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Guidelines on Using eForm E to Submit the Enrolment Survey

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Guidelines on Using eForm E to Submit the Enrolment Survey

(Ver.: 202209)

Index

A. General Guidelines on Using eForm for Student Information Management System (STIMS)

I. How to enter the eForm for Student Information Management System (STIMS) II. Select the School Language and a Particular eForm

III. Points-to-note/tips before you start IV. Save the eForm regularly and frequently

B. Guidelines on Using eForm E I. Tips for filling in the eForm E II. Retrieve students’ records

a. Retrieve Record for Updating

b. Retrieve Record after Updating Completed

III. Check the data on the eForm E against actual enrolment data IV. Update the students that are not enrolled

V. Update the details of enrolled students a. Home District Council (DC)

b. Ethnicity and Spoken Language at Home c. Class Level and Class Name to be enrolled d. Update New Session

e. Change All Class Level and Class Name to be enrolled

f. Update Student Names (English/Chinese), Sex and Date of Birth (DOB) g. Ensure every student is updated

VI. Add/Delete newly enorlled students a. Add newly enrolled students b. Delete newly enrolled students VII. Save the eForm E

VIII. Print the eForm E IX. Submit the eForm E

a. Verify Enrolled Students b. Submit Form

X. Download softcopy of eForm E after submission XI. Exit the eForm E

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Note: “Student Information Management Application (STM)” is also known as “Student Information Management System (STIMS)”

A. General Guidelines on Using eForm for Student Information Management System (STIMS)

I. How to enter the eForm for Student Information Management System (STIMS)

The eForm for STIMS is an application of Education Information System (EdIS). To access the eForm page, you have to logon through Common Log-On System (CLO). You may access the logon page at the following URL:

clo.edb.gov.hk

Alternatively, the CLO logon page can be accessed through the EDB Homepage (www.edb.gov.hk > School Administration and Management > Administration > IT Systems for Schools > Common Log-On System) as shown in the following screens:

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At the logon page, enter the Username and Password and click <Logon>.

(Please note: To use the eForm, you must use the user accounts of school administrators1 or the personal user accounts2 as delegated by school in CLO.)

The CLO Main page will be shown. Choose the tab <Survey & eForm> to access the eForm for Student Information Management System (STIMS) through the shortcut.

Select the appropriate account and click <Access> to access the eForm for the school.

1 These accounts refer to the e-Services user account of the School Head or the Master School Administrator, and the CLO School Administrator account.

2 These accounts refer to the e-Services or Training Calendar System user account, and the CLO User account of school users.

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Note: “Student Information Management Application (STM)” is also known as “Student Information Management System (STIMS)”

A new version was launched in 2016/17 school year. The interface is displayed in both Chinese and English, so changing of language is not necessary.

After logging on to the portal, the following selection menu will appear.

Back to Index

School Name School Number

District of school Category of

school

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II. Select the School Language and a particular eForm

If your school operates more than one Language Group (e.g. one Anglo-Chinese and one Chinese), you must select the appropriate Language Group before selecting any eForms.

Click <Enter> on the right to select a particular eForm.

Remember: Always save your work before switching to work on another Language Group.

Back to Index

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Note: “Student Information Management Application (STM)” is also known as “Student Information Management System (STIMS)”

III. Points-to-note/tips before you start

Download a copy of the latest edition of the Guidelines for the Student Information Management System (STIMS), (Path: www.edb.gov.hk > Education System and Policy

> Primary and Secondary Education > School Places Allocation Systems >

Student Information Management System) and read it carefully. You may need to refer to the Guidelines in updating the eForm.

Back to Index

IV. Save the eForm regularly and frequently

Please save the eForm REGULARLY and FREQUENTLY.

 This helps to prevent data loss due to system problems.

 The eForm will conduct a checking on the data when it is saved. If the eForm contains errors, it will display error messages with reason for failure. Please read the error messages carefully, then correct the errors and save the eForm again.

 If the eForm contains many errors, it will take a long time to correct all errors one by one.

You should therefore save your eForm regularly and avoid updating too many student records without saving your eForm.

