AMU-SMIS - Arba Minch University

AMU-SMIS User Manual Student Clearance / Withdraw Management

This handbook is prepared for the best use of Arba Minch University Student Management Information System (AMU-SMIS) when one of the underneath university entities engage in Students’

Clearance/Withdraw Management Process Target User: Registrar, Library, Sport master, Department, Collage/Institute, and Others Version: 1.0

AMUSMIS

User Manual

[ Handbook for Arba Minch University Student Management Information System ] [ Handbook for Arba Minch University Student Management Information System ] [ Handbook for Arba Minch University Student Management Information System ]

AMU – Student Management Information System Mereb Technologies

Student Clearance / Withdraw Management 1

1. Introduction

In this module, we’ll cover all the necessary steps that you need to follow in order to keep up

in use and returned university’s properties and administer student clearance/withdrawal

process. The students’ clearance/withdraw management task is expected to be carried out by

all offices using the account they get from the system administrator.

The main tasks involved in this section’s management are:

1. Clearance management

2. Withdraw management

2. Clearance Management

Keeping up in use university properties

When properties are taken from the department, library or other university entities the

responsible body of the university must encode the statistics of the properties taken to the

system. To do so, go to the "Clearance" tab and click on the "Maintain Student Taken

Properties" menu which found under the "Taken Properties" main menu. Then the system

will display you the following page.



Figure 2-1: A page asking the user to make entry of the student number

The reposible univerisity enitiy is expected to fill the student number in box just below the

"Add Taken Property of Student" and click on "Continue" button.Then the following page will

be displayed with studnets’ required information.



Figure 2-2: A form asking the user to make an entry of taken properties to the system

Then make an entry of the property the student is going to take and click on the "Save" button. After you have clicked on the save button, the system will display the following success page.



Figure 2-3: A page displaying a success massage which confirms that the taken property is saved

Maintain Returned property

To feed retuned properties in the system, click on "Maintain Student Returned

Properties" menu which is found under the "Taken Properties" main menu in the

"Clearance" tab then the system displays the following page that contains the list of students

who took properties and does not returned yet.



Figure 2-4: A page displaying the list of taken properties

In the above page in case if there are many taken properties, the system allows you to filter the

taken properties using either the student number or the taken date. Click on the "Search"

button after provideing the search parameter and the system will display the list of properties

taken by the student/s in the given criteria.

After students return proprities they have taken form the university’s enetities in order to

update the system click on the check box/s found under the "Returned" coulmn next to the

name of the student/s who returned the property and click the "Update" button. The system

updates the taken properties database and display the following success message with the list of

remaining properties that are not returned to the enitiy.



Figure 2-5: A success message after student returned the properties taken by him/her

View taken properties

In order to view the list of properties taken by the students, go to the "View Properties

Taken" menu found under the "Taken Properties" main menu in the "Clearances"

tab/section then the system will display the following page.



Figure 2-6: A page displays the list of properties taken by students

If you make an error while filling the taken properties by the students, you can delete the

already recorded taken properties through the "Delete" link/button found under the "Action"

column next to the name of the student who took the property.

You can also view list of taken properties only for specific student and/or property taken date

using the search bar given above. To do so, make an entry of the search parameter and click

"Search" button.

Student Clearance Application

When students need to apply for clearance, first students are expected to log in to his/her

account then s/he must go to the "Clearance" tab/section and click on the

"Clear/Withdraw" main menu then the system will display the following page.



Figure 2-7: A form asking the student to fill his/her clearance application

The studnt make an entry of the important information of his/her clearance/withdrawal

application and click the "Submit" button. Then the system will automatically search for

properties that are taken from any enity of the university. If there is any university property

taken, then the system will display massage which states that the student can not clear from the

university with the list of properties not returned.

If the student returned all properties, then the system will accept his/her clearance application

and display the following success mesaage. The system also send clearance confrirmation

request to the registrar.

