Arrival Leavers Upload User Guide New Zealand Only

Transcription

1 Arrival Leavers Upload User Guide New Zealand Only Created in version /18

2 Table of Contents Arrival Leavers Upload... 2 Prerequisites... 2 WSS Wrapper... 3 ENROL Settings... 3 PCSchool Version or greater... 5 Internet Connection... 5 Student Data... 5 Arrivals... 8 ENROL Arrivals/Leavers... 9 Leavers ENROL Arrivals/Leavers Edit the Details Print and Upload ENROL Report Upload Arrival Leavers Upload Scholastic Utilities Arrival Leavers Upload New Zealand schools only Arrivals and Leaves Upload gives you the option to upload Arrival and Leaver Student details to the ENROL server as they are processed within PCSchool. Students relevant enrolment details are uploaded to the ENROL server using the NSN numbers for identification. Prerequisites Prerequisites to using Arrival Leavers Upload are; WSS Wrapper; you must have installed the Web Service Security (WSS) Wrapper. ENROL Settings need to be Created. PCSchool Version or greater must be in use. You must have an Internet connection. Be registered to use the ENROL Arrivals/Leavers services. Created in version /18

3 WSS Wrapper 1. Download and the latest WSS Wrapper version from; 2. Log onto your Computer as an Administrator 3. Unzip the file and extract the folder Wrapper2.1PCSchool and the PDF instructions to a place on the PC where you will be able to find them, the desktop is ideal. Do not extract the individual files only the Wrapper folder and the PDF. 4. Read the PDF Tech Tip inside the zip file for full instructions; o Inside the Wrapper folder run the ASSWrapper_Windows_2_1.exe o Accept the default settings as specified by the installation program o Make sure that the Run Web Services Secure Wrapper box is ticked. o Navigate to the folder the WSSWrapper was installed in, this is usually C:\Program Files\WSSWrapper, double click the AdminScreen file. o If the following screen appears this installation is correct ENROL Settings Scholastic Utilities ENROL Settings Before Arrivals/Leavers can be processed the ENROL settings need to be setup on your PC. If you have previously connected to the Minstry servers, from this computer, such as for the ereturns or NSN Get/Check then you may not need to do this. Prior to using the Arrivals Leavers Upload, you will need to obtain your login details from PCSchool; This will be an ereturns.ini file, normally located in PCSchool\Data on the server. This file contains the Service Address as well as password information. Go to Utilities/Enrol Settings; if neither of these details appears upon opening ENROL Settings contact PCSchool. If the fields are grayed out, you are not logged onto PCSchool with the correct privileges. Make sure you log in as a user with permissions to Work Areas Maintenance. Constraints; When logged in as a normal user, none of these fields may be edited. When logged in as a System Administrator, all field except the dates may be changed, however only the WSS Server, Proxy and Options details should generally be changed. Created in version /18

4 1. School ID Entered in Utilities/ System File Maintenance. Cannot Edit here; This must be a valid school ID for any kind of submission to work. 2. Username Usually blank by default, enter a username; Any value is allowed When performing a NSN Get/Check the Username automatically defaults to the user currently logged in PC School. The password is normally provided by PC School as part of the ereturns.ini file.; 3. Password If this is blank then it's likely that this file doesn't exist or is in the wrong location. f the password is invalid then submissions will not be successful. The MoE service address is provided by PC School as part of the ereturns.ini file and will be automatically set; Should you need to change this value then it may be entered 4. ENROL Server here. Settings An incorrect address may prevent submissions from being completed. This value would normally not need to be changed unless under advice from PC School. 5. Type/ Version These should never be changed unless advised by PC School. WSS Server; Path is set to (localhost) by default. 6. If the WSS Wrapper was installed on another PC, then the Web Security machines IP address should be entered here. Server Port; By default is If this has been changed then enter the new port number here. 7. Proxy Settings If your school uses a Proxy server, then enter the Path, Port, Username and Password into these fields; If left blank then the process presumes that a proxy is not being used 8. Options Tick Process Arrivals and process leavers to use this function. 9. Save Settings Click to save any changes. 10. Validate Click to Validate the Connection; If the connection to the ENROL server was successful a Connection Validation Successful message will be shown. Created in version /18

