online registration system (ors)
Contents
1. M SANDERS GREG 31 12 1881 M a 23 38 2 October 2010 Online Registration System User Manual Description This screen would allow the user to add remove several candidates to from a subject at one time Usage Fields This screen is divided into two distinct yet related parts which work coherently The upper portion of the screen displays a table for the Available Candidates Above the table there is a drop down list titled Subject which can be altered The candidates shown in this table have been registered but have not been assigned to the subject chosen from the drop down list for which they have been qualified to undertake It is displayed in tabular form with the following columns in the exact order Last Name First Name Date of Birth Gender New Resit Alt Repeat Transfer Year Comment Select Checkbox The lower portion of the screen shows a table for the Registered Candidates Just above this table there is also a Subject drop down list but it is made unavailable since it should display the same subject as the one chosen at the top of the page just above the available subjects table The candidates shown in this table are those who have been assigned to the chosen subject The table displayed shows the same columns as that of the Available Candidates table Comment text box is used to input any additional information on the student for official use Usage buttons The button in the Available Candidates sec2. Once you the SBA data is forwarded it would become available to the ministry for viewing Please exercise caution in using this feature The SBA data once forwarded cannot be edited Please ensure that the SBA scores for all the candidates have been entered before you use this feature CE ESIE SEM Description This functionality would allow a centre to forward the SBA data to the ministry Likewise it would allow the ministry to forward the SBA data to the council The screen for the centre would look different from that of the ministry This is because the centre would only be forwarding the SBA data for itself only while the ministry would be forwarding data for several centres The SBA data forward through this functionality would not be exported However it would just be flagged as forwarded to ministry or forwarded to CXC Once the data has been forwarded to ministry the ministry users would be able to view it Once the data has been forwarded to CXC the CXC users would be able to view it Once the data has been flagged as forwarded to ministry the centre would not be able to edit it anymore unless it is subsequently rejected by the ministry When the ministry rejects the SBA data the flag would be removed Usage for Center Users The user would click on the Forward SBA button He she would be prompted with a question You are about to forward the SBA data to the ministry Are you sure If he she answers Yes the syste
3. This report would list subjects registered for each candidate registered at the centre Territorial Subject Entries by Schools Usage For the Subject Entries Report the user would only be able to enter a specific centre code 35 38 2 October 2010 Online Registration System User Manual School Summary Detailed Report SSDC Description This report would display a summary of CXC entries for each centre School Summary Detailed Report xls Usage For the Subject Entries Report the user would only be able to enter a specific centre code 36 38 2 October 2010 Online Registration System User Manual SETUP MENU Local Fees Maintenance LFM Choose Centre Springer Memorial Local Fees Maintenance Categories Local Fees Fees Type Entry 100 00 Per Candidate Subject 30 00 Per Subject e Late 0 00 x Options 0 00 ze Personal Amendment 0 00 v Subject Amendment 0 00 ze Late SBA 0 00 v Local Admin 0 00 ze Orals 50 00 Per Subject SBA 75 00 Per Subject e Practicals 40 00 Per Subject O OS Description This screen would allow the user to enter and edit the Fees for each category at each center Usage Fields This screen is used to show the amounts assigned to each category as per unit Each text box under the local fees column can be changed to the total amount in the local territory currency The Fees Type column is used to select between the two 2 choices Per Candidate or Per Subj
4. projection should be entered Usage buttons The button is used to save the inputted projection information for each individual subject for which the projection amp Entries amount was entered The button is used to exit this page without saving any information Validation Rules When the user clicks on the a button the following validations are performed The information entered into the Entries field must be numerical 28 38 2 October 2010 Online Registration System User Manual Import Personal Data Please select the name and path of the Personal Data file to be imported Note that this must be a csv file for the import process to be successful Browse Import Candidate Personal Information Last Name First Name Middle Name Date Of Birth Gender Class SELECT BROWVN WARRICK HANSEN 18 07 1990 M Fi SIDLE SARA MICHELLE 14 09 1992 F CURTIS SOPHIA LAUREN 17 05 1993 F F HODGES DAVID KENDRE 27 03 1991 M Description This screen is used import the Personal Data into the ORS database from the Centre s workstation Usage Fields The file to be uploaded needs to be of a csv Comma Separated Values extension On using the Browse button the specific file needs to be selected as per location for the uploading process When the file has been completely uploaded it will show on screen a list of the names of the students which can be selected upon to be posted To select the students in the list to be
