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This section is where you will set up your campus(es), faculty, academic department and non- academic department
Click University departments on the left navigation then click academic departments, go to list of campus tab and click add new campus
Campus name: enter the campus name Code name: enter the unique code name /abbreviation for the campus TCU code name: enter the code name for TCU Campus code/ID name: enter the code name for NACTE Location: specify the location of the campus Type: select the type of the campus Date created: enter the date established Campus head: enter the name of the head of the campus
Click University departments on the left navigation then click academic departments, go to list of faculties tab and click add new faculty
Faculty name: enter the name for the faculty Campus: select the campus which the faculty belong Date created: enter the date established Faculty head: enter the name of the head of the faculty
Click University departments on the left navigation then click academic departments, go to list of academic Department tab and click add new department
Department name: enter the name of your department Department code: enter the department code (abbreviation) Department number: enter the unique number representing the department Campus: select the campus in which the department belong Faculty: select the faculty in which the department belong Department type: select the type of the department Department has its own classes: specify whether the department has class or not ( no means the department is supporting department and doesn’t have any classes and yes means the department has the classes) Department Head: enter the name of the person in charge Department Description: enter the short description of the department
Here is where you will configure the program offered at you institution, and also define the academic years and the semester structure for the program. Also here is where you will create the classes for different courses
This section is where you will define the academic year, the semester structure and the semester list
Click program structure from left navigation pane, then click semester structure menu, then navigate to semester list tab and click add new semester
Semester name: enter the name of the semester Display name: enter the display name for that semester Numeric count: select the number for that semester Academic period: specify the academic period for that semester Remark/comments: enter the remarks/comment for that semester
Click program structure from left navigation pane, then click semester structure menu, then navigate to semester structure tab and click add new structure
Structure name: enter the name of the structure which you want to add Display name: enter the display name for the structure Code name: enter code name for the structure Available semesters: contains list of all available semesters which can be applied to the structure Structure semesters: contain the semesters which will be applicable to structure NB: click arrow pointing right hand side in order to add to the list of structure semesters and click arrow pointing left hand side remove from the list of structure semesters
Here is where you will configure your academic years. Click program structure from left navigation pane, then click semester structure menu, then navigate to academic years tab and click new academic year
Starting date: specify the start date of the academic year Ending date: specify the end date of the academic year Year separator: select your preferred separator Remarks/comments: enter the remarks/comment for the academic year
Click program structure from left navigation pane, then click semester structure menu, then navigate to academic years tab, go to you the academic year which you want to create the semester timetable, and click semester timetable. This section is where you will define the start date and end date of the individual semester.
Here you will find the timetable added, in order to create a new timetable click add new timetable
Event type: select the event which you want to add (if the event doesn’t exist then click add new event to add it.) Schedule date: specify the start date and the end date Semester list: specify the semester(s) which are applicable in the event added Description: enter the description of the event
Event title: enter the event name/title Parent event: select the parent event Event description: enter the short description for the event.
This is the section where you will configure various program and courses offered by your institute NOTE: consider this example Bachelor of Arts in mass communication In the above example the “ Bachelor of Arts ” is treated as the program and the “ mass communication ” is treated as course.
Programme name: write the name of the program you want to add. Display name: specify the name in which you would like to display wherever the program is referred. Short name: provide the short name for the program. Code no: specify the code number of the program, it will be better if they goes in series form, (example, certificate > code no “1”, diploma > code no “2”, ordinary diploma > code no “3” etc.) Campus: select which campus the program is offered. Programme Evaluation System: select the system which will be used to evaluate the Programme. NTA-level: select the national technical award level in which the program belong. Level year: select which year the program is offered. Year started: the select the year in which the program started to be offered.
See the examples below
Click program structure on the left side navigation panel, then navigate to course categories tab and click add new category
Click program structure on the left side navigation panel, then navigate to base codes tab and click add new base code
Click program structure on the left side navigation panel, then navigate to course list tab and click add new course. Here is where you will create all course offered by your institute, and is the place where you will combine the course with the program
Here you will find the list of all the program which they have already created (in batch) in the previous section
Alternatively you can create the course program one by one in this section but if you have already created them in batch (refer previous section “ add course class list ”) you can skip to the next section “ Edit course ”
Course: select the course name from the list Program: select the program name from the list Display name: enter display name for your course Award Title: Enter the award program name for the course Code: enter the Award code for your course (you can use in sequence order) Award Count: specify the number of Graduands updated Prev. Count: enter the previous number of graduands REG ID Index Count: specify the number of students Ids generated Add to SAS: specify whether the course to be added to the online admission system (SAS) Course Code: Enter the code for the course Date Started: enter the date in which the course started
Click program structure on the left side navigation panel, then click course program list menu, then find the course which you want to edit, then at the far right in the option heading, click menu , then the drop down menu will appear.
Advance details: click to view course advance details Remove course: remove the selected course
Display name: enter display name for your course Award Title: Enter the award program name for the course Code: enter the Award code for your course (you can use in sequence order) Award Count: specify the number of Graduands updated Prev. Count: enter the previous number of graduands REG ID Index Count: specify the number of students Ids generated Add to SAS: specify whether the course to be added to the online admission system (SAS) Course Code: Enter the code for the course Date Started: enter the date in which the course started
Here is where you will find all classes for the given academic year, you can use the available filters to filters the results either by campus, academic year, semester batch or by program
Click program structure on the left side navigation panel, then click course class list and click create new classes
The system for the managing student application into various programmes
This section provide the quick summary information for all the programs and their application status as shown below
This section contains all the needed manuals to help the applicant to apply, you can configure the manual and decide to publish them or not, those with the status published are the one which will be visible to applicant while applying and those not-published will not be visible to applicant.
