RENR User Manual - Caribbean Examinations Council
Contents
1. 63 The button is used to exit the screen without saving any information 20 28 9 October 2014 RENR ORS Manual for the Centre User View Candidate Details W El 5 CN CARIBBEAN EXAMINATIONS COUNCIL Registration Generate Sequence Numbers Projections Import Export SBA Report Query Review Logout School Sequence No Candidate Name Select 030024 BARKOYE TAMIKA Select 030024 DANIEL MALISSA Saca Candidate s Subjects Candidate has no registered subjects or candidate was not selected 030024 002 BEST EBONY Select 030024 004 BEST SHEM Select 030024 006 FORDE FONTANA Select 123 Figure 21 64 When the User selects the View Candidate Details from the Registration dropdown arrow on the Main Menu screen the screen at Figure 21 appears It displays the list of candidates and when a particular candidate has been highlighted the list of subjects will appear in the Candidate s Subjects field on the right hand side In the view mode the candidate s details cannot be edited By selecting the button the User is returned to the Main Menu screen Candidate Privileges 65 The ORS is by default configured to allow candidates to view online their personal and subject details Subject Registered Report timetables and examination results on the Student Portal CXC recommends that candidates be permitted to view their Subject Registered Reports and individual timetabl2. RENR ONLINE REGISTRATION SYSTEM ORS Manual for the Centre User January 2015 RENR ORS Manual for the Centre User TABLE OF CONTENTS INTRODUCTION 3 Definitions S Online Registration System 4 Flowchart of Activities 4 Menu Options User Privileges 5 Accessing the ORS 5 REGISTRATION MENU OPTION 7 Registering Candidates 7 Registering a New Candidate 8 Special Characters and Accents 9 Registering a Candidate from a Previous Sitting 12 Selection of A Candidate s Subjects 15 Edit Candidate s Personal Details 17 Edit Candidate s Subjects 19 Querying for Candidates 20 View Candidate Details 21 Candidate Privileges 21 GENERATE SEQUENCE NUMPERS OPTION 22 Forward Registration Files to Ministry 23 Forward Amendment Files to Ministry 24 Export Database Fields 25 REPORT MENU OPTION 25 MINISTRY USERS MODULE 28 Forward Registration Files to CXC 28 2 28 9 October 2014 RENR ORS Manual for the Centre User INTRODUCTION l This manual provides information on the operation of the Online Registration System ORS application Part A deals with the role of the Centre User and Part B deals with the role of the Ministry Local Registrar s office 2 The ORS application was originally developed for use with the mainstream examinations offered by CXC thus some of the functionalities present in the system will not be applicable to the RENR Users Definitions Acronyms 3 For the purposes of this manual the following def
3. see Figure 8 The screen at Figure 14 will appear The User should then select the ENeINIII SI button When this has been done Figure 15 will appear The User should check click the Sats checkbox 15 28 9 October 2014 RENR ORS Manual for the Centre User Aon dn s Cue KS CARIBBEAN EXAMIN TIONS CO J C f Tert _ a i A LE D jer Select Teacher o E Ho E TY Caribbean Examinations Counci 2012 Figure 15 46 There are the two optional Comments fields in which the User may add any type of comment or notation None of the other data fields are applicable Subject Teacher SBA Resit Alt Repeat Self Tutored Transfer from Unit 1 Transfer from U 2 and Year 4T It is imperative that Users run the report in the ORS called Candidates without Subjects before forwarding the registration data to the Ministry Candidates who were not assigned a subject will be listed 48 The E button is used to save the information on the screen and it displays a confirmation message Candidate s subject data have been saved After the prompt the User is returned to the Candidate Subjects screen 49 The Add button is not used in RENR application 50 The HER EN button exits the Candidate Subjects screen without saving any information 16 28 9 October 2014 RENR ORS Manual for the Centre User Edit Candidate s Personal Details N EXAM Registration Generate Sequence Numbers Import Export SB
4. application to register for the examination will be deemed to constitute an assignment by the candidates to the Cauneil nf the future convricht of all their evaminatinn work nractical ar written The Council maw in itc ahenlute diccratinn Figure 7 23 No entry needs to be made in the Age field the system automatically inputs the age of the candidate based on inputs keyed in the D O B field 24 The field and the Iu aae rua field are disabled and do not appear on the screen when a candidate is being registered as a Ny candidate 29 Before the Stave button is clicked to save the candidate s records the buttons for Iu vas and are all grayed out At this time i Onne and NLG have not been assigned 26 When the button is selected the screen at Figure 8 is presented The previously disabled buttons at paragraph 25 are now enabled and the Unique Candidate is assigned Each candidate will be assigned a single UCN for his her lifetime relationship with CXC The use of the UCN helps CXC to track a candidate across the various examination sittings ideally from primary to tertiary The UCN also facilitates the speedy issue of Transcripts 10 28 9 October 2014 RENR ORS Manual for the Centre User and Certifying Statements of Performance The success of the UCN depends on Users selecting the previous record s of candidates from one sitting to another and from one level to another CANDIDATE NOEL SAM of 030034