5. table shown at the top of the window shows a table titled Candidate The columns shown include Centre No Sequence No Candidate Name Date of Birth Gender Subjects Orals SBA and Practicals This information shown in this table cannot be edited The Subjects will show the number of subjects that the candidate has registered for The Orals will show the number of registered subjects that have orals The SBA will show the number of registered subjects that have SBA component The Practicals will show the number of registered subjects that have practical component The two 2 columns of information that is shown are for the expected fees for the candidate which cannot be edited and the Fees paid by the candidate which can be manually adjusted The fees paid by the candidate can be changed for each individual option in the list of things that the candidate owes At the bottom of the list where it reads Totals shows how much the candidate owes overall and what the candidate is paying in this login session The double arrow buttons in the middle found between the both columns is to transfer the full amount figure from the expected fees column to the Fees Paid column This is only to be used if the amount being paid for each owing section is equal to the amount paid for that section If the amount being paid is less that the amount owed the figure should be entered manually These Fees Paid fields for each line do not accept fi
6. the registration date and the date of birth is 70 years or more e g date of birth entered is 08 06 1939 or prior to that Although this creates an alert the user is still able to proceed e The difference between the registration date and the date of birth result in negative years e g date of birth is 08 06 2010 or greater 8 When the user clicks on the Button the Last Name and Date of Birth must be entered 10 38 2 October 2010 Online Registration System User Manual Edit Candidate EC PERIOD CENTRE CODE SEQUENCE NO CANDIDATE NEW N A N A c FIRST NAME MIDDLE NAME LAST NAME JOHN BROWNE DATE OF BIRTH AGE GENDER 12 06 1994 13 Male xw idd mm yyyy PREVIOUS PERIOD PREVIOUS CANDIDATE FORM CLASS hd COMMENT 1 COMMENT 2 COMMENT 3 CELL PHONE NUMBER E MAIL Area Code Copyright Every application to register for the examination will be deemed to constitute an assignment by the candidates to the Council of the future copyright of all their examination work practical or written Description This screen would allow the user to edit an existing candidate s information in the system This screen is generated when candidate is found via the Querying for Candidate screen Usage Fields The Period Centre code Sequence No and Candidate fields are locked by the system and do not require any kind of data entry The other fields are pre filled as in accordance to the log in details The Sequence No amp Candidate
7. to the Ministry Once the process is completed the ministry is able to view the information sent by this centre The information sent can also be recalled for the purpose of editing by the centre and can also be re forwarded at a later date Usage Buttons Forward Reaistration File The Forward Registration File Button is used to send the information from the centre and make it available for the corresponding Ministry Recall File l l l l The Button is used to recall the information file sent to the ministry so that it could be edited and re sent at a later time when completed The WS is used to exit this page without saving any information Validations Submissions and recalls must be made before the registration cut off date After this cut off date Recall File l l the button will be disabled 31 38 2 October 2010 Online Registration System User Manual Forward Registration Files Ministry Use the check boxes below to select the centres whose registration files should be rejected or forwarded to the Caribbean Examinations Council Once you click on the Forward Registration File button the data for that centre would become available to the School Name Status Select All Approved 010020 AGENCY BY WOMEN A 010002 ALL SAINTS VILLAGE Forwarded 010018 CHRISTIAN FAITH 5 E ACADEMY 010008 EVENING INSTITUTE Recalled d Forward Registration Files Reject Registration Files Recall F
8. 30044 2007 CAPE 0300440075 BROWNE JOHN 12 06 1994 M SELECT REJECT The user may select any of the registration data by first clicking on the radio button option beside the record and then clicking on the d Button This action would cause the modal box to close and the focus would return to the New Candidate screen The check box New would be un checked and the Previous Period and Previous Candidate amp fields be populated with the period and candidate from the selected registration data If the user selects the Button the modal box would be closed and the candidate would be treated as NEW 8 38 2 October 2010 Online Registration System User Manual The di Button saves the data entered into the system and must display a confirmation message Candidate data has been saved The Subjecis button would be enabled after the candidate data has been saved The Button would save the data which was entered then clear the form allowing the user to add a new candidate into the system The aa Button would display the Candidate Subjecis CS which is elaborated in the next section of this description document When the user returns from the Candidate Subjects screen the Fees and Add buttons would be enabled The Button would display the Candidate Fees CF which is elaborated later in this description document e EN TUE would remove a candidate from the system Close i e Button would exit this page Validatio