Application procedures: this category is where you will put all the application procedure so as the student will have to follow them. Application requirement #_program-name#: this is where you put the requirement for each program you want the applicants to see before applying. Attachment support : here is where you provide the information about the needed attachment(s) Frequently asked questions: this is where you put the various frequently asked questions and their answers Applicant instructions #_program-name#: this is step by step instruction when the applicant has successful created account and login to the account he/she will find the explanation of each step and what is needed in the specific step
Click the category name and the menu will appear Edit item: click this if you want to edit the content of the category UnPublish item : used to unpublish the item
Heading title: the heading of the category Content body: put here the content that be displayed to applicants Summary and Description: put the summary and the description for that category Publish option: choose whether to publish online or not to
Here is where you will configure the system when to be open for application and when to close the application and other system parameters. You are advised to contact the system administrator to set up this section
System status: here is where you enable and disable the system 1 for enabled and 0 or disabled Application status: 1 to show that the system is online and the application is ongoing 0 for application status is closed Permit New Applicant: when this option is enabled it will allow the new applicant to apply when you open the system for the second round otherwise the system will only let those who applied first round and not selected to reapply for another time (1 for enabled and 0 for disabled) Application close date: specify the deadline for the application Application open date: specify the opening date for the application Min O level year: specify the least year of form IV completion which you want them to apply Choices : specify how many choices you want the applicant to have Min A level year: specify the least year of form IV completion which you want them to apply Min Applicant Age: specify the minimum age allowed for applicants to apply Max Applicants: Specify the maximum number of applicants you want
Max female: specify the maximum number for female applicants (0 for unlimited) Max male: specify the maximum number for male applicants (0 for unlimited) Application price: specify the application fee for local applicants (local currency) Application price foreign: specify the application fee for foreign applicants (USD) Bank Account: put the bank account for applicants which they will use to pay for application fee
Sys mail: specify the email address for the system Sys mail return: specify the return email address Mail send title: specify the Title for sending email Mail password: enter the password for the email SMTP server : enter the mail server address SMTP port: enter the communication port
Attachment list: put list of attachment which you want applicants to attach TCU code: enter the TCU code for your college NACTE code: enter NACTE code for your college Active SAS Category: this is where you put which category applicant can apply, make sure you write in the format [“category_name”] example [“certificate”] Bank name: put the name of the bank where applicants will go and pay Bank account no: put the bank account for applicants which they will use to pay for application fee
Here is where you will configure your course which you want the applicants to see
Admission of year next to: this means for the next academic year after the displayed (default the current academic year will be selected) Course name: select the course from the list (the courses displayed hear are only the base program from the OSIM course and program) Application category: select which category you want the course to be displayed Course display name: enter the display name of the course which you want to be displayed to applicants while applying Course display code: enter the LOCAL, TCU, and NACTE code for the course (if don’t have NACTE and TCU code you can put the local code throughout) Course Capacity: here specify the capacity for your course ACSEE/CSEE: here specify the capacity you want from the CSEE/ACSEE holders, if the course is certificate then the CSEE will apply, and if the course diploma/ bachelor then the ACSEE will apply. DIPLOMA/CERTIFICATE: here specify the capacity you want from the DIPLOMA/CERTIFICATE holders, if the course added is DIPLOMA then the number here will apply for those with CERTIFICATE and if the course added is Degree then the number here will apply for those with DIPLOMA RESERVED: specify the reserve capacity number for the course added Course certificate requirement: select the prerequisites certificate in which the applicant of this added course should possess. (If selected it means only applicants who has either the selected course will be able to apply for the added course) Program duration in years: enter the program duration in year
MORE OPTIONS Click the course name to get more advance options
Edit details: if you want to edit the details of the added course click here, the form is the same as the add course form Remove course: if you want to remove the course from applications system
CONFIGURE QUALIFICATIONS :
CSEE/ EQUIVALENT holder subject: here add the subject you want the CSEE holder to have and their pass mark so during the application will be assessed if the applicant has those subject and the has minimum mark or above, otherwise the system will tell him/her that not qualified and it will show him/her the reason instantly. Note: in order to remove the subject from the list just select the subject and in the grade section select -- and then click add/update subject. CSEE Minimum Points : specify the minimum point you want the applicant to have in the subjects ACSEE/ EQUIVALENT holder subject: here add the subject you want the A CSEE holder to have and their pass mark so during the application will be assessed if the applicant has those subject and the has minimum mark or above, otherwise the system will tell him/her that not qualified and it will show him/her the reason instantly. Note: in order to remove the subject from the list just select the subject and in the grade section select -- and then click add/update subject. ACSEE Minimum Points : specify the minimum point you want the applicant to have in the subjects DIPLOMA/ EQUIVALENT holder requirements : select from the list of the diploma course you want their holder to apply, if you accept any diploma then leave this section blank. SET MINIMUM GPA: enter the minimum GPA you want the diploma holder to have CONFIGURE SESSION: if this course has more than one study session then configure them here SET DEFAULT SESSION : select the default session for this course
Here you will find more details about the course, like course capacity how many applicants have applied so far, their selection status and list of all applicants in the selected course.
