ORS Student Manual

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Ajman University of Science and Technology Information Technology Department

Advisor Online Registration System Manual

Presented by:

Inas Abousharkh Senior System Administrator I.T. Department Ajman University of Science and Technology Date: 25-04-2010 1

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TABLE OF CONTENTS Introduction ...................................................................................................................................... 3 WHAT IS THE ONLINE REGISTRATION SYSTEM (ORS)?........................................................................... 3 WHAT IS THE STUDENT ONLINE REGISTRATION SYSTEM (SORS)? ........................................................... 3 System Features 1.1 ................................................................................................................... 3 System Policy 1.2 ...................................................................................................................... 3 Terms and Conditions of Usage and System Access 1.3 ............................................................ 4 System Procedures 1.4 .............................................................................................................. 5 Using SORS 2 ................................................................................................................................... 6 How to Access the SORS 2.1. .................................................................................................... 6-7 How to send Registration Request to the Advisor 2.3................................................................ 8-10 How to proceed with Registering/Adding courses after Advisor Approval 2.4......................... 11-13 How to pay Registration Fees using Online Payment 2.5. ...................................................... 14-16 Reports 2.6. ................................................................................................................................. 17

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Page 3 of 17 1. Introduction The Online Registration System allows students, through Internet, to register, drop, or add courses within the registration period.

What is the Online Registration System (ORS)?

The ORS consists of the two following systems: 1. Student Online Registration System (SORS).

2. Advisor Online Registration System (AORS).

This manual covers the SORS system only.

1. What is the Student Online Registration System (SORS)?

The System provides for students the option to register courses offered by their colleges during the scheduled registration periods. Students can modify their course selection by adding and/or dropping courses. However, when the registration period is over, all previously registered courses by the students will be viewable in the system.

1.1. The SORS Features: The students may or may not have prior experience using such system. Ideally, any student can identify him/herself to the system, to do the following: 1. Register, Add, or Drop course/courses during the registration period.

2. Pay registration fees Online through a secured web access.

3. View the following: a. Timetable, and print it out. b. Transcript c. Student Information d. Degree Analysis e. Financial records f. Current Transactions.

Please note that all the below mentioned academic transactions still not active and are under process: 1. Change major 2. Withdraw 3. Incomplete 4. Complaints 5. Transfer course request from another university/college.

Please note that all the below mentioned academic transactions cannot be done through the SORS and require a personal contact with the registration department: 1. Suspend semester.

2. Abortion.

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1.2.

The System Policy:

The student should be in compliance with following: 1. The Login information is the same as for the Evaluation and Moodle systems and it is integrated with them. i.e. if the password has been changed for any of these systems, the online password will be changed sub-sequentially.

2. If the student loses or forgets his/her password, he/she should do the following: 1.

Pay 15 AED for reset password charges at the financial department.

2.

Come to the I.T. department with the receipt to request reset password.

3. The System password should consist of eight (8) digits minimum.

4. The University student Email should be active (<student_id@aust.ae); and 5. Maintain the confidentiality of his/her login information.

1.3.

The Terms and Conditions of using the System: The student can use the Registration system only if he/she fulfills the following conditions: 1.

2.

3.

4.

5.

6.

7.

8.

Registration is done during the registration period, drop and add period, as published by the Admissions and Registration Deanship; The student status is not suspended, prohibited, canceled, or does not have an Academic Block from the Admissions & Registration Deanship; The student has an Academic Advisor entered on the Oracle System; The student has regular financial status; The student has a 2000 AED down payment in his university account; The student has no academic warnings.

The student email is active.

The student cannot register completed courses, i.e. courses he/she has already taken.

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Page 5 of 17 1.4.

The SORS Procedures:

The registration process on the SORS is based on sending a registration request to the advisor before starting the actual registration. The SORS process is as follows: 1. The student has a down payment of 2000 AED. He/she may pay online using the SORS. 2. The student files a request by selecting 3 to 8 courses from the list of offered but not already taken courses of the study plan, without choosing the sections; 3. The student then saves his/her selection and the course request is sent automatically to the advisor.

4. The Advisor will receive an email at his/her University Email with all the courses that the student has selected.

5. The Advisor should login to the AORS; he/she will find the student request listed.

6. The Advisor will approve or reject any of the requested courses based on the student study plan, and he/she may recommend some other courses to the student. The Advisor will provide a reason in case he/she has rejected a course.

7. The student will receive an email informing him/her that the advisor has replied to his/her request.

8. The student will login to the SORS in order to select the preferred sections and timing for the approved courses.

9. The student will click Save to confirm registration.

After this step the course registration process is considered completed and the student may print his/her timetable.

10. The student may pay for the course fees online.

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Page 6 of 17 1. Using SORS 2.1. How to Access the SORS?