9. 34 007 WILLOWS CATHERINE J 14 02 1992 F Select Description This screen would allow the user to search for the candidates The user would enter this screen via the Querying for Candidates menu options Usage Fields This screen is used to perform a validated search for candidates based on specific input values The table shown at the top of the window shows a table whose columns shown include Period Centre No Form Class Sequence No New All the information shown in this table can be input EXCEPT Period and Centre Code The Previous field captures the candidate number if the candidate had one from an earlier sitting of the same subject This data has to exist within the EPS system 21 38 2 October 2010 Online Registration System User Manual The Previous Period refers to the period for which the previous candidate is relevant to The drop down list would contain previous periods for CAPE and CSEC By default the option Select Period would be selected As a result for CAPE it would have previous years and for CSEC it would have up to the previous year For example if the current registration period is 2009 CAPE the drop down list would have periods greater than or equal to 2004 If the current registration period is 2009 JUNE CSEC the drop down list would have 1 period 2008 JUNE CSEC The First Name Last Name Date of Birth and Gender should be entered to make the search results more precise The results wind
10. E EE 34 2 38 2 October 2010 Online Registration System User Manual Candidate Subjects Report ICH 34 Local Fees Summary Report LFSR irama rre oc pepe neo eee 34 Territorial SBA Subject Entries Report TIGER 34 Territorial Subject Entries By School Report TSES era 35 School Summary Detailed Report SSD hurricane 36 SUP VIB 5 UO RS 37 Local Fees Mamtenance LF diia Roh diete toa Eve oe ax Oo oe cl ced Un sai tud olco icol nad al 37 3 38 2 October 2010 Online Registration System User Manual Introduction DOCUMENT OVERVIEW The User Manual document includes detailed functional requirements for the system on what are the behaviors as well as non functional requirements such as GUI quality amp performance usability and system behavior requirements that directly or indirectly impact the system oystem Requirements Environment The Online Registration System ORS is being developed to operate within the following environment Operating system Windows 2003 Server and above SQL Server 2005 Internet Explorer 6 and above Mozilla Firefox Google Chrome Don Support Minimum number of 1 000 users with an average page load time of 10 seconds 4 38 2 October 2010 Online Registration System User Manual Application Functional Requirements MENU User Menu Description The other users would get menu options depending on the group they belong too The table bel
11. G TECH WOODS TECHNICAL Select Teacher O OO OF Oly ee st CIO E CHEMISTRY GENERAL Select Teacher 0 00 0 D fy ae DNO Fl ECONOMICS GENERAL Select Teacher O OO C O H EE 1 S ELECTRONIC DOCUMENT PREPARATION AND MANAGEMENT GENERAL Select Teacher OO O O b Dee DIONNN S ENGLISH B GENERAL Hoo 0 0 H De e e S Description This screen would allow the user to Add their Subjects It is generated from the Candidate Subjects CS screen via the BE button This screen is used before the Registration deadline date 15 38 2 October 2010 Online Registration System User Manual Add Edit Candidate Subjects Candidate Centre Sequence No Candidate Name Date of Birth Gender 030034 Monk Adrian 09 12 1991 M Subject Visual Arts G v Resit Alternative Repeat JSelftutored Transfer Teacher Year Ann v 2008 v Comment 4 Comment 5 Options Decorative Craft v Surface Decoration Theory v save cce Candidate s Subjects Subject Options Biology English A G Visual Arts Decorative Craft Visual Arts Surface Decoration Visual Arts Theory Description This screen would allow the user to Add and or Edit their Subjects It is generated from the Candidate Subjects CS screen via the ELETEM button or the EA button This screen is also used to add candidate subjects after the Registration deadline date Usage Fields This screen is used to add or edit th
12. ONLINE REGISTRATION SYSTEM ORS USER MANUAL Online Registration System User Manual TABLE OF CONTENTS Contents FLS QUERO m 4 DocumenrO VON TT E ea AN EE E E enpohales natn lv mentiwenane 4 System Heouremente renn 4 moie ea 4 Application Functional Requirements erre erre aeee nennen nnn nnne nnn nnne rn 5 VS CIE 5 Bid C 5 size dense e 7 Add New Candidate TANC wc 7 Edit Candidate EC M EE 11 Candidate SUDIECIS TOS eee eee eee E etit ee eee eee eee eee dedo 13 Add Candidate SUDJEC S ez eter ott Uere osa ine Rar tad tak ksn exu uses Essi x t ebolu mph Fase ioc ie necat lend innra 15 15 Add edt Candidate SODE us used pane ene E ee ene ident ers ctu ca 16 Candidate Fees CEA 19 Queryiig For Candidates TOFO sorserion emt ditat AS 21 Beef Ge BEN E 23 GENERATE SEQUENCE NUMBERS GSN eege 26 PROJECTIONS IPR O esp EE REE EE UMEN MM NNEESUN RUN UE 27 Import Personal Data ME 29 Forward Registration Files Centre ereta aerar nnn 31 Forward Registration Files Mmtstm erre eee rear er area aeee ere nana 32 Fora SB IPOD tasas ee 33 REPOR qp ee E E E E E E E
13. any non definitive use The Phone Number and Email fields are optional and are used to capture the candidate s phone number and email address for contact gathering in the event of issuing possible correspondence Usage buttons The em Button saves the data entered into the system and must display a confirmation message Candidate data has been saved The Subjects button would be enabled after the candidate data has been saved The e Button would display the Candidate Subjects CS which is elaborated in the next section of this description document When the user returns from the Candidate Subjects screen the Fees and Add buttons would be enabled The Button would display the Candidate Fees CF which is elaborated later in this description document The WS ven would remove a candidate from the system Close i The Button would exit this page Validation Rules After the Amendment cut off date this screen is not available The updates have to be done via the amendment screens 12 38 2 October 2010 Online Registration System User Manual Candidate Subjects CS Candidate Centre Sequence No candidate Mame Date of Birth Gender 030034 Monk Adrian 09 12 1991 M Candidate s Subjects E Subject ResitAlternative Repeated gt ransferTeacherOptions Year Tutored i Biology o oO o O Mary 2008 Edit Delete Eisa D O O D O bom a Decorative Craft i a
