LIS | EOSY Learner Status Updating
50At the end of every school year, the enrolment status of learners in a school’s registry is updated based on Form 138 or the Learner Progress Report Card. Based on the Form 138, the learner’s enrolment status is determined as any of the following:
a) Promoted
b) Irregular
c) Retained
d) Dropped Out
e) Transferred Out
Given a specified date for updating the end of school year enrolment status, the system will display the message “EOSY updating is now open”, including special instructions in the LIS Homepage and in the Masterlist page.
5.1. Updating Enrolment Status By Class
On the Dashboard, click on the “Masterlist” button to retrieve the list of enrolees for the current school year. By default, status of learner is set to “No Status”. Update only the status of learners who are retained, dropped out, transferred out and irregular. Learners who are promoted to the next
grade/year level should be left as is i.e. “No Status”. The system will automatically update status of these learners to “Promoted”.
For learners who have dropped out, the system will display a window for providing the reason for dropping out. Click on the drop-down list and select the appropriate reason.
For learners who have transferred out, the system will display a window for providing the effective date of transfer out as shown in the school records. Enter date in the format yyyy-mmdd (e.g. 2013-10-30)
By default, every learner currently enrolled in each class as of the end of
school year is set to “No Status” which is equivalent to “Enrolled”.
In the EOSY updating, the “No status” will be automatically set to “Promoted” after learners who are retained, dropped out, irregular or transferred out have been updated.
5.2. Class Finalization of EOSY Updates
After updating the enrolment status of retained, dropped-out, transferred out and irregular learners in a class, the Class Adviser shall now finalize this EOSY list before the SF-5 or the Report on Promotions and the SF-1 or the School Register is generated. To finalize the EOSY updating, select the class from the drop-down list of classes in the Masterlist. You can also go to the List of Classes and select a class.
Click Finalize button and the system will display summary of updates. When user is certain and has confirmed the accuracy of the summary data displayed, click Confirm Finalize to complete the updating process, otherwise, click Cancel. System will prompt, ”Confirm class finalize?”. Click Ok to proceed or Cancel to abort the process. After Ok to confirm button is clicked, the system will update the learners’ enrolment records and automatically update the “No Status” to “Promoted”. The updating process will take a while as it updates the record of all learners in a
given class or school.
A successful update will display the message “Class finalized”.
5.3. School Finalization of EOSY Updates
After all classes in a school have been finalized, the School Head or School Representative shall finalize the school’s end of school year updates. This action will indicate that the school is making an
official closing of its records for the school year and its data are to be made available in EBEIS and other systems that use these data.
To finalize EOSY updating at school level, the user must log in as a school head. Click on the List of Classes then review the status of all classes in the list to make sure that they have all been finalized. A finalized class will have a locked key symbol as shown here. After having confirmed that all classes have been finalized in the List of Classes page, click on the
Finalize School button. Upon successful update, the message “School Finalized” is displayed.
5.4. Reversion of Finalized EOSY Updates
Even after the end of school year enrolment statuses of learners in
a class/section had been finalized, updates can still be made for as
long as the school level finalization has not yet been done.
To revert the finalized status of a class, the School Head or School
Representative Admin user shall click on the locked key and then
click on “Reopen updating”. This action will enable updating of
learner status that belong to this class.
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