MINISTRY OF EDUCATION NCSE Level 1 – Form 3. Registration Procedure Reference 2012.
Registration Procedure Reference
Submissions/Amendments are to be delivered to:Ministry of EducationDivision of Educational Research and EvaluationAtt: NCSE Officers#18 Abercromby StreetPort of SpainEmail: [email protected] AMENDMENTS WILL NOT BE ACCEPTED.PLEASE DROP OFF OR FAX OR EMAIL AMENDMENTS.
Sheldon Arthur - 623-5724 Ext. 3031
USER PASSWORD: nc53
(Password is case sensitive)
NOTE: DUE TO RECENT CHANGES TO SCHOOL NAMES, USERS MAY HAVE TO CHANGE THE SCHOOL NAME TO THE NEW ONE.
TO CHANGE THE SCHOOL NAME SELECT ‘CHANGE SCHOOL’. YOU WILL BE TAKEN TO THE FORM AS DISPLAYED IN THE SLIDE LABELLED ‘1’
SELECT CHECKBOXES TO VERIFY REGISTRATION DATA
THEN CLICK ‘OK’
CLICK TO ENTER CLASS NAMES/DATA
CLASS DATA MUST BE ENTERED AND SAVED BEFORE ENTERING STUDENT DATA
CLICK ON ‘ENTER/EDIT STUDENTS’ IN THE MAIN MENU TO ENTER STUDENT DATA
PLEASE PAY ATTENTION TO THE CLASS THAT YOU ARE ABOUT TO SELECT
ENTERING STUDENTS AGAINST THE WRONG CLASS/TEACHER CANNOT BE RESOLVED, IF THIS OCCURS THE STUDENTS MUST BE DELETED AND RE-ENTERED IN THE CORRECT CLASS.
When "Enter/Edit Students" is selected and a class is selected for the first time the user is automatically prompted to enter the default subjects for which students in this class will be registered. This is only done once for each class - but this screen can be brought up later.
VERIFY THAT THE CORRECT CLASS IS DISPLAYED HERE
ENTER DATA AND SUBJECT REGISTRATION FOR EACH STUDENT
CLICK ON ‘ACCEPT DATA’ TO SAVE DATA.
CLICK TO GO BACK TO MAIN MENU. REPEAT STEP 5 TO ENTER STUDENTS FOR ANOTHER CLASS
The Student Entry screen has checkboxes for individual subjects. There is now a "Set Default Subjects" button that is used to bring up default registration subjects screen for that class if it needs to be changed.
SELECT ‘REPORTS’ FROM MAIN MENU
Choose ‘Individual Class Reports’ when generating reports for verification of captured data.
Choose ‘Full School Report’ when generating final reports for submission to DERE
WHEN THE LISTS ARE RETURNED, IF AMENDMENTS ARE REQUIRED GO TO THE ‘ENTER/EDIT STUDENTS’ OPTION ON THE MAIN MENU, AND SELECT THE REQUIRED CLASS AS IN STEP 5
‘FULL SCHOOL REPORT’ PAGE.
USE ‘FULL SCHOOL REPORT’ OPTION TO PRINT FINAL SCHOOL REPORT FOR SUBMISSION TO DERE.
THE FULL SCHOOL REPORT CONSISTS OF ALL CLASS REPORTS AND A SCHOOL SUMMARY REPORT. THESE MUST BE SUBMITTED ALONG WITH THE EXPORTED REGISTRATION FILE.
SCHOOL SUMMARY REPORT
CLASS AND SCHOOL REPORTS GENERATED AS IN STEP 6 ARE NOT EXPORT DATA AND WILL NOT BE ACCEPTED AS SUBMISSION OF REGISTRATION DATA
SELECT ‘EXPORT DATA’ IN THE MAIN MENU. THE FOLLOWING SCREEN WILL BE DISPLAYED
AFTER EXPORTING DATA, NO FURTHER CHANGES CAN BE MADE TO THE REGISTRATION DATA. ANY ADDITIONAL CHANGES MUST BE DETAILED AND SUBMITTED ON PAPER, FAXED OR EMAILED TO D.E.R.E.
SELECTING ‘OK’ WILL TAKE THE USER TO THE ‘EXPORT REGISTRATION DATA’ FORM
Note: Password is all in lower case; principal where all letters “i” are replaced with the number 1 and letter “a” is replaced with @ (shift key + number 2 key)
Data is preferred via email
However it is better practice to export data to a specific folder and then attach the exported file to an email or copy to diskette or CD.
If you are sending data on CD or diskette, please verify that the file is present by checking in Windows Explorer before dispatching to DERE.
If ‘Specific Folder’ was selected in step 8, this window gives you the option to export the data to a specific location.
An export success confirmation is given with the location of the file. Locate the file and copy to a diskette or CD (preferably CD). Confirm that the file was copied before sending.
Example of exported FILE NAME:
‘Registration Complete’ message displayed in red on the Main Menu.
At this stage no edits or additions can be done to the data.
If there are corrections or additions to be made, please DELIVER, EMAIL OR FAX IN THE CHANGES TO:
Ministry of Education
#18 Abercromby Street
Port of Spain
Email: [email protected]
VERBAL AMENDMENTS WILL NOT BE ACCEPTED.
WHILE WORKING ON DATA ENTRY, IT IS ADVISED THAT USERS’ BACK UP THEIR DATA.
SELECT ‘BACKUP/RESTORE’ FROM THE MAIN MENU. YOU WILL BE TAKEN TO THE CURRENT SCREEN WHERE YOU CAN BROWSE TO A FOLDER TO WHICH YOU CAN BACK UP YOUR WORK
TO RESTORE DATA SELECT ‘BACKUP/RESTORE’ FROM THE MAIN MENU. YOU WILL BE TAKEN TO THE CURRENT SCREEN WHERE YOU CAN BROWSE TO A FOLDER WHICH CONTAINS THE BACKUP FILE. SELECT THE FOLDER, THEN CLICK ON ‘SELECT FOLDER’.
THE CURRENT SCREEN WILL POP UP. FOLLOW THE ON-SCREEN INSTRUCTIONS. ‘CHOOSE RESTORE BACKUP DATA’ AND SELECT ‘DO RESTORE NOW’. A CONFIRMATION MESSAGE WILL BE DISPLAYED.