14. are not assigned until the Generate Sequence Number ONLY letters must be entered into the First Middle and Last Name fields It must not accept any other characters in these fields EXCEPT space apostrophe s and dashes which are part of some names The Date of Birth field should be entered in the following order Day Month Year ONLY i e 2 digits for the Day DD 2 digits for the Month MM and 4 digits for the Year YYY Y The Age field is automatically shown via calculations due to the input of the Date of Birth Gender is not optional and should be chosen from the two options The option Select One would be selected by default so that it would force the user to select one or the other 11 38 2 October 2010 Online Registration System User Manual The Previous Period refers to the period for which the previous candidate is relevant to The drop down list would contain all of the previous periods available for CAPE and for CSEC greater than or equal to 2004 By default the option Select Period would be selected The Form field is ONLY available for CCSLC registration and it is used to record the form level of the registering candidate The class field is available for Schools Centres ONLY that is centres that are not private It is used to record the class number of the candidate if the sequence number needs to be controlled by the class grouping Comments 1 2 and 3 are OPTIONAL and can be used by the user for
15. at least First Name or Last Name When either the Delete or buttons are clicked at least one record must be selected 25 38 2 October 2010 Online Registration System User Manual GENERATE SEQUENCE NUMBERS GSN Period Centre Code Sequencing Grouping Gender O Re sequence 9 By Gender Male 9 Append By Class Female Class Gender All EDS EU Description This screen would allow the user to generate the sequence numbers for the candidates Usage Fields The first two fields shown at the top show the Period and the Centre Code which has been set upon login detail These fields are unavailable for editing There are three 3 separate groups of information of which a selection from each group of radio buttons must be made to narrow the results returned The three groups include Sequencing Grouping and Gender Sequencing Rules He sequence can only be done before the registration is forwarded to the Ministry Append must be done once previous registration information has been sent to the Ministry The re sequencing button should be disabled at this point Usage buttons The E ton is used to initialize the search process to generate the sequence numbers for that particular period and Centre Code as per specifications selected via the radio buttons The LIA button is used to exit this page without saving any information 26 38 2 October 2010 Online Registration System U
16. e candidate s subjects The tables Candidate and Candidate s Subjects shown at the top of the window show the Candidate s personal details as well as the subjects they are already registered for The columns shown include Centre No Sequence No Candidate Name Date of Birth Gender Subjects and Options The information shown in these tables cannot be edited 16 38 2 October 2010 Online Registration System User Manual The Subject drop down list field shows the available subjects for that session Immediately below this field are five 5 checkboxes which are entirely optional but should be chosen if it pertains to the candidate s situation f a person selects one of these options a message should display explaining what the option is to be used for The four options are as follows e Resit this checkbox is used to indicate those candidates who choose to reuse their previously gained SBA IA Marks This would be disabled for a NEW candidate When resit is clicked the alternate transfer option should automatically be deselected e Alternative this checkbox is used to indicate those candidates who are registered at Private centers and have chosen to take the alternative paper to SBA This option would be available that is enabled only for the private centres e Repeat this checkbox is used to indicate those candidates who have completed the subjects at the same proficiency at an earlier sitting This option would be available only f
17. e same session Candidates cannot select the same option twice in the same session If either of the resit transfer or alternative options are chosen a year should be selected 0 Candidates are permitted to have both Alternative and Transfer options at the same time It also has to be a subject which permits alternate transfer oS 18 38 2 October 2010 Online Registration System User Manual Candidate Fees CF Candidate Centre Sequence No Candidate Name Date of Birth Gender 030034 Monk Adrian 9 12 1991 M jue Frio PSD Practical 3 Fees Expected Fees Fees Paid Entry 100 00 gt gt 0 00 Subject 30 00 gt gt Late 0 00 gt gt 0 00 Options 0 00 Personal Amendment 0 00 gt gt 0 00 Subject Amendment 0 00 gt gt Late SBA 0 00 ooo Local Admin 0 00 gt gt Orals 0 00 ZH om v SBA 0 00 gt gt Practicals 0 00 gt gt 0 00 Totals 130 00 gt gt gt 0 00 Total Fees Outstanding 130 00 Comment 6 Comment 7 Es Close 19 38 2 October 2010 Online Registration System User Manual Description This screen would allow the user to maintain the candidates fee payment It is generated from Fee the Candidate Details screen via the button After the amendment cut off date and files are forwarded by the centre the amendment fees are calculated for each candidate Usage Fields This screen is used to track payment of fees by the candidate The