1. Open Internet browser

Icon.

2. Browse the university website http://www.ajman.ac.ae, then click on Online Registration Icon as shown below

3.

4.

A new web browser will pop up to display the SORS webpage as the below figure:

Type the Login Information (Student ID and Password) then click on Login button.

Please be sure that Student Login tab is selected

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Page 7 of 17 5. The Home page of the system will be displayed after passing login information as shown below:

Home Page will display the following: 1. Student Details.

2. Financial Details.

3. Registration Status.

4. Advisor Details

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Page 8 of 17 2.2. How to send a registration request to the advisor?

1. Click on Select Courses, either from Registration on the lift pane, Registration details on the bottom of the right page, or Registration from the top menu

2. Click on Select Courses button again

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Page 9 of 17 3.

All the offered courses in the current semester and in your study plan will be listed.

The Compulsory courses will be listed on top, and the electives at the bottom of the page.

You may navigate to the rest of the courses by clicking on the arrow or the <page number> Click on the check box next to the course that you are interested in, and then click on Submit Request button.

A message will be displayed at the top of the page to inform you that the request has been sent successfully.

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Page 10 of 17 After submitting the request, a message will be displayed to informing you that the Submit request process has been completed successfully and the status of the registered courses is Pending as show below:

Please note the following: • The status of the courses is Pending, not registered.

• The Advisor will receive an email to inform him that there is a student request is pending.

• The system will send you an email to your university email @aust.ae informing you that your registration request has been sent to your advisor.

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2.4. How to proceed with Registering/Adding courses after Advisor Approval

1.

First, you will receive an email from the ORS informing you that your advisor has processed your request.

In this phase, you have to choose the sections for each selected course.

Please see the below step by step explanation: After login to the system, you will see a new hyperlink( Registration) in the right side at the bottom of the page as shown in the below figure, please click on it:

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Page 12 of 17 2. A new window will be displayed with the list of all approved courses and the available sections for each course and course’s types as shown below:

Course Name

Course Type (Theory, Lab, or Tutorial)

Recommended Courses Your advisor may reject some of the course that you have requested an approval for, or recommend some others that you didn’t ask for. The rejected courses will not be displayed during this registration process, but the recommended courses will be listed under (Recommended).

You may see the following details under each course: • • • • • • • •

Section number: indicates how many sections are open for the course Section type: Type of the course (Theory, lab, or tutorial) Class No. Section timing. : The class time of the section Room No.: The Room number where the class will be Course Credit Hours.: Number of credit hours of the course Lecturer name.

Available Seat in the section: Indicated how many seat still available before closing the section.

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Page 13 of 17 You may choose the course you want by clicking on the Check Box next to the section that you are interested in, and then click on Submit Request button.

Check Box

3. If you donâ&#x20AC;&#x2122;t have any clash, a new window will be displayed with a message on the top informing you that the registration request has been completed successfully, your time table will be displayed below, and the status of the courses is Registered

Time table

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Page 14 of 17 2.5. How to pay Registration fees using the Online Payment?

In order to move to a regular status, it is high recommended to do the following: 1. Pay online using a credit card .i.e. Master or Visa.

2. Pay check or cash directly to the Finance Department during the university working hours.

Note: Please note that you should have a credit in your account to drop and add courses. The limit allows you to do so is decided and announced by the Financial Department before the beginning of registration in each semester.

In case you would like to pay online, please follow the below steps: 1. Go to the Home page of the Online Registration system.

2. Click on Registration Fee Payment hyperlink under Payment menu as shown below:

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A new window will be displayed with the your current balance a field to enter the amount that you want to pay: In the below snapshot example, the Balance of the student is 210 AED DH, and the Amount that the student want to pay is 3000 AED DH.

Then, click on Proceed button.

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Page 16 of 17 4. Now, you will be transferred to a secured Payment Gateway as shown below:

Click on the card logo that you want to use, VISA or MaterCard.

5. A new window will be displayed to enter your credit card information, and then click on Pay button as shown below:

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Page 17 of 17 2.6. Reports

Print it in a paper Convert it to a file PDF, MS Excel, CSV, or MS Word

Under Reports Menu, you may view the following: 1. Your Information 2. Your Academic Transaction such as Course suspend.

3. Your Transcript: You may print/view your full transcript, or per semester 4. Your current Major.

5. Your Time Table for the current Semester.

6. Degree Analysis: How many credit hours you have completed according to Univ.

Obligatory or Elective courses.

7. Your Financial Records.

You may print any of the above mentioned reports in a paper, or convert it to a file in format PDF, MS Excel, CSV, or MS Word file.

For any further clarifications, please contact Helpdesk at: +9716-7056500, or send email to helpdesk@ajman.ac.ae

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