5. the Centre User checks the creates Admin User URS and creates URS and starts User inputs subject for the data keyed for all login account Centre User s registration of personal details of candidates candidates candidates candidates Centre User prints Subject Centre User makes Registered Centre User runs Centre User runs and changes to Report and and checks Report checks Report candidates data gives Possible Duplicates Candidates without candidates to Sequence Nos verity Centre User runs and checks Report Candidates without Subjects Centre User generates Sequence numbers CXC reloads Centre User processed data file checks Reports into the URS and candidates bentre User advises Centre User Ministry checks CXC loads and forwards exports and forwards processes data candidates to check data in the URS data file to Ministry data file ta CXL file records on student Portal Centre User checks CXC reloads data l Ministry forwards data Centre User Centre User Centre User keys data and liaise with in URS processes file ta CXL forwards data file generates amendments and late CXC as appropriate amendments and late to Ministry Sequence nos for entries in ORS entries late entries 22 January 2014
6. 14 2013 CSEC 0300140037 ALLEYNE AJANI X 23 06 1998 M 20130025693 Select 030102 2013 CSEC 0300140037 ALLEYNE AJANI X 23 06 1998 M 20130025693 New Candidate Cancel Figure 9 28 The User should be satisfied that the candidate 1s not one of those highlighted in the 11 28 9 October 2014 RENR ORS Manual for the Centre User database before selecting the button If the User selects the button the modal box would be closed and the User returned to the Register Candidate screen The aii button saves the data entered into the system and displays a confirmation message Candidate data have been saved 20 The button saves the data which were entered then clears the screen allowing the User to add a different candidate into the system 30 The Ad button displays the candidate s subject s more on this topic is given in the next section of this manual 31 The button displays the candidate s fees this topic is not applicable in the RENR application 22 The button removes a candidate from the system 33 The button exits the page or screen 34 The button displays the candidate s Subjects Registered Report Dos The AWiSidnsuidgsitiya button shows all the amendments that were made for a candidate after the registration cutoff date Registering a Candidate from a Previous Sitting 36 When a candidate who has written examinations before is being registered the User must select the gowns ern radio but
7. A Query Review Report Change Password Logout oe HNNNNG C NN NN NN OO ENG a Users 643 Current 42 Figure 16 5 To edit a candidate s personal record the User must first search for the candidate in the database This is done by highlighting the Registration option on the Main Menu screen then selecting Edit Candidate from the dropdown arrow The User would be presented with the screen at Figure 16 The User should then search in any of the opened fields such as First Name Last Name et cetera for a particular candidate or search on the default ALL which brings up all the candidates in the centre s database When the search button is activated a screen giving the list of candidates matching the search criteria would be presented as at Figure 17 The User should select the appropriate candidate from the list 17 28 9 October 2014 RENR ORS Manual for the Centre User CARIBBEAN EXAMINATIO Generate Sequence Numbers Projections Import Export Registration Querying For Candidates Period Centre Code Form Allow Previous Previous Period Results Select Period All First Name Last Name Date of Birth dd mm yyyy ALLEYNE School Form Class SeqNo LastName FirstName Middle Name 030024 4 c Mini 001 ALLEYNE AMIR KIL 030024 010 Alleyne Ajani X Figure 17 SBA Report Query Review Logout Class Sequence No New All Allow Registration All Gender All gt Date Of Birth Gender Sele
8. Phone Form Email Class L Previous Period 2013 JUNE CSEC v Previous 0300140037 Candidate Comment 1 Comment 2 Comment 3 Preview Result v Preview Registration Details Save e me int Histc Close Figure 13 42 The candidate details first name last name date of birth gender entered during the 14 28 9 October 2014 RENR ORS Manual for the Centre User search selection would be over written by the registration data from the database In addition Steen field would automatically be populated with the data from the previous examination sitting 43 If the personal details of a candidate are incorrect from a previous registration period the incorrect data must be re used at the time of registration An amendment must be completed in the ORS and forwarded to the Ministry after the official CXC s registration deadline has passed Selection of the Candidate s Subject 44 In the RENR application only one selection needs to be made for the subject unlike in other applications CCSLC CSEC and CAPE where specific subjects must be selected Tw Cus S f CARIBBEAN EXAMINATIONS COU Candidate Subjects Candidate Centre Sequence No Candidate Name Date of Birth Gender 018001 0 WEBSTER ANDREA 21 08 1981 F Candidate s Subjects Candidate has no registered subjects Canbbesn Examinations Counci 2012 Figure I4 45 To select the subject for a candidate select the Subject tab
