Please note the instructions below are only applicable to our Schools in Saudi Arabia (and not DfE schools), as some aspects of the MIS may differ by country.
Arbor has created all the COE Programmes and therefore if you wish to add a programme you need to choose one from the College of Excellence Programmes.
If you wish to add another COE Programme that is not on the given list, please contact your MIS Administrator. You should not add any yourself as they will not link to the COE Attendance reports.
Arbor has programmatically generated Programmes, Programme Instances and student enrollments for all the Interserve colleges. Go to Institutions > School Structure > Programme Structure. The homepage will show a list of all the programmes in your college. We have programmatically created these based on information from the central team. No colleges will need to create any new programmes.
Programme and Instance Structure
All students need to be enrolled in a Programme and an Instance.
The Programme is the ‘course’ the students are studying and is not bound by academic years, as students can join at different points in the year and can be transferred from one Programme to another, i.e. from Associate Diploma Business to Associate Diploma IT.
However, they cannot be transferred from Foundation to Associate Diploma or Associate Diploma to Diploma, as these programmes are different years of study. (See How do I graduate a student from one Programme to another?)
WARNING: Please do not change any of the names or codes for the Programmes, as these link to the COE Attendance reports. If you think there are errors, please contact your MIS Administrator.
The Instance is the planned period of time the students are enrolled in the programme. The Instances like Programmes are not linked to academic years. The names of the Instances link to Teaching Groups, therefore it is key to keep the naming conventions the same.
From the screenshot, you can see the ‘Planned start date’ and the ‘Planned end date’, these dates should not be changed, as these will affect the status of a student as a ‘Continuing’ or ‘Repeat’ student.
When you enter Instance, you will have an overview of the Programme and Instance information, then you will have all the details of the Enrolled students and associated Teaching Groups.
From the Instance you can take 3 bulk actions, ‘complete’, ‘withdraw’ and ‘complete and enrol’
- Complete allows you to state a student has completed or graduated from the programme
- Withdraw allows you to withdraw the student from the instance and programme.
- Complete and enrol allows you to complete a student and enrol him to the next programme i.e. from Foundation English to Associate Diploma IT.
If you wish to transfer a student you can do this by selecting a student and then on the slide-over you can transfer them to another Programme or Instance. (See How do I transfer a student?)
WARNING: Please do not change any of the dates, names or codes for the Instances, as these link to the COE Attendance reports. If you think there are errors, please contact your MIS Administrator.
OJT and Extra Hours
To record OJT and Extra Hours in your college you need to set up two courses ‘OJT’ and ‘Extra Hours’. It is important that the courses are named ‘OJT’ and ‘Extra Hours’, as if they are named differently then they will not be picked up by Arbor COE Monthly reports.
The suggested structure for OJT on Arbor would be to have the parent course as OJT, all the weeks as modules and groups within those as submodules. It is important that there is only ONE ‘OJT’ course. A suggested structure could follow the one below:
OJT: Week 1: Group A
: Group B
Week 2: Group A
: Group B
When using OJT, you will still have to complete a daily register for the students for Arbor to know that the students attended the OJT. When setting up the course for each group, please create one lesson per day starting at 08:00 - 16:00 as this equates to 8hrs a day and 40hrs a week.
The suggested structure for Extra Hours on Arbor would be to have the parent course as OJT, all the weeks as modules and groups within those as submodules. It is important that there is only ONE ‘Extra Hours’ course. A suggested structure could follow the one below:
Extra Hours : Week 1: Group A
: Group B
Week 2: Group A
: Group B
Programmes - is a course of study. I.e. for the COE, this could be Foundation English or Associate Diploma Business.
Instances - an instance is the planned period of time the students are enrolled in the programme. This could be a few weeks, for example, a CV skills class, or the whole year.
Complete - you mark a student as complete when they have ‘completed’ their programme and have graduated from the instance and programme.
Withdraw - you can withdraw a student from a programme or an instance if they have left the college.
Transfer - this is to transfer a student from one Instance to another or to transfer a student to another Programme. Please note, if a student has been incorrectly assigned in an Instance or a Programme, you will have to delete the enrolment and then enrol them into the correct Instance or Programme. (Please see How do I Transfer a student?)