18. ect to which the fee is related 37 38 2 October 2010 Online Registration System User Manual Usage buttons Save l e The button is used save the information filled in on that page for the Category rates per information and it displays a confirmation message if all the information captured is of the correct format The Button should exit this page without saving any information Validation Rules All the inputs should be positive numbers The amounts would be rounded to the nearest cent A fee type should be selected to indicate whether the fee is for a candidate or subject change 38 38 2 October 2010
19. fers to the period for which the previous candidate is relevant to The drop down list would contain all of the previous periods available for CAPE and for CSEC greater than or equal to 2004 By default the option Select Period would be selected The Form field is ONLY available for CCSLC registration and it is used to record the form level of the registering candidate The class field is available for Schools Centres ONLY that is centres that are not private It is used to record the class number of the candidate if the sequence number needs to be controlled by the class grouping Comments 1 2 and 3 are OPTIONAL and can be used by the user for any non definitive use The Phone Number and Email fields are optional and are used to capture the candidate s phone number and email address for contact gathering in the event of issuing possible correspondence Usage buttons The Button would permit the user to search by First Name Middle Name Last Name Gender and Date of Birth If the candidate information is found the user would be shown a modal box as below The following matching candidates were found in the database Please select the record that belongs to the candidate being registered If none of the registration records belong to the candidate select None of the above School Period Candidate S LastName FirstName Middle Name Date Of Birth Gender Select 030014 2007 CAPE 0300140142 BROWNE JOHN 12 06 1994 M SELECT 0
20. gures that are higher than the amount owed in that same line For e g if 20 00 is owed for Orals you are unable to input 25 00 in the Orals Paid text field The total field outstanding text box is not editable and shows a total of the amount of fees owed by the candidate Comment 6 amp 7 are optional fields used to store any data required by the school centre or by the ministry Usage buttons Save The button is used save the information chosen on that page and it displays a confirmation message Candidate s fees information has been saved if all the information 20 38 2 October 2010 Online Registration System User Manual captured is of the correct format and all necessary fields are filled After this it would return to the Candidate Details screen The e Button should exit this page to the Candidate Details screen without saving any information Querying For Candidates OFC Period Centre Code Form Class Sequence No New Previous Previous Period 4 First Name Last Name DATE OF BIRTH GENDER mu d UM EEE dd mm yyyy School Form Class Seq No Last Name First Name Middle Name Date Of Birth Gender Select 030034 001 ADAMS RILEY T 09 06 1992 F Select 030034 002 APPLEWHITE LAURA C 22 03 1992 F Select 030034 003 BRASS JIM C 29 05 1992 M Select 030034 004 GRISOM GIL G 17 11 1990 M Select 030034 005 SANDERS GREG J 31 12 1991 M Select 030034 006 STOKES NICK A 19 01 1992 M 0300
21. iles Cancel Description This screen would allow the user to Forward Registration Files from the Ministry to CXC Once the Forwarding Process is completed CXC is able to view the information sent by the Ministry If the information file is incomplete or has errors which have been detected by the Ministry it can be rejected i e sent back to the corresponding centre The information sent can also be recalled by the ministry and sent back to the centre for editing and can also be re forwarded at a later date Usage Buttons Forward Registration Files l l l o The Button is used to send the information from the Ministry and make it available for the CXC to view Reject Registration Files l l l l l The Button is used to Reject the information files from the centre and send it back to the corresponding Centre Recall Files The Button is used to recall the information file sent to the CXC so that it could be sent back to the Centre to be edited and re sent at a later time when completed The Cancel is used to exit this page without saving any information 32 38 2 October 2010 Online Registration System User Manual Validations Submissions and recalls must be made before the registration cut off date After this cut off date Ss sis the lt button will be disabled Forward SBA FSBA Use this option to forward the SBA files to your Ministry of Education You would not need to export the SBA file
22. istration data has been entered the system should search for it in the EPS database The entered candidate details first name middle name last name date of birth gender should match the candidate details in the EPS database If the candidate details do not match either the previous registration data has been entered wrong or the candidate is trying to use a different name The user would be shown a modal box similar to step 4 However it would show registration data matching the candidate details as well as the previous registration information The user may select any of the registration data or select None of the above If the user selects registration data the entered candidate details first name middle name last name date of birth gender would be over written by the selected registration data and the previous period amp candidate would be set accordingly If the user selects None of the above the previous registration data would be cleared and the check box for NEW would be checked 7 There is no min max age requirements for exam registration All date of births entered should be validated and an alert message displayed in the following cases Assume a registration date of 08 06 2009 e he difference between the registration date and the date of birth is 12 years or less e g date of birth entered is 08 06 1997 or prior to that Although this creates an alert the user is still able to proceed e he difference between
