Table of Contents
1.2.2.1.Add New Disciplinary Record
1.2.3.Extracurricular Activities
1.2.3.1.Add New Extracurricular Activities
1.4.1.Search Counselling Request
1.4.2.Process Counselling Request
Student affairs module allows user to keep track student disciplinary records, student counselling session, extracurricular activities, insurance and visa information of international students.
Clicking on the Student Affair module will display Student Affair submenu link.
1.1.1. General
User is able to set the visa expiring notification days here. System will notify user on the visa expired date few days before the exact expiry date based on the setting set.
To update the value, user can click on the value field and make the changes accordingly.
Click OK to make the changes and cancel to cancel the changes.
1.1.2. Student Activity
This feature is used to manage the list of activities offered by Club and Society in specific institution. The activities can be tagged to the student based on the activity type (Club and Society) selected.
To add activity, please perform steps below.
- Enter activity code
- Enter activity name
- Choose activity type
- Choose status
- Click on Add button
Please follow steps below to add student role.
New role will be added accordingly.
Click on the Update link to amend the information and Delete link to remove the data permanently.
Below are the steps to add the violation category.
- Enter code
- Enter name
- Enter description
- Choose status
- Click on Add button
Click on the Update link to amend the information and Delete link to remove the data permanently.
To add the counselling type, refer the following steps.
- Enter code
- Enter name
- Enter description
- Choose status
- Click Add button
Click on the Counselling Mode link to access Counselling Mode page.
To add counselling mode, please refer the following steps.
- Enter code
- Enter name
- Enter description
- Choose status
- Click Add button
New counselling mode will be added accordingly.
Click on the Update link to amend the information and Delete link to remove the data permanently.
Click on the Student Search link in order to view list of students.
Enter search keyword in order to search for student listing. Search keyword can be either IC/Passport, name or student ID format. Click on Advanced Search link to
narrow down the search scope. Verify campus, faculty, course, intake, semester no and status dropdown option will appear. Select any field and press Search button.
Verify specific search result will appear in the list. Click View Profile link to access student profile. Student profile page will be displayed as per below figure.
Disciplinary record function allows user to record violation made by students. Click on the Disciplinary Record link to access Disciplinary Record page.
1.2.2.1.Add New Disciplinary Record
To add new disciplinary record, perform the following steps:
1. Click on the Add New Disciplinary Record link to access Add New Disciplinary Record page
2. Select category
3. Pick violation date
4. Enter violation
5. Enter remarks
6. Enter actions
7. Click Add button
Verify new disciplinary record will be added into the list.
User is able to make amendment on the data and delete the record permanently by clicking on the Update and Delete link.
1.2.3.Extracurricular Activities
Extracurricular activities is used to keep track students participation in curriculum in universities/colleges. Click on the Extracurricular Activities link to access Extracurricular Activities page.
1.2.3.1. Add New Extracurricular Activities
To add new extracurricular activities, steps below should be taken:
1. Click on the Add New Extracurricular Activities link to access Add New Extracurricular Activities page
3. Choose club/society. List of club/society can be managed in Student Activity setting.
4. Select date joined
5. Select role/position. List of role/position can be managed in Student Role setting.
6. Enter remarks
7. Click Add button
Verify new extracurricular activities will be added to the list.
User is able to make amendment on the data and delete the record permanently by clicking on the Update and Delete link.
Manage Insurance feature is provided to manage and keep track student's insurance appointed by the institution. Click on the Manage Insurance link to access Manage Insurance page
To add new insurance, perform the following steps.
1. Click on the Add New Insurance link to access Add New Insurance Page
2. Choose insurance company. List of insurance company can be managed in System Admin > Manage Ref > Company Insurance.
3. Enter insurance policy
4. Enter insurance coverage (RM)
5. Choose expiry date
6. Click Add button
Verify new student insurance will be added to the list.
User is able to make amendment on the data and delete the record permanently by clicking on the Update and Delete link.
Manage Visa is a function used to manage and keep track international students visa information and keep alert on the visa expiration date. Click on the Manage Visa to access Manage Visa page.
To add new visa, perform the following steps:
1. Click on the Add New Visa link to access Add Visa page
2. Enter visa no
3. Enter reference no
4. Enter passport no
5. Choose passport issue date
6. Choose passport expiry date
7. Select place of issue
8. Choose visa date apply
9. Choose visa date issue
10. Enter visa duration (days)
11. Choose visa date in/arrival
12. Select visa date expired
13. Select visa approval letter date
14. Select I-Card in date
15. Select I-Card out date
16. Enter remarks
17. Click Add button
Verify new visa information will be added to the list as shown in figure figure figure.
User is able to update visa details by clicking on the Update link and delete the data permanently by clicking on the Delete link.
To add new counselling session, perform the following steps.
1. Click on the Add New Counselling link to access Add New Counselling page.
3. Choose counselling date and time
10. Select counselor
11. Click Save button
New counselling session will be added into the list as below.
Click on Update link to make amendment on the record and Delete link to permanently remove the data.
1. Click on the student name link to access Add Feedbacks page.
3. Choose status
4. Select next follow up date and time
5. Select counselor
6. Click Update button
New feedback will be added into the list as shown below.
This feature is used to process the counselling request from the student. Student is able to request the counselling session through Student Portal. The counselor chosen will be notified via email once student request for the counselling session. Staff is able to approve or reject the request.
Click on the Counselling Request link to access Counselling Request page.
1.4.1.Search Counselling Request
Click on the Search button to view the list of counselling requests.
1.4.2.Process Counselling Request
To process the new request of counselling session, refer the following steps.
1. Click on the View Detail link to access Counselling Request page
2. Click Process button to access Manual Process page
3. Verify or amend the date request, type and counselor
Upload student insurance is provided to record the student insurance record by bulk/batch.
Click on the Upload Student Insurance link to access Update Student Insurance Record page.
To upload the student insurance record, please refer the following steps.
1. Click on the download sample CSV
2. Fill up the template
3. Choose file and upload the template
4. Click Upload button. System will notify user if the record uploaded is good to be submitted or not.
5. Click Submit button
System will import the student insurance record to those students accordingly.
Click on Update link to amend the existing record and Delete link to remove the record permanently.