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Student Records System Graduation Menu User Manual

1. Enter Study Period A1 or ALL Enter the required Study Period code and press the enter key or press Return to accept the All default Enter Subject Code A7 or ALL Enter the required Subject code and press the Enter key or press the Enter key only if you will to select the default option ALL Subject Codes Enter Student Number N9 or ALL If the report is required in respect of one student enter the required student number If the report is required for all students by pressing the Enter key the default value of ALL is selected Sort Order A lphabetically N umerically Enter A if you wish to report to be sorted alphabetically by Student Name or N if you wish the report to be sorted numerically by Student Number The format of the report is as follows 001 1998 97035157 Anderson Frankie ACI 01 DUBLIN FULL TIME Primary qual 1 0 YEAR LONG BE151 CS151 MS125 PS153 1 SEMESTER 1 SEP JAN BE101 CS101 PS122 D AWORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 14 10 18 00 2 SEMESTER 2 FEB MAY BE102 CS102 CS104 PS123 002 1998 97565687 Brennan Claire Delores F AC1 01 DUBLIN FULL TIME Primary qual 1 0 YEAR LONG BE151 CS151 MS125 PS153 1 SEMESTER 1 SEP JAN BE101 CS101 PS122 2 SEMESTER 2 FEB MAY BE102 CS102 CS104 PS123 Option 6 Display Print Queues The Display Print Queues allows a user to view the entries on their network printer s and if required cancel a print qu
2. and the system will display any records on the student database which match the criteria entered In the example in Fig 2 above all students with a Student ID Number starting with 98 and a first name starting with N will be displayed Option 5 Student Registration Report This option allows for the printing of a Student Registration Report based on criteria entered by the user The report details the following student information Academic Year Student Number Student Name D WORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 13 10 18 00 Qualification Period of Study Qualification Offering Type and Description Cancellation Date for Qualification where relevant Whether it is a Primary Qualification Qualification Number Codes and Descriptions for all modules for which a student is registered The report can be sorted alphabetically by Student Surname or numerically by Student Number depending on the user selection For each student modules are listed alphabetically within Period of Study 1 On selecting option 5 you will be prompted first for the destination of the report then the selection criteria for the report as follow Enter Calendar Year N4 or lt ENTER gt to quit Enter the required four digit year e g 1998 and press the Enter key Enter Qualification Code A6 or lt ENTER gt to quit Enter the required qualification code and press the Enter key
3. ALL Block Codes A list of valid Block codes is included in the appendix 3 The specified report is then output to the required destination If the screen option is selection and appears on the bottom of the screen it indicates that there are further pages to view Press the Enter key to view the next page or enter q to quit and return to the output destination selection screen The final page of the report is marked End of Report and a EOF indicator is displayed at the bottom of the screen If you wish to exit from the screen view of the report enter q at the prompt and press the Enter key This will bring you back to the destination selection menu Enter Q to exit form this function Option 3 Student Mailing Letters and Labels This option facilitates the printing of Student Mailing Letters and or Labels sorted by Student Number then Student First name and Surname within Period of Study and Qualification and includes the following details Student Number Qualification Period of Study Student First Name and Surname Student Address 1 On selecting this option you will be prompted for the destination of the output which can either be to Screen a PC Disk or to a network printer Type in your selection and press the enter key 2 The system then prompts for D WORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 11 10 18 00 Enter Calendar Year N4 Enter the required four di