Here you will find the list of all colleges that the applicants will select where he/she attended while applying, if the college doesn’t exist then you can add new college.
College NACTE ID: enter the NACTE ID for the college College Registration ID : enter the registration ID for the college College display name: enter the name of the college Location name: enter where the college is located
Here list all the course which are offered in different colleges, this list will be used when restricting the application from only certain course. If the course doesn’t exist in the list then you can add new course.
College Id: select college name from the list of the available colleges Course category: select the category of the course Course Display name: enter the display name for the course Course display code : enter the course code
In this section is where the student selection is done and some summary report can be downloaded according to the user need. You can use the available filters to filter either by campus, batch number, number of choice and category
Preview sections: preview the selection of the selected (checked) course(s) within the system Run selections: run the selection process for the selected (checked) course(s) Reset selections: reset the selection of the of the selected (checked) course(s) Reset submitted application: reset the application of the selected (checked) course(s) to the stage where applicant will have to select the course again Reset unconfirmed application: reset the application to those with the unconfirmed status so as they will have to make course selection again Publish selections: publish the selections to the applicant’s profile
Select the publication status: select the status to publish Applicant list: paste the list of applicants form IV index numbers Status Comments: Enter the message that applicants will see when logging to their profiles Then click submit student(s) list
REPORTS Print all applicants (NACTE): print the list of all applicants for NACTE use Print selected (NACTE): print the list of the selected program for the NACTE use Print all applicants (TCU): print all list of the applicants for TCU use Print Confirmed Selected (TCU): print list of Confirmed selected applicants for TCU use Print selected & Not-confirmed: print list of selected and not-confirmed applicants Print not selected with reasons: print the list of not selected applicants with their reason for not selected
ADMISSION Admit approved Students List
Here you will find the list of all applicants in the selected academic year, you can filter by department/faculty, by category, by course choice and also by their status
Verify Applicant form NECTA/NACTE: verify the applicants details that are matching with those found in NECTA/NACTE
Applicant ID Type: select the type of award in which you want to verify applicants’ details Applicant ID: enter the applicant ID based on the award type you have selected above. (For NECTA supply the Index number and for NACTE supply the AVN number) Reset Applicant info: specify whether you want to reset the applicant information after verification or not Then click verify applicant to fetch the details.
Publish Selection: publish the selections to the applicant’s profile (see the previous section 1.5) Export to excel: Export applicants to excel file
Here you will find the list of selected applicants in the selected academic year, you can filter by department/faculty, by category, by course choice and also by their status
(Other functions perform the same as section 1.6.1 above)
In this section is where you will creates various reports based on your need.
Select course choice: select the course you want to print the report Report file type: select which file format you want to produce for your report Applicant category: select the applicant category in which you want to print their report Report Content/Template: select which template report you want Other Options: select other option according to your need.
This section is where the students’ details are managed, is where you will add the student to the system, enrol them to class and set different status on student
Here you will find the list of available student ID which have not been assigned to the student
This section is used when you want to add individual student to the database
Student name: enter the student name Gender: select the student gender Education certificate/level: select the latest education level before joining the current programme Health insurance: specify the health insurance provider of the student NHIF Card ID: enter the card number of student health insurance Is foreign student: specify if the student is foreign or not Form IV index Number: enter the student’s form IV index number
F.VI index: enter the student’s form VI index number
Manner of Entry: select the entry mode which student used to enter the university Admission year: select the year admitted Select class Course: select the class which you want the student to attend Sponsor Category: select the fee sponsor of the student #university initial# Registration number: enter the student registration number, if the student is new enter new so as the system will assign the student registration number NACTE/TCU REG no: enter the registration number of NACTE/TCU if student does have one NACTE AVN no: enter the Award verification number from NACTE if the student does have one
IMPORT FROM FILE TAB See the importing student to database from file section in the coming section
This section is used to generate the ID number for the students
Programmes selection: select the programs which you want to create the students’ id Specify Total Serial numbers: enter the total number of id to be generated ID Category Generate Mode: select the mode which you want to generate Sponsor category: select the sponsor category Registration no pattern: enter the pattern for the registration number or you can leave the default pattern so as the system will generate the id according to the course Applicable Academic year: select the applicable academic year
Click student management on the left side navigation menu then click add students Then click import from file tab, then click 2. Download template file here for uploading new students to the system Then fill the template as required then upload back the template to the system
This section is where the student admitted to the system are managed
This is section where you will find all student admitted to the system, it will consist of current continuing students and those who already have graduated. You can use the available filters to filter the student either by campus (if there is more than one campus), gender, education level, entry mode, admission year, program taken, course taken, sponsor or by status as per your wish.
See the add new student section above
Set the status of the selected student(s) to absconded
Set the status of the selected student(s) to deceased
Set the status of the selected student(s) to graduated
Set the status of the selected student(s) to discontinued
Move the selected student(s) to the trash (delete them, student(s) will not deleted permanently they will be moved to the removed student section)
4.2.1.7 RESET Reset the status of the selected student(s)
Use this to send the messages to students and other users
Send message to: select the recipient of the message Sending option: select the option which you want to send the message Message title: enter the title of the message Message body: enter the message contents here
In this section you will find the list current students in the selected academic year, by default it will show the current student in the current academic year and the current active semester You can filter the list either by the campus, by academic year, by semester, by program, or by course
Enrol students to respective class
Academic year : select which academic year you want to enrol student(s) Select class semester: select the class and which semester you want to enrol Class mode: Select the mode in which you want to add the student (e.g. continuing, retaking, and resuming) Enrol in both semesters: Specify either to enrol student in both semester, (prefer to select YES to enrol in both semesters) Force different course: By default select no, so the student will be added to the original course Registration numbers: paste the list of registration numbers here in which you want to add to the class.
