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The Garrison, St. Michael 20, Barbados

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1. 47 24 2 Centre Entries By Subject sit ono terret dece SEES ER E re EE etes e EUN EE e LESSE UR ER aS Ra SEN Ee eee ER eR eaa Lege 48 2 7 2 1 Candidate Listings aeui oui eiae UT HE En re EC ERE ee RP a HEP Rag eR a EIE evia asra aiis 49 PAM Er sS M 50 3 1 Mice ME T sei 52 3 1 1 SBA Data Capture Menu iex teri econtra oi o e raana aea Na e ra araea ERR IECUR Feel cesvestasueadhadabeces 52 3 12 Teacher Assignment uncertain te entra re eti tabe esitare 54 4 Exitng Th ADplicatiOn ho dn optet ret deni HO E PUR P OT e t I Oris oid con EE 57 Appendix 1 List of Some Reports That are Currently Available sese eene 58 no P 60 Page 1 RB Caribbean Examinations Council Ca Student Information Registration System User Manual Table of Figures Figure 1T Th Centre EogoriSGfeen eere rte tenter reti sseshsecesunesesionstersiecenuseasatedariecesusesvivenseusvtecosontvaptaues 3 Figure 2 The Password Administration Screen cccccscccscssssssesssssssescsesesesessssssssesesesesessssesesseeseesesssesssssssseeseneesseeeseeees 4 Figure 3 The SIRS Application Main Menu tette tetntntn sites ttn atate trte tatu ta s tana ta tates tata sn ss andes an aaa 6 Figure The Registration Men kigi ssenari aasi arana TOO RU cy eni nee aE e db
2. Fields Displayed Subject This field shows the subjects chosen Centre The value here is the number used to represent the centre for which the candidates were registered Name This field displays the name of the centre corresponding to the centre code At the centre level only that particular centre is displayed Entries This field displays the total number of candidates registered for that particular centre Fields at bottom of the form Centres This field displays the total number of centres for which candidates have been registered At the centre level this value will always be one Entries This field displays the total number of candidates registered for all the centres The Candidate Listing button will display a screen see x showing all the candidates registered to take the subject examination The fields displayed are only for viewing purposes and cannot be edited Page 47 RB Caribbean Examinations Council Ca Student Information Registration System User Manual 2 7 2 Centre Entries By Subject This option displays a screen similar to Figure 40 where the user is allowed to select a centre via the drop down list provided not applicable for school centres This form displays the list of subjects which the as well as the number of candidates registered for these examinations At the base of the form the user has the option to view the listed candidates for any of the subjects listed CENTRE SPRINGER MEM
3. sse 22 Figure 17 The Candidate Viewing Screen eese esset te thin tntnentna nene tete intas ia taste tete ti sani readen 24 Figure 18 The Subject Batch Entry Screen teet itcr itte aS Carena a Man Ma ee beoe Pe ABRE ROSE PE eee SEEE ana 25 Figure 19 The Candidate Selection Screener tse tne o eie eset ih enaa 27 Figure 20 The Generate Sequence Number Screen sse nnn enne 28 Figure 21 The Generate Sequence Number Message sess eene nnns 29 Figure22 The Repeating Process Pronipt eiie teer retento thia dint eer s Dx Ro ees irte Gee deae dede Gara poenis 29 Figure 23 The Centre Project Subject Information Screen sse eene 30 Figure 24 The Registration School Centre Import Export Menu Screen sse 32 Figure 25 The Ministry Users Import Export Menu Screen sse nnn nnns 33 Figure 26 The Centre User Import Candidate Personal Information Screen sees 34 Figure 27 The Candidate Selection Scteen iei eret easet cedente rebote bite et sees Po ib Fate eee i Poche docete eene eee orate ned 35 Figure 28 The Exporting Fields Screen showing the Choose Field Tab sse 36 Figure 29 The Exporting Fields Screen showing the Filter Tab sse eee nennen 37 Figure 30 The Fees Re Calculation Screen eee eese enin entente tete ta testa sarai tete na isi indiana 38
4. sss nnns 56 Figure 47 The Quit Program Message Box sssssssssssseeeee eene nennen tnter nene nennnn trennen nens 57 Page2 d Caribbean Examinations Council Cg Student Information Registration System User Manual 1 Starting SIRS 1 1 How to Start To start the Student Information Registration System SIRS use the icon on the desktop labeled SIRS Select the icon and double click using the left mouse button The user will be presented with a screen titled LOGON as seen in Figure 1 The LOGON screen is the point of entrance to the CXC registration application LOGON USER Ok PASSWORD Cancel PERIOD z Change Password CENTRE CARIBBEAN EXAMINATIONS COUNCIL Figure 1 The Centre Logon Screen To Log On To gain access to the application the user must complete all four sections on the LOGON screen shown above in Figure 1 User This will be a name assigned by the administrator and provided to the user This user name will determine the functions accessible Password Like User the password is assigned by the administrator and provided to the user and controls access to the application The password should not be shared among other users Period The period for which the registration is to be effective has to be selected from the drop list provided The drop list is accessible by clicking on the down arrow Centre The Centre for which entry to be completed must be se
5. Once the process has been completed successfully a message box appears indicating that the process has been completed and if the operation is required again If the process is not required again select the No button to close the message and return to the Import Export Menu Otherwise select Yes to display the Status clearly as seen in Figure 36 above to start the process all over again Page 44 Caribbean Examinations Council Cg Student Information Registration System User Manual 2 6 Producing the Reports The user accesses all reports by selecting the Reports option from the Main Menu On clicking on this reports button the following screen in Figure 37 is displayed REPORTS Choose required report Centre No SeqNo Subject z Preview Print Close Figure 38 The Reports Screen Various reports are available from the Choose required report drop down list see appendix 1 for a listing of some of these reports Some of the reports provide the user with the option to display the report for a particular centre or for a particular candidate To display the report for a particular centre enter the centre code of the centre in the Centre No field To display the report for a particular candidate enter the sequence number of the candidate in the Seq No field It is advantageous before completing the Seq No to use the View Candidate List or View Candidate options to validate
6. The Garrison St Michael 20 Barbados Z7 246 436 6361 Fax 246 429 5421 e General cxcezo Q cxc org e 21 Registration registration cxc org G Student Information Registration System User Manual Content Sicul duum ETE 2 TcStar ng SIRS 23 case ndiua otii tristius A cuit iei E E A 3 INIMS ANI m 3 14 1 GEUTRUPAICRE E P n 4 M2 ESAMI 4 2 The Menu OPOS sisenes e A tere rr Dee EC HERE ire eI PARERE E AO E EE E ite e PEERS E Peu ee 6 2 1 Matti MB scoie iiti on osnetteodtestii n i A EE E dese oeste eee od 6 EN Naicnmumnm 7 2 21 Addinigia New GELD ses 8 2 2 1 1 Candidate Subjects 5 i ie e t es tite cba Eee otuehsbescbssucaaen CERES Ma satedacoareinsetesaeadnabsoeovs 12 VM De CONGUE Fels NE TER 16 2 222 Querying for Cam di date PE MH 17 2 2 3 Editing a Candidate s Information connesso caeno E EA a A Eana ae 19 2 2 4 Viewing a Candidate s Information cece cess cecsesecsecsececcessecseseeessessasescessessessessssessanessesseseesesseseaseaeeseenes 21 2 2 5 Viewing all Candidates List iecit rhet ettari eter ebe ela dieere tube eM Pe ea rt dte e aa eese SERE ed 22 2 2 6 Viewing all Candidates Detail sic iiit IRE reitera tin e E E er RE esee Eee EE Seco coenae 24 2282 Baty
7. This is an automatically generated figure This checkbox is used when no SBA is submitted or required as is the case of resit and transfer candidates Fields at bottom of screen Candidates Assign Search Undo Save Close The value here is the calculated total number of candidates listed No data is to be entered in this field The Assign button is used to allocate each teacher to particular students The Search button is used to activate a search operation The Undo button is used to delete the last data keyed onto the form as long as it has not been saved The Save button is used to store a permanent copy of the selected record The Close button is used to exit the screen and returns the user to the previous menu or sub menu Page 53 RB Caribbean Examinations Council cg Student Information Registration System User Manual 3 12 Teacher Assignment After the user has clicked on the Assign button the following window will appear on screen Teacher Assignment Query Assign CENTRE CODE CLASS FIRST NAME LAST NAME GENDER SUBJECT BIOLOGY G Result Ex E SCHOOL CLASS SEQ NO LAST NAME FIRST NAME MIDDLE NAME DOB APPLEWHITE LAURA GRIMES SHANEESE LAW JUDY MACDONALD NICHOLA BASCOMBE ANDRE COOKE JOHNATHAN FOOLSCAP CONCORD GRIFFITH TOMMY HERCULES SHAWN JACOBS TIMOTHY JOHNSON JAY TROTMAN KEMAR HAs grazer New Query Apply Query Cancel Fig
8. amp MINISTRY FILES EXPORT DIALOG File Operations Centre Selection Status SORT BY Figure 33 Centre tab on the Ministry Export Screen ALEXANDRA SECONDARY SCHOOL ALLEYNE ALMA PARRIS MEMORIAL SECONDARY BARBADOS O LEVEL INS BARBADOS PRIVATE 1 BARBADOS PRIVATE 2 BARBADOS PRIVATE 2 BARBADOS PRIVATE SJPP B DOS PRIV BELLEVILLE GRAM SCH B DOS PRIVATE ADV MGMT SVCS B DOS PRIVATE CAPITOL BUS INST B DOS PRIVATE EBEDYH 1 0 L B DOS PRIVATE GOV T INDUS SCHL B DOS PRIVATE URBAN ADULT COLL B DOS SEVENTH DAY ADVENTIST CARIBBEAN SCHOOL OF BUSINESS amp MANAGEMENT CH CH FOUNDATION SCH TERTIARY CHRIST CHURCH FOUNDATION COLERIDGE AND PARRY COMBERMERE CO OPERATIVE HIGH DEIGHTON GRIFFITH SEC SCHOOL C COD FILTER User Manual The Centre tab on the Ministry Export screen shows a listing see Figure 32 above of the all the centres in the territory The user can then sort by Code or by Name The Status tab The file that is produced has the centre code followed by the systems data without the year and has a N B Page 40 zip extension For example A file produced by centre 030034 on 15 September 2005 will have the file name 0300341509 ZIP If the file was produced at the ministry the filename will be in the same format as discussed previously but would begin with a three letter abbreviation of the particular territory For example A file produced by the Barbados ministry will have the
9. RNC BUWASE M a we pe Hm Kt FRmL TuAZASg WR wws ws ns rea RENDA FRANKS Towasm fF CANDIDATES 8 SUBJECTS SEARCH CLOSE CARIBBEAN EXAMINATIONS COUNCIL Figure 17 The Form displayed when viewing all Candidates Information List Fields Displayed Seq No The values displayed here are the centre code of the school at which the candidate is registered and the sequence number of the candidate The sequence number of the candidate is assigned on generation of sequence numbers and can be used to display reports pertaining to a particular candidate Class The class number or grade level is displayed if entered This is only available to schools First Name The value here is the first name of the registered candidate Middle Name The value here is the middle name or initial of the registered candidate Last Name The value here is the last name of the registered candidate Date Of Birth The value here is the date of birth of the registered candidate The format for this field is DD MMY YYYY Gender The value here represents the gender of the candidates who have been registered If the value is F the candidate is female if M the candidate is male Candidates The value here is the calculated total number of candidates listed No data is to be entered in this field Page 22 d Caribbean Examinations Council G Student I
