How do I enrol the students from previous academic year to new academic year?
Follow steps below to enroll student to the next academic year.
Step 1: Perform Student Rollover Process
There is two option for user to choose of student rollover available inside the system. First option is class streaming where the process when generate by the system will moves the students from previous year class to current year class based on their level ranking. If SMS user intend to used the first option please refer to this reference entitle “Class Streaming”. The second option is using start year auto enrollment where the system allows the students to be moved from one class to another, as long as it’s the same level or higher than the current level. If SMS user intend to used the second option please refer to topic entitle “Start Year Auto Enrollment”.
Step 2: Change Class for Students
If the student are not meant for the new class which had been enrolled in, user may opt to change the class by using the existing function available in the system. User may change the student by multiple student which can be access from Student Mgmt ~> Change Class ~> Multiple Student. User also may change class by student which user can access from Student Mgmt ~> Change Class ~> Single Student.
When can I process staff who had been transferred or leaving school?
User may process those staff record who are transfered or leaving school after the information of leaving are valid and confirm by the principal.
To process those staff who are leaving, please go to basic module, “Staff Mgmt ~> Leaving School ~> Create”. After the record had been created, the principal need to approve the record either valid or invalid by clicking on “Staff Mgmt ~> Leaving School ~> Verify”.
To process those staff who are transferred, please go to basic module, “Staff Mgmt ~> Transfer ~> Create”. After the record had been created, the principal need to approve the record either valid or invalid by clicking on “Staff Mgmt ~> Transfer ~> Verify”.
When can I start to roll over students to new academic year? Do I need to wait until the last day of the year after processing student leaving school?
SMS user are allowed to perform the student rollover to the new academic year after all the process had been completed for the current academic year such as generate report card for the year end exam results had been produced.
User does not need to wait for the last day of the year after processing student leaving school as user able to do that process on the next academic year where user may search the student by the academic year and update their records as leaving and transferred. It has to depend on the set up of numbering format generated by the system for the above mentioned document.
If the system running number is selected for generating leaving certificate/testimonials, then the mentioned documents can be printed anytime, even after rollover. However, if the numbering format selected is by YY/Level Code /Leaving Certificate/Student Reference No. , it is compulsory to print the certificates / testimonials so that the numbering format “YY” is 06 ie the current academic year and Level code refers to current level of the student. SMS user has to bear in mind that ‘YY’ shall always refer to the current academic year and ‘Level Code’ refers to current level of the student.
To set up the leaving certificate printing option, please go to Student Mgmt ~> Testimonial/Leaving Cert ~> Printing Setup. As long as the mentioned documents have been generated before, SMS user is allowed to reprint the documents anytime, even after rollover. To reprint the student leaving certificate/testimonial, please go to Student Mgmt ~> Testimonial/Leaving Cert ~> Certificate Reprint.
Do I need to create timetable for new academic year before processing students?
It is not necessarily for user to create the timetable before the student rollover process. The system allowed user to create the time table template but user can’t complete the timetable creation as user can’t enrolled the student in the current academic year to the new academic year timetable unless the student rollover had been done.
To proceed with the creation of the timetable without annoying the rollover process, the academic year need to be define into the system.
To define the new academic year, please go to Curriculum Mgmt ~> Academic Year ~> Create.
After completed define the new academic year, user may copy the level offered from current year to the new academic year. To copy the level to be offered, please go to Curriculum Mgmt ~> Level Details ~> Copy Previous Year.
Once done with the level, user need to copy the subject which had been taught in the current year to the new academic year. To proceed with the copying, please go to Curriculum Mgmt ~> Subject Offered ~> Copy Previous Year.
As the level and subject had been copied over, user also need to copy the class details. To do so, user may go to Curriculum Mgmt ~> Class Details ~> Copy Previous Year.
After completed, user may create the timetable for the new academic year. To create the timetable, we recommend for the school to use input by class. To do so, please go to Timetable Mgmt ~> Timetable by Class ~> Create.
The timetable had not yet complete as student had not been enrolled to the subject as the rollover has not been process. User may complete the enrollment after the student rollover process to the new academic year had been done. User may go to Timetable Mgmt ~> Enrollment ~> By Class to enrolled the subject to the student by class.
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