 If the eForm is saved successfully, the “Form Status” will become “Save” and the “Last Update Time” will display the time that you saved the eForm. The message “Record updated successfully” will be displayed also.

Back to Index

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B. Guidelines on Using eForm E

eForm E is an Enrolment Survey eForm and contains listings of student data.

I. Tips for filling in the eForm E

The Class Name to be chosen should be one of the Class Names reported in the Class and Subject Details (C&SD) Survey eForm. Please liaise with the colleagues in your school who are responsible for C&SD Survey for using the same set of class names in both the C&SD Survey and Enrolment Survey.

If C&SD Survey cannot be submitted before the submission deadline of Enrolment Survey, i.e. eForm E, the colleagues in your school who are responsible for eForm E can enter the correct class name direct to the field of “Class name to be enrolled” in eForm E.

The eForm data submitted should contain students who are enrolled on the Survey Day (including own school students, students transferred from other STIMS schools and students have participated in school places allocation before). These students should possess an STRN. In case schools have doubt whether a student has ever been assigned an STRN by the EDB system, please contact the Liaison Officer for clarification.

Please use eForm C to report the enrolment of a student who has never studied in any STIMS schools, i.e. without a STRN.

Schools cannot amend the students’ names, sex or date of birth through the submission of the Enrolment Survey. If necessary, please use eForm D for amendment of names, sex or date of birth of students after submission of eForm E.

Please use eForm B (for student with STRN) or eForm C (for student without STRN) if the students are newly admitted after the Enrolment Survey Day.

In the eForm, all the fields marked with asterisk “*” are mandatory. This means that you must fill in all these mandatory fields. If there are any unfilled mandatory fields, the eForm cannot be saved. Therefore, please make sure that all the information is ready before you update the eForm.

Please input all Date fields with the format ‘DD/MM/YYYY’. Inputting ‘/’, spaces or symbols between DD, MM and YYYY is not required. For example, to input the date 21st September, 1996, enter “21091996”. On the other hand, you may use the calendar tool to select the exact date.

Back to Index

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Note: “Student Information Management Application (STM)” is also known as “Student Information Management System (STIMS)”

II. Retrieve students’ records

When you first open the eForm E, click <Enter> on the right of “Step 1: Update by Student” to enter the form.

After you have opened the eForm E, a blank eForm will be displayed.

To update the enrolment information of the students for current school year, please retrieve the records of the students with one of the following two methods.

a. Retrieve Record for Updating

You can retrieve records of students who have completed S1-S5 (for secondary schools) or P1-P5 (for primary schools) in the last school year while the EDB has not received any reports of leaving or absence of such students (Form A) from schools. Furthermore, the list also includes S1 & S4 (for secondary schools) or P1 (for primary schools) students allocated to the school through the respective school place allocation systems of the EDB.

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Retrieve records of students by “Last Year Class Level and Class Name”.

To save effort in data input, the system will assign an initial value for the “Class Level to be enrolled”. For ordinary schools, the default “Class Level to be enrolled” is one level higher than that of last year. For special schools, the default “Class Level to be enrolled” is the same as that of last year. No initial value will be assigned to the “Class Name to be enrolled”, however.

b. Retrieve Record after Updating Completed

After you have updated the enrolment information of the students, you can retrieve records of students based on their Enrolled Class Level and Class Name in the current school year.

Back to Index

III. Check the data on the eForm E against actual enrollment data

Please check the data on the eForm E against the data of the actual students enrolled on the enrolment survey day in your school, and then report to the EDB the actual enrolment data as at the survey day by updating the eForm E accordingly.

You may print the eForm E for each Last Year Class Level and Class Name to facilitate the checking and mark any update on the hardcopy before updating the eForm E. Please refer to the section VIII. Print the eForm for the details of printing the eForm E.

Back to Index

IV. Update students that are not enrolled

If the students are no longer enrolled in your school on the survey day, you should mark the checkbox () on the column “Not Enrolled/Delete” of that student record.