10. EDIT CANDIDATE VIEW CANDIDATE VIEW CANDIDATE LIST VIEW CANDIDATE DETAILS El m l mi mj BATCH ENTRY Figure 4 The Registration Menu From the Registration Menu the user manages candidate registration data using one of six options available The registration data captured is relevant only for the examination period selected during logon The available options are 1 Add new Candidate Edit Candidate View Candidate View Candidate List View Candidate Details Batch Entry This is used to capture the registration data for the first time a candidate registers for the selected examination period This is used to edit the information relating to a candidate registered for the selected examination period This is used to view individual candidate information without the ability to change the data displayed From here the data for all candidates registered is displayed in a list for the user to view The user has the ability to view all the candidates registered while viewing the subject of a selected candidate as well as the options for a particular subject Groups the allocation of candidates to a specific subject Subjects with options such as Visual Arts can be allocated via this Batch Entry screen Page 7 RB Caribbean Examinations Council cg Student Information Registration System User Manual 2 2 1 Adding a New Candidate On selecting the option Add New Candidate
11. Subjects Fields Displayed Period This field displays the period for which the registration data is valid and is based on the period selected during logon The value displayed in this field cannot be changed on this form Centre Code The value here is the number used to represent the centre at which the candidate is registering If the application for registration is being done at a center the centre code value cannot be changed If the application for registration is being done at the ministry the centre code value can be changed Sequence Number A value will be displayed only after the Generate Sequence Number process has been completed No value is to be entered in this field Candidate Number The value here is the candidate number assigned to the candidate on registration A value will only be displayed in this field after the Generate Sequence Numbers process has been completed New Only select this check box if the candidate is registering for the first time to take a particular examination Therefore the candidate should not have a previous registration number This check box should be selected if the candidate will be writing CSEC examinations for the first time during January 2008 or May June 2008 sitting In the case of CAPE examinations the New check box should be selected for candidates who will be writing CAPE examinations at the May June 2008 sitting or after Page 9 RB Caribbean Examinations Council C
12. from the registration menu Figure 5 below will be presented Pree c CARIBBEAN EXAMINATIONS COUNCIL c HEADQUARTERS PERIOD CENTRE CODE SEQUENCE NO CAND NO NEW 2009 JUNE CSEC IV FIRST NAME MIDDLE NAME LAST NAME re TpP A DATE OFBIRTH GENDER DD HM7YYYY PREVIOUS PERIOD PREVIOUS CANDIDATE FORM CLASS WB 3393 i FF 1 USER FIELD 1 USER FIELD 4 USER FIELD 5 UNIVERSITIES E UwlMona C UWI CaveHill C Uwl St Augustine Other EMAIL CELL PHONE SMS CENTRE ENTRIES fo TOTAL ENTRIES fo Add Undo Delete Save Print Fees Close Figure 5 The CSEC Registration Screen Subjects Page 8 Caribbean Examinations Council Cg Student Information Registration System User Manual amp REGISTRATION E 5 x c CARIBBEAN EXAMINATIONS COUNCIL c HEADQUARTERS PERIOD CENTRE CODE SEQUENCE NO CAND NO NEW 2003 CAPE 160129_ Iv FIRST NAME MIDDLE NAME LAST NAME a a L 11 n Inh D DATE OFBIRTH GENDER z DD MM YYYY PREVIOUS PERIOD PREVIOUS CANDIDATE FORM CLASS OO O P Fl M a USER FIELD 1 USER FIELD 4 USER FIELD 5 UNIVERSITIES C UwlMona C UW Cave Hill C UWwl St Augustine C Other EMAIL CELL PHONE SMS ASSOCIATE DEGREE None z CENTRE ENTRIES 16 TOTAL ENTRIES 16 Add Undo Delete Save Print Fees Close Figure 6 The CAPE Registration Screen
13. ENU y ep PENES 25 2 2 8 1 Candidate Group Selection icccccsvscceseisesessscsusiatsessescasiavesavaaseacssstesvasinenccsssshdedessoasesstisssevusaedasbascssedsadsseseonsceeuess 27 2 3 Generate Squence NUMDETS P 28 DA CPLOJCCUONS c cenrdacsasiecsesecsvssrascsdswegsnsvcadesuastsctdartecasosssccdssdetdeiossestsnceussbedndasoaedneetaniece evusoueducstsuesioiecetsd tacedendedeeunsnesdvetsuees 30 2 5 Importing Bxporting Files 5 e ertet eret ei iecore dea eiua startete dev sseccducstencocesecesedeuvavendesansannsnddeteucse 32 2 9 Al Import Candidate Personal Dat 5 Dae Ee Set eI T basi etr ees EUR Eee ete eee E iE 34 2 5 1 1 Post Imported Candidate Personal Data eee eene nennen nne nennen 35 2 5 2 Export Database Fields reete nere trennt ntm tt sveustadesevesesceisbavursvesnconed vstonsanetecusexashsdeauetbes 36 ALES D Oa IRCCS M EU P HR 38 25 3 D olini Files P 39 2 5 6 Import Registration Elles 75i terree fer epi t eee e t UR E Rr ERE Peace ie et EREE enEH 41 2 5 7 Export SBA Ril ll Em 42 2 5 8 Import SB As Piles cscs sirin a E N A E E O E E 44 2 6 Pr d cing the UI P 45 giai mc 46 PATE SUDJOCE EMIS coc 5c E
14. caution in using this option since registration data exported cannot be edited after the export option has been taken Any modification to registration data after the export option must be done as an amendment options after the late registration date has become effective Reference the sections on edit candidate On selecting this option the screen displayed in Figure 31 below will be presented amp MINISTRY FILES EXPORT DIALOG File Operations Centre Selection Status EXPORT FILE Figure 32 The Ministry Files Export Screen The user will use the Add button which will provide a windows browser to determine where on the directory structure the file created will be saved Select the drive folder and sub folder where necessary then click Ok from the browse for folder screen that is displayed Make a note of the file name if necessary and complete the operation by clicking Ok from the screen shown in Figure 31 Otherwise select the Cancel button to abandon the process Once the process has been completed successfully a message box appears indicating that the process has been completed and if the operation is required again If the process is not required again select the No button to close the message and return to the Import Export Menu Otherwise select Yes to display the Status to start the process all over again Page 39 RB Caribbean Examinations Council Ca Student Information Registration System
15. risiede EAS ESE EER 7 Figure 5 The CSEC Registration Screen eiie iee terrena tete tetn thin testante te tise tutu testas atate see tn se sees an ana anta 8 Figure 6 The CAPE Registration Screen sse eene nennen tenente tnter tenete tenen entente 9 Figure 7 The Subject Warning Message SCreen ccccccccsescsssssssssssesscsescsesssssessesssesesesesssesssesessescecsessseseesessessscseseeaseenees 11 Figure8 The Candidate Subjects Screen ti ceo lest sitire eS Ren ERE aana e Fe REP ER ne Re a aitaa Eana 12 Figure 9 Candidate Subjects and Options Screen ssssssssssseee eene eene nnns 13 Figure 10 Option tab on Candidate Subjects CSEC option screen sse 14 Figure 10b Option Information pop up screen on Candidate Subjects CSEC option screen s 14 Figure 11 Option information Screen for CAPE eese ttt nenntntnt nente tenete tenente itte itane tenen 15 Figure 12 Th Candidate Fees Screens 22e ee iie iei set eter EEE Aa EESE E E ee Tee Ope IN tetas 16 Figure 12 The Candidate Searah Screen isc ae ies atis rase Ui d e eei IEEE CE E be i EIE EGG Pete leti uude redet 17 Figure 14s Edit Candidate Scree eriin ardits eae E eaa aa aa udi esie iac dtes dete iesu 19 Figure 15 Viewing Candidate information sse nennen nenne nennen 21 Figure 16 The Form displayed when viewing all Candidates Information List
16. the candidate sequence number The subject drop down button option allows the user to view SBA subject details The reports produced can either be 1 Displayed in Microsoft Word by using the Preview button on the screen From within Word the report can then be edited searched printed or saved as a Word document 2 Sent directly to a printer by using the Print button The printer used is the default Windows printer Page 45 RB Caribbean Examinations Council Cy Student Information Registration System User Manual 2 7 Summary Menu On selecting the Summary option from the Main Menu the form shown below in Figure 38 is presented to the user SUMMARY MENU Figure 39 The Summary Menu Page 46 eR Caribbean Examinations Council Cg Student Information Registration System User Manual 2 7 1 Subject Entries When selecting Subject Entries from the menu the screen below in Figure 39 appears The user is allowed to select the Subject and obtain a list of the centres that offer that subject when log on as a ministry user and how many candidates are registered to take the examination at that location SUBJECT INFORMATION SUBJECT CENTRE NAME ENTRIES CENTRES H ENTRIES CANDIDATE LISTING SEARCH CLOSE CARIBBEAN EXAMINATIONS COUNCIL Figure 40 The Subject Information Screen A count of the number of Centers and Total number of Candidates registered is also shown at the base of the form
17. the query will be shown in the Results section of the screen under the following headings School This column displays the candidate s school code Class This column displays the candidate s form number Sequence Number This column shows the three digit unique sequence number assigned to the candidate Last Name The candidate s last name is shown in this column First Name The candidate s first name is shown in this column Middle Name The candidate s middle name or initial is shown in this column Date of Birth This column displays the candidate s date of birth Gender This column displays the candidate s gender gt After the results have been displayed click on a candidate and click the button on the upper right hand corner of the screen to move the candidate to the Assign section of the window individually NB To move more than one candidate at a time highlight the candidates then click the button mentioned i F gt gt above To move all of the candidates at one time click on the button After the candidates have been move over to the Assign section click on the Assign tab button and the following window will appear Page 55 RB Caribbean Examinations Council Ca Student Information Registration System Teacher Assignment Query Assign TEACHER ponn x Selected APPLEWHITE GRIMES LAW MACDONALD BASCOMBE COOKE FOOLSCAP Assign Figure 47 Teacher Assignment Window Assign Section The fiel
18. will appear in the Candidate s Options section Select the Close button to close the form and return to the registration menu Page 24 R Caribbean Examinations Council G Student Information Registration System User Manual 2 2 8 Batch Entry On selecting the option Batch Entry from the registration menu the screen is Figure 18 will be presented SUBJECT BATCH ENTRY SUBJECT CANDIDATES BIOLOGY G z USER USER LASTNAME FIRSTNAME DOB NEW RESIT ALT REPEAT FIELD 2 FIELD 3 i I acceR MICK 190 43 wr r r B Lorez JENNIFER 1270 1986 v r r r ES DL I MEPENENENMN JN Select Options Add Search Undo Delete Saye Close Subjects with options are currently not available in batch entry mode Figure 19 The Subject Batch Entry Screen The user selects the subject for which to register the candidates by selecting from the drop down list The user will be limited to the subjects he or she is in charge of as determined by the administrator Select the candidates by using the down arrow button On selecting a candidate a second row will be enabled to facilitate a second addition Candidates The total number of candidates registered is displayed Candidate Name The values in these fields represent the name of the candidate whose information is being viewed The candidate s name is captured in two fields Last Name and First Name Date of Birth The format for the date of birth is DD MM YY
