Update the Student Records for Student Transfer Requests (Applicable ONLY for Sports School)
This function allows the users to record the outcome of a completed Student Transfer Request from Sports School to a Secondary School and from Secondary School to Sports School.
Drop Class Enrollment
Roles Involved: School Student Registrar (MOE_SCHL_STDNT_REGISTRAR)
Note:
This step is only necessary if student is transferring-out to Sports School within the term. The class enrollments should not be dropped if student is transferring-out during term break.
Navigate to Main Menu > Records and Enrollment > Enroll Students > Enrollment Request.
To create a new request, click on the Add a New Value tab.
Click on the lookup icon to select the Student who has requested to transfer in the Student ID field.
Click on the lookup icon to select the Academic Career of the Student.
Click on the lookup icon to select the Term in which the student is transferring from.
Click on the Add button.
User will be directed to the Enrollment Request page.
Select ‘Drop’ from the Action drop-down list.
Select 'WITH' - Withdrew from School from the lookup icon to select the Action Reason.
Click on the lookup icon to select the Class Nbr of the classes the student is currently enrolled in.
Select one Class the student is enrolled in.
Once the first class is selected, to add another class, click on the ‘+’ icon.
Click on the lookup icon to select the Class Nbr of the next class the student is enrolled in.
Once all the classes are added, scroll to the bottom of the page and click on the Save button.
Upon saving the Enrollment Request, an Enrollment Request ID will be assigned.
Click on the Submit button to submit the Enrollment Request.
Upon submitting the Enrollment Request, the Status will be changed to ‘Success’.
Navigate to Records and Enrollment > Enroll Students > Block Enrollment > Create Student Block.
To find an existing Student Block, click on the Find an Existing Value tab.
Enter the Student Block in the Student Enrollment Block field.
Click on the Search button.
User will be directed to the Block Enrollment Students page.
Update the Student Block by clicking on the ‘-‘ icon to remove the dropped student.
Click on the Save button.
Note:
Repeat steps 12 and 13 until all the classes the student is enrolled in are added to be dropped. Every time the ‘+’ icon is clicked, a new Sequence Nbr is added to add the Class Nbr.
Note:
After the Enrollment of the student is successfully submitted for the first record, the user should also drop the student from the CCA Career.
Term Withdraw the Student
Roles Involved: School Student Registrar (MOE_SCHL_STDNT_REGISTRAR)
This step is only necessary if student is transferring-out to Sports School within the term. The student should not be term withdrawn if he is transferring-out during term break.
Navigate to Main Menu > Records and Enrolment > Student Term Information > Term History.
To search for the student’s term record, click on the Find Existing Value Tab.
Enter the Student ID.
Click on the Search button.
Click the Term Withdrawal Tab to withdraw the student from the term.
User will be directed to the Term Withdrawal page.
Click the Withdrawal \ Cancel drop down list to select the option ‘Withdrew’.
Click the Withdrawal \ Cancel reason dropdown list to select the reason based on the withdrawal request form.
Click on the Calendar icon to select the withdrawal date of the student in Withdrawal \ Cancel Date.
Click on the Calendar icon to select the Last Date of Attendance of the student.
Click the Post Term Withdrawal button to complete the term withdrawal for the student.
Once the term withdrawal is successfully posted, the Status of the Term Withdrawal would be Success.
Note:
After the Term Withdrawal is successfully posted for the first record, the user should also Term Withdraw the Student from the CCA Career. Once the Student is Term Withdrawn, the Automatic Tuition Calculation process must be run before proceeding in updating the Student Program/Plan. Refer to Tuition Calculation for Individual Student.
Update the Student Program/Plan – Insert the Withdrawal Record
Roles Involved: School Student Registrar (MOE_SCHL_STDNT_REGISTRAR)
Navigate to Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan.
To find the existing Student Program/Plan, click on the Find an Existing Value tab.
Enter the Student ID in the ID field of the student who is withdrawing from school.
Select ‘Include History’ checkbox when searching.
Click on the Search button.
User will be directed to the Student Program/Plan page.
On the Student Program tab, click on the ‘+’ sign button to enter the withdrawal record.
Click on the Calendar icon to select the date from which the student will withdraw from school as the Effective Date.
Click the Program Action lookup button and select ‘WADM’ – Withdrawal.
Click the Action Reason lookup button and select the reason mentioned in the withdrawal request form.
Click on the Save button to save the withdrawal request.
Note:
After saving the first record, the user should make the same changes for the CCA Record of the Student.
Upload the Student Data in the New School
Note:↑ Back to Top
Once the school the student is transferring into is informed of the transferring student, the school has to admit the student. Refer to Manage Upload Student Application.
Enroll the Student in the New Classes
Roles Involved: School Student Registrar (MOE_SCHL_STDNT_REGISTRAR)
Note:
Once a student transfers to the New School or New Class, he/she has to be enrolled in all the classes associated with the new class assigned to him/her.
Navigate to Main Menu > Records and Enrollment > Enroll Students > Enrollment Request.
To create a new request, click on the Add a New Value tab.
Click on the lookup icon to select the Student who has requested to transfer in the Student ID field.
Click on the lookup icon to select the Academic Career of the Student.
Click on the lookup icon to select the Term in which the Student has transferred from.
Click on the Add button.
User will be directed to the Enrollment Request Page.
Select ‘Enroll’ from the Action drop-down list.
Click on the lookup icon to select the Class Nbr of the classes the student should be enrolled in. The classes needs to be searched one by one.
User will be directed to the Enrollment Request – Search Criteria page.
Select the Course Subject from the drop-down list. For the class section the Course Subject should be ‘YEAR’ and for the subject classes it should be the relevant subject.
Select the Course Career from the drop-down list.
Click on the arrow head against Additional Search Criteria.
Scroll down to the Campus field and click on the drop-down list to select the campus/school of the user.
Click on the Search button.
Select the Class the student is going to be enrolled in and click on Select Class button.
To add other classes, click on the ‘+’ icon.
Once all the classes are added, scroll to the bottom of the page and click on the Save button.
Upon saving the Enrollment Request, an Enrollment Request ID will be assigned.
Click on the Submit button to submit the Enrollment Request.
Upon submitting the Enrollment Request, the Status will be changed to ‘Success’.
Navigate to Records and Enrollment > Enroll Students > Block Enrollment > Create Student Block.
To find an existing Student Block, click on the Find an Existing Value tab.
Enter the Student Block in the Student Enrollment Block field.
Click on the Search button.
User will be directed to the Block Enrollment Students page.
Update the Student Block by clicking on the ‘+‘ icon to add the new enrolled student.
Click on the lookup icon to select the Student ID.
Click on the lookup icon to select the *Academic Career.
Click on the Save button.
Note:
Repeat the steps 9 to 16 for each class the student should be enrolled in, in the requested school/class. Everytime the ‘+’ icon is clicked, a new Sequence Nbr is added to add the Class Nbr.
Note:
After the Enrollment of the student is successfully submitted for the first record, the user should also drop the student from the CCA Career.
