manage student withdrawal

Manage Student Withdrawal

C3-WD Manage Withdrawal by School Student Registrar

• Description:– This function allows the School Student Registrar to;

• Setup the Approver section• Update the Approver section• Record the Withdrawal request with Supporting documents• Cancel/Complete/Resubmit a Rejected Withdrawal Request• View and Print the Withdrawal Request• Record the outcome of the Withdrawal Request• View Student Withdrawal Request Reports

• Granted Role: – School Student Registrar

• Menu Path: – Main Menu > Set Up SACR > Product Related > Student Movement > Setup > Set

Up Approvers– Main Menu > Records and Enrollment > Student Movement > Student Withdrawals

> Withdrawal Request– Main Menu > Records and Enrollment > Enroll Students > Enrollment Request– Main Menu > Records and Enrollment > Student Term Information > Term History– Main Menu > Records and Enrollment > Career and Program Information > Student

Program/Plan– Main Menu > Reporting Tools > Query > Query Viewer

Flow for the ModuleSetup Approvers

Withdrawal Request Form

Save the Withdrawal Request

Submit the Withdrawal Request for Approval

ApproveRejectRouted for Approval

Cancel CompleteRe-submit

ClearanceUpdate Student Records

Additional Activities• View Submitted Withdrawal Request• Print Withdrawal Request• View Reports

Cancel

Process Flow - 1

Process Flow - 2









Cancel

C3-WD01

Setting up an Approver

C3-WD01 Setting up an Approver

• Description:– This function allows the School Student Registrar to

Setup the Approver section.• Granted Role:

– School Student Registrar• Menu Path:

– Main Menu > Set Up SACR > Product Related > Student Movement > Setup > Set Up Approvers

How to Use

1. Navigate to the screen via menu path

2. Click on the Add a New Value tab

3. Enter the Campus (School ID)

4. Click on Add

5. Enter the approvers data

6. Click on Save

Refer also to Online Help

Navigate

Navigation: Set Up SACR > Product Related > Student Movement > Setup > Setup Approvers

Add a New Value

Search for an Academic Institution

Search for Campus

Search for Campus

Select the Campus the Registrar has access to.

Add new Approver

Select Effective Date

Select the date this approver is effective from as Effective Date.

Select Status

Select ‘Active’ in the Status field to activate the list of Approvers for the school.

Select Staff ID

Select the Staff ID of the Principal and/or Deputy Principal for the school.

Select Staff ID

Save the Approver Setup

C3-WD02

Update the Approver Section

C3-WD02 Update the Approver Setup


Update the Approver section.• Granted Role:


– Main Menu > Set Up SACR > Product Related > Student Movement > Setup > Set Up Approvers


2. Click on the Find an Existing Value tab

3. Enter the Academic Institution

4. Enter the Campus (School ID)

5. Click on Search

6. Update the approvers data

7. Click on Save


How to Use

Navigate

Navigation: Set Up SACR > Product Related > Student Movement > Setup > Setup Approvers

Find an Existing Value

Search for the Academic Institution

Search for the Campus


Select the Campus the Registrar has access to.

Search for the existing Approver Setup

Update the existing Approver Setup

Click on ‘+’ to add a new approver record.

Update the existing Approver SetupUpdate the record as necessary.1. To add a new approver to the existing

list, click on ‘+’ sign.2. To remove an approver from the list,

click on ‘-’ sign.

Enter the Effective Date for the new Approver list.

Save the updated Approver Setup









Cancel

C3-WD03

Record the Withdrawal Request with supporting

documents

C3-WD03 Record the Withdrawal request with supporting documents


Save and Submit a Withdrawal Request for a student • Granted Role:


– Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request


2. Click on the Add a New Value tab

3. Enter the Student ID

4. Click on Add

5. Enter the Withdrawal Request information

6. Click on Save and Submit


How to Use

Navigate

Navigation: Main Menu > Records and Enrollment > Student Movement > Student Withdrawals > Withdrawal Request

Add a New Value

Select a student

Select a student

Select the Student who has requested to Withdraw.

Add Withdrawal request

Withdrawal Request

Select a Withdrawal Reason

Select a Withdrawal Reason from the following:1) ‘Berpindah ke Sekolah Swasta’ (Student transferring to a

Private School)2) ‘Ibu-Bapa / Penjaga ditugaskan ke Luar Negara’

(Overseas posting of parents)3) ‘Masalah Kesihatan’ (Health Reasons)4) ‘Balik ke Negeri Asal’ (Moving back to Home Country)

Select Date of Request & Date of Withdrawal

Date of Request: Date the Withdrawal is requested by the student/parent.Date of Withdrawal: Date the student will actually withdraw from school.