9. Unique Candidate 20140000221 Candidate Sequence First Name NOEL Gender Male Age 25 Middle Name FRANKEY D O B 19 08 1988 dd mm yyyy Last Name SAM Cell Phone 268 2332323 Form M Email nfsam studyhard com Class 5 cMini Comment 1 Comment 2 Comment 3 Responsible for Awarded scholarship in lt payment of fees 3r Form Preview Result Preview Registration Details Save Subject Fees Add Delete Preview Amendment History Close Figure 8 2 If the User attempts to register a candidate as New who has written examinations before the system would prompt the User when the SEATS button is selected However this prompting will only occur if the candidate s personal details firstname lastname date of birth and gender match those of a candidate s 1n the database A modal box similar to the one at Figure 9 would be presented The User must decide whether the candidate 1s one of those presented If Yes the appropriate NS N button must be chosen if No the Gites button must be chosen L m _ EAN EXAMINATIO COU 4 Registration Generate Sequence Numbers Projections Import Export SBA Report Query Review Change Password Logout Candidate s having profile already exist School Period Exam Candidate LastName First Name MiddleName Date Of Birth Gender National ID Unique Number Select _ 030034 2014 CCSLC ALLEYNE AJANI 23 06 1998 M 20140000112 0300
10. apostrophe dollar sign number sign at sign accent C and tilde which may form part of some names If one is using Windows special character including the accent and tilde can be added by copying and pasting the appropriate character from the Character Map tool To obtain the Character Map click on the Start Menu gt All Programs gt Systems Tools gt Character Map The accent characters the system can accept are ENe eAn o AAE G amp A 3 amp IESsS 19 The screen at Figure 4 when populated looks like that at Figure 5 Registration Generate Sequence Numbers Projections Import Export SBA Report Query Review Change Password Logout New Candidate Former Candidate Never done CXC Exam Did CXC Exam s in the past Enter the details below First Name NOEL Midle Name FRANKEY Last Name SAM D O B 19 08 1988 dd mm yyyy Gender Male M OK Caribbean Examinations Council 2012 Figure 5 20 9 tab is clicked the User would be presented with the screen at Figure 6 CANDIDATE NOEL SAM of 030034 Unique Candidate n a Candidate f Sequence First Name NOEL Gender Male Age 25 Middle Name FRANKEY D O B 19 08 1988 adimminw Last Name SAM Cell Phone Form Email Class Comment 1 Comment 2 Comment 3 Preview Result Preview Registration Details Save Close Copyright Every application to register for the examination will be deemed to constitute an assignmen
11. bject details It is generated out of the CXC s EPS Final Register ORS ORS Final Register by Centre 99 These reports show all the candidates from a Centre with their personal and subject details They are generated out of the ORS Possible Duplicate Candidates 100 This report gives a list of candidates whose registration details might be duplicated in the ORS This report should be generated before the registration data file is forwarded to the Ministry Any anomalies must be corrected at this point Subject Registered 101 This report lists the personal and subjects details of each candidate registered at a Centre The Subject Registered Report should be printed and given to ALL candidates to review and sign off on the accuracy of the data keyed on their behalf by the Centre User Listing User Listing by Centre 102 These reports list the Users that interface with the ORS at a Centre s 27 28 9 October 2014 RENR ORS Manual for the Centre User PART B MINISTRY MODULE FOR MINISTRY USERS Only Forward Registration Files by Ministry to CXC 030004 CHRIST Forwarded to CHURCH FOUNDATION CXC 030012 GRAYDON YvDO Forwarded to SEALY SECONDARY xc 030016 THE LODGE SCHOOL Forwarded to CIC 030030 THE ST MICHAEL SCHOOL 030107 H M PRISONS or wanded to 0 amp 030110 QUEEN S COL ae a CONT EDUC PRORA n 7 z Approve Caritas Sanmirabon Car
12. ct 03 10 1999 M Select 23 06 1998 M 52 Once the candidate has been selected a screen similar to Figure 18 is presented This screen allows the User to edit a candidate s record in the system The fields such as Period and Centre Code are locked by the system and cannot be edited all other fields may be edited The EN NEN button must be selected once the candidate s record has been amended Remember the confirmation message Candidate data have been saved must be displayed when the SEMS button is selected Unique Candidate 20140188380 New Candidate Sequence First Name ANDREA Gender Female v Age 27 Middle Name K D O B 29 04 1987 dd mm yyyy Last Name YARDE Cell Phone Class Email Previous Period 2014 JUNE CSEC v Previous 0301030812 Candidate Comment 1 Comment 2 Comment 3 Preview Result Y Preview Registration Details Save Subject Fees Add Delete Preview Amendment History Close 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 The Council may in its absolute discretion decide haw and hv what meanc it chould dicnnce nf cuch work inchidina dicnncal hv cale Figure 18 9 October 2014 18 28 RENR ORS Manual for the Centre User Edit Candidate s Subject 53 In the RENR application the only am