23. ll the information captured is of the correct format After that it would return to the Candidate Subjects screen The aa oo button is used to first save the data then clear the subject s portion so that a user could add additional subjects without leaving this screen 17 38 2 October 2010 Online Registration System User Manual Close The Button should exit this page to the Candidate Subjects screen without saving any information Validation Rules When the user clicks on the button the following validations are performed 1 The Subject field must be selected 2 The Options field if applicable must be selected 3 For CSEC Candidate If the Resit has been checked the candidate should have obtained at least 50 of the total moderated SBA marks for the selected subject in the previous year s May June session 4 For CAPE Candidate if the Resit has been checked the candidate should have sat the SBA IA for the selected unit in either of the past two years May June sessions 5 For CAPE students if the Transfer button has been selected the candidate can use their IA score from the corresponding unit i e if they have chosen unit 1 they can use the score from unit 2 and vice versa for the same subject for the current year dual and up to 2 years for specific subjects The alternate option can only be selected for those subjects which have alternative Candidates cannot register for a single subject twice during th
24. m will start processing the request The user can also click on the Recall File button to have the file retrieved and sent back to them from the Ministry 33 38 2 October 2010 Online Registration System User Manual REPORTS The existing Report Selection screen would be used to generate reports for the system All the reports would have 2 types of file format available Excel spreadsheet and PDF file Candidate Subjects Report CSR Description This report would list subjects registered for each candidate at the centre Candidate Subjects Report Usage For the Candidate Subjects Report the user would be able to enter a specific centre code and or a specific sequence number for the candidate Local Fees Summary Report LFSR Description This report would list within the territory summary of total fees expected and received for each school amp candidate a Local Fees Receieved Summary R Usage For the Local Fees Summary Report the user would only be able to enter a specific centre code Territorial SBA Subject Entries Report TSER Description This territory level report would list total candidates registered for each subject 34 38 2 October 2010 Online Registration System User Manual Territorial SBA Subject Entries Repor Usage For the SBA Subject Entries Report the user would only be able to enter a specific centre code Territorial Subject Entries By School Report TSES Description
25. n Rules When the user clicks on the fonon the following validations are performed 1 The Last Name of the Candidate must be entered since this field is NOT optional 2 The Date of birth must be entered 3 The Gender must be entered 4 If the candidate is new the candidate details last name first name middle name date of birth gender should not exist in the EPS database If the candidate information is found the user would be shown a modal box as below The following matching candidates were found in the database Please select the record that belongs to the candidate being registered If none of the registration records belong to the candidate select None of the above School Period Candidate LastName FirstName Middle Name Date Of Birth Gender Select 030014 2007 CAPE 0300140142 BROWNE JOHN 12 06 1994 M SELECT 030044 2007 CAPE 0300440075 BROWNE JOHN 12 06 1994 M SELECT REJECT The user may select any of the registration data or select the Reject button If the user selects registration data the check box New would be un checked and the Previous Period and Previous Candidate fields be populated with the period and candidate from the selected registration data If user selects None of the above the candidate would be treated as NEW 9 38 2 October 2010 Online Registration System User Manual 5 If the previous registration data has been entered the candidate should be valid 6 If the previous reg
26. oa HE CSS 6 Di E O O Na Ls is Edit Delete Theory Associate Degree None x l authorise Caribbean Examination Council to divulge my examination results to any educational institution that may be interested Description This screen would allow the user to select subjects for the candidate It is generated from the Add New Candidate ANC screen via the subjects button Usage Fields This screen shows the candidate subjects which can be selected The table shown at the top of the window shows a table titled Candidate The columns shown include Centre No Sequence No Candidate Name Date of Birth and Gender This information is shown in this table ONLY cannot be edited Below the Candidate table a table called Candidate s Subjects is shown The information in this table cannot be edited unless the HEN NN button is clicked and the user would then be redirected to the Add Edit Candidate Subjects screen In this table the columns that are shown are Subject Resit Alternative Repeated Self tutored Transfer Teacher Options and Year The year column shows the year from which resit alternate or transfer marks would be carried forward 13 38 2 October 2010 Online Registration System User Manual The Associate degree drop down list is populated with none and a list of associate degrees which are valid for the subjects which the candidate has registered for A historical lookup is required he