4. Information and Overall Results D WWORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 5 10 18 00 C Telnet maurs _ oi x File Edit Host Options Help eo a TA 474 sei S A Subject Detail Registration Cancellation Qualification offering X Exam Date Date Code Number Type Mont Type Year Exam Final ited Mark Mark Mark Tests I i i Hl MS i GM M22 Period Mark A lt List gt lt Replace gt For Help press F1 fS56PM 25 08 0 Star FSinbox S tet QyExplo BY Micro EE Mypla EVET F5 Anf Ta Printk WNBA ADS 1356 Block 3 Subject Information and Examination Results Option 2 Print Pass Lists The Pass Lists menu gives the user the list of graduates for the specified year To generate this list the user must first enter the selection criteria for the required list This report can be run to the screen for viewing or to PC Disk and will show the list of students who have passed the specified year To generate the report the user is prompted for a number of parameters as follows Academic Year Enter the Academic Year for which the student s are graduating e g 2000 Qualification Code Enter the relevant Qualification Code for which the report is required e g AR A list of valid Qualification Codes is included in the appendix Study Period Enter the Year of Study for which the report is required and which is valid for the qualification entered e g 1 or All
5. study periods Exam Month Enter the Exam Month for which the results are being entered e g 1 Semester 1 5 Semester 2 or 8 Autumn Repeats Letter Code Press Return on the Letter Code Contact Person Press Return on the Contact Person D WWORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 6 10 18 00 Option 3 Annual Qualification Criteria Before the user selects the Maintain Default Ceremony Information s he must go to the Annual Qualification Criteria screen option 3 and make sure that the Qualifications that are being processed for graduation exist for that year Also the Check Annual Result For Qualification Awarded must be set to Y for all qualifications to be processed Cl Telnet maurs File Edit Host Options Help afea 444 ai Al Qualification Informati a Minimum 0 all M Check Annual Result For Qual Awarded Number Of Subjects To Qualify Minimum ximun Year Qualification Minimum Overa ar Check Annual Result For Qual Awarded Number Of Subjects To Qualify Minimum EE Maximum Year qualification Code Minimum Overall Mark Check Annual Result For Awarded Number Of Subjects To Qualify Minimum Maximum Year Qualification Code Minimum Check Annual Result For Awarded Number Of Subjec fy Minimum Year Qualification Code Minimum Overa Check Annual Result For Awarded Number Of Subjects To Qualify Minimum J Maximum lt Repla
6. Dublin City University Computer Services Department Student Records System Graduation Menu User Manual If you experience any problems operating the system please contact the Computer Services Helpdesk on Ext 5007 D AWORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 1 10 18 00 Table of Content Section Page No 1 Logging on to ITS System cccscccssescsssecccccscsnscssssnsceses 3 2 NGRAD Graduation Menu cccsccsscccccccesccceccceees 3 3 DCU1 Easy to Use Menus sssssscccesoscscccocsssseccososoeeesoe 11 Appendices Appendix 1 Qualification Codes Appendix 2 Period of Study Codes D A WORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 2 10 18 00 Logging on to the System 1 Using your mouse double click with the Left button while pointing to the ITS system icon or Telnet and choose sas_p or Maurs 2 Enter in lowercase your user name at the login prompt and your password as prompted and press return The following menu is then automatically displayed CJ Telnet maurs ief x eal T alal e Al Menu NGRAD jate 25 AUG 2000 13 54 Ver 10 4 ser TOTAL ITY UNIVERSITY sasescs TEST SYSTEM FOR GRADUATION 1 lt Details of Registration Results of a Student lt Print Pass Lists 3 gt Annual Qualification Criteria 4 gt Maintain Default C ony Information gt G e Graduati gt Print Graduation Scrolls
7. Student Records System and will be a text based facility Option 2 Student Class Listing This option facilitates the printing of a Student Class list for a particular Calendar Year and Qualification The list is sorted by Student Number then Student First name and Surname within Period of Study and includes the following details Student Number Student Surname and First Name Home Telephone Number Period of Study Registration Date Cancellation Date if relevant Academic Year D WWORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 10 10 18 00 1 On selecting this option you will be prompted for the destination of the output which can either be to Screen a PC Disk or to a network printer Enter your selection and press return 2 The system then prompts for Enter Calendar Year N4 Enter the required four digit year e g 2000 and press the Enter key Enter Qualification Code A6 Enter the required qualification code and press the Enter key A list of valid qualification codes is included in the appendix Enter Study Period A1 or ALL Enter the required Study Period code and press the Enter key or press the enter key only to accept the default value of All A list of Study Period codes is included in the appendix Enter Block Code A2 or ALL Enter the required Block code and press the Enter key or press the Enter key only if you will to select the default option
