Student Information System

User Guide for Administrator

Ver 1.0

Contents

Overview

E-Portfolio

2.1 Personal Information

10

2.2 Student Search

11

2.3 Course Information

12

2.4 Course Materials

13

2.5 Grades

14

2.6 Counseling

15

2.7 Forums

16

Statistics

16

3.1 Statistics Overview

18

3.2 Courses

21

3.3 Learning Tools

28

3.4 Resources

30

3.5 Systems

30

3.6 Dean

33

Management

33

4.1 Batch Processing

34

4.2 Authorization

37

4.3 Organization

44

4.4 Language

45

4.5 Codes

46

4.6 Courses

48

4.7 Messages

Overview

Overview of Student Information System's general

functions are explained.

SIS is composed of e-Portfolio and Statistics for both students and instructors,
depending on the user type.
When connected to the SIS, 'Personal Information' in the e-Portfolio menu will be
provided, where the users can view their information as well as their schedules.
Top Menu

Service Area

Figure 1-1. SIS Main Image

The SIS's screen is composed of Top Menu bar and the Service Area. Most of the
information provided by the SIS will be displayed on the Service Area.
Top Menu
From the top menu, the users can access services provided by the SIS. Click the 'ePortfolio' and 'Statistics' button to access the services. the 'Quick Move Buttons' are
also available for users to conveniently move to the Jazan JUMP's other systems.
The Language button is also available.
Quick Move button

Service Selection button

User Name and Photo

Service Area
The service area displays contents provided by the SIS, and the display screen will
vary depending on the service/menu type.
Service Type
Personal Information

Student Search

Course Information

e-Portfolio

Course Martials

Grades

Counseling

Forums

Overview

Courses

Service Contents
Provides Personal Information, Academic Activity, and Weekly Calendar
for users.
Can search students enrolled in a course, and provides the students
portfolios.
Provides detail information about the course (year, Semester, campus,
faculty, department ).
Displays the learning materials used in the course (resources,
courseware, files).
Displays students grades. The grades can be printed.
Provides counseling status and information per instructor. Also provides
printing function.
Provides forums(Team Projects, Bulletins, Discussions ) information
included in the course. Also provides printing function.
Provides Statistics & Monitoring Guide
Provides statistics on the courses (enrolled students, LMS usage) offered
by the instructor per semester. Also provides printing function.
Provide statistics on the use of LMSs learning tools (Virtual Lecture,

Learning Tools

provides printing function.

Statistics
Resource

Systems

Dean

Batch Processing

Management Authorization

Organization

Media Lecture, Surveys, Counseling, Quiz, and etc.), per course. Also

Provides statistics on the learning resources added per semester and

year. Also provides printing function.
Provides statistics on the students and employees learning tools logins
per course and per period. Also provides printing function.
Provides statistics on the instructors use of learning tools per course.
Also provides printing function.
Displays batch jobs in need of batch processing, and provides batch job
information.
Manages authorization of groups and members. Displays authorization
history, and provides group creating functions.
Manages organizations and members included in the organizations.

Picture


Languages

Service Contents

Picture

Manages languages to be used in the SIS. Can manage common words

used in the e-learning systems in English, Arabic, and Korean .

Codes

Manages codes use to operate the SIS.

Courses

Manages codes, subject name, faculty, and department of each course.

Messages

Manages emails, messages, and SMS sent from the LMS.

Management

E-Portfolio

e-Portfolio provides user's overall personal, and

academic information.
Aside from managing the user's personal information, the e-Portfolio also offers the
user's course information by linking with the LMS, for students' and instructors'
convenience.

2.1 Personal Information

Users can view and manage their personal information in the e-Portfolio menu.
Users' course information and tracking services are also provided in this menu.
Weekly calendar is also available in the e-Portfolio menu. The weekly calendar
provides the user's courses lecture schedules and status.

Personal
Information

Courses Schedule Tracking

Weekly calendar of lectures and

schedules and their status.

Figure 2-1. e-Portfolio Page Components

7

Personal Information
The SIS user can view their personal information in the e-Portfolio menu. The user
can also edit information when needed.

