6th Form/Pre-U | TSXFCL | WSXFCL | CSXFCL |
| Sports School | TSSCL | WSSCL | CSSCL |
Note:The Clearance Checklist code is constructed as follows:
First character to identify the reason for clearance
T – Transfer Students
W – Withdrawn Students
C – Students who Completed their studies
Next 3 characters is for the Academic Career.
PRI – Primary
SEC – Secondary
SXF – Sixth form
SS – Sports School
Last 2 characters is to indicate that this is the Clearance Checklist (CL)
Role Involved: MOE HQ Student Clearance Officer (MOE_HQ_STDNT_CLEARANCE_OFFCR)
Set Up SACR > Common Definitions > Checklists > Checklist Table
Click on the Add a New Value tab to create a new Clearance Checklist.
Enter the Checklist Code. (Eg: ‘CSECCL’ for Secondary students who completed their studies)
Click on Add button to add the new Checklist Code.
User will be directed to the Checklist Table page.
Click on the Calendar icon next to *Effective Date field to select the date this checklist table effective from as Effective Date. (Eg: 01/01/1901)
Click on the *Status drop-down box and select ‘Active’ from the list to activate the new Checklist Table.
Enter the full description of the new Checklist Table in *Description field.
Enter the short description of the new Checklist Table in Short Description field.
Click on *Function look-up icon and select ‘GEN’ from the list.
Click on the Checklist Type drop-down box and select ‘Requirement List’ from the list.
Click on the Calendar icon next to Due Date field to select the date. (Eg: 01/01/2015)
Click on the Tracking Group look-up icon and select ‘CLRNCE’.
In the Item List section, click on the *Item Code look-up icon against the first row to select the clearance item for particular Academic Career. The Clearance Checklist items for different Education Levels are different.
To add more clearance items for particular career click on the ‘+’ icon against a row.
Select the next Clearance Checklist item for the same career by clicking on the *Item Code lookup.
Complete the list of clearance items for a particular career and click on the Save button.
Note:↑ Back to Top
Once a new clearance checklist item is added to iNEIS™, the item should be associated with the correct Clearance Checklist by adding it to the correct checklist.
Define a 3C Update/Inquiry Group
This enables the user to enter the 3C group that the User ID should have access to for the institution.
Role Involved: MOE HQ Student Clearance Officer (MOE_HQ_STDNT_CLEARANCE_OFFCR)
Navigate to Main Menu > Set Up SACR > Common Definitions > 3C Update/Inquiry Group Table.
Click on the Add a New Value tab.
Enter the 3C Update/Inquiry Group code. [Eg: ‘CLRN’]
Click on the Add button.
User will be directed to 3C Update/Inquiry Group Table page.
Enter the description of the new 3C group table in the *Description field.
Enter a short description of the new 3C group table in the Short Description field.
Click on the Save button.
Note:↑ Back to Top
The 3C Update/Inquiry Group only needs to be done once for Clearance. Therefore this step need not to be followed once it’s setup once.
Setting Up Checklist 3C Groups
Role Involved:< MOE HQ Student Clearance Officer (MOE_HQ_STDNT_CLEARANCE_OFFCR)
Navigate to Main Menu > Set Up SACR > Common Definitions > Checklists > Checklists 3C Groups.
To link the 3C Group to all the Checklists created, click on Find an Existing Value tab.
Enter a Checklist Code created. (Eg: ‘CSECCL’ or ‘CSXFCL’ etc.).
Click on the Search button.
User will be directed to Checklist 3C Groups page.
On the Update/Inquiry Group section, click on the *Group look-up icon and select ‘CLRN’.
Click on the Save button.
Repeat the steps 2 to 7 for all the checklists created and save the assignment.
Note:↑ Back to Top
If a new Clearance Checklist is created, the 3C Group assignment for the new checklist should be done.
Give access to the 3C Group to the User
Users can access checklists only if the access is granted to them to the 3C group security. This needs to be granted to all the new users as well.
Role Involved: MOE HQ Student Clearance Officer (MOE_HQ_STDNT_CLEARANCE_OFFCR)
Navigate to Main Menu > Set Up SACR > Security > Secure Student Administration > User ID > 3C Group Security.
To find an existing User ID, click on the Find an Existing Value tab.
Enter the User ID to grant the access to the user.
Click on Search button.
User will be directed to 3C Group Security page.
Click on the *3C Update/Inquiry Group look-up icon in the Security Settings section and select ‘CLRN’.
Check the Inquiry Indicator and Update Indicator checkboxes.
Click on the Save button.
