iNEIS - Manage Transfer Student

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Integrated National Education Information System (iNEISTM)

Activity for Manage Transfer Student

Table of Contents

Introduction .............................................................................................................................................. 1

1. Transfer Student (Transfer to another SCHOOL) .............................................................................. 2

1.1 Raise a Transfer Request Form ................................................................................................. 2

1.2 Update Clearance Checklist Items ............................................................................................ 2

1.3 Update Student Records ........................................................................................................... 3

1.3.1 Drop Class Enrollment .......................................................................................................... 3

1.3.2 Update Student Program/Plan – Insert Transfer record ....................................................... 4

2. Transfer Student (Transfer to another CLASS) ................................................................................. 5

2.1 Raise a Transfer Request Form ................................................................................................. 5

2.2 Update Student Records ........................................................................................................... 5

2.2.1 Drop Class Enrollment .......................................................................................................... 5

2.2.2 Update Student Program/Plan – Insert Transfer record ....................................................... 6

2.2.3 Update Student Program/Plan – Insert Program Change record ......................................... 7

3. Transfer Student (ONLY applicable for Sports School) ..................................................................... 8

3.1 Raise a Transfer Request Form ................................................................................................. 8

3.2 Update Clearance Checklist Items ............................................................................................ 8

3.3 Update Student Records ........................................................................................................... 9

3.3.1 Drop Class Enrollment .......................................................................................................... 9

3.3.2 Term Withdraw .................................................................................................................. 10

3.3.3 Update Student Program/Plan – Insert Withdrawal Record .............................................. 10

3.4 Upload Student Data in New School ...................................................................................... 11

iNEIS - Manage Transfer Student

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Introduction

This document contains step-by-step instructions for students who are transferring to another school

within iNEIS™ or transferring to another class in the same school.

The activities needed to be done are as follows:

1. Transfer Student (Transfer to another SCHOOL)

a. Raise a Transfer Request Form

b. Update Clearance Checklist Items

c. Update Student Records

2. Transfer Student (Transfer to another CLASS)

a. Raise a Transfer Request Form

b. Update Student Records

3. Transfer Student (ONLY applicable for Sports School)

a. Raise a Transfer Request Form

b. Update Clearance Checklist Items

c. Update Student Records

d. Upload Student Data in the New School

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1. Transfer Student (Transfer to another SCHOOL) This function allows the user to transfer a student to another school within iNEIS™.

1.1 Raise a Transfer Request Form Roles Involved: School Student Registrar, Class Teacher and Head of School Student Registrar

1. Navigate to Records and Enrollment > Student Movement > Transfer Student > Transfer

Student Request

2. In Add a New Value tab, enter the Student ID

3. Click on Add button

4. Fill in all the required fields in the Transfer Request form:

• Reason for Transfer

• Date of Request

• Date of Transfer

• Requested School

5. Save and Submit the Transfer Request form

6. Head of School Student Registrar to approve the Transfer Request form

7. School Student Registrar to complete the Transfer Request form. Upon completing the

Transfer Request form, the Clearance Checklist Items are automatically assigned.

8.

1.2 Update Clearance Checklist Items Roles Involved: School Admin – Student Clearance and Class Teacher

The user can still proceed in their subsequent activities without completing the Clearance.

However, it’s still advisable to complete the Clearance before proceeding.

1. Navigate to Campus Community > Checklists > Person Checklists > Checklist Management

– Person

2. In Find an Existing Value tab, enter the Student ID

3. Click on the Search button

4. User will be directed to the Checklist Management – Person page

Note:

As for Pre-School students, user do not have to go through step 7 as there are no

Clearance Checklist Items for Pre-School career.

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5. Click on the Checklist Management 1 tab

6. Click on the Checklist Management 2 tab

7. User will see each of the Clearance Items listed in this page which the students is supposed

to complete.

8. Select one of the statuses from the dropdown list of the items the School Admin or

teachers/persons in-charge of and update the status of the item.

9.

10. Click on Save button once user has done updating the statuses of the Clearance Items.

1.3 Update Student Records

1.3.1 Drop Class Enrollment

Roles Involved: School Student Registrar

This step is only applicable to students who are required to be dropped from their Class

Enrollment in the term which they are transferring from.

1. Navigate to Records and Enrollment > Enroll Students > Enrollment Request

2. In Add a New Value tab, enter the Student ID, Academic Career and Term

3. Click on Add button

4. Select ‘Drop’ from Action field

5. Select ‘SDRP’ from Action Reason field

6. Select ‘Override Action Date’ checkbox

Note:

The Clearance Checklist created will display the Date/Time it was created as well as the

Checklist Code.