REGISTER GRADUANDS Register the students(s) who have completed successfully their studies (graduated)
Academic year: select the academic year which you want to register the graduates Registration numbers: paste/enter the registration(s) number of the students(s) (separate one another by using comma or new line or semi colon)
CREATE NEW CLASSES See the creating new classes section above
CREATE NEW STUDENT See the add new student section above
This section is where you will set the different current status to the students, it works by selecting the student(s) against checkbox then click current info status and then select the option you want
Set the selected student registration status as confirmed
TEMPORARY REGISTERED Set the selected student registration status as temporary registered
Set the selected student(s) as retaking studies
SET AS CONTINUING Set the selected student(s) as continuing class
SET AS RESUMING Set the selected student(s) as resuming studies
SET AS RESUMING EXAMS Set the selected student(s) as resuming exams
REMOVE FROM CLASS Remove the selected student(s) from the current class
SET AS CARRYING CLASS Set the selected student(s) status as carrying class
MOVE LEVEL DOWN Move the student one level down
MOVE LEVEL UP Move the student one level up
This section is where you will set the different admission status to the students, it works by selecting the student(s) against checkbox then click current info status and then select the option you want
Confirm the admission of the selected student(s)
SET AS GRADUATED Set the selected student(s) status as graduated
Promote the selected student to the next level (NTA)
POSTPONE EXAMS Set the selected student(s) status as postpone exams
DISCONTINUE STUDIES Set the selected student(s) status as discontinue studies
ABSCONDED STUDIES Set the selected student(s) status as absconded studies
DELETE STUDENT Delete the selected student(s) (move to trash)
STUDENT DECEASED Set the selected student(s) status as deceased
See the send message section above
Refresh the registration information of the selected student(s)
Restrict information about selected student(s) from being edited
Allow the information for the selected student(s) to be edited
Here you will find the list of all current student who are graduating (if they are promoted or their status is set to graduating) You can filter them either by academic year, by program or by course Also you can download by clicking download excel file the list in the excel format file.
Once the student has been deleted from the system he/she will not be visible in current students list and will not be permanent deleted but will be moved to this section,
See the add new student section above
Restore the selected student(s) to the database (will be visible in the respective sections)
Delete the selected student(s) from database (this process is irreversible it will permanently delete the student from the database)
Reset the status of the selected student(s)
Here is where you will find all alumni student and their information You can filter them by academic year by program or by course
Here is where you can prepare the ID card for students and download them in pdf file format then ready for printing
The first thing to do is upload the template files that will be used during creating the template for your IDs, Click ID cards management then click manage template files then click upload new file , then select the file you want to upload and upload them, this process can be one time process and can be used whenever you want to change the template files for your IDs
Under the ID cards managemen t click the manage template tab to manage the template for your IDs, here you can see all the list of the template you have for that academic year selected. You can have different template according to your need, and the template can differ each academic year , and also you can define template for same program or even the year of study , also you can have the template for semester wise , or whole year or even the whole program template, the system provide you with the flexibility to choose according to your need.
Under manage template tab click create new template or if you wish to use the template for the previous academic year you just have to click copy form previous year button
Template name: specify the name of your new template. Preview image: write the name of the preview image file with its extension as seen in the manage template files section. Logo image: write the name of the logo file as seen in the manage template files section. Background-Annual template: write the name of the file for background annual template as seen in the manage template sections. Background-semester: write the name of the file for background semester template as seen in the manage template sections.
Authority signature image: write the name of the file as seen in the manage template files section, which contain the signature of the person who is responsible for signing the IDs Card. Include Stamped Signature image: write the name of the file as seen in the manage template section which contain the stamp of the university. Source Files: this file are the ones responsible for the generating the student IDs so do not change the name, if you want to create the new template just copy the name and paste them in right place in the new template. Validity Period: here specify the validity of the ID card, From: here specify the starting date of issue, Expires here specify the end date to use the ID, Expire SEM: here specify the date for Id to be used for one Semester. NOTE: if you will create the template for semester wise you will need to create the template for the semester 1 and Semester 2 and specify the end date for the semester.
Template Coverage type: select the coverage for the template Template orientation type: select the orientation type for your template Template Programs: select which programmes in which the template created will apply to them. Template year: select the academic year by default it will be the current academic year.
Address Content: here write the content of the address of your university. Contacts Content: here write the contacts number of your university.
Back content: here write the content which will appear at back of the ID Back Footer: here write the content which will appear at back footer of the ID
Allowed Student Category: select which student category is allowed to be printed, Print on Registered only this category will only produce the ID for those student who completes their registration, Print on All this will print ID for all student whether they are registered or not Save as Mode: select which mode to save.
NOTE: this section when editing it is advisable to have IT personnel with you, so as those text formatting tag will not be disturber. In the next Version of the system it will be simplified to edit this section and will no longer have to worry about the text formatting tags.