27. or those exam periods which permit repeats January session e Self Tutored this checkbox is used to indicate those candidates who DID NOT receive official school institutional training for any subject and is necessary for CXC s future analysis e Transfer this checkbox is used to indicate that the candidate has chosen to transfer the IA marks from another unit over a two year period This option would be available only for the CAPE registration Furthermore this option would be available only for the subjects that have more than 1 unit and transfer is allowed between the units The teacher field shows the teachers that are available for the particular subject chosen in that particular school It would be an optional field The year field is initially disabled and will only be enabled if the Repeat Alternate or Transfer options are selected Comment 4 amp 5 are optional fields used to store any data required by the school centre or by the ministry If the selected subject allows options the option drop down lists would be displayed The number of drop down lists would depend on the number of options allowed for the subject For example Visual Arts allows up to 3 options Hence for Visual Arts there would be 3 drop down lists for options Usage buttons The button is used save the information chosen on that page for the subject chosen and it displays a confirmation message Candidate s subject data has been saved if a
28. ow shown returns a table with the following information School Form Class Seq No Last Name First Name Middle Name Date of Birth and Gender This information is sorted by the school by sequence number by the Last Name and First name Usage buttons The button is used to initiate the search process for the end result of the information being returned in the results table The button is used to select the specific candidate from the line from which it is shown It would take the user to the Edit Candidate Details screen The Se button is used to exit this page without saving any information Validation Rules When the user clicks on the button the following validation is performed The user needs to enter at least one of the fields to be the search criteria 22 38 2 October 2010 Online Registration System User Manual Batch Entry BEN First Name Last Name 0 1 LL EEE Subject Available Candidates Last Name First Name Date Of Birth Gender New Resit Alt Repeat Transfer Year Comment Select ADAMS RILEY 09 08 1992 F wl ld By pe Ver BRASS JIM 29 05 1992 M SANDERS GREG 31 12 1981 M wi JE WILLOWS CATHERINE 14 02 1992 F Subjects With Options Are Currently Not Available On Batch Entry Mode Subject BIOLOGY G Registered Candidates Last Name First Name Date Of Birth Gender New Resit Alt Repeat Transfer Year Comment C Select 7 H o BRASS JIM 29 05 1992
29. ow shows the menu options amp sub options that users belonging to various groups would see o Add New Candidate Edit Candidate View Candidate View Candidate List Additions DONA x lt D D o o D o BE D o Batch Entry Amend Personal Details Amend Candidate Subjects Numbers Projections Import Registration Data Export Registration Data Export Amendment Data Import SBA Data Forward SBA x D o x D o x D o x D o x D o D o 5 38 2 October 2010 Online Registration System User Manual c A La be ES pepe pepe 6 38 2 October 2010 Online Registration System User Manual REGISTRATION MENU Add New Candidate ANC PERIOD CENTRE CODE SEQUENCE NO CANDIDATE NEW N A N A m FIRST NAME MIDDLE NAME LAST NAME JOHN AROWNE DATE OF BIRTH AGE GENDER 12 06 1994 13 Male w PREVIOUS PERIOD PREVIOUS CANDIDATE FORM CLASS b s COMMENT 1 COMMENT 2 COMMENT 3 CELL PHONE NUMBER E MAI E Ma ME EE Copyright Every application to register for the examination will be deemed to constitute an assignment by the candidates to the Council of the future copyright of all their examination work practical or written Description This screen would allow the user to add a new candidate to the system Usage Fields The Period Centre code Sequence No and Candidate fields are locked by the system and do not require any kind of data entry The other fields a
30. posted the checkbox in the last column should be selected If the user requires all of the students in the list to be posted the select all button on the top of the last column should be selected When this action of selection is completed click on the Post Data Button to complete process File must be of the following Format FIRSTNAME MIDDLENAME LASTNAME DATEOFBIRTH GENDER CLASS FORM COMMENT 1 COMMENT2 COMMENTS AREACODE PHONENUMBER EMAIL NATIONALID Valid format for DATEOFBIRTH is DD MM YY YY e g 10 08 1979 10 August 1979 29 38 2 October 2010 Online Registration System User Manual Usage buttons Import Candidate Personal Information The button is used to upload the selected file to the system and show a list of the students to be selected on Post Dat The EZE is used to complete the transfer process of the information on the csv file which is selected on Cancel E The button is used to exit this page without saving any information 30 38 2 October 2010 Online Registration System User Manual Forward Registration Files Centre FORWARD REGISTRATION FILES Use this option to forward the Registration files to your Ministry of Education Once the registration data is forwarded it would become available to the ministry for viewing Forward Registration File Recall File Cancel Description This screen would allow the user to Forward Registration Files from the Centre