The system will also allow the student to attach supporting documents for his/her withdrawal

by cliking the "Browse..." button and locating the file before submitting the

clearance/withdrawal application. The attached document will be viewed when the registrar



approves the student’s clearnce application and later when the student applies for readmission

and needs to be processed by the registrar and academic comission of respected college.

Figure 2-8: A page after a successful clearance application

To view the recorded clearance apllication, just click on the "Clearance" tab and the system

will display all the clearance applied by the student. If the student wants to cancel the clearance

application, click on the link/button generated on the clearance application you want to cancel.

Note that you can only cancel clearances that are not approved by the registrar.



Registrar Confirmation

To confirm the clearance applicantion of studnets, clik on the "Approve Clearance" main

menu which is found under the "Clearance" tab/section and the system displays the following

page.

Figure 2-9: A page displaying list of students who submitted their clearance application for registrar approval

Hear you can also filter the clearance application of students using their academic year,

program type, program, and/or department. To do so select one or more parameter and click

on the "Filter Clearance Application" button and then the system will display the clearance

applied by the students in the given searching criteria.



The supporting document attached by the student for his/her withdrawal can be viewed by

clicking the "View Attachment" link found under "Type" column next to the student’s name.

Select the button to clear/not clear the student for the acadamic year and click "Submit"

button then the system will display the following success message.

Figure 2-10: A successes message after approval of one or more student clearance application

To view the students’ clearance/withdrawal application processed by the registrar click on the

"Clearances" tab and the system will display the following page.



Figure 2-11: A page allowing the user to filter students’ clearance/withdrawal applications

Make any entry of your searching parameters and click "View Clearance/Withdrawal

Application" button. Then the system will display the following page that contains the list of

the students’ clearance or withdrawal application processed by the registrar.



Figure 2-12: A page displaying students’ clearance/withdrawal application



3. Withdraw management

In order to manage the withdrawal process, the clerk in the registrar would log in to her/his

account and click on "Withdrawal Management" main menu which is found under the

"Clearance" tab. Then the following page will be displayed.

Figure 3-1: A page asking the user to make selection parameter for withdrawal management

Make entry of the search parameters you want to filter the student withdrawal application and

click on the "Filter Withdrawal Applicant" then the system displays the following page with

the list of withdrawal applicant students.



Figure 3-2: A page displaying the list of withdrawal applicants

Then make an entry of the student withdrawal application decision with its minute number and

click on the "Approve/Reject Withdrawal" button. The system will display the following

page which displays the confiramtion of the student/s withdrwal management.

Figure 3-3: A success message after processing student withdrawal application



Note that after the student withdrawal application is accepted, the registrar clerk has to apply

NG grade management (discussed in the AMU-SMIS registrar exam grade management module

- section 2) for the courses that the student has registered for.



4. Other AMU-SMIS Manuals

If you are unable to get what you are looking from this manual, please check also the following

AMU-SMIS manuals.

No AMU-SMIS Manual Target Users

1. The Basics All Users

2. Administering Student Admission Registrar

3. Administering Student Department Placement College/Institute, Department

4. Managing Accepted Students Department

5. Section Management Department, College/Institute

6. Curriculum Management Department

7. Semester Course Publication Management Department, College/Institute

8. Student Course Add, Drop, Substitution and

Exemption Request Management

Department, College/Institute

9. Registrar Course Registration/Add/Drop

Management

Registrar

10. Exam and Grade Management Department, College

11. Registrar Grade Management Registrar

12. Student Billing Management Registrar

13. Student Clearance/Withdraw Management Registrar, Department, College,

Offices which gives clearance

14. Student Readmission Management Registrar, College

15. Course Schedule Management College

16. Exam Schedule Management College

17. Student Dormitory Management Dormitory Service

18. Student Meal Management Meal Service

19. Student Medical History Management University Clinic

20. System Administration System Administrator

Please find the above manuals from your either System Administrator of AMU-SMIS or help

desk for AMU-SMIS



If you are looking for further assistance, please do not hesitate to contact the help desk for

AMU-SMIS.

AMU-SMIS - Arba Minch University

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