8. ce gt For Help press F1 13 59PM 25 08 0 Astart FSinbox S Tet Gy Explo BY Micro FX Mypla EET EAn Ty Pintk TONG BOA Dy 1359 Option 4 Maintain Default Ceremony Information In this screen the user must enter the criteria for those who will be graduating To enter students into the system for graduation the user must first enter the selection criteria for the required Qualification and Year as follows Year Enter the Year for which the graduation will take place Qualification Enter the relevant Qualification Code for which the graduation is required e g AR A list of valid Qualification Codes is included in the appendix Decision Date Enter the date on which the Exam Boards took place Ceremony Date Enter the date on which the graduation will take place D WWORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 7 10 18 00 Time Enter the time on which the graduation will take place Option 5 Auto Generate Graduation Detail This report populates the Annual and Qualification Results table where the user can query the graduates on the second block of the Annual and Qualification Criteria screen option 4 To generate the population of this table the user is prompted for a number of parameters as follows Calendar Year Enter the Academic Year for which graduation is being entered e g 2000 Qualification Code Enter the Qualification Code for which the graduation i
9. e in their first name or surname depending on whether the parameters are entered in the first name or surname field nn displays all students with a surname or first name ending in nn D A WORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 12 10 18 00 nn displays all students with a surname or first name starting with nn Telnet sas_p lel x File Edit Host Options Help a S aal gt A Biographical Information a Student Details Student Number First Name Surname Alt Name Gender Tutor Home Telephone Work Telephone M Address Qualifi Qual No Study Registration Date Calendar Cancellation Date m Lo l Enter a query press Fi2 to execute PF4 to cancel ENTER QUERY lt Replace gt i Connected to sas_p 1 59PM 2710 0 Astar E Lotus cc Mail f A meconalb Se LY Microsoft Wor E Tenet sas BK Dublin City Uni we Nb SRE moO 11 59 Fig 2 On selecting option 4 a screen as depicted in Fig 2 above is displayed Press Function Key 11 F11 Enter Query Key on the top row of your keyboard and the Enter query message is displayed at the bottom of the screen To search for a particular student enter the student number and press F12 Execute Query Key The student s details are then displayed Where the student number is not known to you enter the Student s first name and or surname or part thereof using the wild card symbol
10. eue entry by selecting the print entry when prompted Option 7 Change Password Option 7 allows a user to change their password On selecting this option you will be prompted first for your old password and then your new password The recommended standard for user passwords is eight alphanumeric characters using both upper and lower case D AWORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 15 10 18 00
11. git year e g 1999 and press the Enter key Enter Qualification Code A6 Enter the required qualification code and press the Enter key Enter Study Period A1 Enter the required Study Period code and press the Enter key Enter Block Code A2 Enter the required Block code and press the Enter key Enter Student Number or ALL N7 Enter the required Student Number or press the Enter key to select All if you wish to generate a Letter Label for all students matching the criteria Enter L E tter Or L A bel E A If you wish to print a letter enter E for a Letter and press the Enter key If you wish to print labels enter A for Label and press the Enter key In both cases you will subsequently be requested to enter a Letter Code This should be one of the standard Letter Label codes set up for your department area 3 The specified output is then sent to the selected destination Option 4 Biographical Query Option 4 allows you to view the Biographical details of a specific student using a student number name alternative name in the query Alternatively you can use a wild card character as follows On Student Number 99 displays all students with 99 anywhere in the student number 99 displays all students with a student number ending in 99 99 displays all students with a student number beginning in 99 On First Name or Surname nn displays all students with nn appearing anywher