You can generate either generate multiple card at one or individual card at once
This will compile the student details and create the cards Under ID cards management go to all student tab, then using check box, check the list of student which you want to generate their card
This will download the generated card for the selected students to local storage ready for printing
This will mark the selected students’ cards as processed
This will remove the card of selected student(s)
This section is used to load the student digital signature to the system (must have the digital signature pad) which will be used in the ID card
Student registration number: enter the student registration number then click inside the square box then the student name will be displayed and if there is already signature for the student it will say signed with a green tick Clear signature: clear the written signature Save signature: save the written signature
In all student tab under ID cards management, you can use the search box to search for the specific student, (note: the search box can also be used to filter the details displayed in the table). After getting the student you intend then click at student ID (registration number) then the list of the options will appear.
Download PDF: download the ID card (always in PDF format). Advanced Details: display the advance details of the selected student. Set as Processed: set the student card as processed. Recreate PDF: ( recommended ) download the ID card with fresh and updated information (the most effective way to generate the card because it scan the student and print the updated details).
Under id cards management click the browse cards to view the summary, here you will find the different statistic about student related to ID cards, like how many have no IDs, how many have ID, and how many card have been processed.
For student who have their own health insurance service and after presenting them to the university, a person who is responsible for health insurance at institute will have to remove the health insurance for those student who has their own health insurance service. Navigate to NHIF students menu, then you will find the list of all students
Set as institute NHIF: set student(s) to be charged with the NHIF fee (i.e. those who will pay the NHIF fee) Clear NHIF: remove the student(s) the NHIF fee (i.e. the student(s) have their own Health insurance service)
Click option menu against the student you want to work on then click update NHIF info
Health insurance: specify whether the insurance is provided from the institute or is provided by other institute or not have the insurance card. Academic year: select the academic year. NHIF Card ID: write the card number.
Use this section to import student who have the NIHF to the system, download the template from the system, fill it then upload it back to the system
Under the NHIF students click the print reports tab
Report type: select the type of the report which you want to print Classes academic year : specify which academic year you want to print. Programmes & Courses: Specify the Programme(s) which you want print then followed by the course(s).
This section is where you will manage courses and classes you teach
This section is where you will see the class course module which you teach, and also is where you will upload the module results
This is where you manage all course module results, locking and unlocking of module uploading results, you can use the available filters to get the required combination make sure you select the appropriate combination before uploading results, locking or unlocking module(s) Open Course: open the module for uploading result (normal) Open Course for SUP: open module for uploading the supplementary exams Close Course: close module to prevent from uploading results Close Course for SUP: close module to prevent uploading the supplementary exams
To upload the results for the module, search the module from the search bar.
Then you can either click upload results link respective to the module or you can click module code then the menu will appear, then click manage module result option.
This section is where you will find all the classes which you teach, you can filter the list by academic year or by semester
This sectin contain information about your profile, and you can modify them as per you wish
A place where various discussion about the module(s) are conducted by student and teachers, select the module to see the ongoing dissussion
Use this section to upload the notes and other study material for the module you teach
Use this section to enter the course outline for modules which you teach
The section where you will manage the academic staff, from creating their account to assign them modulus to teach
Here you will find the list of all academic staff. Navigate to academic staff menu on the main navigation, then click academic staff tab
Use this section to generate the staff ID which will be used to create system account
Department name: select the department which you want to generate their IDs Specify number of IDs: enter the amount of ID to be generated
NOTE: the list of the generated ID will be available in the staff registration code tab
Name: select the title and enter first and middle name (if there is any) Surname: enter the surname of the teacher Gender: specify the gender Email address: enter the active email address Mobile phone: enter the mobile number Employee ID: enter the employee ID Is Academic staff: specify whether an academic staff is or not Code: enter the code which you generated in the generate new IDs section Teaching status: select the teaching status
Login ID: enter the unique login id which user will user to login to the system Password: enter the password for the user
User Role: select the user role from available roles Campus: select the campus which user belong Campus Data Access: specify if user should have access to data from all campuses or only the one which she/he has assigned Department: select the department which user belong Access Level: specify the permission to change data for the user Level Category: select the level form the category Current Title: select the current tittle/designation of the user
You can import list of the staff via Excel file, download first the template from the system and fill it in then upload back to the system Department: select the department first before downloading the template and make sure the department you want to upload is selected before uploading back the file.
Export the staff list to the excel file
Here you will find the list of all codes generated and if the name assigned to it
Under this subsystem menu is where all the student academics related matters are handled,
Then Functions found in this section are Grading system , Examination numbers , Course module
DB , Exams results , Statements of Results , Student Promotions , Academic Transcripts , Generate
Certificates and Graduation Reports.Here is where you setup the grading system for different program, each program can have
different grading system.This section is used to define the grading scheme for the program(s)Under the menu grading system click the grading scheme tab then click the Add New SchemeScheme Name : here enter the name of your new scheme (e.g. Grade computation point for NTAs
4 - 5)
Scheme Title : specify the display name for the grade scheme (e.g. GP-NTAs- 4 - 5)Then after adding the new scheme, the new scheme added will be displayed (if not then refresh
the page) then under options click editThen click add new to add the new gradeGrading Scheme Id : make sure the selected grade scheme is the one which you want to add the new grade Grade Title: select the grade you want to add Score Range : Specify the score range i.e. minimum score and maximum score Penalty Status : Specify if that grade has the penalty or doesn’t have the penalty
Grade Points Type : if the whole range in the grade point has the same point then choose the
FIXED GP , and if the individual point in the in the range has different point then select the Variable
GP.