Back to Index

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Note: “Student Information Management Application (STM)” is also known as “Student Information Management System (STIMS)”

V. Update the details of enrolled students

When you update the details of every enrolled student, please note the following points.

a. Home District Council (DC)

It is the district in which the student usually resides during the school days. For students who live in the Mainland and travel daily to schools in Hong Kong, their Home DC should be reported as “Mainland China” (or Home DC code reported as “X”). Update the Home DC of the students whose home addresses have been changed.

b. Ethnicity and Spoken Language at Home

An initial value of “Chinese” is assigned to both Ethnicity and Spoken Language at Home to save effort in data input. Please update the relevant information according to the actual Ethnicity or/and Spoken Language at Home of the respective students if necessary.

c. Class Level and Class Name to be enrolled

For ordinary school, the default “Class Level to be enrolled” is one level higher than that of last year. For special schools, the default value is the same as that of last year.

“The Class Name to be enrolled” does not have any initial value. The class name to be selected or inputted should be the same as the Class Names reported in the Class and Subject Details (C&SD) Survey eForm.

If C&SD Survey cannot be submitted before the submission deadline of the Enrolment Survey, i.e. eForm E, the colleagues in your school who are responsible for eForm E can enter the correct class name direct in the “Class name to be enrolled” field of eForm E.

Please check against the actual student enrolment situation and update the Class Level and Class Name to be enrolled of the respective students accordingly.

d. Update New Session

For students who will be transferred to a new session in the current school year, you should update the New Session for the student accordingly.

e. Change All Class Level and Class Name to be enrolled (i) C&SD Survey submitted

To save effort in data input, two buttons have been built in the eForm E for you to change the Class Level and Class Name to be enrolled of all students listed at the same time.

The Class level and Class name in the drop down list is provided by the C&SD Survey eForm with ‘confirmed class names’.

(ii) C&SD Survey not yet submitted

Please select Class level to be enrolled in the drop down list, then input the Class name in the text box provided.

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Please liaise with the your colleagues who are responsible for the C&SD Survey for using the same set of class names in both the C&SD Survey and Enrolment Survey and confirm the class names in the C&SD Survey eForm beforehand.

f. Update Student Names(English/Chinese), Sex and Date of Birth(DOB)

Please update Student Name (English/Chinese), Sex and DOB for existing students with eForm D. The aforesaid information cannot be amended in eForm E.

g. Ensure every student is updated

Before you move on to another Class, please ensure that every student listed is updated.

All students listed should either have the correct Class Level and Class Name input, or should be marked as “Not Enrolled”. Otherwise, there will be error message pop up when you save the student records.

Back to Index

VI. Add /Delete newly enrolled students a. Add newly enrolled students

If there are newly enrolled students who have STRN but are not found in the eForm E, please click <Add Record> at the bottom of the eForm to add them to the list.

(For newly enrolled students without STRN, please use eForm C to report their enrolment.)

A blank student record will be inserted at the end of the current list. You should input the details of the newly enrolled student with STRN.

Repeat the above steps if there are more newly enrolled students.

b. Delete newly enrolled students

If you want to delete the newly enrolled student record, please click <Delete> on right-hand side of that student record.

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Note: “Student Information Management Application (STM)” is also known as “Student Information Management System (STIMS)”

The system will pop up a message to seek user’s confirmation. Press <Yes> to confirm.

Back to Index

VII. Save the eForm E

To save the eForm E, click <Save> at the bottom of the eForm E. Please save the eForm E frequently and regularly. Never retrieve another class without saving the eForm E. Otherwise, you will lose all updated information.

The system will pop up a message to seek user’s confirmation. Press <Yes> to confirm.

If there is/are any student record(s) not yet updated or confirmed, you will NOT be allowed to submit eForm E. An error notification will be shown on the top of the screen, with reason for the failure shown below the student records concerned with invalid data in red. Please read the reasons carefully, correct the errors and submit the eForm E again.

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Notify unsuccessful saving and reasons

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Note: “Student Information Management Application (STM)” is also known as “Student Information Management System (STIMS)”

If the eForm is saved successfully, the message “Records updated successfully” will be shown on the top of the screen. The “Form Status” will become “Save” and the “Last Update Time” will display the time you save the eForm.