12. gt Return To Previous Menu Your Selection For Help press F1 13 54 PM 2508 0 Astan FSinbox E Ter Gy Espio BY Micro EK Mypla ETET 5 An ONIBAI A Os 1354 Where a user is presented with a different menu on log on you can navigate to this menu or any other menu by entering followed by the menu name at the Your Selection prompt and pressing the enter key e g NGRAD Menu NGRAD The symbols beside the menu options within the ITS system have the following meaning Selecting an option with this symbol beside it takes the user to a further menu gt Indicates that the user has Update access to this option i e where relevant the user can update student data on the system D WWORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 3 10 18 00 lt Indicates that the user has Select access to the option i e the user can view the data but cannot update it Menu Options Details of Registration Results of a Student Print Pass Lists Maintain Default Ceremony Information Annual Qualification Criteria Generate Graduation Detail Print Graduation Scrolls SN Se Option 1 Details of Registration Results of a Student This is one of the most useful screens within the Student System It provides biographical Block 1 registration information and overall results Block 2 and 3 and subject information and examination results Block 3 in respect of a student A studen
13. s required e g AR A list of valid Qualification Codes is included in the appendix Study Period Press Return on the Study Period Faculty Code Press Return on the Faculty Code Order Enter the Order in which you wish to view the report i e A N Alphabetic or Numeric Trial Update Enter the option Trial if you wish only to do a test run to view the information Enter Update if you wish to perform a permanent change in the table NB This option must be run before Option 6 Graduation Detail Extract Option 6 Graduation Detail Extract This report gives the user a list of graduates and the details of when they are to graduate The report should be sent to PC Disk or to Screen if the user only wishes to view the information The following criteria must be entered Calendar Year Enter the Calendar Year for which the graduation is taking place e g 2000 Qualification Code Enter the Qualification Code for which the students are graduating e g AR A list of valid Qualification Codes is included in the appendix Start Award Date Enter the date the graduates are to be awarded End Award Date Enter the date the graduates are to be awarded Enter the same date Student Numbers to ASCII File Enter Yes or No The report will now be located on the local drive as its dwn From here it needs to be opened in word and a number of minor alterations need to be made to the file This should then be saved by the
14. t s record can be queried using a student number or student surname Alternatively you can use a wild card character as follows On Student Number 99 displays all students with 99 anywhere in the student number 99 displays all students with a student number ending in 99 99 displays all students with a student number beginning in 99 On First Name or Surname nn displays all students with nn appearing anywhere in their first name or surname depending on whether the parameters are entered in the first name or surname field nn displays all students with a surname or first name ending in nn nn displays all students with a surname or first name starting with nn Using the arrow keys VW and you can scroll from record to record until the required record is found On selecting option 1 a screen as depicted in Fig 1 below is displayed Press Function Key 11 F11 Enter Query Key on the top row of your keyboard and the Enter query message is displayed at the bottom of the screen To search for a particular student enter the student number and press F12 Execute Query Key The student s details are then displayed D WORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 4 10 18 00 C3 Telnet maurs Aston FSinbox filter E Erno wyMicro ERMi gyre T S5 an Terri W Fig 1 Block 1 Biographical Information C Telnet maurs Block 2 Registration
15. user as lis i e CA lis A copy of this list can now be given to the Library and the Finance Office D WORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 8 10 18 00 Option 7 Print Graduation Scrolls The user can now generate the graduation scrolls The graduation scroll s will be printed on Parchment paper by the designated printer Ensure that the required paper is loaded into the printer before running this program The following criteria will be requested by the program Calendar Year Enter the Calendar Year for which the graduation is taking place e g 2000 Qualification Code Enter the Qualification Code for which the student s is are graduating Student Number or All Enter the Student Number for an individual parchment or enter All for all of the parchments for the specified Qualification Code D A WORKINPROG alisoninfo gradua 2 doc Business Systems Group Page 9 10 18 00 MENU DCU1 Bile Edt Hos Options Heb Sa ET oes ej y AL BLIN CITY UNIVERSITY z For Help pesti TIS wea Asian BW mnst 5e Tonet eos Sploturce Mad DF Micarolt Wer NetWare Broatea i No Sete QO rece Option I Using the ITS System Information Help This is a basic Information Help facility that will be developed in conjunction with the Registrar s Office and System Users This facility is intended to assist users in using the functions provided by the Easy to Use Menu within the

Student Records System Graduation Menu User Manual

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