MINISTRY OF EDUCATION NCSE Level 1 – Form 3

1. MINISTRY OF EDUCATIONNCSE Level 1 – Form 3 Registration Procedure Reference 2012

2. Submissions/Amendments are to be delivered to:Ministry of EducationDivision of Educational Research and EvaluationAtt: NCSE Officers#18 Abercromby StreetPort of SpainEmail: deredept@tstt.net.ttVERBAL AMENDMENTS WILL NOT BE ACCEPTED.PLEASE DROP OFF OR FAX OR EMAIL AMENDMENTS.

3. Installation software can be downloaded from the Ministry of Education Website http://www.moe.gov.tt/ • For Examination Administration Assistance call 624-2145 • For Software Technical Assistance call Sheldon Arthur - 623-5724 Ext. 3031 • Registration submission DEADLINE – FEBRUARY 17th, 2012 • Amendment submission DEADLINE – FEBRUARY 29th, 2012 •  USER PASSWORD: nc53 • PRINCIPAL PASSWORD : pr1nc1p@l  • Note: Password is all in lower case; principal where all letters “i” are replaced with the number 1 and letter “a” is replaced with @ (shift key + number 2 key)  

4. INSTALLATION • EXTRACT INSTALLATION FILE TO A LOCATION ON THE COMPUTER, OF YOUR CHOICE • DOUBLE CLICK ON THE EXTRACTED NCSE SETUP FILE TO BEGIN INSTALLATION • SETUP MUST BE DONE ON ONLY ONE COMPUTER. DO NOT ENTER REGISTRATION DATA ON MULTIPLE MACHINES. THIS WILL RESULT IN ONE BATCH OF REGISTRATION DATA OVERWRITING THE OTHER. CLICK ‘RUN’

5. CLICK ‘OK’

6. CLICK ‘OK’

7. SETUP AND LOGIN • Double click on icon on the desktop to start application

8. 1 If you have NCSE REGISTER already installed, you will not be prompted to select school name & re-enter the principal’s password.PRINCIPAL’S PASSWORD: pr1nc1p@l(Password is case sensitive). PRINCIPAL PASSWORD: pr1nc1p@l

9. 2 USER PASSWORD: nc53 (Password is case sensitive) NOTE: DUE TO RECENT CHANGES TO SCHOOL NAMES, USERS MAY HAVE TO CHANGE THE SCHOOL NAME TO THE NEW ONE. TO CHANGE THE SCHOOL NAME SELECT ‘CHANGE SCHOOL’. YOU WILL BE TAKEN TO THE FORM AS DISPLAYED IN THE SLIDE LABELLED ‘1’

10. 2a SELECT CHECKBOXES TO VERIFY REGISTRATION DATA THEN CLICK ‘OK’ 

11. 3 ENTER CLASSES MAIN MENU CLICK TO ENTER CLASS NAMES/DATA CLASS DATA MUST BE ENTERED AND SAVED BEFORE ENTERING STUDENT DATA

12. 4 • Please limit class names to less than 10 characters • ‘Type’ field is only available for schools with shifts. • After entering class data click on ‘Accept Data’ • Click on ‘Add New Class’ to enter another class. When done entering ALL class data, click on ‘Back to Main Menu’

13. ENTER STUDENTS, PRINT REPORTS TO VERIFY AND MAKE RELEVANT CHANGES

14. 5 CLICK ON ‘ENTER/EDIT STUDENTS’ IN THE MAIN MENU TO ENTER STUDENT DATA PLEASE PAY ATTENTION TO THE CLASS THAT YOU ARE ABOUT TO SELECT ENTERING STUDENTS AGAINST THE WRONG CLASS/TEACHER CANNOT BE RESOLVED, IF THIS OCCURS THE STUDENTS MUST BE DELETED AND RE-ENTERED IN THE CORRECT CLASS.

15. When "Enter/Edit Students" is selected and a class is selected for the first time the user is automatically prompted to enter the default subjects for which students in this class will be registered. This is only done once for each class - but this screen can be brought up later.

16. ENTER STUDENT DATA AND SUBJECT REGISTRATION FOR EACH CLASS. VERIFY THAT THE CORRECT CLASS IS DISPLAYED HERE ENTER DATA AND SUBJECT REGISTRATION FOR EACH STUDENT CLICK ON ‘ACCEPT DATA’ TO SAVE DATA. CLICK TO GO BACK TO MAIN MENU. REPEAT STEP 5 TO ENTER STUDENTS FOR ANOTHER CLASS The Student Entry screen has checkboxes for individual subjects. There is now a "Set Default Subjects" button that is used to bring up default registration subjects screen for that class if it needs to be changed.

17. 6 SELECT ‘REPORTS’ FROM MAIN MENU Choose ‘Individual Class Reports’ when generating reports for verification of captured data. Choose ‘Full School Report’ when generating final reports for submission to DERE (1) Print Options (2) • SELECT CLASSES FROM ’AVAILABLE CLASSES’ AND SEND TO ‘CHOSEN CLASSES’ – (1) • CHOOSE FROM THE PRINT OPTIONS TOGENERATE RESPECTIVE REPORTS – (2) • SEND REPORTS TO THE CLASS TEACHERS TO VERIFY THE DATA.