31. re in order to ensure that the subjects considered deem the candidate eligible for the selected associate degree Usage buttons For the subjects that are in the list already at the right had side there are 2 buttons which are shown side by side They include a dem Button and a Button The MME ton is used to display the Add Edit Candidate Subjects which is elaborated in the next section of this description document The button is used to delete the subject from the list of candidate s subjecis The bution is used to display the Add Edit Candidate Subjects which is elaborated in the next section of this description document Save The button is used to save the associate degree which the user has selected from the list of associate degrees The Button should exit this page and return to the Candidate Details screen If none had been selected as the associate degree a message box will be displayed reminding the user to choose a suitable associate degree If the user chooses Yes they will be returned to the Candidate Subjects screen to choose the associate degree If they choose No they will be permitted to leave the screen without making any changes 14 38 2 October 2010 Online Registration System User Manual Add Candidate Subjects AGRICULTURAL SCIENCE DA GENERAL Select Teacher O OO O OF H eG sec tex IO BIOLOGY GENERAL Select Teacher O0 DO 0 D H a sect IO SS BUILDIN
32. re pre filled as in accordance to the log in details The Sequence No amp Candidate are not assigned until the Generate Sequence Number The New check box is automatically checked on entry assuming that the candidate information which is about to be entered is for a new candidate who is taking a particular examination for the first time This checkbox can be disabled When this is disabled the Previous Period and Previous Candidate fields would be disabled and the button to the right of the screen appears This is providing that the student information to be entered is not a new student and can be found in the CXC database The Candidate s Last Name MUST be entered whereas the First Name and Middle Name fields are optional ONLY letters must be entered into these fields It must not accept any other characters in these fields EXCEPT space apostrophe s and dashes which are part of some names 7 38 2 October 2010 Online Registration System User Manual The Date of Birth field should be entered in the following order Day Month Year ONLY i e 2 digits for the Day DD 2 digits for the Month MM and 4 digits for the Year YYYY The Age field is automatically shown via calculations due to the input of the Date of Birth Gender is not optional and should be chosen from the two options The option Select One would be selected by default so that it would force the user to select one or the other The Previous Period re
33. ser Manual PROJECTIONS PRO Centre Type Al ov Subject Entries Biology G Caribbean History G English A G English B G Geography G Principles of Accounts G Save Cancel Description This screen would allow the user to set the number of candidates expected to be registered for the examination period in the following year Usage Fields This screen is used to record an estimated amount of candidates to register for a particular subject in a specified period The first field found on the top of the page shows the Centre field which is set automatically due to the login information This field CANNOT be edited The adjoining field is for the type of information to be retrieved This can be one of three possible alternatives as follows 27 38 2 October 2010 Online Registration System User Manual e ALL this returns all the subjects for which the candidates are entered at that Centre e ENTERED this returns those subjects for which projections have already been entered e NONE this returns those subjects for which projections have NOT been entered Below these fields a table is generated to show the results of the input It shows in tabular form a column for the Subject and another for the Entries For each line which shows the name of the subject under the Subject Heading there is a field under the heading of Entries which is editable The figure for the
34. tion is used to filter the list of available candidate names Under the two 2 tables there are two buttons which are shown These buttons work in conjunction with the Select checkboxes found on each line showing the candidate s information Under the Available Candidates table the buttons shown are the Add and Cancel buttons In order to add an available candidate to a Subject candidate list check the Select checkbox Add and then click the button If the Select checkbox in the first row is selected all of the candidates will be selected The candidate s name s should be transposed from the Available Candidates table to the Registered Candidates table lower on the same page Under the Registered Candidates table the buttons shown are the and buttons In order to remove a registered candidate from a Subject candidate list check the Select checkbox and then click the button The candidate s name s should be transposed from the registered candidate table to the Available Candidates table higher on the 24 38 2 October 2010 Online Registration System User Manual same page Selecting the Select checkbox in the first row will cause all of the registered candidates to be selected Cancel The em and vi buttons are used to exit this page without saving any information Validation Rules When the user clicks on the button the following validations are performed The user needs to enter
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