When the Clearance Checklist is created for Transferred and Withdrawn students, the

Comments field will contain the Request Nbr of the Completed Request form.

Note:

There are 4 statuses available:

1. Initiated: The default status of all items; No action has been taken to clear this item

since Clearance Checklist has been created.

2. Not Applicable: The item is irrelevant to the student.

3. Work in Progress: Action has been taken to clear the item but not yet completed.

4. Completed: Student has returned the item or has completed the task.

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7. Select the Action Date when the student drop from class.

8. Enter Class Nbr

9. Click ‘+’ to add more Class Nbr

10. Click on Save button

11. Click on Submit button

1.3.2 Update Student Program/Plan – Insert Transfer record

Roles Involved: School Student Registrar

1. Navigate to Records and Enrollment > Career and Program Information > Student

Program/Plan

2. In Find an Existing Value tab, enter the Student ID

3. Click Include History checkbox

4. Click on the Search button

5. Click ‘+’ to add the Transfer record

6. Enter Effective Date as date of transfer

7. Select ‘DATA’ from Program Action field

8. Select Transfer Reason from Action Reason field

9. Select or enter the New School from Campus field

10. Click on Save button

Note:

User should also drop the student from the CCA career and remove the student from the

Student Block.

Note:

User should also update the CCA record of the student.

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2. Transfer Student (Transfer to another CLASS) This function allows the user to transfer a student to another class in the same school.

2.1 Raise a Transfer Request Form Roles Involved: School Student Registrar, Class Teacher and Head of School Student Registrar

1. Navigate to Records and Enrollment > Student Movement > Transfer Student > Transfer

Student Request

2. In Add a New Value tab, enter the Student ID

3. Click on Add button

4. Fill in all the required fields in the Transfer Request form:

• Reason for Transfer

• Date of Request

• Date of Transfer

• Requested Section

5. Save and Submit the Transfer Request form

6. Head of School Student Registrar to approve the Transfer Request form

7. School Student Registrar to complete the Transfer Request form.

8.

2.2 Update Student Records

2.2.1 Drop Class Enrollment

Roles Involved: School Student Registrar

This step is only applicable to students who are required to be dropped from their Class

Enrollment in the term which they are transferring from.

1. Navigate to Records and Enrollment > Enroll Students > Enrollment Request

2. In Add a New Value tab, enter the Student ID, Academic Career and Term

3. Click on Add button

4. Select ‘Drop’ from Action field

Note:

As for Pre-School students, user do not have to go through step 7.

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5. Select ‘SDRP’ from Action Reason field

6. Select ‘Override Action Date’ checkbox

7. Select the Action Date when the student drop from class.

8. Enter Class Nbr

9. Click ‘+’ to add more Class Nbr

10. Click on Save button

11. Click on Submit button

Note:

User should also drop the student from the CCA career and remove the student from the

Student Block.

2.2.2 Update Student Program/Plan – Insert Transfer record

Roles Involved: School Student Registrar

1. Navigate to Records and Enrollment > Career and Program Information > Student

Program/Plan

2. In Find an Existing Value tab, enter the Student ID

3. Click Include History checkbox

4. Click on the Search button

5. Click ‘+’ to add the Transfer record

6. Enter Effective Date as date of transfer

7. Select ‘DATA’ from Program Action field

8. Select Transfer Reason from Action Reason field

9. Click Student Details tab, enter the new Class Section

10. Click on Save button

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2.2.3 Update Student Program/Plan – Insert Program Change record

Roles Involved: School Student Registrar

This step is only applicable for students who are transferring to another class and at the same

time changing the Academic Program.

Before proceeding to change the Academic Program, user must do steps in 2.2.2 followed by

steps in 2.2.3.

1. Navigate to Records and Enrollment > Career and Program Information > Student

Program/Plan

2. In Find an Existing Value tab, enter the Student ID

3. Click Include History checkbox

4. Click on the Search button

5. Click ‘+’ to add the Transfer record

6. Enter Effective Date as date of transfer

7. Select ‘PRGC’ from Program Action field

8. Select new Academic Program from *Academic Program field

9. Enter Admit Term when the student changed the Academic Program

10. Click Student Plan tab, enter the new Academic Plan

11. Click Student Details tab, enter the new Class Section

12. Click on Save button

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3. Transfer Student (ONLY applicable for Sports School)

This function allows the user to transfer a student from Sports School to a Secondary School and from

Secondary School to Sports School.