19. Add candidate 8 Add new candidate 8 Add subjects 12 15 Adding a new candidate 8 Amendments 6 Buttons 4 Candidate subjects 12 15 Close 4 Delete 4 Edit 18 Edit a candidate 18 Editing a candidate s information 18 Exiting 56 Export 6 37 38 40 Export SBA Files 41 Files for CXC 40 Files from Ministry 40 Generate Sequence Numbers 6 Import 6 Import SBA Files 43 Leave application 56 List all candidates 21 Page 60 Log on 3 Logging on 3 Ministry Files 37 38 new candidate 8 Quit 56 Register for subjects 12 15 Registration Menu 6 Reports 6 44 Save 4 SBA Data Capture 51 Search 4 Sequence numbers 27 Start 3 Starting application 3 Subjects 4 12 15 Summary 6 Teacher Assignment 53 Undo 4 Use buttons 4 Using the buttons 4 View a candidate 20 View all candidates 21 Viewing a Candidate s Information 20 Viewing all candidates information 21 KR Caribbean Examinations Council
20. Capture is used to enter the SBA School Based Assessment scores which are associated with the student s subjects On selecting the option SBA Data Capture the screen is displayed as shown in Figure 44 without populated data amp SBA DATA CAPTURE CENTRE Profile Name HARRISON COLLEGE 1 MODELS OF THE MACRO ECONOMY 2 MACROECONOMIC POLICY ANALYSIS SUBJECT 3 GROWTH DEVELOPMENT amp INT ECON RELATION ECONOMICS UNIT 2 2 Y OPTION NONE TEACHER z ESTIMATED SEQNO LASTNAME FIRSTNAME TEACHER RANK GRADE P1 P4 TOTAL SBA 009 IPARRIS INATHAN 03001 4MARY l5 M f4 20 10 X x 24 pg pes p po I IP e IP a oP ol CANDIDATES I 5 Assign Search Undo Save Close The order of meritis a standard requirement of several examining boards and testing agencies The order of merit should be informed by the performance on the SBA and any other assessments done by the teacher You are required to enter rank and estimated grade not for the SBA component but for the subject overall Fields Displayed Centre Subject Option Teacher Sequence Number Last name Page 52 Figure 45 SBA Data Capture Window Displays the centre On selecting the required subject the column to the right is populated showing the Profile Name for the subject This field shows the subjects available for the SBA This field shows the options available for the subject This field shows the list of tea
21. ES RECEIVED FROM CANDIDATES FEES SUMMARY SCHOOL FEES SUMMARY TERRITORY FINAL REGISTER FINAL REGISTER SCH IMPORT SUMMARY LATE CANDIDATES LATE ENTRIES LATE ENTRIES BY CENTRE LOCALFEES RECEIVED LOCALFEES SUMMARY SCHOOL MISSING SEQUENCE NO MISSING SEQUENCE NO EXPORTED NEW OR UPDATED ENTRIES NO PREVIOUS CANDIDATE Page 58 Reports on the Age distribution of candidates based on the Age Boundaries Report on the Age distribution of candidates by subject based on the Age Boundaries Reports on the age distribution of candidates by Territory based on the Age Boundaries Reports on the Age distribution of candidates by centre based on the Age Boundaries Reports on the subjects registered by candidate Reports on the Subjects registered by candidates in a Spreadsheet using R to designate resit or S to designated SBA Reports on the Subjects registered by candidates in a Spreadsheet using 1 to designate the candidate being registered Reports on all candidates registered but not yet sequenced Reports on all candidates registered but without subjects assigned Reports on all possible duplicate candidates registered Reports on the projections entered for the centre Reports on candidate personal data by class Reports on summary all the export activity for this session Reports on all fees expected and received received from candidates Reports on all fees expected and received received from schools Reports on all fees expec
22. Figure 31 The Ministry Files Export Screen sse nnne nnne nennen tnnt rennen nens 39 Figure 32 Centre tab on the Ministry Export Screen sse eene ene nnne nnne nnns 40 Figure 33 The Files from Ministry Import Dialog Screen sss eee nnns 41 Figure 34 The Ministry SBA Files Export Screen nnne nennen tnter nennen 42 Figure 35 The School s Ministry Files Export Screen sse eene tenentes 43 Figure 36 The SBA Files From School Import Dialog Screen ee eene nnns 44 Figure 37 The Reports SCre ERE E E a 45 Figure 38 The Summary Mense airs Sid ois lee Bie Pad dude EH EE ee ais 46 Figure 39 The Subject Information Screen iscicecsss shscsistsbescsssestseutenstststccesestucstonsnslececesoadueusyastenserdestueestonststecedneuseueunacs 47 Figure 40 The Centre Subject Information Screen sse nen ener 48 Figure 41 The Centre Candidate Listing by Subject Screen sse nnns 49 Figure 42 The Centre Information Screen sese nennen nennen 50 Figure 43 The Centre Entry Candidate Information Screen sssssssssseee eee e ene nnns 51 Eig re44 SBA Data Capture Wind OW etium niei e eins rtt e et pene RENE CLIE ero Eee ne de eL eR RES RR e aano aa 52 Figure 45 Teacher Assignment Window Query Section sss een nennen nn nnne 54 Figure 46 Teacher Assignment Window Assign Section
23. ORIAL SEC SUBJECT ENTRIES AGRICULTURAL SCIENCE SA CROPS amp SOILS G A W fCHEMISTRY G i 13 feNGUSH G m 3 SUBJECTS ig ENTRIES 5 CANDIDATE LISTING CLOSE CARIBBEAN EXAMINATIONS COUNCIL SEARCH Figure 41 The Centre Subject Information Screen Fields Displayed Centre The desired Center is chosen via the drop down list provided here In the case of a school centre the School name will be displayed and this cannot be changed Subject This field shows the subjects available Entries This field displays the total number of candidates registered for that particular subject at the centre selected Fields at bottom of the form Subject This field displays the total number of subjects for which the centre is registered to give Entries This field displays the total number of candidates registered for all the centres The various buttons available on the form provide the same function as described under the heading Using the Buttons with the exception of the Candidate Listing button whose function is described under Candidate Listings heading Page 48 Caribbean Examinations Council Student Information Registration System 2 7 2 1 Candidate Listings User Manual This screen Figure 41 which is for viewing purposes only shows the Candidates information for a corresponding subject Personal information the previous candidate numbers and the paper op
24. Reports on projections for subjects Form generated for users to provide the rank oe expected grade not for the SBA component but for the subject overall A form providing detail on the order of merit for each subject This report shows a sample of candidates with SBA scores and teachers for each subject It also shows their sequence numbers ranks estimated grades their total allotted scores This report shows the SBA scores allotted to each candidate in each subject This report shows the SBA scores allotted to each candidate in each subject The report is The report shows the territory name the centre each subject and the total number of entries for it The report also shows the total number of entries for that specific centre and the territory Reports on number of entries by centre Reports on number of entries by subject Provides detailed summary spreadsheet of candidate subject entries with options Provides summary spreadsheet of candidate subject entries Report on subject entries by centre Report on total subject entries Spreadsheet Spreadsheet Spreadsheet Spreadsheet Spreadsheet Spreadsheet Report on total subject entries by territory Final register by centre and subject Reports on subject entries by territory Some of reports are driven by the type of installation Ministry or School Caribbean Examinations Council Page 59 Ca Student Information Registration System User Manual Index add 8 Add 4
25. Y G CARIBBEAN HISTORY G ENGLISH 4 G VISUAL ARTS G english teach english teach english teach Math teacher SURFACE DECORATION TEXTILES CERAMICS LEATHER CRAFT Candidate s Options Description DRAWING IMAGINATIVE COMPOSITION PRINT MAKING CANDIDATE SUBJECTS AND OPTIONS _ M Subject Details Candidates Candidate Name 160129 RAMGOOLIE ONELLA F 14 07 1989 Subject CHEMISTRY G Candidate s Subjects Subjects Rest atermate Repeated Setttaore Altemate d Teacher Microsoft Access 1 xi BIOLOGY G C Self tutored Candidate does not qualify as a resit candidate and CXC will change this registration to SBA or Alternate Please check the candidate s preslip from the previous June Exam Cycle Candidate s Option Description Add Figure 11b Option Information pop up screen on Candidate Subjects CSEC option screen Page 14 KR Caribbean Examinations Council G Student Information Registration System User Manual CANDIDATE SUBJECTS AND OPTIONS Candidate must be entered For the IA paper first Figure 12 Option information Screen for CAPE Es Page 15 d Caribbean Examinations Council G Student Informati 2 2 1 2 Candidate Fees on Registration System User Manual The Fees module is a feature of the application that assists in the maintenance of candidates fee payment This is achieved throug
26. YY New This field is selected automatically and indicates if the candidate is registering for the first time Therefore the candidate should not have a previous candidate registration number Page 25 Re Caribbean Examinations Council Ca Student Information Registration System User Manual Resit ALT Alternative Repeat User Field 2 User Field 3 This check box is used to indicate that the candidate is a resit candidate that is the candidate had attempted the respective subject and proficiency at a previous period no more than one year earlier This will be used to determine the candidate s eligibility to carry forward the previous SBA score This field is used to capture information on the alternative paper to SBA and is used to indicate that the candidate has opted to attempt the paper classified accordingly This check box is used to indicate that the candidate is a repeat candidate that is the candidate had previously attempted the respective subject and proficiency unit This field captures any kind of data required by the centre and ministry This field captures any kind of data required by the centre and ministry To select a candidate for batch entry click on the down arrow button to the left side of the Last Name field This action displays a list for selection all the candidates whose personal information has been entered in the system either during the Add a New Candidate process or during the Imp
27. a Student Information Registration System User Manual Candidate Name Date of Birth Gender Previous Period Previous Candidate Form Class User Field1 User Field4 User Field5 Universities Email Cell Phone Page 10 A candidate s name is captured in three fields first name middle name and last name Of these the last name must be entered Each component is limited to a maximum of 30 characters apostrophes and special symbol like are not accepted These fields are not case sensitive all characters will automatically convert to upper case when you proceed to the next field The format for entering the date of birth is DD MM YYYY This field must be entered On completion of this field the data is displayed in the form DD MMM YYYY in the second date field so the user can easily verify that the data entered is correct If 10 11 1976 was entered as the date of birth the date displayed in the second field would be 10 Nov 1976 The age of the candidate is displayed in the third date of birth field This field can accept one of two values F female or M male The period for which the previous candidate number is relevant is selected from the drop down list This field captures the candidate s number at an earlier sitting In the case of CSEC examinations a previous candidate number would only be valid if the candidate has written the examination s at the January 2004 CSEC sitting a