5 PCSchool Version or greater Help About Check the Version you are on, you must be on version or greater to access all the following; Internet Connection You must be able to connect to the Internet to Upload the files. Student Data Scholastic Administration Student View The Data required for an Arrival Upload is; The Gender and Date of Birth Enrolment tab; Attendance and Eligibility details Scholastic tab; The Students NSN Created in version /18

6 Check the Gender, Birth Date, Attendance and Eligibility fields are completed. Information required for an Arrivals Upload is; 1. Select Students Gender. 2. Select or enter the Date of Birth. 3. Select or enter date of the first day of Attendance for the Students at this School. 4. Select or enter the Year Level the Student started in at this School. Eligibility Details If required; Doc Sighted; Select the Document used to identify the Student. If required; Doc #; Enter the documents registered code. 5. Required; Eligibility; Select the Eligibility of this Student, this may require a User defined field entered if the Student is flagged as Foreign Fee. If required; Select or enter an Eligibility Cut Off Date (Waiver date) if applicable. Created in version /18

7 Check the Students National Standard number is entered. 1. The Students NSN number must be entered. 2. The NSN Check can be used to verify details. Created in version /18

8 Arrivals Scholastic Administration Absence Roll Marking Arrivals; Roll Making must be used if using the Arrival feature Students are automatically flagged as having arrived at the school when they are first recorded in Roll Marking as being present or having a justified absence Once this happens Students are sent to the arrivals batch for processing in Arrival Leavers Upload. When entering the WSS settings, Process Arrivals must be ticked and the view refreshed to activate. Roll Marking will automatically create the Arrival file when the Roll is saved. If not using Roll marking for your Absences you can create a Tag Set in Arrival Leavers Upload. 1. All Students marked as Present will be included in the Arrivals batch. 2. Students with Unexplained absences will not be included. 3. Students with Explained absences will be included. Once the Students have been placed in the Arrivals batch an Icon will display on the Toolbar. This will display until all Arrivals and Leavers have been processed. Created in version /18

9 ENROL Arrivals/Leavers Scholastic Utilities Arrival Leavers Upload Scholastic Toolbar Icon (only when active) The Arrivals - Leavers Upload view is split into two main areas, one for Arrivals and the other for Leavers. Select the appropriate tab at the top of the view. All students flagged as having arrived will appear in the list. The status of each of these records is shown in the Status column. Those that contain all the required valid data are shown as To Be Uploaded and have the Upload value ticked. Records with missing information will have an appropriate status shown. Created in version /18

10 1. Students with a Tick can be Uploaded. Students who are not ready for Uploading must have their Status Corrected before they can be Uploaded; View Status Detail; Click to see more information on the Status error. View Student Info; Click to open Student View and make the necessary changes. Missing Tuition Fee; Enrolment/ Boarding/International, International Fee and Weeks 2. of Tuition need to be completed. Missing Verification Document; Enrolment, Doc Sighted and Doc# must be completed. Eligibility Status; Enrolment, Eligibility must be selected. Missing NSN; Scholastic, NSN must be entered. 3. When the changes have been completed click Refresh to view the new details. 4. Click Upload All to Tag the Upload Column or Upload Clear to remove all tags. 5. Click Print to Print the details. 6. Click process Upload to Proceed. ENROL Report. Created in version /18

11 Leavers Scholastic Administration Student View Enrolment Data required for a Leavers upload is; Gender Date of Birth NSN number Final Year Level Reason for Leaving Post School This process is for Students who are leaving mid term, not for the Students in their final year level leaving at the end of schooling. Students that are automatically departed as part of the Year End Routine will be added to the Leavers Batch and the process following is not applicable to them. Students that are automatically departing at the year end Students leaving the School must have a Date of Departure entered, once entered they will be available for Upload. 1. Select the Student who is leaving. 2. Enter a departure date and click Save. 3. Click Yes to depart the Student; this will take you to the Additional Leaver Information Window. Created in version /18

12 The Reason for Leaving and Post School details can be selected; these can be edited at a later stage if necessary. 1. Select POSTSCHOOL or REASON. The Reason for leaving school in Mandatory. 2. Click Code and select from the available list. 3. Click Save. 4. Click Exit to trigger the MoE Data Change Verification Window. Created in version /18