13. didates Candidates without Sequence Numbers 94 This report shows the candidates for whom sequence numbers have not been 26 28 9 October 2014 RENR ORS Manual for the Centre User assigned This report should be generated before the registration data file is forwarded to the Ministry Any anomalies must be corrected at this point Candidates without Subjects 95 This report lists the candidates who have been registered but have not been assigned any subjects This report should be generated before the registration data file is forwarded to the Ministry Any anomalies must be corrected at this point Centre Forward Status Centre Forward Status CXC to Action To be Forwarded 96 The Centre Forward Status report shows the date when keying of registration data began when or if the data files were forwarded to the Ministry and to CXC The Centre Forward Status CXC to Action report shows the Centres whose data have been forwarded to CXC but have not been loaded in the EPS The To Be Forwarded report lists the Centres whose registration data files have not been forwarded to the Ministry and or to CXC CXC Billing 97 This report shows the Candidate Entry Fees Subject Fees Late Fees and Amendment Fees payable to CXC by the Centre It is generated out of the CXC s EPS and it is the billing that will be sent by CXC to the Centre CXC Final Register 98 This report shows all the candidates from a Centre with their personal and su
14. e 16 When the MNSYAGCHIIREIIS radio button at Figure 3 is selected the screen at Figure 4 appears CARIBBEAN EXAMINATIONS COUNCIL sA Registration Generate Sequence Numbers Projections Import Export SBA Report Query Review Change Password Logout New Candidate Former Candidate Never done CXC Exam Did CXC Exam s in the past Enter the details below First Name Midle Name Last Name D O B dd mm yyyy Gender Y Caribbean Examinations Council 2012 Figure 4 17 When registering a candidate the personal details must first be completed on the Register Candidate screen It 1s recommended that candidates use the name given on their birth certificate 1 the first name of the candidate should be keyed in this field ii MIRRISSVENIS the candidate s middle name s should be keyed in this field If the candidate does not have a middle name the field can be left blank iii the last name or surname of the candidate MUST be entered in this field iv BEKOM the date of birth must be keyed The format of the date must be entered as Day Month Year two digits for the Day DD two digits for the Month MM and four digits for the Year Y Y Y Y V this compulsory field must be entered as either Male or Female 8 28 9 October 2014 RENR ORS Manual for the Centre User Special Characters and Accents 18 The name fields accept only letters and the special characters such as space
15. e 11 the search 1s being made on the candidate s personal details only Once the button is clicked the results will be presented as at Figure 12 13 28 9 October 2014 RENR ORS Manual for the Centre User ee CARIBBEAN EXAMINATIO Registration Generate Sequence Numbers Projections Import Export SBA Report Query Review Change Password Logout Candidate s having profile already exist School Period Exam Candidate LastName FirstName MiddleName Date Of Birth Gender NationalID Unique Number Select 030034 2014 CCSLC ALLEYNE AJANI 23 06 1998 M 20140000112 030014 2013 CSEC 0300140037 ALLEYNE AJANI Ix 23 06 3998 M 20130025693 030102 2013 CSEC 0300140037 ALLEYNE AJANI X 23 06 1998 M 20130025693 Cancel Caribbean Examinations Council 2012 Figure 12 40 A search on personal details will present ALL the candidates in the database with matching similar personal details 4 The User should decide whether to use the Yale button to choose a candidate s record from the list or use the NWI button if the User believes that none of the candidates presented match the candidate being registered If the User chooses the YAG one of the rows a screen similar to Figure 13 will be presented i button from CANDIDATE AJANI ALLEYNE of 030034 Unique Candidate 20130025693 Candidate Sequence First Name AJANI Gender Male Age 15 Middle Name X D O B 23 06 1998 dd mm yyyy Last Name ALLEYNE Cell
16. e box the box would be disabled Candidates may only be sequenced in CLASS grouping if a particular Class or Form was selected for each candidate on the screen at Figure 8 70 The radio button is selected by default and should be used when the centre generates the sequence numbers for the first time A centre may choose to Re sequence the candidate numbers if a candidate was not registered when the generation of sequence numbers first took place If the other candidates have already been given their candidate number by the centre and a candidate s 1s registered subsequently Re sequencing should not be done because it would change the numbers already allocated to some of the candidates In such cases the radio button should be selected Re sequencing can only be done before the registration file 1s forwarded to the Ministry After the initial export of the registration data to the Ministry the Re sequencing button is disabled and only the Append button is available when adding new candidates 71 When the Append function is used the candidate would be added with the last candidate number in the grouping 22 28 9 October 2014 RENR ORS Manual for the Centre User 12 Sequence numbers will not be generated for candidates without subjects It is imperative that Users run the report in the ORS called Candidates without Sequence Numbers before forwarding the registration data to the Ministry 73 The button 1s used to generate the sequ
