USER MANUAL - Daniel Shin
Contents
1. Daniel Shin teshin20Ggmail com 6 Language College Management System A student can have several offers and an offer can be Offer exe Create used for many studies enrolments cick Student gt Student List menu 2 And then click the offer icon In this way you can see the offer s of the student OR Click offer offer List menu Find the student whom you want to create offer for Click the row of the student Student ip is shown a Click the Create a new Offer Daniel Shins teshin20Ggmail com 7 Offer Student Information Offer Status Language College Management System Offer form has three tabs Student Information tab Payment Detail tab and Payment Schedule amp Instalment tab You have to fill in and save each tabs one after another accordingly the offer status will be changed In Student Information you can select course s for the student up download passport image pdf file up download COE image pdf file y 10 Offer Start Start to make an offer Step 1 Offer Information Saved Step 2 Offer Payment Detail Saved v 15 Offer Step 3 Offer Payment Schedule amp Installment Saved Offer Letter available v 19 Ready to Enroll Can allocate a class 20 Enrolled Ready to Study You can t modify the offer except schedule oir Number and offer Status 2 Find the student whom you want to create offer for 32. E Ranet o HR oo lege gemen oe oe Language College Mana it System o S o n A oo n 2 Be sss Ben ote ae seas i pene a ESIA SANSS ee o a od o o n o o n r EEEE sitet 3 sats Sa i 3 _ Language College Management System Table of content Login Logout 3 Student List 1 4 Student List 2 5 Student Create 6 Offer Create 7 Offer Student Information 8 Offer Select Course 9 Offer Payment Detail 10 Offer Payment Schedule amp Instalment 11 Offer Input Payment amp Save Schedule 12 Offer Offer Letter 13 Course 14 Class List 15 Class Create 16 Class Timetable 17 Study Enrolment List 18 Study Enrol Student 19 Study Attendance Check 20 Study Attendance Report 21 Study Assessment 22 Daniel Shin teshin20Ggmail com 2 Language College Management System To use the system you need to login first Each user has own privilege role and according to the Login Logout privilege the user s accessible menus are varied Administrator can change other users privileges Click Login link on the top right corner 2 Enter user ID and password Menu items are varied according to the user s role privilege 4 Logout link user ID When you leave your place please logout the system not to be used osc nt fp by unauthorised person g r ete
3. Student Information is copied from the current student s information So even if the student s information is changed later the student information in the offer will be remained 4 To upload a passport image pdt click Choose File button and select the file you want to upload The file will be uploaded when the offeris saved You can download the passport file by click Download file link Danief Shins deshin20Ggmail com piss nti erer socrer sar Passport Vi mormon Passport File Download file Choose File No file chosen Uploaded passport file name is changed to Student ID _ Offer Passport file extension e g DShin1_113_Passport pdf Language College Management System Offe SaS In Student Information When the offer status us r Select 11 Offer Step 1 you can select a course s and Course then the selected course s will be shown in Payment Detail tab To select a course click the check box in front of the course Ifyou click the Start Date input box a calendar will be popped up Click the expecting start date of the course rt Yet Nt Han Sinoot s Adjust the study duration default value is 12 weeks 00O 6 Finish Date is calculated by Start Date and Weeks Special Condition anu eR 7B COE amp Save Offer 5 Select amp modify the Special Conditions that you want to show in the Offer Letter ae ae oa ou can input ne CoE n
4. means two students out of all three students were attended the class and the class time is five hours on that day Attendance Check Click a class in the attendance list or in Course Class gt Class List click an Attendance Check icon and then you can see this week s attendance status If you want to see other week s attendance then select a day of the week and click search button 6 shows there is a note Check the checkbox to do attendance check for that day Uncheck the box when the student was absent Ifa studentis late you can adjust the class attendance hours with the time control buttons You can take a note by clicking the Daniel Shins deshin20Ggmail com Language College Management System After a student is enrolled in a class you can check attendance make an assessment and download attendance and assessment reports You can also go to the Attendance Check menu from Class List bout Studei Omer Study Courselciass Admin nroiment List attendance Cheek Attendance Ri Attendance Check Z Select Active Class 0092015 Search Weekes osoarors roosans 2015 06 2015 0407 20150400 2015 04 09 2015 04 40 3 3 0500 3 3 0500 3 3 05 00 2 3 05 00 2 2 05 00 2 2 05 00 2 2 05 00 2 2 05 00 Attendance Check APL BLAST og Mamba od Sune ada A8 3 Thu 5 00 09 04 201 10 00 20 20 00 20 00 If yo