13 This will trigger the MoE Data Change Verification dialog. Generally a reason is required here for the change. 1. Enter a reason for the change. 2. Click Done. When this is complete, the ENROL Leavers Submission dialog will be displayed. This will summarise the Leavers information, and also give you the opportunity to insert further details. It will also display any problems with the data that has been collected. For example the image below shows a student with an invalid Reason: Created in version /18

14 These items must be corrected before this Student can be uploaded; 1. These errors can only be corrected through Student View. 2. Optional; Select Teaching and Learning Notes for Uploading. 3. Optional; select for Uploading. The Upload now button is only available if there are no errors, these Students will be immediately processed and if successful will not be added to the batch; It is optional to Upload these Students now, they can be added to a batch. 4. The only option if there are errors is to select Upload Later If Upload later is selected you will need to go to Arrival Leavers Upload batch to upload them. Once the Students have been placed in the Arrivals batch an Icon will display on the Toolbar. This will display until all Arrivals and Leavers have been processed. ENROL Arrivals/Leavers Scholastic Utilities Arrival Leavers Upload Scholastic Toolbar Icon (only when active) The Arrivals - Leavers Upload view is split into two main areas, one for Arrivals and the other for Leavers. Select the appropriate tab at the top of the view. Created in version /18

15 Edit the Details All students flagged as having departed will appear in the list. The status of each of these records is shown in the Status column. Those that contain all the required valid data are shown as To Be Uploaded and have the Upload value ticked. Records with missing information will have an appropriate status shown. 1. Students with a Tick can be Uploaded. Double click in a cell with data to open the Enrol Leavers Submission window to edit the values of; 2. Teachers and Learning Notes Intended Region Intended Destination Students who are not ready for Uploading must have their Status Corrected before they can be Uploaded; View Status Detail; Click to see more information on the Status error. View Student Info; Click to open Student View and make the necessary changes. Missing Tuition Fee; Enrolment/ Boarding/International, International Fee and Weeks 3. of Tuition need to be completed. Missing Verification Document; Enrolment, Doc Sighted and Doc# must be completed. Eligibility Status; Enrolment, Eligibility must be selected. Missing NSN; Scholastic, NSN must be entered. 4. When changes to the Status have been completed click Refresh to view the new details. Changes can also be made to Reason and Post School; Individual Students can be Tagged manually or Globally the Tag All and Untag All buttons can be used 5. Select either Reason or Past School Select a value and click Go. This process can be used for Leavers added by the Year End Process where the value may not have been automatically set. Students can be removed by; 6. Tagging those to be removed and clicking Remove Tagged Clicking into a cell of the line to be removed and clicking Remove Current Row. Created in version /18

16 Print and Upload 1. You have the option to place or remove a tick in the Upload column globally. 2. Click to Print the data in this batch. Process Upload is only active if you have Students available for Uploading; Only Students tagged to Upload will be processed. 3. You can remove the tags if you do not want to Upload all Students at this stage, this does not remove the Students from the batch. Click Process Upload. ENROL Report. Created in version /18

17 Upload As students are processed, the Status column is updated to reflect the nature of the response, Students that have been rejected must have the Status corrected. When Process Upload is clicked; A Connectivity test is run to the ENROL Server You will be asked to confirm you want to upload these Students Click No to abort the process and Yes to continue A Status panel will display the Students currently being processed To abort the process click Cancel confirming this is what you want to do Created in version /18

18 Once the process is complete or cancelled, you can drill down into these statuses by either doubleclicking the value, or clicking the View Status Detail button. Below is an example of a batch upload after it has been processed. Students that have been successfully uploaded will display Upload Successful and will appear as green in the Status column. These students will be removed from the Leavers batch and no further action is required. Students that could not be successfully uploaded appear as red in the status column. These records will not be removed from the batch, and must be corrected and re-uploaded; Details on the problem may be viewed by either double-clicking the value, or clicking the View Status Detail button. Students who have an error related to the NSN value will have the NSN value cleared from their student record. Use the NSN Get/Check functionality to confirm their correct NSN value. The results of the batch can be printed by clicking the Print button. This will display a report showing all the students in the batch, their upload status, and any related error messages. This is useful to have if there are several records that need corrections. Once you have corrected the problems, click the Refresh button to prepare for another upload. During this process any successfully uploaded students will be removed, and the remaining students reset. Created in version /18