17. ence numbers for the Centre 74 The button is used to exit the screen without saving any information 75 Sequence numbers are three digits starting from 001 and continuing as far as 999 When the sequence numbers have been generated a 10 digit candidate registration number is created IMPORT EXPORT Forward Registration Files to Ministr CARIBBEAN EXAMINATIONS Registration Generate Sequence Numbers Projections Import Export SBA Report Query Review Logout 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 You may only recall registration files forwarded to the ministry Once the file has been forwarded by the ministry to CXC you would not be able to recall it Forward Regstration Fie Cancel Caribbean Examinations Council 2012 Figure 23 70 The screen at Figure 23 allows the User to Forward Registration Files from the Centre to the Ministry It is reached when the User selects the Import Export option on the Main Menu screen then Forward Registration from the dropdown arrow fae If the Ministry forwards the file to CXC or rejects it an Alert should appear on the Centre s Main Menu screen notifying the Centre that the file was forwarded or rejected Forward Reaistration Fil 78 The _ Forward Registration File button 1s used to send data files from the Centre and make them ava
18. endment that can be done after the subject has already been selected is to delete it To delete the subject the User must first select the Registration option on the Main Menu screen then select sahim AnveiteRics from the dropdown arrow A search for the particular candidate must be made The screen at Figure 18 will P subjects appear Select the aes button and the screen at Figure 19 appears rj RIBBE AN EXAMIN he DU Candidate Subjects Candidate Centre Sequence No Candidate Name Date of Birth Gender 018001 0 WEBSTER ANDREA 21 09 1981 F Candidate s Subjects SubjectiSBA ResitlAlternative Repeated Self Tutored Transfer From U1 Transfer From U2 TeacherOptionsYear __ mw joo oo qo OOO Add Subject Save View nt History Close Figure 19 54 When the User selects the Sam button the candidate s subject will be deleted The BEES button and the button are not used in the RENR application 55 The button is used to save what 1s on the screen l 56 The button should exit the screen and return to the Candidate Details screen 19 28 9 October 2014 RENR ORS Manual for the Centre User Querying on Candidates CARIBE SEAN EXAMINATIO Registration Generate Sequence Numbers Projections Import Export SBA Report Query Review Logout Period Centre Code Form Class S New All i T Sent to Allow Allow Previous Previous Period Sent to Ministry CXC Results Regist
19. enerated 88 From time to time Reports are added to amended or removed from the ORS 89 The User may find that some of the Reports available in the ORS are not applicable to the RENR application Amendment History Detailed Amendment History Report by School Amendment History Report by Territory 90 These reports provide a detailed listing summary of all amendments and late entries made by the Centre for each candidate Amendment Forward Status Detailed Amendment Forward Status Summary Amendment History Detailed Forwarded Amendment History Detailed Not Forwarded Amendments Not Forwarded by Centre 9 These reports give details on amendments and late entries made that have been forwarded or are to be forwarded by the Centre to the Ministry or by the Ministry to CXC Candidates Personal Details by Centre Candidates Personal Details by Name 92 These reports show the personal details of all candidates registered at a particular Centre They are particularly useful for the Centre to post on a website or notice board so that candidates may obtain their centre number and candidate number in order to gain access to the student portal The Candidates Personal Details by Centre report lists candidates in candidate number order whereas the Candidates Personal Details by Name report lists candidates in alphabetical order Candidate Timetable 93 This report generates the candidates timetable for the Centre or for individual can
20. es The Centre may determine whether to give the candidates access to view their results 66 If a User wants to prevent candidates from having access to their results the User should select the Registration option on the Main Menu screen then the Candidate Privilege sub option and uncheck the checkbox for BEBE The Preview Results checkbox can also be unchecked for specific candidates from the Edit Candidate screen box The disabling of the checkbox must be done prior to the date the results are issued by CXC 21 28 9 October 2014 RENR ORS Manual for the Centre User GENERATE SEQUENCE NUMBERS MENU OPTION d A r l Un e 5 K m y dil 7 e CARIBBEAN EXAMINATIONS Registration Generate Sequence Numbers Import Export SBA Query Review Report Change Password Logout Period Centre 2015 RENR April 018002 Sequencing Grouping Re sequencing Append Caribbean Examinations Counci 2012 j Users 652 Current 39 Figure 22 67 The screen at Figure 22 allows the User to generate the sequence numbers for the candidates 68 The two fields the Period and the Centre Code cannot be edited 69 There are three separate boxes from which a selection must be made using the radio buttons to narrow the results returned The three selection boxes are Sequencing Grouping and Gender If ALL is chosen in the box all the candidates from the Centre will be arranged in alphabetical order If ALL or BY CLASS is selected in th
