Student Progression

This function allows the users to progress student where there is no change in academic program but change in academic plan, e.g. from year 1 to 2, year 7 to 8, and from year 10 to 11. This should only be done at the end of the term.

Important Note: As a prerequisite, user will need to run Attendance Statistics Calculation Process before running the Student Progression process as attendance percentage is taken into consideration when student is progressed.

Note: Kindly refer to this document to view the type of Academic Plan eligible to use Student Progression Process.

• Run the Student Progression Process
• Verify Student Progression Details
• Progress Student Manually
• Retain Student
• Edit Wrong Student Progression

Run the Student Progression Process

Roles Involved: School Student Registrar

1. Navigate to Main Menu > Records and Enrollment > Term Processing > Manage Student Progression.

2. Click on Add a New Value tab.

3. Enter the Run Control ID, enter any value without spacing (e.g. 2015_yr2).

4. Click on Add button.

5. User will be directed to Manage Student Progression page.

6. Click on the lookup button and select the Academic Career of the student.

7. Click on the lookup button and select the Campus.

8. Click on the lookup button and select the Term.

Note: Student should only be progressed at the end of term for that current year. E.g. for year 2016, the term will be 1630.

9. In the From table, click on the lookup button and select the current Academic Program that needs to be progress.

10. In the From table, click on the lookup button and select the current Academic Plan that needs to be progress.

11. In the To table, click on the lookup button and select the Academic Program for next year.

12. In the To table, click on the lookup button and select the Academic Plan for next year.

Note:

1. If the same academic plan has been selected on both sides, user cannot run the process.

2. Ensure academic plan has been selected correctly on both sides before running the process, as mistakes should not happen.

13. Click on Run button to run the process for student progression.

14. Ensure the process name Student Progression PRCS in Process Scheduler Request page is checked.

15. Click on OK button.

16. User will be directed back to Manage Student Progression page. Take note of process instance number and click on the Process Monitor link.

17. User will be directed to Process List Page and should be able to see that “Run Status: Queued” and “Distribution Status: N/A” for the process name MOE_PR_MSP.

18. At interval times, click on the Refresh button until user sees the “Run Status: Success” and “Distribution Status: Posted”.

Note: Waiting time depends on the no. of student that is being progress. The more the student the longer it takes for the process to run to success.

19. Click on the Details link that is to the right of the process name MOE_PR_MSP.

20. In the Process Details page, click on the View Log/Trace link.

21. In the View Log/Trace page, click on the .log link.

22. User will be directed to the log file page.

23. In the Run Control Parameters, it shows the progression process that has been selected in the Manage Student Progression page and when the next term will begin. It also shows the successfully progressed student and student that is not progress.

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Verify Student Progression Details

Roles Involved: School Student Registrar

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

2. In the Student Program/Plan page, search for a particular student by entering the Student ID.

3. Click on the Search button.

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

5. Verify the Student Program details.

Note:

• Effective Date should be a day before the start of the term
• Program Action should be PLNC (Plan Change)
• Academic Program should be the same program

6. Click on the Student Plan tab.

7. In the Student Plan page, verify the Student Plan details.

Note:

• Academic Plan should be next year plan
• Declare Date should follow the Effective Date
• Requirement Term should follow the Admit Term

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Progress Student Manually

When a student does not reach attendance statistics of above 85%, the system will not progress the student. The student will either have to be progressed manually or retained. The steps below are to progress student manually.

Roles Involved: School Student Registrar

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

2. To search enter the information of the student by either the Empl ID, National ID (E.g. 00123456), Birth Certificate ID (E.g. 1234-78).

3. Tick the Include History checkbox.

4. Click on the Search button or press enter on the keyboard.

5. User will be directed to Student Program page.

6. Click on ‘+’ button to add new Student Program/Plan detail.

7. Click on the calendar icon and set Effective Date as of when the student was promoted. Effective date should be one day before the term starts.

8. Click on the lookup button and set Program Action as PLNC.

Note:

• Set Program Action as PLNC
• When there is no change in program but change in plan (Year) and class section.
• This applies when student progresses to the next plan (year). E.g. from PRMRYYR1 to PRMRYYR2, from SCCCRYR7 to SCCCRYR8

9. Ensure that the Academic Program remains the same.

Note: Academic Program should not be changed. If there is a change in Academic Program then refer to topic Search and Update Student Program Details

10. Click on the Student Plan tab to change the student plan.

11. Click on the lookup button and select the next Academic Plan of the student.

12. Click on the calendar icon and set Declare Date the same as the Effective Date.

13. Click on the Save button to save the updated details.

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Retain Student

When a student does not reach attendance statistics of above 85%, the system will not progress the student. The student will either have to be progressed manually or retained. The steps below are to retain student.

Roles Involved: School Student Registrar

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

2. To search enter the information of the student by either the Empl ID, National ID (E.g. 00123456), Birth Certificate ID (E.g. 1234-78).

3. Tick the Include History checkbox.

4. Click on the Search button or press enter on the keyboard.

5. User will be directed to Student Program page.

6. Click on ‘+’ button to add new Student Program/Plan detail.

7. Click on the calendar icon and set Effective Date as of when the student was promoted. Effective date should be one day before the term starts.

8. Click on the lookup button and set Program Action as DATA.

Note:

• Set Program Action as DATA
• When there is no change in program and plan (Year).
• This applies when student is not promoted to next level for the next year. E.g. from PRMRYYR1 (2015) to PRMRYYR1 (2016), from SCCCRYR7 (2015) to SCCCRYR7 (2016)

9. Ensure the Academic Program remain the same.

Note: Academic Program & Academic Plan should not be changed. If there is a change in Academic Program then refer to topic Search and Update Retain Student Details

10. Click on the Student Plan tab.

11. Make sure the Academic Plan of the student is correct for the next year plan.

12. Click on the calendar icon and set Declare Date the same as the Effective Date.

13. Click on the Save button to save the updated details.

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Edit Wrong Student Progression

The steps below are to correct a student’s record after student has been progressed by the system using the Student Progression process.

Roles Involved: School Student Registrar

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

2. To search enter the information of the student by either the Empl ID, National ID (E.g. 00123456), Birth Certificate ID (E.g. 1234-78).

3. Tick the Correct History checkbox.

4. Click on the Search button or press enter on the keyboard.

5. User will be directed to Student Program page.

6. Ensure the Effective Date are set as one day before the term starts.

Note: If the term starts on 04/01/2016, the Effective Date should be 03/01/2016.

7. Click on the lookup button and set Program Action as DATA. This will indicate that student will be retained.

8. Ensure the Academic Program remains the same.

Note: Academic Program & Academic Plan should not be changed. If there is a change in Academic Program then refer to topic Search and Update Retain Student Details

9. Click on the Student Plan tab.

10. Click on the lookup button and select the Academic Plan for the next year.

11. Click on the calendar icon and set Declare Date the same as the Effective Date.

12. Click on the Save button to save the updated details.

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