28. al The Menu Options 2 1 Main Menu On logging onto the SIRS application the user will be presented with the following screen shown in Figure 3 MAIN MENU REGISTRATION MENU GENERATE SEQUENCE NUMBERS PROJECTIONS IMPORT EXPORT MENU REPORTS SUMMARY EJ Bs mi m Bl Ei SBA DATA CAPTURE CARIBBEAN EXAMINATIONS COUNCIL Figure 3 The SIRS Application Main Menu The Main Menu offers the user seven options as described below 1 Registration Menu 2 Generate Sequence Numbers 3 Projections 4 Import Export Menu 5 Reports 6 Summary 7 SBA Capture Page 6 Provides access to the registration menu Generates sequence numbers and assigns them to an alphabetically sorted candidate listing Provides options for the number of candidates to be registered for the following Year s examination period Provides options for the transmitting export and or receiving import of files Provides access to the various reports provided by the application Provides the user with access to the summary screen which provides a count of the candidates registered at each centre Menu Option available only from January 2008 after patch is applied d Caribbean Examinations Council Ca Student Information Registration System User Manual 2 2 Registration Menu On clicking on the Registration Menu button on the Main Menu Figure 4 is presented to the user REGISTRATION MENU C X C ADD NEW CANDIDATE
29. andidate Subject Option Details Available Fields Selected Fields Alternate Up Subject Option Date of Birth Candidate No Gender User Field 1 Candidate 53 Subject Dum User Field 4 Candidate SBA Subject User Field 5 Candidate User Field 2 Candidate Subjects User Field 3 Candidate Subjects Form Teacher Subject Teacher New xl Clear Filter Prepare Data Dutput Cancel Figure 29 The Exporting Fields Screen showing the Choose Field Tab Caribbean Examinations Council Student Information Registration System User Manual The filter tab limits the extraction of data and the user needs to fill the specific fields as required EXPORTING FIELDS Figure 30 The Exporting Fields Screen showing the Filter Tab After completing the filter or without any filters specified then all the data is extracted the user then selects the button Prepare Data This action then returns the results which can be viewed by going to the View tab If the information presented is as required by the user then proceed to select the Output button The output file is then created when the user specifies a location and file name for the from the Please Input a File Name screen displayed Page 37 Cy Caribbean Examinations Council Ca Student Information Registration System User Manual 2 5 3 Export Fees The Export fees Menu command allows for the exporting of fees data for a par
30. andidate being registered This field enables the user to enter the cell phone number including area code for candidate being registered Caribbean Examinations Council Ca Student Information Registration System User Manual Associate Degree This field uses a drop down list to identify any one of the nine degree options available to the candidate The default is none should the candidate opt to defer during this registration period CAPE only The buttons in the lower portion of the form are explained in the Using the Buttons section Clicking the Add button before subjects have been assigned to the users will not only display a message window indicating that the current data has been saved but also a separate message as in Figure 7 which identifies that subjects were not assigned to the candidate SIRS Subject Warning xj No Subjects s Entered For This Candidate Figure 7 The Subject Warning Message Screen Page 11 RB Caribbean Examinations Council Ca Student Information Registration System User Manual 2 2 1 1 Candidate Subjects An important element of the registration process is the selection of subjects for the respective candidate Access to the Candidate Subjects screen as shown below in figure 8 is obtained by using the Subjects button from the Add Candidate Screen Edit Candidate Screen or View Candidate Screens The user is reminded that this button is only activated after all the per
31. ate the specific candidate See the section Querying for Candidates Once the candidate has been located and selected the personal details will be displayed on a screen to Figure 13 where modifications can be made to the candidate s registration data zigisd E CARIBBEAN EXAMINATIONS COUNCIL c HEADQUARTERS PERIOD CENTRE CODE SEQUENCE NO CAND NO NEW 2008 JUNE CSEC Ie FIRST NAME MIDDLE NAME LAST NAME rrr EEE DATE OF BIRTH GENDER z DD MM YYYY PREVIOUS PERIOD PREVIOUS CANDIDATE FORM CLASS c eee E OOO C zz USER FIELD 1 USER FIELD 4 USER FIELD 5 UNIVERSITIES E UwlMona C UwlCaveHil UWI St Augustine Other EMAIL CELL PHONE SMS CENTRE ENTRIES fo TOTAL ENTRIES fo Add Lindo Delete Save Print Fees Close Subjects Figure 15 Edit Candidate Screen Candidate information can only be modified prior to completing the file transfer to the Ministry Local Registrar in the respective territories or to C X C Once this transfer is completed further changes can only be made using the amendment options The fields presented for modification includes Period Centre Code This field displays the period for which the registration data is valid and is based on the period selected during logon The value displayed in this field cannot be changed on this form The value here is the number used to represent the centre for which the cand
32. ates ubject Details Option Details Candidate Name Date of Birth 030024 POTTER HARRY M 120641964 Subject ECONOMICS UNIT 1 1 Candidate s Subjects Seffutored ECONOMICS UNIT 1 1 lest user ECONOMICS UNIT 2 2 G C Self tutored C Teacher Userfield 2 Usertield 3 Candidate s Options Description UNIT 2 14 TO BE SUBMITTED Clear Edit Delete Close Figure 9 Candidate Subjects and Options Screen The tabs on the input section of the screen are explained below Subject Details tab This tab provides the following information Subject Field This field provides a drop down list of subjects available for this session For new candidates the only option available for registering is Self Tutored for candidates with previous registration details the options include Resit Alternate for private centres only Repeat for January entrants only For subjects with SBA the default is SBA for new candidates Resit When registering for CSEC examinations this check box should be used to indicate that the candidate has chosen to reuse the moderated SBA marks in the particular subject s from the previous year s May June sitting The marks obtained must be at least 50 of the total moderated SBA marks In the case of registering a candidate for CAPE examinations this check box should be used to indicate that the candidate has chosen to reuse the moderated IA marks in the pa
33. chers available for the subject This is a three digit number The sequence number of the candidate is assigned by an automated generation of sequence numbers It can be used to identify particular candidates and to produce information pertaining to that candidate The candidate s last name is listed based on an already entered data This component is limited to a maximum of 30 characters apostrophes and special symbol like are not accepted Re Caribbean Examinations Council G Student Information Registration System User Manual First name Rank Estimated Grade P1 P2 P3 P4 Total No SBA The candidate s first name is shown This component is limited to a maximum of 30 characters apostrophes and special symbol like are not accepted The estimated position which the candidate may receive overall from the teacher This must be selected from a drop down list This is the estimated grade which the candidate may receive overall Allows the user to enter the first profile within the marking scheme This may not be relevant for all subjects Allows the user to enter the second profile within the marking scheme This may not be relevant for all subjects Allows the user to enter the third profile within the marking scheme This may not be relevant for all subjects Allows the user to enter the fourth profile within the marking scheme This may not be relevant for all subjects
34. d at the Ministry C X C IMPORT EXPORT MENU ER EXPORT DATABASE FIELDS _ EXPORT FEES __ EXPORT MINISTRY FILES EI IMPORT REGISTRATION FILES E EXPORT SBA FILES IMPORT SBA FILES Figure 26 The Ministry Users Import Export Menu Screen The Options are as follows Export Database Fields Export Fees Export Ministry Files Import Registration Files Export SBA Files Import SBA Files Caribbean Examinations Council Offers the user the functionality to extract selective data from the Electronic Registration database The data is extracted to a user specified folder and filename With this option the ministry can generate a fee distribution by subject for a particular centre to an xls file for use in MS Excel or MS Word This option is used to generate the files containing the candidate information for those candidates registered at the Ministry This file will then be submitted to CXC This option is used to import the registration data files provided by the centres This option is used to generate the SBA data files required to be sent to the Ministry This option gives the user the ability to import SBA data This can be useful when SBA data has been prepared on another computer and needs to be consolidated unto one system Page 33 Cg Student Information Registration System User Manual 2 5 1 Import Candidate Personal Data This option is unique to the Centres and will be u
35. d displayed above is LAURA SHANEESE JUDY NICHOLA ANDRE JOHNATHAN CONCORD Cancel User Manual Teacher A teacher is selected from the drop down box to be assigned to the candidates The selected candidate s will be shown in the Selected section of the screen under the following headings School This column displays the candidate s school code Class The column displays the candidate s form number Sequence Number The column shows the three digit unique sequence number assigned to the candidate Last Name The candidate s last name is shown in this column First Name The candidate s first name is shown in this column Middle Name The candidate s middle name or initial is shown in this column Date of Birth The column displays the candidate s date of birth Gender This column displays the candidate s gender Page 56 KR Caribbean Examinations Council Cg Student Information Registration System User Manual The buttons at the bottom are as follows Assign By clicking on the Assign button the teacher will be assigned to the candidate s for that particular subject Cancel The Cancel button abandons what was currently changed or entered on the screen M If too many candidates have been moved to the Assign section to delete them one by one click the El button on the upper right hand corner of the window Note To delete more than one candidate at a time by using the button mention abo