21. i 2012 e Figure 27 103 The screen at Figure 27 allows the User at the Ministry to Forward Registration Files to CXC The User at the Ministry accesses the screen by the Forward option on the Main Menu screen then selecting Forward Registration from the dropdown arrow 104 When the Ministry has forwarded a file s to CXC CXC is able to view action the file s sent If a Centre wants to recall a data file that has already been exported to CXC the Ministry must select the button The Ministry should then Reject the file This allows the centre to be able to edit the file or candidates records Recalling of files by the Ministry can only be done before the official registration cutoff date because the button is disabled after that date The Ministry must ensure that all files recalled by Centres are resent to the Ministry for onward submission to CXC 105 When a file has been forwarded by a Centre to the Ministry the Ministry is given an opportunity to view that file At that time a decision should be made whether to forward the file or reject it If it is rejected it would be returned to the Centre for correction The system prompts the Ministry to give a reason for the rejection of the data file Cancel The button is used to exit the screen without saving any information 28 28 9 October 2014 ACTIVITIES FLOWCHART Appendix I LXE ar Ministry Admin User logs into Centre User logs into Centre User Super Centre User adds
22. ilable for viewing or for some other action by the Ministry Recall File 79 The button is used by the Centre to recall the data files sent to the Ministry so that they may be edited and resent to the Ministry at a later time 23 28 9 October 2014 RENR ORS Manual for the Centre User when completed The recall of files can only be done during the period prior to the official registration cutoff date After the deadline date has passed the Recall File A button 1s disabled and late entries or amendments must be done using the Register Candidate option for late entries or the Edit Candidate option for amendments Once a file has been recalled from the Ministry it must be resent after the amendment has been completed A file cannot be recalled after the official registration deadline date has passed An amendment must be done by using the Edit Candidate option Cancel i 80 The cancel button is used to exit the screen without saving any information Forward Registration Amendment Files to Ministr 81 When an amendment or late entry has been done after the registration cutoff date the Forward Amendment facility should be used instead of the Forward Registration This facility operates similarly to that of Forward Registration and it is reached by selecting the Import Export option on the Main Menu screen then selecting Forward Amendments Export Database Fields C CARIBBEAN EX MINATIO Registratio
23. initions acronyms are given i CXC Caribbean Examinations Council ii CCSLC Caribbean Certificate of Secondary Level Competence iii CSEC Caribbean Secondary Education Certificate iv CAPE Caribbean Advanced Proficiency Examination v CVQ Caribbean Vocational Qualification vi RENR Regional Examination for Nurse Registration vii Candidate number a 10 digit number assigned to a candidate at each sitting The number normally varies from one sitting to another viii ORS Online Registration System ix Ministry the Local Registrar s office x New Candidate a candidate who is taking the RENR examination for the first time or who registered for CSEC examinations before 2004 or CAPE examinations before 2005 xi Former Candidate a candidate who was registered for CSEC examinations in 2004 or afterwards CAPE and CCSLC examinations in 2005 or afterwards RENR examinations in October 2014 or afterwards or for the CVQ programme xii Student Portal a website Attps ors cxc org studentportal where candidates can view their registration records individual timetables and examination results xii Password MUST be at least eight 8 characters in length and include one 1 upper case one 1 lower case one 1 digit and one 1 special character Example JohnDA3 Here the represents the special character Other special characters include 9 40 amp The asterisk should not be u