Back to Index

VIII. Print the eForm E

You can print hardcopy and softcopy (after submission) of the eForm E for checking and filing purpose. Click <Print> at the bottom of the eForm.

The “printing” dialog box will pop up. The content of the dialog box will depend on individual PC’s configuration. Please select the appropriate printer from the printer list and confirm printing.

Please note that the hardcopy contains only those students retrieved. You need to retrieve each class and print its hardcopy if you want to have a full coverage of all students.

Back to Index

Notify successful saving

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IX. Submit the eForm E

After updating the eForm E, you should make sure that all the data entered are accurate. If you are sure that the entered data is correct, click <Back to Form E Main Menu> at the bottom of the eForm.

To submit eForm E, please click <Enter> on the right of “Step 2: Submit Form” on eForm E’s main page.

a. Verify Enrolled Students

You may check the data of every enrolled students. On “Step 1: Verify Enrolled Students”, please select “Enrolled Class Level and Class name” and click <Select>.

(Note: You are not allowed to amend data on this page)

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Note: “Student Information Management Application (STM)” is also known as “Student Information Management System (STIMS)”

Students enrolled to this class will be shown. You may print the list for checking purpose (Please refer “VIII. Print the eForm E” for procedures to print the list)

If amendment is necessary, please proceed before submission: Back to Form E Main Menu > Enter Step 1: Update by Student > Select Retrieve Record after Updating Completed then amend student data. (Please refer V. Update the details of enrolled students for details)

b. Submit Form

When all enrolled students data are correct, you may send the whole set of data to the EDB with single submission. Click <Submit> on the right of “Step 2: Submit Form”.

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The system will pop up a message to seek user’s confirmation. Press <Yes> to confirm.

Please make sure that all records have been updated and saved, otherwise, the <Submit>

button will not be activated for you to submit the form.

If the eForm is submitted successfully, the message “Record submitted successfully” will appear on the top of the screen. The “Form Status” will become “Submit” and the date and time you submit the eForm will be displayed.

You may print the hardcopy of eForm E for every enrolled class for filing purpose. For details, please refer to VIII. Print the eForm E or IX a. Verify Enrolled Students for printing the checklists.

You may also save a softcopy of eForm E for filing purpose. Please refer to X. Download softcopy of submitted eForm E.

Back to Index

Notify successful submission

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Note: “Student Information Management Application (STM)” is also known as “Student Information Management System (STIMS)”

X. Download softcopy of submitted eForm E

You may download softcopy of submitted eForm E for filing purpose.

On “Form E Main Manu”, click <Enter> on the right of “Step 2 : Submit Form” to enter the

“Submit Form E page”.

Click <Download Submitted Record> at the bottom of the Submit Form E page.

The following box will pop up which requires users to input a key with at least 8 characters which composed of the all 3 categories OR with at least 10 characters which composed of category A and either category B or C to protect the downloaded content. Click <Continue> after the key has been input or click <Cancel> to go backwards.

A “file download” dialog will be shown on the bottom of screen. On the right hand side of the

<Save> button, there is a pull-down menu button. Select <Save as> on the pull down menu.

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The “Save as” box will pop up. Select the file location for saving the softcopy, enter the file name and click <Save> to save the file.

Please use the key to open the file that has been downloaded to your computer.

Back to Index

Do you want to open or save DownloadFormDataE_20200929.ZIP from cloedisuat.edu.gov.hk?

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Note: “Student Information Management Application (STM)” is also known as “Student Information Management System (STIMS)”

XI. Exit the eForm E

To exit from the eForm E and go to another eForm, click <Back to Form E Main Menu> and then <Back to Main Menu> at the bottom of the eForm E and select another eForm for updating.

If there is any unsaved change(s), the system will remind you and request your confirmation.

Press <No> to save updated data, or press <yes> to exit without saving of updated data.

To return to CLO, click <Exit> on the top right hand corner of the eForm.

If there is any unsaved change(s), the system will remind you and request your confirmation.

Press <No> to save updated data, or press <yes> to exit without saving of updated data.

Back to Index

~ END ~

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