36. e options on this menu include Import Candidate Personal Data This option allows the centre users to import candidates personal information in the event that the data has already been saved as a csv file The format for the csv file is specified in the Administration Manual Export Database Fields Offers the user the functionality to extract selective data from the Electronic Registration database The data is extracted into a user specified folder and filename Export Fees With this option the user can generate a fee distribution by subject for the centre to an xls file for using in MS Excel or MS Word Export Ministry Files This option is used to generate the registration data files required to be sent to the Ministry Import Registration Files This option gives the user the ability to import registration data This can be useful when registration data has been prepared on another computer and needs to be consolidated unto one system Page 32 d Caribbean Examinations Council Ca Student Information Registration System Export SBA Files Import SBA Files User Manual This option is used to generate the SBA data files required to be sent to the Ministry This option gives the user the ability to import SBA data This can be useful when SBA data has been prepared on another computer and needs to be consolidated unto one system On the other hand the screen shown below in Figure 25 is the menu presente
37. e screen under the following headings School Class Sequence Number Last Name First Name Middle Name Date of Birth Gender This column displays the candidate s school code The column displays the candidate s form number This column shows the three digit unique sequence number assigned to the candidate The candidate s last name is shown in this column The candidate s first name is shown in this column The candidate s middle name or initial is shown in this column This column displays the candidate s date of birth This column displays the candidate s gender When the candidate being searched for has been located select that candidate s record by clicking on the appropriate row and pressing the OK button see Using the Button section for further information on the use of the button found on this screen This action displays the candidate s personal data in a new screen A new query can be generated by selecting the New Query button to clear the previous query criterion and results Page 18 KR Caribbean Examinations Council Cg Student Information Registration System User Manual 2 2 3 Editing a Candidate s Information The edit function allows the user to modify the registration data relating to a specific candidate On selecting the option Edit Candidate from the registration menu the screen shown in Figure 14 will be presented This screen allows the user to loc
38. ectory structure the file created will be saved Select the drive folder and sub folder where necessary and then click Ok from the browser for folder screen that is displayed Make note of the file name if necessary and complete the operation by clicking Ok from the screen shown in Figure 33 above The screen will show the status information for the activity being performed By selecting the Cancel button the process will be abandoned Once the process has been completed successfully a message box appears indicating that the process has been completed and if the operation is required again If the process is not required again select the No button to close the message and return to the Import Export Menu Otherwise select Yes to display the Status clearly as seen in Figure 32 above to start the process all over again The Centre tab of the export screen enables the ministry to select a specific centre for export The filter buttons as end of the screen enables the user to sort the centers for display by name or by the centre code The status as indicated earlier shows the status of the file being export N B The file that is produced has the centre code followed by the systems data without the year and has a sba extension For example A file produced by centre 030042 on 15 September 2006 will have the file name 0300421509 SBA If the file was produced at the ministry the filename will be in the same format as discu
39. egistered for the following examination period as is access by selecting Projections from the Main Menu Projections are recorded by Centre and Subject and the user simply enters the number of candidates on the screen shown in Figure 23 amp CENTRE PROJECTION SUBJECT INFORMATION CENTRE mmo Ri CENTRE SUBJECT ENTRIES toca RGNNWSUNIAUI T 030024 APPLIED MATHEMATICS UNT2 2 ESSEN 5x9 BOOSYUNTZQZ A 030024 ECONOMICS UNTDO c sed 030024 ECONOMICS UNIT J I zs 030024 ENVIRONMENTAL SCIENCE UNIT 2 2 SUBJECTS E t ENTRIES o Undo Save CLOSE CARIBBEAN EXAMINATIONS COUNCIL Figure 24 The Centre Project Subject Information Screen Fields Displayed Centre The desired Center is chosen via the drop down list provided here Otherwise at the school centre level this field shows the centre name and is disabled Type 3 possible values ALL show all subjects for which candidates are entered at the Centre ENTERED show only those subjects for which projections have been completed and the third option NONE will show those subjects for which projections have not yet been entered Centre The centre code is displayed Subject This field shows the subject chosen To see a list of subjects to choose from select the down arrow next to the field If a new subject is to be offered for the next year s examination cycle this subject ca
40. er would only be valid if the candidate has written the examination s at the January 2005 CSEC sitting and or at a subsequent sitting With respect to CAPE examinations a previous candidate number would only be valid if the candidate has written the examination s at the May June 2005 sitting and or at a subsequent sitting Page 17 Re Caribbean Examinations Council Ca Student Information Registration System User Manual First Name Last Name Gender Date of Birth When registering for CAPE examinations a previous CSEC candidate number should not be used likewise when registering the CSEC examinations a previous CAPE candidate number should not be used Furthermore if a candidate has more than one previous candidate number the number of the most recent May June sitting is preferred However if the candidate is registering as a Resit in any subject the previous candidate number should be the number used when the candidate first took the subject This field is used to display candidates with a particular first name This field is used to display candidates with a particular last name To display a particular gender category of candidates use either M male or F female in this field To display candidates with a certain date of birth use this field When the criteria have been set run the query search by clicking on the Apply Query button The results to the query will be shown in the Results section of th
41. ered as the date of birth the date displayed in the second field would be 10 Nov 1976 The age of the candidate is displayed in the third date of birth field This field can accept one of two values M male or F female The data can be entered into this field by either the keyboard or by selecting from the drop down list This field is used to capture the class code number for the specific candidates This field is required if the candidate sequence number is to be controlled by class grouping Only available for Schools Centres The Add button on the screen is disabled nevertheless the other buttons can be used By the select the Audit button the user can view the amendment log as it pertains to this candidate The Close button will close the screen and return the user to the Candidate Search screen where another candidate can be selected from the Results list or a new query generated to find another set of candidates Page 20 d Caribbean Examinations Council G Student Information Registration System User Manual 2 2 4 Viewing a Candidate s Information The view function displays the registration data for the highlighted candidate On selecting the option View Candidate from the registration menu the screen in Figure 15 is presented The screen allows the user to locate the specific candidate See the section Querying for Candidates Once the candidate has been located and selected the registrat
42. field displays the total number of candidates registered for all the centres The various buttons available on the form provides the same function as described under the heading Using the Buttons with the exception of the Candidate Listing button whose function has been described in the Candidate Listing 2 section Page 50 d Caribbean Examinations Council cg Student Information Registration System User Manual By selecting the Candidate listing Button provided on the Center Entries Screen the screen below in Figure 43 is displayed INSTITUTION 030034 SPRINGER MEMORIAL SEC SEQ NO NAME GENDER DATE OF BIRTH o SMe Eo 17 06 1986 002 FAITH HOPEFIELD Fo 11 05 1989 003 PATRICIA JOSEPH F 19 04 1989 004 ASHERINA THOMAS Fo 29 11 1989 CANDIDATES 4 SUBJECTS SEARCH CLOSE CARIBBEAN EXAMINATIONS COUNCIL Figure 44 The Centre Entry Candidate Information Screen This screen itemises the candidates that are registered at a given centre It should be noted that this screen is for viewing purposes hence modifications cannot be made The total number of candidates is displayed in the Candidates field They are a number of buttons at the lower portion of the screen which have been explained in the Using the Buttons heading Page 51 Caribbean Examinations Council cg Student Information Registration System User Manual 3 1 Menu Options 3 1 1 SBA Data Capture Menu SBA Data
43. filename BAR1509 ZIP d Caribbean Examinations Council Cg Student Information Registration System User Manual 2 5 6 Import Registration Files This option allows the Ministry of Education of any territory to ability to consolidate the registration data files submitted by the various centres in the territory into a single database It can also assist the individual centres with the consolidation of registration data files from various entities of that centre On selecting the option Import Registration Files from the Centre or Ministry User Import Export Menu the Files from School Import Dialog screen similar to Figure 33 will be presented amp FILES FROM SCHOOL IMPORT DIALOG File Operations Centre Selection INPUT FILE Figure 34 The Files from Ministry Import Dialog Screen To select the registration data file select the Browse button which will display the Browse for folder screen From this new screen select the drive folder and sub folder where necessary and then the actual file and click the OK button to select and exit the browse screen and return to the File form school import dialog screen Execute the import operation by clicking OK button from the screen shown in Figure33 The Cancel button is used to cancel the operation Once the process has been completed successfully a message box appears indicating that the process has been completed and if the operation s required again If the process
44. h the selection of the Fee button from the Add Candidate Screen to displays the Candidate Fees screen seen in Figure 12 amp Candidate Fees POTTER HARRY Subjects Orals HSBA Practicals Expected Fees For Candidate Fees Paid By Candidate Entry Subject Late Local Admin Orals SBA Practicals Total Entry mm Subject 3 000 Late 3 000 Local Admin 3 000 Orals 0 00 SBA 0 00 Practicals 0 00 9 909 59 5 5 0 00 0 00 TA Geil EIE a Y Y v Expected Fees Total Paid Fees Total Fees Outstanding 80 00 0 00 80 00 User Field 6 User Field 7 E l HppDASAALY Output Clear Save Close Figure 13 The Candidate Fees Screen The Candidate Fees screen in Figure 12 shows the following sections Top Expected Fees For Candidate Fees Paid By Candidate Bottom User Field 6 User Field 7 Page 16 Displays the name of the candidate the number of subjects that candidate is registered to take along with the number of Orals SBAs and Practicals that those subjects carry Can not be edited The total fees that the candidate is required to pay is given here and is based on local fees data inputted by the Administrator under the Administrator Setup Menu module Changes can be made and allows for the inputting of fees or dollar amount that the candidate paid Shows the grand total fees expected pa
