Update the Student Records for Graduating Students

This function allows the users to update the Student Records for Graduating Students. Students who have completed their Academic Programs and they will be ready for 'graduation'. Therefore their Student Programs/Plan needs to be updated.

E.g.: Year 6 students who have passed PSR successfully, Year 10/Year 11 students who have passed O/Ls and Upper Sixth students who have passed A/Ls.

• Process Graduating Students by Batch
• Process Graduating Students by Individual
• View updated Student Program/Plan records
• View Student Certificate records

Process Graduating Students by Batch

Role Involved: School Admin – Student Clearance (MOE_SCHL_ADMIN_STDNT_CL)

1. Navigate to Main Menu > Records and Enrollment > Graduation > Graduation Processing.

2. To run the process, click on the Add a New Value tab.

3. Enter a Run Control ID.

Note:
Run Control ID Is a unique ID assigned to identify the data entered to run the graduation processing. The ID cannot contain any spaces; hyphen ‘-’ and underscore ‘_’ can be used between words.

4. Click on the Add button.

5. User will be directed to the Graduating Processing page.

6. Select the Academic Career from the Academic Career dropdown box.

Note:
In the Population Selection groupbox, the Population Selection checkbox is checked by default. When the Population Selection is checked, it is used to process many students as it allows the user to utilize the PS Query option to fetch the students by their Academic Programs. Verify whether the Population Selection checkbox is checked.

7. Click on the Selection Tool dropdown box and select the PS Query.

8. When the PS Query option is selected, a specific query needs to be selected in order to fetch the Student IDs to run the process. Click on the Query Name lookup button and select ‘MOE_CL_CHK_QRY_GRAD’ for Graduating Student Selection.

Note:
Launch Query Manager is used in case no query is fetched. This link will open the Query Manager which allows the Registrar to either create or find an existing query.

9. When the query is selected, input criteria needs to be entered to select students. Input criteria can be entered by clicking on the Edit Prompts link.

10. Click on the Academic Career lookup icon and select the relevant Academic Career.

11. Click on the Academic Program lookup icon and select the relevant program.

12. Click on the Academic Plan lookup icon and select the relevant plan.

13. Click on ‘OK’ button.

14. The user can verify if the students fetched by the PS Query is correct by clicking on the Preview Selection Results link.

15. User will be directed to Preview Selection Results page.

16. Click on the Return button to return back to the processing parameters page.

17. Once the verification is completed, the values need to be populated into the Selection Results groupbox. Click on Load Selection Results link to populate the student list.

18. Once the Student IDs fetched by the Query are added to the Selection Results, the Registrar will be able to update the list.

19. Click on the Add Students link to add more students to the list if necessary.

20. Click on the Exclude checkboxes to exclude any students who are not eligible to graduate in the Selection Results.

21. After adding the students to the Custom Population list in the Graduation Process Action groupbox, click on the Graduation Process Action dropdown box and select ‘Update All’ from the list.

22. In the Program/Degree Update Options groupbox, click on the New Degree Checkout Status dropdown box and select ‘Certification Awarded’.

Note:
New Degree Checkout Status is the certification status that should be displayed for each eligible student. (E.g. for certifications are PSR, GCE O Level, GCE A Level, etc)

23. Click on the Completion Term lookup icon and select the term in which these students are completing their certifications.

Note:
The Completion Term should be the Term in which the students are completing their Academic certification. (E.g. If a student is taking November 2015 O’ Level Examination, then the student should be graduating/completing in Term 1530 as November is within Term 1530.)

24. Click on the Program Effective Date dropdown box and select ‘Confer Dt’.

Note:

• New Degree Checkout Status is the certification status that should be displayed for each eligible student. (E.g. for certifications are PSR, GCE O Level, GCE A Level, etc)

• Select the option ‘Confer Dt’. For each term, MOE HQ will set the certification date for each certification as the Confer Date.

25. Click on the Save button.

26. Click on the Run button to run the process.

27. User will be directed to Process Scheduler page.

28. Select the process ‘Graduation Processing’ from the process list.

29. Click on ‘OK’ button.

30. Once the process has begun to run, a Process Instance number will be assigned.

Note:
The assigned Process Instance number is used to monitor the status of the process which is being run in Process Monitor.

31. Click on the Process Monitor link to check the status of the process run.

32. User will be directed to the Process Monitor page.

33. Monitor the process against the Process Instance number and initially the Run Status and Distribution Status are ‘Queued’ and ‘N/A’.

34. 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’

Note:
Please make sure to run the Graduating Students process for both Academic and CCA careers. When the PS Query option in CCA is selected, the specific query that needs to be selected in order to fetch the student IDs to run the process is MOE_CCA_CHK_QRY_GRAD.

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Process Graduating Students by Individual

Role Involved: School Admin – Student Clearance (MOE_SCHL_ADMIN_STDNT_CL)

1. Navigate to Main Menu > Records and Enrollment > Graduation > Graduation Processing.

2. To run the process, click on the Add a New Value tab.

3. Enter a Run Control ID.

Note:
Run Control ID Is a unique ID assigned to identify the data entered to run the graduation processing. The ID cannot contain any spaces; hyphen ‘-’ and underscore ‘_’ can be used between words.