18. 6a Print Options WHEN THE LISTS ARE RETURNED, IF AMENDMENTS ARE REQUIRED GO TO THE ‘ENTER/EDIT STUDENTS’ OPTION ON THE MAIN MENU, AND SELECT THE REQUIRED CLASS AS IN STEP 5

19. 6c EXAMPLE: CLASS REPORT

20. 6d ‘FULL SCHOOL REPORT’ PAGE. Print Options USE ‘FULL SCHOOL REPORT’ OPTION TO PRINT FINAL SCHOOL REPORT FOR SUBMISSION TO DERE. THE FULL SCHOOL REPORT CONSISTS OF ALL CLASS REPORTS AND A SCHOOL SUMMARY REPORT. THESE MUST BE SUBMITTED ALONG WITH THE EXPORTED REGISTRATION FILE.

21. 6e EXAMPLE: SCHOOL SUMMARY REPORT

22. 7 EDIT STUDENTS (3) (1) (2) • LOCATE THE STUDENT • CLICK ON THE STUDENT TO HIGHLIGHT THE RECORD (1) • CLICK ON THE ‘MODIFY SELECTED STUDENT’ OPTION (2) • MAKE RELEVANT CHANGES AND THEN CLICK ‘ACCEPT DATA’ (3)

23. EXPORT DATA AND SEND TO MINISTRY Note: CLASS AND SCHOOL REPORTS GENERATED AS IN STEP 6 ARE NOT EXPORT DATA AND WILL NOT BE ACCEPTED AS SUBMISSION OF REGISTRATION DATA

24. 8 SELECT ‘EXPORT DATA’ IN THE MAIN MENU. THE FOLLOWING SCREEN WILL BE DISPLAYED NOTE: AFTER EXPORTING DATA, NO FURTHER CHANGES CAN BE MADE TO THE REGISTRATION DATA. ANY ADDITIONAL CHANGES MUST BE DETAILED AND SUBMITTED ON PAPER, FAXED OR EMAILED TO D.E.R.E. SELECTING ‘OK’ WILL TAKE THE USER TO THE ‘EXPORT REGISTRATION DATA’ FORM

25. PRINCIPAL’S PASSWORD: pr1nc1p@l Note: Password is all in lower case; principal where all letters “i” are replaced with the number 1 and letter “a” is replaced with @ (shift key + number 2 key) Data is preferred via email However it is better practice to export data to a specific folder and then attach the exported file to an email or copy to diskette or CD. If you are sending data on CD or diskette, please verify that the file is present by checking in Windows Explorer before dispatching to DERE.

26. 8a If ‘Specific Folder’ was selected in step 8, this window gives you the option to export the data to a specific location. (2) (1) • Select your location at (1) • Click on ‘Select Folder’ at (2)

27. 8b An export success confirmation is given with the location of the file. Locate the file and copy to a diskette or CD (preferably CD). Confirm that the file was copied before sending. Example of exported FILE NAME: NCSE-<schoolCode>-<Level>-<Year>.zip

28. After exporting data you will see the ‘Registration Complete’ message displayed in red on the Main Menu. At this stage no edits or additions can be done to the data. If there are corrections or additions to be made, please DELIVER, EMAIL OR FAX IN THE CHANGES TO:  Ministry of Education DERE NCSE #18 Abercromby Street Port of Spain Email: deredept@tstt.net.tt VERBAL AMENDMENTS WILL NOT BE ACCEPTED.

29. 9 BACKUP/RESTORE WHILE WORKING ON DATA ENTRY, IT IS ADVISED THAT USERS’ BACK UP THEIR DATA. SELECT ‘BACKUP/RESTORE’ FROM THE MAIN MENU. YOU WILL BE TAKEN TO THE CURRENT SCREEN WHERE YOU CAN BROWSE TO A FOLDER TO WHICH YOU CAN BACK UP YOUR WORK

30. 9a (2) (1) (3) • Select your location at (1) • Click on ‘Select Folder’ at (2) • Select ‘Do Backup Now’ at (3) • You will receive a confirmation message that Backup was successful

31. 9b TO RESTORE DATA SELECT ‘BACKUP/RESTORE’ FROM THE MAIN MENU. YOU WILL BE TAKEN TO THE CURRENT SCREEN WHERE YOU CAN BROWSE TO A FOLDER WHICH CONTAINS THE BACKUP FILE. SELECT THE FOLDER, THEN CLICK ON ‘SELECT FOLDER’.

32. 9c THE CURRENT SCREEN WILL POP UP. FOLLOW THE ON-SCREEN INSTRUCTIONS. ‘CHOOSE RESTORE BACKUP DATA’ AND SELECT ‘DO RESTORE NOW’. A CONFIRMATION MESSAGE WILL BE DISPLAYED.

33. REGISTRATION DELIVERABLES BY FebrUARY 17th, 2012 • EXPORTED DATA FILE FILENAME LIKE : NCSE-<schoolCode>-<Level>-<Year>.zip eg. NCSE-330510-1-2009.zip • IF YOU ARE USING CD, PLEASE LABEL APPROPRIATELY. • ONLY ONE FILE WILL BE ACCEPTED PER SCHOOL. • A CONFIRMATION WILL FOLLOW DATA FILES SUBMITTED VIA EMAIL. • A RECEIPT WILL BE ISSUED FOR FILES DROPPED IN ON CD. • FINAL SCHOOL/CLASS REPORTS WITH AUTHORISED SIGNATURE AND SCHOOL STAMP