5. name is Student ID Offer Offer Number _ Date Year Month Date pdf e g DKim1_Offer121_20150406 pdt The first page of the offer letter includes the information of Student Information tab student information enrolled course and conditions The second page of the offer letter includes the information of Payment Details and Payment Schedule amp Instalment student information enrolled course and conditions Daniel Shin teshin20Ggmail com Language College Management System You can download the offer letter after saving Payment Schedule amp Instalment 15 Offer Step 3 Also you can change the passport image file the CoE number and image file the conditions the instalment due dates and the paid dates and amounts Student Offer DKimt 121 4 The page at localhost says 7 Payrant Sones Tora aana damo zao Course Course List 1 Click Course Class gt Course List menu 2 Root courses course abbreviations don t have a campus code 000 and a level code 000 GE GE_U18 ET EAP IEP and GEY are the root courses All courses are created from the root courses Ifyou want to modify the information of a course click the update icon amp Create a Course To create a course click Course Class gt Course Create menu or Create Course button Select Course Abbreviation the root course Se
6. row of bold dark blue letters 2 You can see the list of selectable active classes Ifyou click the icon amp next to the class you can t see the class list E When you select a class from the list the study period Study Weeks the start date and the finish date are set equal to the selected class You can change themif you need Shows Study Weeks which is the eens sum of the weeks of enrolled meget classes with the same offer course and Offer Weeks which is the period of the course in the offer gt The maximum number of weeks in Study Weeki is Offer Weeks Study Weeks You should check conflict before you save the study enrolment i If there is a conflict an error message will be appear and show the student have other classes during the same period If there is no conflict you can save the class enrolment After saving the class enrolment the status become 20 Enrolled and then you can do attendance check or make an assessment Daniel Shiny deshin20Ggmail com 19 Study Attendance Check Active Class List 1 Click Study gt Attendance Check You can see the current active classes If you click the Class ID then you can go to the class attendance check screen In EAP L1 BLK 15T2A Week 1 Week 1 means the current week is the first week of the class Shows the attendance summary of the current active classes 2 3 05 00
7. EEEE Courae 10 EAELTED EIGN AGF gt Th YearTemiseq 2015 Tern son te TOE aE teme ova Sro Finish bom 119123 Capacity 1 om at Sty Day 2 Tees Assessment AFET Asesmen v 2 Update Section Check Session moone rzoorae 2a aneaonPMM maon BNO pronewsaren proorwasonm Ms pron Paso me Study Enrolment List Student Class Registration 1D Name Clase Language College Management System To enrol a student to a class you need an offer the status is 19 Ready for the student When you click Enrol Student button in Offer Payment Schedule amp Installment tab the status of the offer becomes 19 Ready and you can see the offer in Study Enrol Ofter Stat Finish Ofer Course Active Status Study TMang Mr test man 122EAP BLK No EAP Li BLK 1572A 122EAP BLK EAP LIIBLK ISTSA _122EAPIELK TMand Mr west man 122GE BLK TMan Mr Testt Man 1AGE BLK GEANELKJISTIA _114GE BLK MLost Ms Michelle Loo GEANIBLA ISTIA THOGE GLK DCE siov2015 2903 2015 Mrs Beauty Wang 0110772015 817122015 G ngt Wang Mrs Beauty Wang 1 Click Study gt Enrolment List menu When you click Enrol Student button in Offer Payment Schedule amp Instalment tab then the status of the offer becomes 49 Ready and the offer apears in the Enrol list There are two
8. Shins steshin20Ggmail com Language College Management System After saving Payment Details when the offer status is 13 Offer Step 2 you can modify Payment Schedule amp Instalment You can create the instalment schedule and download Offer Letter pon Payment 2 88 reat atamans 6 6 606 Ifyou input 1st instalment due date 15 04 2015 no of instalment 5 and interval 2 week then the instalment schedule is created as below 15t 15 04 2015 2 29 04 2015 3 13 05 2015 4 27 05 2015 5 10 06 2015 Instalment amount 7 740 00 5 1 548 00 oh hex Ae Ka Amount Paid Doe Paid Balance EE ma ysamen 5 E Offer Input Payment amp Save Schedule Input Payment 1 If you input the paid amount differently to the expected amount Then the outstanding balance is changed And the expected instalment amounts are recalculated Also expected outstanding balances are changed Save Schedule 5 When you click the Save Schedule button the offer state is become 15 Offer Step 3 Alter saving Payment Schedule amp Instalment when the offer states is greater or equal to 15 Offer Step 3 you can download the offer letter back to 13 Offer Step2 click Reset Schedule button Ifyou want to enrol the student to a class firstly you need to make the offer state 19 Ready by clicking Enrol S