Add Remarks/Comments

Enter any additional information relevant to the withdrawal request as Remarks/Comments.

Attach Supporting Documents

Click on Add Attachment to attach the supporting document.


Click on the Browse button to select the document.


Select the file from the computer (any format with maximum size 2MB) and click on Open.


Click on Upload to upload the selected document.Click on Cancel to cancel the Transaction

View or Delete an attached document

View Attachment: Click on the button to view the attached documentDelete Attachment: Click on the button to delete the attached document

To add more supporting documents, click on ‘+’ button.

Save a Withdrawal Request

Save a Withdrawal Request

Once the request is successfully saved, a Request Nbr will be assigned and the Status will remain as ‘Pending’.

Submit a Withdrawal Request

After Saving the request, click on Submit for the Approver to process the request


Click on the OK, to proceed to submit the Withdrawal Request.Click on Cancel, to return back to the Withdrawal Request without submitting it.


Once the request is successfully submitted, a Request Nbr will be assigned and the Status will be changed to ‘Submitted’.

Email Notification for a Submitted Request

Once the Withdrawal Request is Submitted, the School Approver will be sent an email. The School Student Registrar will receive a copy of the email.









Cancel

C3-WD04

Cancel/Complete/

Resubmit a rejected Withdrawal Request

C3-WD04 Cancel/Complete/Resubmit a rejected Withdrawal Request


Cancel, Complete and Resubmit a rejected request.• Granted Role:




2. Click on the Find an Existing Value


4. Click on Search

5. Select the necessary action

6. Click on Cancel/Complete/Submit


How to Use

Navigate


Search for the Student ID

Select a Student the Registrar want to Re-submit/Cancel/Complete.

Search for the Withdrawal Request

Email Notification for a Rejected Request

Once the Withdrawal Request is Rejected, the School Student Registrar will receive an email. The DS Approver will be copied in the email.

Re-submit a rejected request

Based on the comments from the Approver, update the Withdrawal Request and click on Submit to re-submit the request.

Cancel a Withdrawal Request

If the Withdrawal Request is not required anymore, click on Cancel button.

Email Notification for an Approved Request

Once the Withdrawal Request is Approved, the School Student Registrar will receive an email. The DS Approver will be copied in the email.

Complete a Withdrawal Request

Once the Withdrawal Request is Approved, finalize the Withdrawal Request by clicking on the Complete button.

Complete a Withdrawal Request - Clearance

Email Notification for a Routed Request

Once the Withdrawal Request is Routed for Approval, the DS Approver will receive an email. The School Student Registrar and the School Approver will be copied in the email.









Cancel

C3-WD05

View and Print the Withdrawal Request.

C3-WD05 View and Print the Withdrawal Request


View and Print the Withdrawal Request.• Granted Role:






4. Click on Search

5. Review the completed request

6. Click on Print Form


How to Use

Navigate


Search for the Student ID

Select a Student the Registrar want to View/Print a completed request .

Search for the Withdrawal Request

View and Print the request

Review the completed Withdrawal Request and click on Print Form to generate the PDF file.

Adobe Acrobat Document









Cancel

C3-WD06

Record the outcome of the Withdrawal request

C3-WD06 Record the outcome of the Withdrawal request

• Description:– This function allows the School Student Registrar to record the

outcome of the Withdrawal request.• Granted Role:


Drop Class Enrollment– Main Menu > Records and Enrollment > Enroll Students > Enrollment

Request

Term Withdrawal– Main Menu > Records and Enrollment > Student Term Information >

Term History

Update Student Program/Plan– Main Menu > Records and Enrollment > Career and Program

Information > Student Program/Plan




4. Click on Search

5. Follow the necessary steps to complete the record

6. Click on Save


How to Use

Drop Student Enrollment - Navigate

Navigation: Main Menu > Records and Enrollment > Enroll Students > Enrollment Request

Add a New Value

Select the Student ID

Select the Student ID

Search from the Student ID and click on the ID in the Search Results.

Select the Academic Career

Select the Term

Select the Term

Select the Term the student has withdrawn from

Add the New Enrolment Request

Enrolment Request

Select the Action

Select the ‘Drop’ action from the drop down.

Select the Action Reason

Select the Classes

Select the Classes

Select the classes the student is enrolled in. The classes to be dropped should be selected one by one. The student needs to be dropped from ALL the classes.

Select the Classes

Click on the ‘+’ sign to add the other classes.

Select the Classes

Click on the ‘+’ sign to add the other classes.

**Note: Once a new Sequence Nbr is added, repeat the same actions until all the classes are selected to be dropped.

Save the Enrollment Request

Saved Enrollment Request

Enrollment Request ID will be assigned.