4. Click on the Add button.

5. User will be directed to the Graduating Processing page.

6. Select the Academic Career from the Academic Career dropdown box.

7. Uncheck the checkbox.

Note:
In the Population Selection groupbox, the Population Selection checkbox is checked by default. When the Population Selection groupbox is unchecked, it used when there are only a few students to process and it allows user to manually enter the student one by one.

8. In the Selection Results groupbox, click on the Add Students link. This option can be used by the user to enter students who have completed their programs and eligible to graduate, one-by-one for processing.

9. User will be directed to Add Student page.

10. Enter the Student ID in the Empl ID field.

11. Click on the Search button.

12. The student ID and the details will be populated in the Search Results.

13. Click on the Select Student checkbox against the student row.

14. User will be directed back to Graduation Processing page where the selected student will be added into the Selection Results grid.

15. To add more students, click on the Add Students link or to delete all the students in the Selection Results group box, click on Clear List link.

16. Click on the Exclude checkboxes to exclude any students who are not eligible to graduate in the Selection Results.

17. After adding the students to the Custom Population list either by PS Query or manually, on the Graduation Process Action groupbox, click on the Graduation Process Action dropdown box and select ‘Update All’ from the list.

18. In the Program/Degree Update Options groupbox, click on the New Degree Checkout Status dropdown box and select ‘Certification Awarded’.

Note:
New Degree Checkout Status is the certification status that should be displayed for each eligible student. (E.g. for certifications are PSR, GCE O Level, GCE A Level, etc)

19. Click on the Completion Term lookup icon and select the term in which these students are completing their certifications.

Note:
The Completion Term should be the Term in which the students are completing their Academic certification. (E.g. If a student is taking November 2015 O’ Level Examination, then the student should be graduating/completing in Term 1530 as November is within Term 1530.)

20. Click on the Program Effective Date dropdown box and select ‘Confer Dt’.

Note:

• New Degree Checkout Status is the certification status that should be displayed for each eligible student. (E.g. for certifications are PSR, GCE O Level, GCE A Level, etc)

• Select the option ‘Confer Dt’. For each term, MOE HQ will set the certification date for each certification as the Confer Date.

21. Click on the Save button.

22. Click on the Run button to run the process.

23. User will be directed to Process Scheduler page.

24. Select the process ‘Graduation Processing’ from the process list.

25. Click on ‘OK’ button.

26. Once the process has begun to run, a Process Instance number will be assigned.

Note:
The assigned Process Instance number is used to monitor the status of the process which is being run in Process Monitor.

27. Click on the Process Monitor link to check the status of the process run.

28. User will be directed to the Process Monitor page.

29. Monitor the process against the Process Instance number and initially the Run Status and Distribution Status are ‘Queued’ and ‘N/A’.

30. Click on the Refresh button to view the refreshed Run Status and keep on clicking it until Run Status changes to ‘Success’ and Distribution Status goes to ‘Posted’

Note:
Please make sure to run the Graduating Students process for both Academic and CCA careers. When the PS Query option in CCA is selected, the specific query that needs to be selected in order to fetch the student IDs to run the process is MOE_CCA_CHK_QRY_GRAD.

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View Updated Student Program/Plan

Once the Graduation Processing process is successfully completed, School Admin can verify if the Student Program/Plan record is updated correctly for the students who have completed their studies.

Role Involved: School Admin – Student Clearance (MOE_SCHL_ADMIN_STDNT_CL)

1. Navigate to Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan.

2. Click on the Find an Existing Value tab.

3. Enter the Student ID in the ID field.

4. Click on the Search button.

5. User will be directed to the Student Program page.

6. In the Student Program tab, the Program Action of the latest record is ‘COMP’- Completion of Program and the Status is set to ‘Completed’ for the student.

7. Click on the Student Certificates tab.

Notes:
The Certificate Status is updated to ‘Awarded’ and the Completion Term is updated to ‘Current Term’ and both fields are non-editable.

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View Student Certificate

Once the student is awarded the certificate, it will be recorded in the Student Certificates.

Role Involved: School Admin – Student Clearance (MOE_SCHL_ADMIN_STDNT_CL)

1. Navigate to Main Menu > Records and Enrollment > Graduation > Student Certificate.

2. Click on the Find an Existing Value tab.

3. Enter the Student ID in the ID field.

4. Click on the Search button.

5. User will be directed to the Student Certificates page.

6. Once the Graduation Processing is successfully done, the *Certificate and also *Completion Term will be updated automatically.

The certificates which will be awarded are;

1. Pre-school
   PRE-School

2. Primary School
   Year 6 – PSR
   Year 6 - CCA Primary Completion

3. Secondary School
   Year 10 (Express), 11 – GCE O Level
   Year 11 - GCE 'O' Level/IGCSE
   Year 11 SAP - BTEC EDEXCEL - Extended
   Year 11 SNP - Special Needs Program
   SAP DIPLOMA - BTEC EDEXCEL - Diploma
   CCA Secondary Completion

4. Sixth Form
   Upper Sixth – GCE 'A' Level
   CCA Sixth Form Completion

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