Student Track Allocation

This function allows users to do track allocation/stream Year 8 students to Year 9, and Year 11 SAP to SAP Diploma by the end of every final term of the year. This is only applicable to current Year 8 and Year 11 SAP students. User can stream students to the following programs:

Academic Plan	Plan Description	Academic Plan	Plan Description
Year 8 (SCCCRYR8)		Year 11 SAP
SCGEEYR9	General Education Program Express Track Year 9	SAPEDHOS	Special Applied Program Year 12 - BTEC Edexcel Level 2 Diploma - Hospitality
SCGESYR9	General Education Program Science Track Year 9	SAPEDARD	Special Applied Program Year 12 - BTEC Edexcel Level 2 Diploma - Art & Design
SCGEAYR9	General Education Program Arts Track Year 9	SAPEDBSA	Special Applied Program Year 12 - BTEC Edexcel Level 2 Diploma - Business Administration
SCAEPYR9	Applied Education Program Year 9	SAPEDSAL	Special Applied Program Year 12 - BTEC Edexcel Level 2 Diploma - Sports & Leisure
SCSAPYR9	Special Applied Program Year 9	SAPEDCMP	Special Applied Program Year 12 - BTEC Edexcel Level 2 Diploma - Creative Media Production
SCSEPYR9	Specialized Education Program Year 9	SAPEDITU	Special Applied Program Year 12 - BTEC Edexcel Level 2 Diploma - IT Users
SSGESYR9	Sports School GEP Science Track Year 9
SSGEAYR9	Sports School GEP Arts Track Year 9
SSAEPYR9	Sports School AEP Year 9

For more details on the academic structure, refer to here.

Note: Kindly refer to this document to view the type of Academic Program and Plan that is required to use Student Track Allocation csv template in order to run the process.

Generate Student List based on Track Eligibility
Run the Student Track Allocation Process
Verify Student Track Allocation Details
Retaining Students
Edit Wrong Progression

Generate Student List based on Track Eligibility

Roles Involved: School Student Registrar

Navigate to Main Menu > Reporting Tools > Query > Query Viewer.
User will be directed to Query Viewer page.
Enter the Query Name.

Note: Query name for:

Secondary School Year 8 = MOE_PR_SECS

Secondary School Year 11 = MOE_PR_SAPY11

Sport School Year 8 = MOE_PR_SPRT

Click on the Search button.
The Search Results will appear at the bottom of the Query Viewer.
Click on the Excel link to download the file.
User will be directed to MOE_PR_SECS – Yr8 stdnt for Track Allocation window.
Click on the lookup button and select the Academic Institution.
Click on the lookup button and select the Campus.

Note: User should only be able to select and view reports on their own campus.

Click on the lookup button and select the Term.

Note: User should select the end of the term as students are only progressed at the end of the year. Example term 1530 for progressing students to year 2016.

Click on the View Results button.
A pop-up box will appear for user to save the file. Click on the OK button.
The excel file containing the Year 8 students’ ID, Name and Academic Career will appear.
In the excel file, fill in the students’ Academic Program and Academic Plan in the next two column for the respective students.

Note: Remove the retaining students from the excel file.

Delete the Name column.

Note: Right-click the Name column and select Delete.

The file format should look like this.
Save as .csv (Comma delimited) file.

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Run the Student Track Allocation Process

Roles Involved: School Student Registrar

Navigate to Main Menu > Records and Enrolments > Term Processing > Student Track Allocation.
Click on the Add a New Value tab.
Enter the Run Control ID, enter any value without spacing (e.g. Progression_2015)
Click on the Add button.
User will be directed to the Student Track Allocation page.
Click on the lookup button and select the Academic Career.
Click on the lookup button and select the Campus.
Click on the lookup button and select the Term.

Note: User should select the end of term as students will be progressed to the first term of the new year.

Click on the Upload button.
Click on the Browse… button to look for the .csv file containing the students’ progression details.
Click on the Upload button to attach the .csv file.
Click on the Run button to run the process for track allocation.
Ensure the process name MOE_PR_STA_I in Process Scheduler Request page is checked.
Click on OK button.
User will be directed back to the Student Track Allocation page. Process Instance number will be provided, click on the Process Monitor link.
User will be directed to the Process List page and should be able to see that “Run Status: Queued” and “Distribution Status: N/A” for the process name MOE_PR_STA_I.
At interval times, click on the Refresh button until user sees “Run Status: Success” and “Distribution Status: Posted”.
Click on the Details link that is to the right of the process name MOE_PR_STA_I.
In the Process Detail page, click on the View Log/Trace link.
In the View Log/Trace page, click on the .log link.
User will be directed to the log file page where the Total No of Rows processed, Total No of Success Rows, and Total No of Error Rows will be shown.

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Verify Student Track Allocation Details

Roles Involved: School Student Registrar

Navigate to Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan.
In the Student Program/Plan page, search for a particular student by entering the Student ID.
Click on the Search button.
The Search Results will appear at the bottom of the Student Program/Plan.
Select any one of the student’s Secondary Program to view the student’s Program/Plan.
User will be directed to the Student Program page.
Verify the Student Program details.