3.1 Raise a Transfer Request Form Roles Involved: School Student Registrar, Class Teacher and Head of School Student Registrar

1. Navigate to Records and Enrollment > Student Movement > Transfer Student > Transfer

Student Request

2. In Add a New Value tab, enter the Student ID

3. Click on Add button

4. Fill in all the required fields in the Transfer Request form

• Reason for Transfer

• Date of Request

• Date of Transfer

• Requested School

5. Save and Submit the Transfer Request form

6. Head of School Student Registrar to approve the Transfer Request form

7. School Student Registrar to complete the Transfer Request form. Upon completing the

Transfer Request form, the Clearance Checklist Items are automatically assigned

3.2 Update Clearance Checklist Items Roles Involved: School Admin – Student Clearance or Class Teacher

The user can still proceed in their subsequent activities without completing the Clearance. However,

it’s still advisable to complete the Clearance before proceeding.

1. Navigate to Campus Community > Checklists > Person Checklists > Checklist Management –

Person

2. In Find an Existing Value tab, enter the Student ID

3. Click on the Search button

4. User will be directed to the Checklist Management – Person page

5. Click on the Checklist Management 1 tab

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6. Click on the Checklist Management 2 tab

7. User will see each of the Clearance Items listed in this page which the students is supposed to

complete.

8. Select one of the statuses form the dropdown list of the items the School Admin or

teachers/persons in-charge of and update the status of the item.

9. Click on Save button once user has done updating the statuses of the Clearance Items.

3.3 Update Student Records

3.3.1 Drop Class Enrollment

Roles Involved: School Student Registrar

This step is only applicable to students who are required to be dropped from their Class

Enrollment in the term which they are transferring from.

1. Navigate to Records and Enrollment > Enroll Students > Enrollment Request

2. In Add a New Value tab, enter the Student ID, Academic Career and Term

3. Click on Add button

4. Select ‘Drop’ from Action field

5. Select ‘SDRP’ from Action Reason field

6. Select ‘Override Action Date’ checkbox

7. Select the Action Date when the student drop from class

8. Enter Class Nbr

Note:

There are 4 statuses available:

1. Initiated: The default status of all items; No action has been taken to clear this item since

Clearance Checklist has been created.

2. Not Applicable: The item is irrelevant to the student.

3. Work in Progress: Action has been taken to clear the item but not yet completed.

4. Completed: Student has returned the item or has completed the task.

Note:

The Clearance Checklist created will display the Date/Time it was created as well as the Checklist

Code.

When the Clearance Checklist is created for Transferred and Withdrawn students, the Comments

field will contain the Request Nbr of the Completed Request form.

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9. Click ‘+’ to add more Class Nbr

10. Click on Save button

11. Click on Submit button

Note:

User should also drop the student from the CCA career and remove the student from the

Student Block.

3.3.2 Term Withdraw

Roles Involved: School Student Registrar

1. Navigate to Records and Enrollment > Student Term Information > Term History

2. In Find an Existing Value tab, enter the Student ID

3. Click on the Search button

4. In Term Withdrawal tab, select ‘Withdrew’ from Withdrawal\Cancel field

5. Select Withdrawal\Cancel Reason

6. Enter Withdrawal\Cancel Date

7. Enter Last Date of Attendance

8. Click Post Term Withdrawal button

Note:

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 on updating the Student Program/Plan. Refer to Tuition Calculation for

Individual Student in Online Help.

3.3.3 Update Student Program/Plan – Insert Withdrawal Record

Roles Involved: School Student Registrar

1. Navigate to Records and Enrollment > Career and Program Information > Student

Program/Plan

2. In Find an Existing Value tab, enter the Student ID

3. Click Include History checkbox

4. Click on the Search button

5. Click ‘+’ to add the Withdrawal record

6. Enter Effective Date as date of withdrawal

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7. Select ‘WADM’ from Program Action field

8. Select Withdrawal Reason from Action Reason field

9. Click on Save button

Note:

User should also update the CCA record of the student.

3.4 Upload Student Data in New School Roles Involved: School Student Registrar

1. Fill in Student Data Template and save it as .csv file

2. Navigate to Student Admissions > Processing Applicants > New Students Upload

3. In Add a New Value tab, enter the Run Control ID

4. Click on Add button

5. Fill in the required fields in the Upload New Students page:

• Campus

• Academic Career

• Admit Term

6. Click Upload File button to upload the .csv file

7. Click on Save button

8. Click on Run button

9. Click the Process Monitor link