24. ithin the Menu and Menu Sub Options as shown in the table below Menu Option Menu Sub Option Registration Register Candidate Registration Edit Candidate s Data Registration View Candidate s Data Additions lt a or View Candidate s Data List Candidate Privileges Export Registration Data Export Amendment Data Export Database Fields Reports Add Remove User 9 October 2014 lt lt lt EEEE E view sls alg Super User EE E 2 9 4 28 RENR ORS Manual for the Centre User 7 A User may be assigned into one of the following Groups 1 Additions add candidates ii Edits edit candidates records ui View view candidates records iv Super User interfaces within all the areas of the ORS except Add Remove Users and set up the Local Fees Maintenance Table Each centre must have a Super User even if none of the other types of Users named in the above table Accessing the ORS 8 The steps listed below should be followed when the User has been assigned login credentials l Connect to Internet li Type the URL address https ors cxc org Caribbean Examinations Council 2012 Figure 1 9 Figure 1 will be displayed The User is required to i Enter User Id ii Enter Password ii Select the particular period required from the dropdown arrow iv Select Login 5 28 9 October 2014 RENR ORS Manual for the Centre User 10 The Main Menu screen at Figure 2 bel
25. n Generate Sequence Numbers Projections Import Export Choose a Query Candidate Subject Option Details Available Fields Selected Fields Last Name Code SeqNo i School Name Candidate No 5 3 Date of Birth Middle Name Gender Resit New Y Comment 1 Candidate Caribbean Examinations Council 2012 Figure 24 82 The purpose of this function is to permit Centres to export data from the ORS into an Excel spreadsheet Figure 24 is generated from the Import Export option on the Main Menu screen then selecting Export Database Fields from the dropdown arrow 83 The Candidate Subject Option Detail should be selected in the dropdown box The User must select the particular field s s from the Genk SIRE dropdown box that is required in the Excel spreadsheet to be created A single field or multiple fields may be selected at one time to be transferred to the box by using the Shift key or Ctrl key The highlighted fields are transferred to the Selected Fields by clicking the arrow gt Conversely any field s in the Selected Fields box that is not required may be transferred to the dropdown box by using the arrow lt or 24 28 9 October 2014 RENR ORS Manual for the Centre User the jS WIR button 84 The information required in the spreadsheet may be further refined by using the button When the button has been selected the screen at Figure 25 appears Report Query Review Logout First Name Middle Name Last Name Da
26. ow will be presented MINATIONS COUNCI Registration Generate Sequence Numbers Import Export SBA Query Review Report Change Password Logout Users 649 Current 39 Figure 2 11 From Figure 2 the User can select from the Menu options Registration Generate Sequence Numbers Import Export Report Change Password and Logout The SBA and Query Review options are not operational in the RENR application 12 When a User is logging into the system for the first time the User will be required to change the password assigned When the password has been changed the User is automatically logged out and must login again with the new password 6 28 9 October 2014 RENR ORS Manual for the Centre User PART A REGISTRATION MODULE REGISTRATION MENU OPTION Registering Candidates 13 All registration data relating to the RENR examination must be keyed in and submitted through the ORS within the time frame set by CXC n _ Registration Generate Sequence Numbers Import Export SBA Query Review Report Change Password Logout Users 649 Current 38 Figure 3 14 The screen at Figure 3 allows the User to register a candidate in the system To get to this screen select the Registration option from the Main Menu screen then select Register Candidate from the dropdown arrow 15 The User is given the option of registering a or a RONO RONCES 7 28 9 October 2014 RENR ORS Manual for the Centre User Registering a New Candidat
27. ration Select Period M Al All M Al All First Name Last Name Date of Birth dd mm yyyy Gender ALLEYNE All Search School Form Class SeqNo LastName FirstName Middle Name Date Of Birth Gender fa 030024 4cMini 001 ALLEYNE AMIR KIL 03 10 1999 M HE LI em igure 20 57 The screen at Figure 20 allows the User to search for candidates The screen is reached by selecting the Registration option on the Main Menu screen then selecting View Candidate A search must then be made for the candidate s In the view mode the candidate s details cannot be edited 58 This screen is used to perform a search for candidates based on specific input values The fields on the top section of the screen include Period Centre No Form Class Sequence No and New All the fields can be populated with data EXCEPT the Period and Centre Code fields 59 The First Name Last Name Date of Birth 1f available and Gender should be entered to make the search results more precise 60 The result of the selecting the tab in Figure 20 is a table at the bottom half of Figure 20 with the following information School Form Class Seq No Last Name First Name Middle Name Date of Birth and Gender The View tab must be selected for the particular candidate 6l The button 1s used to carry out the search 62 The button is used to select the specific candidate from the list shown It would take the User to the Edit Candidate Details screen Close