9. e Gripe a PDE iora erar ENET EEA attendance report click Download Attendance Report button wimg sas amp Daniet Shins steshin20Ggmail com 21 Study Assessment There are three ways to come to Assessment Click Study gt Assessment In Course Class gt Class List click Assessment icon In Student gt Student List click Assessment icon f Select class id and student id See and in Study Attendance Report page Click Save Assessment button to save the assessment If the class is not active then the Save Assessment button becomes disabled Ifyou want to do assessment for the non active class past class you need to update the status of the class to be active in the class update page click update icon s of the class in Course Class gt Class List The status of the class will be non active the next day by the daily job If you want a PDF format Assessment report click Download Assessment Report button Daniel Shin teshin20Ggmail com Language College Management System There are two types of assessment reports one is EAP ET type and the other is GE type You can save and download an assessment GELNBLKJS TAA General Engish Intermediate 2014 Term 4 081102014 28122016 Assessment ln EAPLABLMSTIN Stn Test et eb 7 Man testa EAPL IBLANTIA English for Academe Purposes Level 1 2015 Term 1 08101015 29032016 22
10. e maximum number of students in the class 0 The weekly study hours the study period and the assessment type are inherited from the course You can change them if you want O Select the start date of the class The default start date is determined by the start week number of each term in the code table Code CD_TERM O When you click Create Class button the screen will change to update class page to create a timetable for the class Daniet Shins steshin20dgmail com Language College Management System To create a class you need to create a class ID first a class ID consists of a course ID year term and sequence This means classes should be created for each term To activate a class you need to input timetable set the status to active and save the class Bai Class Createl Create Class class information Class ID EAPLIELKis12B 0O Ch ouen LE Erien reser Yem Termn Seq 2015 Temz 0O Active Yee No Co 20 Hours Weekly Study Period 47 Weeks Create Class Class List The default start week numbers of each term are y Term 1 startweek is 2 5 January 2015 x Term 2 start week is 15 6 April 2015 v Term 3 start week is 28 6 July 2015 y Term 4 start week is 41 5 October 2015 You can change the default start week number of each term in the code table Code CD_TERM Class Timetable Add Session 1 Select stud
11. enu You can Gp view the class fe update the class delete the class go to the attendance check go to the attendance report and go to the assessment report by clicking the icon When you click a class you can see the timetable of the class To create a class click Class Create menu or click Create Class button If the room id or the teacher id of a session is written by red color and marked X that shows the room or the teacher is not available any more 7 z For example in here Willams X The icon menus are varied according to the class status means that the teacher Williams is OPEX the class has not yet started and you can not a teacher or not active now delete it PGW the class has already finished and you can see the attendance report and the assessment report but you can t delete it OPN GB the class had started you can check attendance and see attendance or assessment report but you can t delete it Daniet Shins steshin20dgmail com 15 Class Create Create Class ID cick Course ciass gt Class Create menu select Course D Select a year and a term for the class and then the sequence will be created automatically oO The Class ID will be created once you select the course ID the year and the term of the class The default class status is non active You can t change the status value here but you can make the status to active on the update page Input th
12. k Reset Required Frequency Payment it makes the offer status to 11 Offer Step 1 and you can change the courses in Student Information Required Payment Unit Cost tab X Required Frequency Total Payment After saving Payment Details when the offer status Sunol Paymant is 13 Offer Step 2 you can not change the courses in Student Information tab but the other fields you can Upfront Payment change Sum of Required Payment Instalment Amount Total Payment Upfront Payment Click If you want to clear the payment details OO 000 6000 Click then the offer status becomes 13 Offer Step 2 and you can select Payment Schedule amp Instalment tab Daniel Shin deshin20Ggmail com 40 Offer Payment Schedule amp Instalment 1 Click Payment Schedule amp Instalment tab Total Payment Upfront Payment Instalment Amount Total Paid Amount Outstanding Balance prront Payment instament Amount 5 Total Paid Amount outstanding Balance Q Input Upfront Payment date o i o i To create instalment input the first instalment due date Select the number of the instalment Select the interval And the interval type month week and day Click Create Instalment button Expected payment amount Expected Outstanding Balances show the balances which are expected when the amounts are paid 000 0600 Daniet