45. he Clear button is used to clear the fields from the screen The Edit Button allows the user to edit specific field entries on the screen The Print button is used to print the current record The section Fees details the use of this button The Close button is used to exit the screen and returns the user to the previous menu or sub menu The New Query button is used to clear the fields of the previous criterion set so that a new criterion can be built in the fields The Apply Query button is used to run the query against the criterion set The OK button is use to accept and close the screen The Cancel button abandons what was currently changed or entered on the screen The Search button is used to activate a search operation against the field that the cursor is in Fill in the search criteria in the Find what text box of the Find and Replace screen MS Access or the relevant fields on the Candidate Search Dialog screen Click the Find Next or Apply Query button depending on the screen displayed to execute the search criteria Clicking CXC on the left portion of any menu returns the user to the previous menu However clicking CXC on the Main Menu brings up a prompt asking if the user wants to quit the application Press the Yes button to quit or No to return to the Main Menu Page 5 RB Caribbean Examinations Council 2 cg Student Information Registration System User Manu
46. hlight the candidate in the list on the right and click on the lt button Only candidates who have been selected to be posted as being active candidates can be registered for subjects in the registration menu The personal data of candidates not posted will not be accessed from the registration menu To post the candidates selected click on Ok otherwise click on Cancel to cancel the process Page 35 Re Caribbean Examinations Council Ca Student Information Registration System User Manual 2 5 2 Export Database Fields A user has the functionality to extract selective data from the Electronic Registration database The data is extracted into a user specified folder and filename Use the Choose Fields tab to select the fields from the list provided Highlight the first field required then select a directional arrow the operation can be reversed by using the opposite directional arrow The Up and Down buttons allow the user to select the position of the exported field in the output file For example the user may prefer the SBA Subject to be the first field in the exported database by using the Up botton the user may position the field at the top of the selected field listing On selecting the option from the menu the following screen in Figure 28 is presented which allows the specification for the data extraction amp EXPORTING FIELDS Eloi x Choose Fields Fitter view Choose a Query C
47. icking the right arrow button in the middle of the two sections To remove candidates from the Selected Candidates section involves selecting the candidates and clicking the left arrow button in the middle Click the OK button to close the screen and display the candidates listed in the Selected Candidates section unto the Subject Entry Batch Entry screen a Page 27 RB Caribbean Examinations Council Ca Student Information Registration System User Manual 2 3 Generate Sequence Numbers This option is accessed from the main menu and is used to assign sequence numbers to the candidates registered at the time of execution The sequence number is a unique three digit number assigned to a candidate within a given centre Once a sequence number has been assigned to a candidate it cannot be modified after the data has been exported Users should use this option screen in Figure 20 only after having entered the majority of registration data especially if they wish to keep the candidates in alphabetical listing If the user wishes to sequence the candidates by gender all candidate registration data for one gender must be entered then the generate sequence numbers process must be run and then the candidate registration data for the other gender must be entered and the generate sequence numbers process run again Only candidates who have been registered for subjects will be assigned sequence numbers If only the personal informati
48. id and what remains outstanding This field captures any kind of data required by the school centre and ministry This field captures any kind of data required by the school centre and ministry KR Caribbean Examinations Council G Student Information Registration System User Manual 2 22 Querying for Candidates The Candidate Search screen displayed in Figure 13 is used to locate candidates in the database The Top portion of the form is used to build or set the criteria and the Results portion displays all candidates that met the criteria amp Candidate Search PERIOD CENTRE CODE FORM CLASS SEQ NO NEW PREVIOUS PREVIOUS PERIOD EE rl ad eee FIRST NAME LAST NAME GENDER DATE OF BIRTH EE L LLLAI B ees ee Result New Query Apply Query Ok Figure 14 The Candidate Search Screen Candidates meeting a combination of or all the fields listed below can be used to set the criteria Class Use this field to display all candidates from a given class or grade level Sequence Number Use this field to display candidates with a particular sequence number Each candidate should have a unique sequence number New Field indicates if candidate is new to CXC Previous Period The period for which the previous candidate number is relevant is selected from the drop down list Previous Candidate This field captures the candidate s number at an earlier sitting In the case of CSEC examinations a previous candidate numb
49. idate is registering The centre code value cannot be changed on this form if the user of the application is at one of the school centres Sequence Number A value will be displayed only after the Generate Sequence Numbers process has been completed No value is to be entered into this field Candidate Number The value here is the candidate number assigned to the candidate on registration A New value will only be displayed in this field after the Generate Sequence Numbers process has been completed No value is to be entered into this field Field indicates if candidate is new to CXC Page 19 RB Caribbean Examinations Council Ca Student Information Registration System User Manual Candidate Name Date of Birth Gender Class A candidate s name is captured in three fields first name middle name and last name Of these the first name and last name are both compulsory and must be entered Each component is limited to a maximum of 30 characters apostrophes and special symbol like 6 are not accepted These fields are not case sensitive all characters will automatically convert to upper case when you proceed to the next field The format for entering the date of birth is DD MM YYYY This field is compulsory and must be entered On completion of this field the data is displayed in the form DD MM YYYY in the second date field so the user can easily verify that the data entered is correct If 10 11 1976 was ent
50. ion data will be displayed on a screen similar to Figure 13 Changes are not permitted via this form only at the Edit Candidate mode see Editing a Candidate Information section To view the candidate s subjects select the Subject button N B The Add Undo Delete buttons are disabled on the screen E3 Candidate Search PERIOD CENTRE CODE FORM CLASS SEQ NO NEW PREVIOUS PREVIOUS PERIOD Poses hoot oi oil md I f FIRST NAME LAST NAME GENDER DATE OF BIRTH EE ee ee eee Result SCHOOL CLASS SEQ NO LAST NAME FIRST NAME MIDDLE NAME LOPEZ 12 01 0966 F POTTER 2307 1989 N New Query Figure 16 Viewing Candidate information Page 21 Caribbean Examinations Council cg Student Information Registration System User Manual 2 2 5 Viewing all Candidates List On selecting the option View Candidate List from the registration menu the screen shown is displayed This form displays all candidates registered for the examination period selected at log on REGISTRATION CARIBBEAN EXAMINATIONS COUNCIL G a E HEADQUARTERS DATE SEQ NO CLASS FIRST NAME MIDDLE NAME LAST NAME ut GENDER gt ree HAH FR TEN psnenss M p wwe Rz pasmina DERRRYANN poroa rn JF mm Rz JRowona e RE AEnSR fF a WRI Ru oanv RUN Joommonises Ja Tm Wei umW pe fuAWE RSWsigs F tense Wspak NEW Ro
51. is not required again select the No button to close the message and return to the Import Export Menu Otherwise select Yes to display the Status to start the process all over again Page 41 Re Caribbean Examinations Council cg Student Information Registration System User Manual 2 5 7 Export SBA Files The option is used to generate the SBA files required to be sent to the particular Ministry of Education by the individual centres see Figure 34 below The Ministry of Education of the particular territory will also use this option for producing the territorial SBA files to be sent to the Caribbean Examinations Council see Figure 34 below Exporting Ministry files must not be done without first completing the option to generate sequence numbers Users must exercise caution in using this option since SBA data exported cannot be edited after the export option has been taken On selecting this option the screen displayed in Figure 32 below if a ministry is installed will appear MINISTRY SBA FILES EXPORT DIALOG File Operations Centre Selection Status EXPORT FILE Figure 35 The Ministry SBA Files Export Screen Page 42 Caribbean Examinations Council Ca Student Information Registration System User Manual MINISTRY FILES EXPORT DIALOG File Operations Status EXPORT FILE Figure 36 The School s Ministry Files Export Screen The user will use the Add button to determine where on the dir
52. lected After completing all the sections click on OK or press enter on the keyboard However the user should change his her password at the first log on to the application Provided all the information is correctly entered on the LOGON screen the user will be presented with the Main Menu screen If the information is incorrect an error message will be presented The user must respond to the error message and then correct the information on the LOGON screen and either click on OK or press enter on the keyboard Page 3 RB Caribbean Examinations Council Ca Student Information Registration System User Manual 1 1 1 Changing the Password On entering the correct log on information the user can then change the password by clicking on the Change Password button The screen displayed below in Figure 2 is presented to the user Password Administration USERNAME OK PASSWORD x VERIFY Cancel Figure 2 The Password Administration Screen The username is displayed in inactive mode in the Username fields as illustrated above To change the password simply type the new password in the Password field Reenter the new password in the Verify field and clicking the Ok button You are then required to select to confirm the password change for the user by click the Ok button Once the change is successful a message prompt will be displayed clicking Ok will close the message screen and present the l