28. sed as a special character 3 28 9 October 2014 RENR ORS Manual for the Centre User xiv UCN Unique Candidate Number It is an eleven digit number digits 1 4 represent the year in which the UCN was first issued and digits 5 1l are randomly generated numbers xv User any person interfacing with the ORS Online Registration System Application ORS 4 The ORS is a web based application that operates with browsers Internet Explorer 6 or later versions and Mozilla Firefox The Google Chrome browser sometimes present challenges when changes are made to the ORS application and its use is not recommended ox The data keyed in the ORS are forwarded by the Centre to CXC via the Ministry The data files are then loaded by CXC into its Examining Processing System EPS The processed files are copied back to the ORS and may be accessed through the various reports available in the ORS There may be some differences between the data keyed in the ORS by the Centres and the data in the EPS since the data in the latter are unlikely to contain some of the irregularities present in the ORS Flow of Activities The flow of activities from the creation of a Centre Administrator to the submission of registration data file to CXC is given in the diagram at Appendix I Menu Options User Privileges 6 The Administrator may assign Users into different groups and the group a User is assigned determines the User s rights or privileges to interface w
29. t by the candidates to the Council of the future copyright of all their examination work practical or written The Council may in its absolute discretion Figure 6 9 28 9 October 2014 RENR ORS Manual for the Centre User 2 The additional fields that may be completed are given below i Sonn SIM MPEETTUKE these fields are optional and can be populated by the User with information that may be specific to the candidate Centre or for any non definitive use il these fields are optional and may be used to capture the candidate s cell phone number and email address The phone number should include the area code and keyed in the format given in Figure 7 no space between the area code and the cell number The email address is required in the event of a need to contact the candidate or verify the candidate s authenticity 22 When the additional optional fields have been populated as appropriate a screen similar to the one at Figure 7 would appear CANDIDATE NOEL SAM of 030034 Unique Candidate n a Candidate Sequence First Name NOEL Gender Male Age 25 Middle Name FRANKEY D O B 19 08 1988 dd mm yyyy Last Name SAM Cell Phone 268 2332323 Form X Email nfsam studyhard com Class 5 cMini Comment 1 Comment 2 Comment 3 Responsible for Awarded scholarship in payment of fees 3r Form Preview Result Preview Registration Details Subject Fees Add Delete Preview Amendment History Copyright Every
30. te of Birth Gender All dd mm yyyy Subject Select Subject Option Select One SBA Orals Resit Alt Repeat Practical Transfer Caribbean Examinations Council 2012 Figure 25 85 Once the respective fields have been populated the button should be selected When the Excel file has been generated the User will be given the option to Open Save or Cancel the file REPORT MENU OPTION CAT RIBBEAN EXAMINATION Registration Generate Sequence Numbers Projections Import Export SBA Report Query Review Logout Select Report Type Centre No Seq No First Name Last Name Subject Format Excel PDF Caribbean Examinations Council 2012 Figure 26 86 Figure 26 allows the User to generate reports out of the ORS Itis obtained from the 25 28 9 October 2014 RENR ORS Manual for the Centre User Reports option on the Main Menu screen then selecting Report Selection from the dropdown arrow 87 Reports are available in two types of file formats an Excel spreadsheet and a pdf from which the User may choose Some reports are generated from data keyed directly into the ORS by Centres and others are generated from data loaded directly out of CXC s Examining Processing System EPS The EPS data refined represent data loaded out of the ORS raw and cleaned up by CXC The User is given the option to input different parameters Centre code subject sequence number et cetera to expand or reduce the type of report to be g
31. ton in Figure 3 above The screen at Figure 10 appears EE LLL CALI n o0 VU P PR Registration Generate Sequence Numbers Projections Import Export SBA Report Query Review Change Password Logout New Candidate Former Candidate Never done CXC Exam Did CXC Exam s in the past Enter Candidate and or other details or First Name Last Name D O B and Gender Candidate First Name Last Name D O B dd mm yyyy Gender y Caribbean Examinations Council 2012 12 28 9 October 2014 RENR ORS Manual for the Centre User Figure 10 37 The User is given the option for searching for the candidate s past record by using the Candidate or the candidate s personal details The system does not allow the User to search using the middle name as part of the matrix 38 In this case the Candidate may be a i 1Q digit candidate number the system searches for ALL the candidates in the database that were issued with this number over the years ii 1 1 digit UCN the system searches for the one only candidate with this number in the database This is the preferred number to use when searching for a candidate s previous record ii 16 digit CVQ number the system searches for the one only candidate with this number in the database Registration Generate Sequence Numbers Projections Import Export Report Query Review Change Password Logout AJANI ALLEYNE 23 06 1998 Figure 11 39 In Figur
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