13. lect Level of the course Code CD_COURSE_ LEVEL Select a Campus of the course Code CD_CAMPUS When the Course Abbreviation Level and Campus are select Course ID is created If the course ID exists already an error message will be shown Select Assessment Type there are two types of assessment GE or EAP ET Assessment To save the course click Create Course button amp Daniet Shins steshin20Ggmail com Language College Management System To create a class you need to create a course first A course ID consists of a course abbreviation a level code and a campus code Acclass will inherit information from a course term length weekly study hours weekly tuition fee and assessment type Course List Gaver Engien General Engish Under 18 Engish for Theology Engish for Academie Purposes IELTS Preparation General Engish in Yanan Not High hoo ssssss OGC Create Course inant ous Abt GE Gereral EngisnGRIGOSOT Term Length 2 eke Lew nee amp Upper nieme Weskiy Stuy Campus ELK HsckTou Camp n Sydre Tuition Fee course SEWER eos Cade Course Name iene ish tusinteredinte The page at localhost says ERROR G Language College Management System In Class List you can go to view edit create Class List Attendance Check Attendance Report and Assessment menus of a class Click Course Class gt Course List m
14. r er User Privilege y Admin v Manager xy Teacher y Student gt If you want to change the accessibilities of user groups Admin Manager Teacher or Student contact the system administrator Daniel Shin teshin20Ggmail com 3 Language College Management System You can search students by various conditions create Student Se List 41 and update student information and you can go to offer study attendance and assessment menu directly Click Student gt Student List menu Student Search Search panel You can search students by Name ID Mail Course Ciass or Student Status If you want to reset the all the search conditions click Reset List button Key in part of Name ID or Email NameiIDimail Select Campus Q Campus Select All Course Class Campus Code CD_CAMPUS BLK Back Town Campus in Sydney Roe civ tin No Hh Shin Ci Q Status Select All Status Status v Code CD_STATUS 04 Offer Cancelled wore stat Enter or Click Search button ita 18 0fer Step 2 Code CD_CAMPUS and Code isomer step 3 CD_STATUS stand for code 1eReady lists You can find them at Admin 20 nrolea Code menu 20 Stulying c0 Finishea eaDiopout Daniel Shin teshin20Ggmall com 4 Language College Management System According to the student s status and the logged in Student et List 2 user s authority each student s shortcut menus a
15. re different Shortcut Menus 1 Student s shortcut menus Go to Student View Go to Student Edit Go to the student s Offer s Go to the student s Study Enrol Go to the student s Attendance Report Go to the student s Assessment Report To create a new student click the Create Student button 80200000 Daniel Shin teshin20Ggmail com 5 Language College Management System To make an offer you need to create a student first Student Create The marked fields are compulsory input fields Click Student gt Student Create menu or click Create Student button in the Student List Ifyou key in the student s first name and last name User ID Student ID is aoe automatically generated Emal a For example if the first name is hy Tow Daniel and last name is Shin then the student ID would be Posteo DShin1 If there is already same ID then the tail number increased Create Student User bikame Tie he FirstName Gans Lact Name S The initial password for the student is the birthdate of the student The format is dd mm yyyy 9 31 12 1995 Tre user type is fixed to student Cenesevaasress mal You can also create a student in User Create gt In Student Create you cant eg A select the user type It is fixed to Password Student PW Repeat Active Yes No Q cick create student button
16. rows for the same offer because there are two courses in the offer It shows the study period of the course in the offer The rows of bold dark blue letters indicate that they are offers and they don t have Class ID To enrol a class to the offer click PEnrol Student icon The enrolled classes of the offers have class IDs The study period of the enrolled classes Daniet Shins deshin20dgmail com TOBETIELK 108 GE BLK Offer status Offer GE BLK No Class En 24Weeks Registered ClassWeeks 0 49 Ready 24 Weeks remain 20 Enrolled ere EEEa Offer Weeks 24 24 Weeks j eh gt Class Weeks 12 _ 20 Enrolled na E 12 Weeks remain F EAP L1 BLK 15T2A 90 Finished EAP BLK Peh Offer Weeks 24 24 Weeks sosctudying OClass Weeks 24 790 Finished e 14 BLK 12Weeks 20 Enrolled Class Status 90 Finished the class has finished 30 Studying the student is studying in the class 20 Enrolled the student has enrolled to the class but has not started to study Language College Management System You can enrol a class to the offer that is not finished yet Study 99 Enrol You can select a class from the active classes which Student have the same course ID After saving the class enrolment you can do attendance check or make an assessment 1 in Study gt Enrolment List click the Enrol Student icon P next to an offer which is the