Submit the Enrollment Request

Submit the Enrollment Request

Status is changed to ‘Success’ , once the request is processed and all the classes are dropped.

Term Withdrawal - Navigate

Navigation: Main Menu > Records and Enrollment > Student Term Information > Term History

Enter student ID

Search for the student

Term Withdrawal

Click on the Term Withdrawal tab.

Term Withdrawal

Select the Term the student is withdrawing from.

Term Withdrawal

Select Withdraw from the drop down.

Term Withdrawal

Select Withdraw/Cancel Reason from the drop down.

Term Withdrawal

To complete the term withdrawal, click on Post Term Withdrawal.

Term Withdrawal

The status of the posting will be Success when it is successful.

Update Student Program/Plan - Navigate

Navigation: Main Menu > Records and Enrollment > Career and Program Information > Student Program/Plan

Enter the Student ID

Search for the student

Record the Student Withdrawal

Click on the Correct History button, then Click on ‘+’ to enter a new record in the Student Program/Plan record.

Record the Student Withdrawal

Effective Date: Select the date from which the student will withdraw from schoolProgram Action: Select Withdrawn Action Reason: Select the reason mentioned in the request form

Select the Program Action

Program Action to be used will be ‘WADM’ which has the description ‘Withdrawal’

Select the Action Reason

Select an Action Reason from the following:1. WD1 - ‘Ibu-Bapa / Penjaga ditugaskan ke Luar Negara’

(Overseas posting of parents)2. WD2 - ‘Berpindah ke Sekolah Swasta’ (Student transferring

to a Private School)3. WD3 - ‘Masalah Kesihatan’ (Health Reasons)4. WD4 - ‘Balik ke Negeri Asal’ (Moving back to Home Country)

Save the Student Program









Cancel

C3-WD08

View Student Withdrawal Request

Reports

C3-WD08 View Student Withdrawal Request Reports


view the Student Withdrawal Request Reports• MOE_RPT_WD_001_01 – List of Withdrawn Students• MOE_RPT_WD_001_02 – Student Withdrawal Statistics

• Granted Role: – School Student Registrar

• Menu Path: – Main Menu > Reporting Tools > Query > Query

Viewer


2. Enter the Query Name

3. Click on Search

4. Enter the relevant data on the prompts

5. Click on View Result


How to Use

Navigate

Navigation: Main Menu > Reporting Tools > Query > Query Viewer

Search by: Query Name

Select Query Name to Search

Enter the Query Name

Enter the *Query Name: MOE_RPT_WD_001_01

Click on Search

Click on Run to HTML

•HTML: Will open a web page to enter the input to run the report. The report results will be displayed on the web page.•Excel: Will open a web page to enter the input to run the report. The report results will be opened in an Excel Worksheet

Search for the Cluster/Zone


Select the Campus available in the lookup or enter ‘%’ to select all the values in the lookup.

Search for the Academic Career

Search for the Academic Career

Select the Academic Career available in the lookup or enter ‘%’ to select all the values in the lookup.

Search for the Academic Program

Search for the Academic Program

Select the Academic Program available in the lookup or enter ‘%’ to select all the values in the lookup.

Search for an Academic Plan

Search for an Academic Plan

Select the Academic Plan available in the lookup or enter ‘%’ to select all the values in the lookup.

Search for a Request Status

Search for a Request Status

List of Status:• Approved if the Withdrawal Request is Approved• Cancelled if the Withdrawal Request is Cancelled• Completed if the Withdrawal Request is Completed• Pending if the Withdrawal Request is still Pending• Rejected if the Withdrawal Request is Rejected• Route if the Withdrawal Request is been Routed for Approval• Submitted if the Withdrawal Request is just Submitted

Select the Request Status available in the lookup or enter ‘%’ to select all the values in the lookup.

Select *From Date and *To Date

*From Date and *To Date is used to indicate the period for which the report should be run. The Withdrawal Requests selected will be the ones raised during this period.

Click to View Results

Report Results

If required , the Report Results can be downloaded to an Excel SpreadSheet by clicking on the link.

Enter the Query Name

Enter the *Query Name: MOE_RPT_WD_001_02

Click on Search

Search for the Cluster/Zone


Select the Campus available in the lookup or enter ‘%’ to select all the values in the lookup.


*From Date and *To Date is used to indicate the period for which the report should be run. The Withdrawal Requests selected will be the ones raised during this period.

Click to View Results

View the Statistical Report

If required , the Report Results can be downloaded to an Excel SpreadSheet by clicking on the link.

End of Presentation

Thank You