Grade Points (GP ): Specify the point for the grade (e.g. for the variable [0.0286 * #raw_mark# +
1.14286])Then after completing adding the grades then click save item.Here is where you define the GPA classes for the programSelect the program you want to add the GPA class from the drop down menu, then click Add NewProgram ID: make sure the program selected is the one which you want to add the GPA class to
GPA Range: specify the minimum and maximum GPA class range
GPA Class ID: select the Class of the GPA form the listThis section is used to manage the student examination numbers, you can use the available filters
at the top to sort the data either by academic year , semester , programs , course or batch
numbers.Examination Category : select the category of the exam (i.e. Final exam or Course Work )
Cards Printing Options: select the number of card(s) you want to print per page
Print on Registration status: Select which status of the student you want to print based on their
registration statusGenerate Numbers : this will generate the examination numbers of the student based on the
program, course, examination category and student registration status which you have selected
above
Clear Examination Numbers : select the student(s) against the checkbox or u can check the top
checkbox at title bar to select all current displayed student(s) and click clear examination numbers
to remove the examination number(s) of the selected student(s)
Print Examination Numbers: select the student(s) against the checkbox or u can check the top
checkbox at title bar to select all current displayed student(s) and click print examination numbers
to print the examination number(s) of the selected student(s)
Export to excel: this will export the examination numbers of the student based on the program,
course, examination category and student registration status which you have selected above to
the excel sheet
Import Exams numbers from file: used to import the old examination numbers which you have
from previous. First click download template file then fill it, after finishing then upload it back to
the system.This section is where you manage all the modules at the institute/university
Module Database: here contains all list of the modules offered at the institute/university
Old modules (Removed): contains the list of the module(s) which have been removed and current
they are not used
Upload from file: this option is used when you want to import module to the system, use the
template file given.This is where you add the new module to the system, under academic records menu then click
course modules DB then click add new moduleModule code : specify the code for the new module
Title : specify the title for the new module
Department name : select which department does the new module belong
Credit points : Specify the credit point for the new module
Description : write the description about the moduleModule Name: select the module in which you want to assign the classes
Academic year: select which academic year you want to assign the module to the classThis section responsible for managing all the examination related issuesIn this section is where you will produce different kind of reports according to your needResults/Report content type: select how the content of the report to be displayed (i.e. semester
results will display the detailed results of each module for the semester and annual results will
display annual result for the both two semesters. note this will not show the modules for the
semesters.
Results release type: Select the release the status of the results from the list dropdown menu
Filter Status: select status from the list which you want their results
Report file type: select the file type you want to download the results to.
Report results: Select type the result you want either before the supplementary or after the
supplementary
Other option: select any combination from the available option in which you want them to appear
in your report.
Preview data: this option will preview the result in the system
Download File: this option will download the file (either excel or pdf base which one you choose)
and save locally to your computer
Generate NACTE Report: this will generate result in the NACTE report formatThis is where you manage all course module results, locking and unlocking of module uploading
results, you can use the available filters to get the required combination make sure you select the
appropriate combination before uploading results, locking or unlocking module(s)
Open Course: open the module for uploading result (normal)
Open Course for SUP: open module for uploading the supplementary exams
Close Course: close module to prevent from uploading results
Close Course for SUP: close module to prevent uploading the supplementary examsTo upload the results for the module, search the module from the search bar.
Then you can either click upload results link respective to the module or you can click module code then the menu will appear, then click manage module result option.
This section contain all summary of students results for that module, Before Supp: Display the students result before the supplementary After Supp: Display the students result after the supplementary examination Refresh Summary: Refresh the page so as if to reflect the new change(s) is there is one Print Course Work (CWK): Print the course work results only Print Summary (CWK + FE): Print the summary which combine both coursework and Final Examination results
In order for the system to work perfect, each module must have at least one examination, and this is the section where those examination are configured.
Here you will find the list of all exam(s) registered to that module which you have selected, with all important information like lecture name , exam category , exam ID , Exam name , Weight , minimum and maximum scores, list of all classes which are taking that module and results status. NOTE: If the examination does not have the examination ID then the teacher will not be able to upload the result and may not even see it, if in the class is not present in the class list then the teacher will not be able to upload the results for that class and may not see the students list.
Click the exam ID then the menu will appear
Clear results: this option will clear all the result for that module to all student for the selected academic year. Edit this exams: Edit the parameters for this exams, like weight, minimum and maximum, add or remove class (es) ( see register exam next ) Remove exam: Delete the exam, but you will need to clear the student results first before proceeding Print Results: print the result of the selected examination View Results: Display the results of the student within the system
Click register new Exam / Test button in order to register new examination
Add Class: search from the list the class which you want to add to that exam, then Click ADD , then the added class will be displayed down next to it Exam Category/Type: select the category of the exam you want to add Test / Exam Title: specify the title for that exam Exams Scores & Weight: specify the weight contribution for that exam,(example if the Final examination weight is 60 and the course work contains 40, but if you will have more than 1 course work then the first course work maybe will have the weight of 20 and the second course work will have weight of 20), then specify the maximum and minimum score for that exam (example you may opt to set out of 100 as maximum and maybe 45 as minimum) then system will calculate automatically and set it to the correct weight settled. Exam Penalty: specify the kind of penalty upon failure
This section is used to upload the student(s) result
Select Exam: select the exam which you want to upload the results from the list of the exams, if the exam does not exits you can register the new exam (see the previous section) Student Registration IDs / Examination Numbers: paste down the student registration numbers or the examination numbers, Paste Raw Marks: paste the raw mark of the students in order that the first registration number at top will correspond to the first raw mark at top and the second registration number will correspond to the second row mark, the order goes till to the last registration number which will correspond to last raw mark Then click SAVE RESULTS , then the system will return the report and summary of the results for each student
This is the first thing you need to setup so as your evaluation to appear to students. On the left side main navigation menu click teacher’s evaluation then click setup evaluation tab
Year: select the academic year to do evaluation. Semester: select which semester to do an evaluation. Evaluation starting date: select the starting date for an evaluation. Evaluation ending date: select the ending date for an evaluation
On the left side main navigation menu click teacher’s evaluation then click manage questions tab Here you will find the list of all the question you created
Question title: specify the title name for the question. Question descriptions: write the detailed description for the question. Answer type: select which answer type you want for your question (i.e. either single choice, multiple choice or open answer). Question Status: specify the status of the question, Enable question will allow the question to be seen by evaluating student and Disable question the evaluating student will not see the question until you enable it. Question order: specify the order of the question.