17. tudent button 7 If you want the offer status to go Daniet Shins teshin20dgmail com Language College Management System To save Payment Schedule amp Instalment click Save Schedule button then the offer status is changed to 15 Offer Step 3 and you can download the Offer Letter Click Enrol Student then the offer status is changed to 19 Ready then You can find this offer at Study Enrol menu and you can register a class there The instalment amounts will be changed according to the paid amount Upfront Payment instalment 1 Instaiment 2 Instalment 3 instalment 4 instalment 5 TOTAL LSS Upfront Payment instalment Anatalment 2 instalment 3 Insiaimont 4 Instament 5 TorAL Amount Paid Dato Paid 271052015 10062015 Payee uis Poymer Sched sak rom Eran mawo Ifthe offer state becomes 15 Offer Step 3 you can t change the information of the Payment Details 13 Offer Step 2 In this way if the offer state becomes 19 Ready then you can t change the instalment schedule but you can change the due date paid date paid amount and notes Offer Offer Letter cick Create Offer Letter button to down load the offer letter Warning message is shown Ittells that if you changed the information of the offer then you need to save the offer first and then download the offer letter You can open or save the offer letter Offer Letter file
18. u want to do attendance check for the non active class past class you need to update the status of the class to be active in the class update page click update icon s of the class in Course Class gt Class List The status of the class will be non active the next day by the daily job 20 Language College Management System Study st Attendance and assessment are saved for each class and student you can look up the attendance report as Attendance soon as the student s class attendance is saved Report There are three ways to come to Attendance Report Click Study gt Attendance About Student Oer Courseriass Ad sin Report nrolment List Attendanl e C Attendance Report v In Course Class gt Class List click Attendance Report icon In Student gt Student List click Attendance Report icon EAP NBLKYIST2A EAP LYBLKMSTIA EAP LIBLKJTATAA Leet Michalle Lee michele laeg ansing or TMand Test Man tmandi abs com want Test Man tesiman abe cam Ifyou enter two or more characters a list of class or student IDs will be shown below which include the corresponding characters 4 If you select a class from the list Then a list of the students who are in the class will be shown and vice versa The first student class is selected automatically or you can select other studenticlass G Tre attendance reports of the class student or student class is 5 ea paren E eiaiacties
19. umber or A STAN a EERE T See 122210 Student ntonmation Serer E click Save Offer button After saving the offer the offer status is changes to 11 Offer Step 1 and you can input Payment Detail second tab Uploaded COE file name is changed to Student ID _ Offer _Passport file extension e g DShin1_113_Passport pdf Daniet Shins teshin20Ggmail com 9 Language College Management System After saving Student Information when the offer Offer Payment status is 11 Offer Step 1 you can modify Payment Details Detail The selected courses in Student Information are fixed and you can t change them 1 Click Payment Details tab 2 Select all check box Selected Courses in Student Information tab You can t deselect them here EAP Caine Fee 300 we O a amaw You can select special conditions See ST Se they are just used for payment para E a ene calculation not for the offer letter mm 1 mm o a a em 2 0 5 You can select Instalment ae interest or Late fee interest they a on ce are auto calculated ene 1 at 1 ea ety ra QO The unit costs of the courses come er RA from the Course table and the unit ssid amani k Tom samo umo inn costs of special conditions costs come from Code table Code 0D_UNIT_COST gt Ge Frequency Payment Unit Cost X Frequency Ifyou want to change the course s then clic
20. y day of a week 2 Select start and finish time Select a room Code CD CAMPUS_ROOM Select a teacher the list of teachers is made from the users information Click Add Session button then the system check conflicts If there are conflicts then an error message comes up Conflict occurs when the room or the teacher is already occupied by other class at that time The weekly study hour is re calculated whenever the sessions information is changed Update Session O To delete a session click delete icons next to the study time Q To update a session click a session cell first and then change times the room and the teacher If you click Update Session button then the system will do confliction check and study hour recalculation Copy Timetable Ifthe classes with the same course already exist you can copy the timetable from one of them Click Check Session to check confliction To save the copied timetable click Copy Session button amp Daniet Shins steshin20Ggmail com Language College Management System To finish creating a class you need to create a timetable for the class You should create sessions of the class and input the sessions information day of week start time finish time a teacher and a classroom The sum of the sessions study hour becomes the weekly study hour of the class Update Class EAP L1 BLK ISTIA Caisse invermation cess 0 BELOT
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