Process to Create the Clearance Checklist for Students
This function allows the users to create Clearance Checklist for students who have completed their Academic Programs.
Note:
- Clearance Checklists will be created for the following students;
Transfer Students
Withdrawn Students
Students who Completed their Academic Programs
- For Transfer and Withdrawn Students, the Clearance Checklist will be created when the approved request form is ‘Completed’ by the School Admin.
Create Clearance Checklists for Students by using the Custom option
Role Involved: School Admin - Student Clearance (MOE_SCHL_ADMIN_STDNT_CL)
Navigate to Main Menu > Records and Enrollment > Student Movement > Clearance > Assign Clearance Checklists.
To run the process to create Clearance Checklists for students, click on Add a New Value tab.
Enter a Run Control ID.
Click on the Add button.
User will be directed to Create Clearance Checklist page.
Click on the Campus lookup to search for the campus.
Click on the Selection Criteria dropdown box and select ‘Custom’ from the list.
Custom – This will allow the Registrar to enter the students who have completed their programs and eligible for Clearance into the Custom Population List. The Student IDs should be entered one by one. Best option to process a few students.
Population Selection - This will allow the Registrar to use either an External File or PS Query, to select the students who have completed their programs and is eligible for Clearance. Best option to process many students.
Click on the *Student ID lookup icon in the Custom Population section. (The Student IDs should be selected one by one).
Click on the ‘+’ icon to add more students.
Click on the *Student ID lookup icon to add the student in the newly added row.
Click on the ‘-‘ icon to delete a student from the Custom Population List.
Click on the Save button.
Click on the Run button to run the process.
User will be directed to Process Scheduler Request page.
Select the process, ‘Create Clearance Checklists’ from the process list.
Click on ‘OK’ button.
Once the process has begun to run, a Process Instance number will be assigned.
Click on the Process Monitor link to check the status of the process run.
User will be directed to the Process Monitor page.
Monitor the process against the Process Instance number and initially the Run Status and Distribution Status are ‘Queued’ and ‘N/A’.
Click on the Refresh button to view the refreshed Run Status. Click on the Refresh button until Run Status changes to ‘Success’ and Distribution Status goes to ‘Posted’
Once the Run Status goes to ‘Success’ and Distribution Status goes to ‘Posted’, click on the Details link.
User will be directed to Process Detail page, click on the View Log/Trace link in the Actions section.
User will be directed to View Log/Trace page, click on the ‘MOE_CHKLT_AE_(Instance No.).log’ link.
The Process Log will indicate the list of students for who the Clearance Checklists were successfully created and the students for who it wasn’t created and the reason.
Note:
Run Control ID is a unique ID assigned to identify the data entered to run the process to assign Clearance Checklists to students. The ID cannot contain any spaces; hyphen ‘-’ and underscore ‘_’ can be used between words.
Note:
Using the Selection Criteria, Registrar will decide which method to use to select the students for clearance:
Note:
Once the process has begun to run, a Process Instance number will be assigned. This will help you to monitor the process which is run in Process Monitor.
Note:
Once the Clearance Checklists are successfully created for selected students, the Teachers/Persons In-charge of Clearance Checklist Items will receive an email notification.
Create Clearance Checklists for Students by using the External File option
Role Involved: School Admin - Student Clearance (MOE_SCHL_ADMIN_STDNT_CL)
Navigate to Main Menu > Records and Enrollment > Student Movement > Clearance > Assign Clearance Checklist.
To run the process to create Clearance Checklists for students, click on Add a New Value tab.
Enter a Run Control ID.
Click on Add button.
User will be directed to Create Clearance Checklist page.
Click on the Campus lookup to searh for the campus.
Click on the Selection Criteria dropdown box and select ‘Population Selection’ from the list. The Population Selection group box will appear.
Custom – This will allow the Registrar to enter the students who have completed their programs and eligible for Clearance into the Custom Population List. The Student IDs should be entered one by one. Best option to process a few students.
Population Selection - This will allow the Registrar to use either an External File or PS Query, to select the students who have completed their programs and is eligible for Clearance. Best option to process many students.
In the Population Selection section, click on the Selection Tool dropdown.
Select the option ‘External File’ from the list.
Open Microsoft Excel.
Enter the Student IDs who are eligible for Clearance after completing their programs.
Click on Save As.
Select the location you want to save the file.
Enter a File Name you prefer and select ‘CSV (Comma delimited)’ as the Save as type.
Click on Save.
Click on the Upload File button to attach the csv file.
Click on the Choose File button to select the document.
Select the csv file and click on Open button.
Click on Upload button to upload the selected document or click on the Cancel button to cancel the upload.
Upon clicking OK and the csv file is successfully uploaded, the Delete File button and View File button are enabled. The Delete File button is used to delete the list of students (csv file) and View File button is used to view the attached list of students (csv file).
Click on the File Mapping lookup icon and select ‘UPLOAD_CL_STUDENTS’. This File Mapping needs to be selected by the user, as it helps the system to link the values in the External File as input for the process.
Once the File Mapping is selected, the user is able to verify that the values in the External File are identified correctly. Click on the Preview Selection Results link for the verification.
User will be directed to the Preview Selection Results page.
Click on the Return button to return to the process parameters page.
Once the verification is completed, the values need to be populated into the Custom Population List. Click on Load Selection Results to Populate the Student List.
The Student IDs uploaded using the External file will be populated into the Custom Population List.
After the Student IDs are populated into Custom Population List section, the user is able to update the list by adding or deleting Student IDs. Click on ‘+’ icon to add more Student IDs or ‘-‘ icon to delete the added Student IDs.
Click on the Save button.
Click on the Run button to run the process.
User will be directed to Process Scheduler Request page.
Select the process, ‘Create Clearance Checklists’ from the process list.