Here you will find the summary for each teacher to each module they teach, how many respondent they got and the evaluation status. On the left side main navigation menu click teacher’s evaluation then click respondent’s summary tab.
This section is where you will manage all the fees and payments details, form the creating fee structures to entering student payments and producing reports
Here you will find all transaction performed via online payment method if your university/college has integrated with the online payments method. You can filter the details by academic year.
Here you will find all transaction performed via online payment method if your university/college has integrated with the online payments method during application system via OSIM-SAS.
Section for managing those student who are loan beneficiary
Here you will find the list of all student who are loan beneficiary You can filter them by the academic year.
Student registration number : enter the student registration number Academic year: select the academic year for the loan to apply Student class: verify the class for the student Form IV index number: enter the student form IV index number Loan amount: enter the amount of loan from sponsor (Tuition fee) Accommodation Amount: enter the amount of meals and accommodation allocated Other payment: enter other payment if any Loan batch number: enter the loan batch number Comments: enter the short comment
This is section used for managing tuition fee signing
Select academic year: select which academic year you want to download its report Select programmes : select which programme(s) you want to download their report Column options: select the format of form IV index number you want in the form IV index number column, and specify if you want combined names or nor Select Course (courses): select which course(s) you want to download their report File type to generate: select the output file type which you want
Use this section to import new list of the students who are loan beneficiary to the system, remember each academic year you will have to import the list of the loan beneficiary. Navigate to fees & payment on the main navigation panel, then click loan allocation then click import new list tab Then download the template from the system, fill it in, then upload it back to the system.
This section is where you will manage the various program fee structure, you can have each academic year its own structure, and even you can have each course program and course their own structure
This section contains the list of all sponsor
Sponsor name: enter the name of the sponsor Sponsor code: enter the code name of the sponsor and the code number (you can use the number in sequence) Sponsor type ID: select the sponsor type Amount: select how the sponsor will pay the money and specify the amount which will be paid Add students: paste the student registration numbers here who will be sponsored by the added sponsor Year: select the applicable academic year Remark/comment: enter any remarks/comment
This section contains the item which will can be applied to certain fee structure
Item name: enter the name of the item Item code: enter the code (account code and special code) for the item added Item description: enter the description of the item Student category: select the category of student that must cover (the student category which will be affected by this item) Coverage type: specify the coverage type (is major fee > for the Tuition fee and is other payments for to the type of payments)
Campus name: select the campus Structure name: enter the descriptive fee structure name Service charge: select the type of the service charge which you want your structure to apply Sponsor category: select this structure will apply to which group of students based on their sponsor Student category: select the student category which you want your structure to apply Program name: select which program to apply
Course: select which course to apply Academic year: select the applicable academic year Amount: enter the total and minimum amount of the fee structure (you can enter any amount but when adding fee structure item the total amount will be calculated based on the items added) Amount for the Foreign Student: enter the total and minimum amount of the fee structure (you can enter any amount but when adding fee structure item the total amount will be calculated based on the items added) Description: enter the short description for the structure
Click the structure name to get the menu for advance details in order to configure your new added structure
Click here in order to edit the fee structure
S/FEE STRUCTURE ITEMS Click here to add the items of the fee structure
Select the fee payment items from the list and enter the total amount for local and the total amount for foreign students then enter the minimum percentage to which can be paid, then click add to list then the item will be added to the list and displayed the entered amount and at very bottom the total amount and minimum amount will be recalculated as you add items, if you want to remove the item click the “X” icon next to the item on the list.