53. n be added by selecting from the drop list provided Page 30 Caribbean Examinations Council G Student Information Registration System User Manual Entries This field displays the total number of candidates projected for the subject selected Fields at bottom of the form Subjects This field displays the total number of subjects for which the Center is registered to give Entries This field displays the total number of candidates registered for that entire Centre The various buttons available on the form provide the same function as described under the heading Using the Buttons a Page 31 RB Caribbean Examinations Council Cg Student Information Registration System User Manual 2 5 Importing Exporting Files This option available from the Main Menu provides the external interface for the SIRS application that is it allows the distribution of data files and the loading of maintenance data Two versions of this both shown in Figure 23 and Figure 24 respectively are presented which differ based on the installation that is Centre or Ministry installation The form shown in Figure 22 is presented to the user at a registration school centre IMPORT EXPORT MENU IMPORT CANDIDATE PERSONAL DATA EXPORT DATABASE FIELDS _ EXPORT FEES EXPORT MINISTRY FILES IMPORT REGISTRATION FILES EXPORT SBA FILES E IMPORT SBA FILES Figure 25 The Registration School Centre Import Export Menu Screen Th
54. nd or at a subsequent sitting With respect to CAPE examinations a previous candidate number would only be valid if the candidate has written the examination s at the May June 2003 sitting and or at a subsequent sitting When registering for CAPE examinations a previous CSEC candidate number should not be used likewise when registering for CSEC examinations a previous CAPE candidate number should not be used Furthermore if a candidate has more than one previous candidate number the number of the most recent May June sitting is preferred However if the candidate is registering as a Resit in any subject the previous candidate number should be the number used when the candidate first took the subject This field is available only for CCSLC registration and is used to indicate the form level of the candidate This field is used to capture the class number for the specific candidates This field is required if the candidate sequence number is to be controlled by class grouping Only available for Schools Centres This is a free field that users can use for their benefit This is a free field that users can use for their benefit This is a free field that users can use for their benefit This field allows users to select the universities that the candidate has applied to The Other option enables the user to enter the name of any other university not specified This field enables the user to enter the email address of the c
55. nformation Registration System User Manual The buttons found on this screen are explained in the Using the Buttons heading N B The screen displayed in Figure 14 is only for viewing To view the next screen full of candidates or the next candidate in some cases press the pgdn page down key To view the previous screen press the pgup page up key Page 23 RB Caribbean Examinations Council Ca Student Information Registration System User Manual 2 2 6 Viewing all Candidates Details To view all candidates registered for the examination period selected at log on while at the same time viewing the subject a candidate is registered to take select the option View Candidate Details from the registration menu A screen as in Figure 17 appears CANDIDATE IEWING Candidates Candidate s Subjects Candidate Name Sequence No ATON AMAL B BIOLOGY G 60093 002 CLARKE CATHY D CARIBBEAN HISTORY B 003 FRANKS FELICIA G CHEMISTRY G 004 HENRY GREGORY H JORDAN JASMINA J 005 KHAN KEITH L LEWIS ROMONA G RAM PETER P Candidate s Options Description 3 DIM DESIGN GERAMICS FIBRE ARTS Figure 18 The Candidate Viewing Screen The data on this screen cannot be changed Nevertheless a candidate can be selected from the Candidate list and their subject s displayed in the Candidate Subject section of the screen Also the options for a particular subject once selected
56. og on screen Click on Cancel to cancel the change password process On returning to the log on screen the user must enter the new password in the Password field to successfully logon to the SIRS application Moving within a form To move from one field to the next the user can either use the tab key on the keyboard or use the mouse to position the cursor 1 2 Using the Buttons At most seven buttons are enabled on the lower portion of most forms each providing the user with a different function Each button is described below Subjects The section Candidate Subjects details the use of this button E Options This is active for subjects requiring option papers to be selected for example Visual Arts The candidate is limited to selecting from only the options allowed for the subject It is recommended that the user ensures that the appropriate number of options required for the subject is entered The Add button is used to facilitate the keying of a new record Undo The Undo button is used to delete the last data keyed onto the form Delete The Delete button is used to permanently delete remove the selected record d I e ce E amp d Caribbean Examinations Council Cg Student Information Registration System User Manual Save Clear un Edit Print Fees Close New Query Apply Query Search ip pt The Save button is used to store a permanent copy of the selected record T
57. on has been keyed for a candidate but no subjects have been selected for that candidate on running the generate sequence numbers process no sequence number will be assigned to that particular candidate It is suggested that before running this process the user should check the Candidates without subjects report to ensure that all candidates have been registered for subjects The procedure can be repeated but will only apply to registration data entered after the last run of the procedure The user will be presented with the screen displayed in Figure 20 and should select the desired settings GENERATE SEQUENCE NO PERIOD CENTRE CODE 2005 JUNE CSEC 160093 Y SEQUENCING GROUPING C Re Sequence C By Gender C By Class Append C Class Gender All Heset No Select Figure 21 The Generate Sequence Number Screen The options presented are as follows and fall under the sequencing and grouping sections The Sequencing Section Re sequence To re sequence all of the candidates not yet exported Append If candidates in the database have already been sequenced and additional candidates have been added this option allows the user to sequence the additional candidates without loosing the previous sequence numbers Page 28 Caribbean Examinations Council Cg Student Information Registration System User Manual The Grouping Section This section contains radio buttons that allow gro
58. ort Candidate Personal Data process The buttons on this screen are explained in the Using the Buttons headings Select the Save button to save the data entered or the Close button to save and close the screen and return to the registration menu Page 26 d Caribbean Examinations Council Cg Student Information Registration System User Manual 22 8 1 Candidate Group Selection Instead of selecting a candidate record by record as explained previously a group can be selected by clicking the Select button found on the subject batch entry window seen on Figure 18 Once this button is selected the Candidate Selection screen seen in Figure 19 is presented with the candidates entered at the registration screen or imported CANDIDATE SELECTION E Available Candidates Selected Candidates ATON AMAL 02 02 1985 M FRANKS FELICIA 04 01 1985 F HENRY GREGORY 01 01 1988 M JORDAN JASMINA 17 02 1989 F KHAN KEITH 04 02 1956 M gt RM PETER 15 06 1968 M E Figure 20 The Candidate Selection Screen The Available Candidates section of the candidate selection screen shown in Figure 19 list all candidates with the exception of the ones selected previously from the subject batch entry screen seen in Figure 18 To select a group of candidates from this list hold down the Ctrl and or Shift key on the keyboard and then highlight the candidates required The selection can then be moved to the Selected Candidates section by cl
59. rticular subject s from either of the past two years May June sittings Any moderated IA marks can be carried forward for resit purposes ALT Alternative This field should be selected by candidates registered at Private centres and who have chosen to take the alternative paper to SBA Repeat This check box can only be selected for January candidates who have completed the subjects at the same proficiency unit at an earlier sitting E pagel Cg Caribbean Examinations Council eg Student Information Registration System User Manual Self Tutored This check box is used to indicate that the candidate did not receive school institutional training for the particular subject and is necessary for CXC s future analysis Teacher This field uses the dropdown listing for the teachers who teach the subject in that school User Field 2 This field captures any kind of data required by the school centre and ministry User Field 3 This field captures any kind of data required by the school centre and ministry Option Details tab This tab shows a drop down list of subject options for the specific subjects currently registered by the candidate see figure 10 below amp CANDIDATE SUBJECTS AND OPTIONS i ils Option Detail Candidates Subject Details Option Details P Sequence No Candidate Name Gender Date of Birth 030014 POTTER HARRY M 2307 1989 Number of Options Allowed 3 Candidate s Subjects Subjects BIOLOG
60. sed to import personal information for candidates in the event that the data was already saved as a csv file On selecting the option Import Candidate Personal Data from the Centre User s Import Export Menu the screen displayed in Figure 26 will be presented Import Candidate Personal Info Import Candidate Personal Information Please select the name and path of the file to be imported Note that this must be a csv file for the import process to be successful Browse Import Candidate Personal Information Post Imported Candidate Personal Data Close Figure 27 The Centre User Import Candidate Personal Information Screen Click on the Browse button to select the path of the file from which the data is to be imported This file must be a csv file of format FIRSTNAME MIDDLENAME LASTNAME DATEOFBIRTH GENDER CLASS The valid format for the DATEOFBIRTH is DD MM YYYY e g if the date of birth of the candidate is 10 August 1979 the DATEOFBIRTH field would show 10 08 1979 On selecting the path of the file click the Import Candidate Personal Information button to import the data A confirmation message box will appear informing the user that the file selected will be imported If the file is still required click the Yes button otherwise select No On successful import of the data a message box informing the user that the import was successful will be displayed Imported candidates are no