Click on ‘OK’ button.
Once the process has begun to run, a Process Instance number will be assigned.
Click on the Process Monitor link to check the status of the process run.
User will be directed to the Process Monitor page.
Monitor the process against the Process Instance number and initially the Run Status and Distribution Status are ‘Queued’ and ‘N/A’.
Click on the Refresh button to view the refreshed Run Status. Click on the Refresh button until Run Status changes to ‘Success’ and Distribution Status goes to ‘Posted’
Once the Run Status goes to ‘Success’ and Distribution Status goes to ‘Posted’, click on the Details link.
User will be directed to Process Detail page, click on the View Log/Trace link in the Actions section.
User will be directed to View Log/Trace page, click on the ‘MOE_CHKLT_AE_(Instance No.).log’ link.
The Process Log will indicate the lists of student for who the Clearance Checklists were successfully created and the students for who it wasn’t created and the reason.
Note:
Run Control ID is a unique ID assigned to identify the data entered to run the process to assign Clearance Checklists to students. The ID cannot contain any spaces; hyphen ‘-’ and underscore ‘_’ can be used between words.
Note:
Using the Selection Criteria, Registrar will decide which method to use to select the students for clearance:
Note:
This option allows the Registrar to create a csv file with the Student IDs who are eligible for Clearance as they have completed their programs.
Steps to create a csv file;
Note:
Once the process has begun to run, a Process Instance number will be assigned. This will help you to monitor the process which is run in Process Monitor.
Note:
Once the Clearance Checklists are successfully created for selected students, the Teachers/Persons In-charge of Clearance Checklist Items will receive an email notification.
Create Clearance Checklists for Students by using the PS Query option
Role Involved: School Admin - Student Clearance (MOE_SCHL_ADMIN_STDNT_CL)
Navigate to Main Menu > Records and Enrollment > Student Movement > Clearance > Assign Clearance Checklist.
To run the process to create Clearance Checklists for students, click on Add a New Value tab.
Enter a Run Control ID.
Click on Add button.
User will be directed to Create Clearance Checklists page.
Click on the Campus lookup to search for thr campus.
Click on the Selection Criteria dropdown box and select ‘Population Selection’ from the list. The Population Selection group box will appear.
Custom – This will allow the Registrar to enter the students who have completed their programs and eligible for Clearance into the Custom Population List. The Student IDs should be entered one by one. Best option to process a few students.
Population Selection - This will allow the Registrar to use either an External File or PS Query, to select the students who have completed their programs and is eligible for Clearance. Best option to process many students.
In the Population Selection section, click on the Selection Tool dropdown.
Select the option ‘PS Query’ from the list.
Click on the Query Name lookup icon and select ‘MOE_CL_CHK_QRY’.
Launch Query Manager link next to Query Name field is use when no query is fetched, this link will open Query Manager which will allow the Registrar to either create or find an existing query.
When the query is selected, input values need to be entered to select students. Input values are entered by clicking on Edit Prompts link.
Click on the Edit Prompt link to enter the report input values.
In the Query Prompt box, click on the Institution lookup icon and select ‘MOE01’.
In the Query Prompt box, click on the Academic Career lookup icon and select the career the School Admin - Student Clearance has access to.
In the Query Prompt box, click on the Academic Program lookup icon and select appropriate Academic Program.
In the Query Prompt box, click on the Academic Plan lookup icon and select the appropriate Academic Plan.
Click on ‘OK’ button.
Click on the Preview Selection Results link to view all the students selected according to the criteria mentioned in the Query Prompt.
User will be directed to the Preview Selection Results page.
Click on the Return button to return back to the process parameter page.
Click on the Load Selection Results link to populate the students into the Custom Population List section.
The Student IDs selected by the PS Query will be populated into the Custom Population List.
After the Student IDs are populated into the Custom Population List section, the School Admin - Student Clearance is able to update the list by adding or deleting Student IDs. Click on ‘+’ icon to add more Student IDs or ‘-‘ icon to delete the added Student IDs.
Click on the Save button.
Click on the Run button to run the process.
User will be directed to Process Scheduler Request page.
Select the process, ‘Create Clearance Checklists’ from the process list.
Click on ‘OK’ button.
Once the process has begun to run, a Process Instance number will be assigned.
Click on the Process Monitor link to check the status of the process run.
User will be directed to the Process Monitor page.
Monitor the process against the Process Instance number and initially the Run Status and Distribution Status are ‘Queued’ and ‘N/A’.
Click on the Refresh button to view the refreshed Run Status. Click on the Refresh button until Run Status changes to ‘Success’ and Distribution Status goes to ‘Posted’
Once the Run Status goes to ‘Success’ and Distribution Status goes to ‘Posted’, click on the Details link.
User will be directed to Process Detail page, click on the View Log/Trace link in the Actions section.
User will be directed to View Log/Trace page, click on the ‘MOE_CHKLT_AE_(Instance No.).log’ link.
The Process Log will indicate the lists of student for who the Clearance Checklist was successfully created and the students for who it wasn’t created and the reason.
Note:
Run Control ID is a unique ID assigned to identify the data entered to run the process to assign Clearance Checklist Items to students. The ID cannot contain any spaces; hyphen ‘-’ and underscore ‘_’ can be used between words.
Note:
Using the Selection Criteria, Registrar will decide which method to use to select the students for clearance:
Note:
When the PS Query option is selected, a specific query needs to be selected to fetch the Student IDs required to run the process.
Note:
Note:
Once the process has begun to run, a Process Instance number will be assigned. This will help you to monitor the process which is run in Process Monitor.
Note:
Once the Clearance Checklists are successfully created for selected students, the Teachers/Persons In-charge of Clearance Checklist Items will receive an email notification.