Note: if the payment Items is not displayed refer to the above section for adding new payment item
If you have integrated with online payment method then you will have to configure the payments scheme so as the students will be able to produce the invoices for payments
Structure name: enter the name of the scheme Structure description: enter the short description about the scheme Group SN: enter the group serial number Applicable items: tick the items you want to be applicable in that scheme Applicable payment channel: select the channel which you want the scheme to be paid through Other applicable fee structures : add another fee structure if you wish or you can go to that structure and configure its own scheme Total maximum and minimum: this will calculate the maximum and minimum for the scheme based on the items added
Delete permanent the fee structure
Copy the fee structure form last academic year to current academic year
Here you will find the list of all current student in the current academic year and current semester, you can filter them either by program(s), by course(s), by academic year or by semester
Use this to import student balances from old system Click import student balances button, then select he type of balance to import the download the template, fill the template then upload back the file to the system
This section provide the overall summary of the payments transaction for the current academic year. You can use the available filters to filter the results either by date, by status, by course, by program, by sponsor category, by academic year or by semester as per you wish. Then click calculate new sum
Report type: select the report which you want to produce Status: select the status Sponsor category: select the sponsor(s) Filter the confirmed date: select the academic year, the semester and the range of dates which you want Search matching: enter the keyword which you want to match (optional) Formatting option: specify the format of student names Program and course: select the program(s) and course which you want to print the report
See add new sponsor category in the previous sections
Click the button to see more options
Remove selected student(s ): this will remove the selected student from that sponsor
See add new sponsor category in the previous sections, then go to add students column and paste the students registration numbers
See add new sponsor category in the previous sections
In your web browser enter osim.#_your_college_name#.ac.tz in order to access the system (for example osim.kcmuco.ac.tz or osim.saut.ac.tz or osim.suza.ac.tz or osim.mnma.ac.tz or osim.hkmu.ac.tz or osim.turdarco.ac.tz ). Then the page like this will show up
If you already know your institute registration number click the “ Sign up here ” in front of Student? Or you can click “ student & don’t have OSIM Account? Click here to Sign up ”
Or if you are new student or continuing student and you forgot your registration number click “ are you a new student? Click here to get your Registration Number ”
Then the page like below will appear then click the option which suits you, for local student click “ CSEE (O-Level) ” and for those who use the CSEE equivalent and foreigners click the “ CSEE Equivalent ” option then supply the necessary requirement (either form IV index number or the First name) then click “ Click here to get reg number ” Then you will presented with all matching records (if you entered the Form IV index number then you will have only one record match but if you entered your first name it may return more than one record
match so you will have to choose correct your registration number) if it didn’t return any matching records make sure you have entered the correct details (or see the admission officer for more help)
Then click “click here to sign up” link respective to your record
After click sign up, you will be presented with the following form, just fill in the required field, make sure you provide the correct phone number and valid and active email address this information might be used to gain access to the system in the event when you forgotten your login password, then click REGISTER
This is section in one time only, and it is must to fill it in and complete it otherwise you will not be able to access the system. It is consist of 5 steps and in each step you are required to enter the correct information
O-level Certificate type: choose the type of certificate you have, (by default it will pick the one which you have use during admission) Form IV index Number: enter your Form IV index number (By default it will display your Form IV number) Education Level : Select your last education level before joining the current Programme, and fill in the required data Manner of Entry: Select the Entry mode which used to admit you to this institute
After completing this step click NEXT
Health insurance: select the option which suits you, if you have your own Health insurance service then you will have to enter the card ID below NHIF/Other CARD ID: enter the health card number if you have yours, if it’s from the institute you will fill it later after acquiring it Nationality: select your nationality Date of Birth: specify the your birth date Phone Number: enter your phone number Email Address: confirm that your email address is correct Marital status: select the marital status
After completing this step click NEXT
Full name: provide the full name of your parent/ guardian starting with the first name in the first box and in the second box enter their middle (if have one) and last name Mobile phone number: provide the phone number of your parent / guardian Email address: enter the email address of your parent / guardian (if have one) Contact address: Enter the postal address of your parent / guardian (if have one)
After completing this step click NEXT
Bank name: Select the bank name of your personal account (if you don’t have one then select the no and click next) Bank Branch: Enter the branch name where you opened your bank account Account number: Enter the your bank account number
After completing this step click NEXT
Select the type of fee sponsor (other than the student loan board) from the list and fill in the required fields.
After completing this step click FINISH. Then if the form in all steps contains no error it will continue to the new stage then you will have successful finish the profile setup information and you will be able to access the system resources But if the form contains errors it will not go to next stage, and the fields with errors will be highlighted so you will have to navigate to each step and see which field contains error and correct the error from there and then click FINISH.
Once the you have successful complete the account registration process and login to your account you will be presented with the dashboard were you will find different information related to you like semester registration fee structure class enrolment and other announcements
In order to make online payment click the online payment menu, then you will find details of all you invoice(s) which you have created and their status
Click Make new Payment
Applicable academic year: select the academic year in which you want to make payment Applicable payment: select form the list the Item which you want generate its invoice for payment, then the selected invoice will show the total amount to pay and the minimum amount allowed to pay Applicable channel: Select through which channel you want to pay Generate Invoice (Pay): Click this button to generate your invoice ready to pay, then you will presented with the unique number which is the one you will use during making payment see image below.
The generated invoice will be displayed like shown below with status not paid, so after making payment through bank or channel which you choose, come and visit this page again to confirm the payment status, it will be updated instantly when the payment is done
View advance Details: view the advance details for that selected invoice Download Receipt: Download the invoice receipt for print and references Remove Invoice: Delete the invoice
This section provide you with the detailed information up to date about all the financial record during your period of studies
Here you will find all the details and transaction you made with the bank
This section and the other alike will contain the charges (Fee structure for that class in that year) for that academic year
In this section you will find all your classmates
Here is where you will find all the subject for your class for each academic year and each semester, and if there optional subject this is place where add them or remove them, you can navigate through option by clicking the appropriate heading
This is where you will see all your course work results for each academic year and each semester. You can navigate by clicking the appropriate heading
This is where you will see all your semester results for each academic year and each semester. You can navigate by clicking the appropriate heading