Note:

Effective Date should be a day before the start of the term

Program Action should be PRGC (Program Change)

Academic Program should be the new program

Admit Term should be the new term of the year

Click on the Student Plan tab.
In the Student Plan page, verify the Student Plan details.

Note:

Academic Plan should be Year 9 plan

Declare Date should follow the Effective Date

Requirement Term should follow the Admit Term

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Retaining Students

The list of retaining students that are excluded from the excel file will need to have their Student Program/Plan updated manually.

Roles Involved: School Student Registrar

Navigate to Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan.
In the Student Program/Plan page, search for a particular student by entering the Student ID.
Tick the Include History checkbox.
Click on the Search button.
The Search Results will appear at the bottom of the Student Program/Plan.
Select any one of the student’s Secondary Program to view the student’s Program/Plan.
User will be directed to the Student Program page.
Click on the “+” button to add new record.
Click on the Calendar icon and select the Effective Date.

Note: Effective Date should be the day before the start of the term.

Click on the lookup button and set the Program Action as DATA.
Verify the student’s Academic Program.
Click on the Student Plan tab.
In the Student Plan page, verify the student’s Academic Plan and Declare Date.

Note: *Declare Date should be the same date as the Effective Date.

Click on the Save button.

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Edit Wrong Progression

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

Roles Involved: School Student Registrar

Scenario A (PRGC) - Program Change

When student was progressed to the wrong program. E.g. Student was supposed to progress from SCCCRYR8 to SCGEAYR9 but was progressed to SCGESYR9 by mistake.

Navigate to Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan.
In the Student Program/Plan page, search for a particular student by entering the Student ID.
Click on the Search button.
The Search Results will appear at the bottom of the Student Program/Plan.
Select any one of the student’s Secondary Program to view the student’s Program/Plan.
User will be directed to the Student Program page.
Click on the Correct History button.
Ensure the Effective Date is the day before the start of the term.
Click on the lookup button and select the Program Action as PRGC.

Note: Select PRGC (Program Change) when there is change in the student’s program

Click on the lookup button and select the Academic Program.
Click on the lookup button and select the Admit Term and Requirement Term as the term when the student change his/her Academic Program.

Note: Users should only change the Admit Term and Requirement Term when there is change in Academic Program.

Click on the Student Plan tab.
In the Student Plan page, click on the lookup button and select the Academic Plan.
Ensure the Requirement Term is the term when the student change his/her Academic Program.

Note: Users should only change the Requirement Term when there is change in Academic Program.

Click on the Save button.

Scenario B (PLNC) - Plan Change

When student was progressed to the wrong plan. E.g. Student was supposed to progress from SCCCRYR7 to SCCCRYR8 but was progressed to SCGESYR9 by mistake.

Navigate to Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan.
In the Student Program/Plan page, search for a particular student by entering the Student ID.
Click on the Search button.
The Search Results will appear at the bottom of the Student Program/Plan.
Select any one of the student’s Secondary Program to view the student’s Program/Plan.
User will be directed to the Student Program page.
Click on the Correct History button.
Ensure the Effective Date is the day before the start of the term.
Click on the lookup button and change the Program Action from PRGC to PLNC.
Click on the lookup button and select the correct Academic Program.
Click on the lookup button and select the Admit Term and Requirement Term as the term from the student’s previous record.

Note: Admit Term and Requirement Term should only be changed when there is Program Change.

Click on the Student Plan tab.
In the Student Plan page, click on the lookup button and select the Academic Plan.
Verify the Declare Date and Requirement Term.

Note:

Declare Date should be the same date as the Effective Date in the Student Program page.

Requirement Term should be the same term as the Admit Term and Requirement Term in the Student Program page

Click on the Save button.

Scenario C (DATA) - Retain

When student was supposed to retain but has been progressed by mistake. E.g. Student was supposed to retain in SCCCRYR8 but was progressed to SCGESYR9 by mistake.

Navigate to Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan.
In the Student Program/Plan page, search for a particular student by entering the Student ID.
Click on the Search button.
The Search Results will appear at the bottom of the Student Program/Plan.
Select any one of the student’s Secondary Program to view the student’s Program/Plan.
User will be directed to the Student Program page.
Click on the Correct History button.
Ensure the Effective Date is the day before the start of the term.
Click on the lookup button and change the Program Action from PRGC to DATA.
Click on the lookup button and change the Academic Program to the retaining program.
Click on the lookup button and select the Admit Term and Requirement Term as the term from the student’s previous record.
Click on the Student Plan tab.
Click on the lookup button and select the Academic Plan to the retaining plan.
Verify the Declare Date and Requirement Term.

Note:

Declare Date should be the same date as the Effective Date in the Student Program page.

Requirement Term should be the same term as the Admit Term and Requirement Term in the Student Program page

Click on the Save button.

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