61. sonal data has been entered on the Registration screen amp CANDIDATE SUBJECTS AND OPTIONS j il Option Detail Candidates Subject Details Uption Details Candidate Name Gender Date of Birth 030024 POTTER HARRY M 12 06 1964 Number of Options Allowed Candidate s Subjects Seltibred ECONOMICS UNIT 1 1 lest user Option UNIT 114 TO BE SUBMITTED Add Remove Candidate s Options Description Clear Edit Delete Close Figure 8 The Candidate Subjects Screen The Candidate subject screen is divided into two sections and two views The section on the left side of the screen is the display screen and the section on the right side of the screen is the input screen The fields on the display section of the screen are explained below Candidates This area shows the current candidate personal detail which includes the centre number the sequence no candidate name gender and date of birth Candidate s Subject This area shows the list of candidate subjects currently registered It displays Resit status Alternate status Repeated status Self Tutored status Teacher Information for the specific subject Candidate s Option This area provides a drop down list of subject options for the specific subjects currently registered by the candidate d Caribbean Examinations Council Cg Student Information Registration System User Manual amp CANDIDATE SUBJECTS AND OPTIONS Subject Detail i il Candid
62. ssed previously but would have begin with a three letter abbreviation of the particular territory For example A file produced by the Barbados ministry in June will have the filename SBAR1509 SBA P Page 43 RB Caribbean Examinations Council Cg Student Information Registration System User Manual 2 5 8 Import SBA Files This option allows the Ministry of Education of any territory the ability to merger the SBA files submitted by the various centres in the territory into a single database It can also assist the individual centres to merge all of the SBA files from various entries of that centre On selecting the option Import SBA Files from the Centre or Ministry User Import Export Figure 34 and Figure 35 respectively the Files from School Import Dialog screen in Figure 36 below will be appear SBA FILES FROM SCHOOL IMPORT DIALOG File Operations INPUT FILE Figure 37 The SBA Files From School Import Dialog Screen To select the SBA files select the Add button which will display the Browse for folder screen From this new screen select the drive folder and sub folder where necessary and then the actual file and click the Ok button to select and exit the browse screen and return to the File from school import dialog screen Execute the import operation by clicking Ok button from the screen shown in Figure 15 The Cancel button is used to cancel the operation The Remove removes the selected file from the menu
63. t active registration candidates until they have been posted They will not be viewed from any of the registration options until this posting process is completed Therefore to post the candidates to the active database click the Post Imported Candidate Personal Data button and highlight the candidates to be posted as active candidates Caribbean Examinations Council G Student Information Registration System User Manual 2 5 1 1 Post Imported Candidate Personal Data On selecting the option Post Imported Candidate Personal Data button from the Centre User Import Candidate Personal Data option the form displayed in Figure 27 will be presented CANDIDATE SELECTION Available Candidates Selected Candidates GODDARD NICOLE 30 12 1990 F HOPPINS GAYLE 1807 1985 F GODDARD NICOLE 30 12 1990 F MARKS CONWAY 14 09 1986 M PLOTTER JOLICE 18 07 1990 F QUINT JESSICA 17 05 1990 F RESAULSINGH AVINASH 15 04 1985 M SCIEN TEELUCKSINGH CHRISTOPHER 27 03 1990 M Figure 28 The Candidate Selection Screen The Available Candidates list on the left shows a list of all candidates imported during the Import Candidate Personal Data process To select a candidate to post as being an active candidate highlight the candidate in the available candidates list and click on the 2 button The candidate should now be seen in the Selected Candidates list on the right To remove a candidate from the selected candidates list hig
64. ted and received received from Territories Produces a final register report by subject and by school Produces a final register report by school Reports on summary all the import activity for this session Produces a report on all candidates that are flagged as late Produces a report on all late entries Produces a report on all late entries by centre Produces a report of local fees summary received by candidate Produces a report of local fees summary received by school Produces a report that shows a list of candidates without sequence numbers Produces a report that shows a list of candidates without sequence numbers who were not exported Produces a report on new or updated entries Reports on candidates who are not registered as New but no previous candidate number exists d Caribbean Examinations Council Cg Student Information Registration System User Manual Report Name o Description 9 NO PROJECTIONS PROJECTIONS SBA NO RANK OR EXPECTED GRADES SBA ORDER OF MERIT SBA SAMPLES SBA SCORES SBA SCORES BY TOTALS SBA SUBJECT ENTRIES SCHOOL ENTRIES SCHOOL SUBJECT ENTRIES SCHOOL SUMMARY DETAILLED XLS SCHOOL SUMMARY LIST XLS SSUBJECT ENTRIES SUBJECT ENTRIES SUMMARY SUMMARY DETAILLED XLS SUMMARY LIST SUMMARY LIST XLS SUMMARY OF SUBJECT ENTRIES XLS RESITS XLS TERRITORY ENTRIES TFINAL SUBJECT LISTING TSUBJECT ENTRIES Reports on subjects without projections
65. ticular centre to a csv file format from the screen shown in Figure 30 Centre Fees Export t CENTRE SPRINGER MEMORIAL SEC Prepare Data Close Figure 31 The Fees Re Calculation Screen Basically the user selects the centre from the Centre drop down box if the particular centre is not displayed already Next the fee information which given the total fees for the particular centre is generated by clicking the Prepare Data button A message box appears indicating that the preparation has been completed select the Ok button to close the message The fees values used in the generation are based on the fees assigned under the Administration Maintain Local Fees Menu Using the Output button will present a screen where a location and file name are expected in order to save the information produced to a xls file Page 38 Caribbean Examinations Council Cg Student Information Registration System User Manual 2 5 5 Export Ministry Files This option is used to generate the registration data files required to be sent to the particular Ministry of Education by the individual centres The Ministry of Education of the particular territory will also use this option for producing the territorial registration data files to be sent to the Caribbean Examinations Council Exporting Ministry files must not be done without first completing the option to generate sequence numbers and projections Users must exercise
66. tion chosen are presented here 030034 Candidate Listing By Subject ENGLISH G gt lpratawarre BARON 17 06 1986 11 05 1983 Ej Li ElRoremm fam Emmwa pemmm Figure 42 The Centre Candidate Listing by Subject Screen LEM LEM Cy Caribbean Examinations Council Page 49 Cg Student Information Registration System User Manual 2 7 3 Centre Entries The screen see Figure 42 displayed on the selection of Centre Entry from the Summary menu shows the list of the various centres and the number of candidates registered at that center At the base of the form the user has the option to view the listed candidates for any of the subjects listed CENTRE INFORMATION CENTRE NAME CANDIDATES CENTRES 1 CANDIDATES 4 CANDIDATE LISTING SEARCH CLOSE CARIBBEAN EXAMINATIONS COUNCIL Figure 43 The Centre Information Screen Fields Displayed Centre The value here is the number used to represent the centre for which the candidates were registered Name This field displays the name of the centre corresponding to the centre code Candidates This field displays the total number of candidates registered for that particular centre Fields at bottom of the form Centres This field displays the total number of centres for which candidates have been registered Candidates This
67. uping by gender class class gender or simply all candidates The individual centre users will not be able to change the period or the centre displayed The centre should correspond to the respective centre number for which the candidate is registered and the period is that which is selected at log on Only the Ministry users will be allowed to change the centre in the situation where the Ministry completes the registration for multiple centres If the procedure is completed successfully then the confirmation box shown in figure 21 will be displayed GENERATE SEQUENCE NO 93 Process completed successfully Figure 22 The Generate Sequence Number Message If the procedure failed then an error dialogue box will be displayed A failure usually occurs if no new candidates were registered between the previous time the Generate Sequence Numbers process was run and the current attempt The user is then given the option of repeating this process microsoft access Do you wish to run the process again j No Figure 23 The Repeating Process Prompt If the user selects No the form is closed and the Main Menu is shown If the user selects Yes the Generate Sequence Form is displayed once more Page 29 RB Caribbean Examinations Council cg Student Information Registration System User Manual 2 4 Projections The Projections screen allows the user to set the number of candidates expected to be r
68. ure 46 Teacher Assignment Window Query Section The Assign Window has two sections called Query and Assign respectively When the screen is on the Query section it searches for candidates in a particular subject The fields displayed are Centre Code Class First Name Last Name Gender Subject Page 54 The value here is the number used to represent the centre in which the candidate has been registered The centre code value cannot be changed on this form if the user is at one of the school centres Use this field to display all candidates from a given class This field is used to display candidates with a particular first name This field is used to display candidates with a particular last name To display a particular gender category of candidates use either M male or F female in this field A subject is selected from this field to run a query of the all the candidates registered for that subject Caribbean Examinations Council G Student Information Registration System User Manual The buttons at the bottom are as follows New Query A new query is generated by selecting the New Query button to clear the previous query criterion and results Apply Query By clicking the Apply Query button the results are shown on the screen to the query Cancel The Cancel button abandons what was changed or entered on the screen After clicking on the Apply Query button the results to
69. ve if more than one candidate is highlighted To delete all the candidates at one time click on the button 4 Exiting The Application To exit the application the user must reverse through the screens accessed This will involve a combination of the following actions On a form the Close button will be available this will take the user back one step in the application Ata screen the user will view the letters UXC on the left edge click in this area with the mouse and the user will be taken back one screen at a time This action should be repeated until the message box shown in Figure 47 is presented QUIT PROGRAM E xl You are about to quit this program Do you want Eo continue Figure 48 The Quit Program Message Box At this prompt the user should click on the Yes button to exit the application or the No button to cancel the operation Page 57 RB Caribbean Examinations Council Ca Student Information Registration System User Manual Appendix 1 List of Some Reports That are Currently Available RepertName w BDescripion AGE DISTRIBUTION AGE DISTRIBUTION BY SUBJECT AGE DISTRIBUTION BY TERRITORY AGE DISTRIBUTION BY CENTRE CANDIDATE SUBJECTS CANDIDATE SUBJECTS XLS CANDIDATE SUBJECTS II XLS CANDIDATES WITHOUT SEQUENCE NO CANDIDATES WITHOUT SUBJECTS CENTRE POSSIBLE DUPLICATES CENTRE PROJECTIONS CLASS REGISTER EXPORT SUMMARY FE

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