Displays the user's profile picture. Click the '

icon to change the picture.

'

The SIS users can connect to the their SNS accounts

automatically.

The SIS users can search for contents and/or information

within the SIS.

Displays the users information.

Name

Office address

Department

e-mail address

phone number

Nationality

Figure 2-2. Personal Information

Personal Information can be edited by clicking the

button.

Editing Personal Information

The users can only edit 'Additional Information', 'SNS', 'Extra Information' and
'Assistant Dean' part of the personal information. The 'Basic Information' cannot be
edited.

Basic Information is linked to other elearning systems. Therefore, the

information cannot be edited.
Additional Information includes: Home
phone number, cell phone number,
email address, and the users
introduction.
Enter the SNS account information.
Extra Information includes: Thesis
history, academic program history, and
awards.

Assistant Dean manages assistants to

support deans (Available to Deans only)

Figure 2-3. Editing Personal Information

After editing the information, click the 'Save' button to apply the changes to the SIS.
The information can be viewed by other users according to their authority.

2.2 Student Search

Students can be searched with search options offered by the SIS. Once students are
searched, their information can be viewed in the e-Portfolio menu.

Figure 2-4. Student Search

The search types are explained below.

Title

Search

Description

Instructor

Select the instructor in charge of the student's major

Year/Semester

Select the year and the semester

Courses

Select the course name and the course number

Faculty

Select the students faculty

Department

Select the students department

Campus

Select the students campus

Student

Enter the students name

After selecting all the search options, click the

icon to search for the student.
Student(s) matched to those search options will be displayed below. Click the

to view the student's information.

Figure 2-5. Student Search result

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2.3 Course Information

Course Information displays users' courses and courses' basic and detailed
information.

The users can search for the courses in this menu. Once the search results are
displayed, users can click the
icon to view the course's detailed information
registered in the LMS.

Figure 2-6. Course Information

The detail information are identical to the syllabus, evaluation plan, and lesson
planner registered in the LMS. The users can print the information and/or can move
to the LMS in this menu.

Figure 2-7. Course Detailed Information

11

2.4 Course Materials

The Course Materials menu contains all of the instructors' learning materials used in
the lectures. The material types are composed of resources, coursewares, and files,
and the materials can be downloaded and previewed depending on the material
type.

Search
Options

Materials Type &

Sub Category

Search Results

Figure 2-8. Course Materials Page

Resources and coursewares can be previewed, and files can be downloaded.

Figure 2-9. Course Materials Preview

The course materials are based on the resources, coursewares, and files registered
in the LCMS (Learning Contents Management System). Therefore, users can access
the same materials through the LCMS linkage.

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2.5 Grades
Administrators can view the grades of students enrolled in courses, in the Grades
menu.

The users can search the instructor to view all students enrolled in the instructor's
courses. The users can also select the search options to narrow down the search
results.

Search
Options

Search Results

Figure 2-10. Grades Page

The Grades menu's search options are: instructor, semester, course. The search
results can be printed.

Figure 2-11. Grades Search Results

13

2.6 Counseling
The Counseling menu offers counseling session information in between the
instructors and students.

Users can search for the counseling session by the instructor's name, period, and
counseling status. From the search results, the users can click the '
' icon to
view the counseling details.

Search
Options

Search Results

Figure 2-12. Counseling Page

The counseling details displays basic counseling information, comments from the
counseling sessions, and counseling descriptions.
The counseling information displayed in the SIS is from the LMS. Therefore, if
needed, the users can use the LMS linkage to access the LMS to view the
information.

Figure 2-13. Counseling Search Result

14

2.7 Forums
The Forums menu provides brief information about the LMS's forums. The users can
search the forums by the instructor, semester, course, dates, and forum type.

Search
Options

Search Results

Figure 2-14. Forums Page

The forum types are: bulletin, discussion, team project, and assignment. Users can
preview the search results, and view the forum details.
The preview function displays brief information about the forum. Click the 'Detail'
button to open the LMS window, where users can view the forum information, and
participate in the forum.

Figure 2-15. Forums Preview and LMS Link

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Statistics

The SIS statistics types and descriptions are explained.

The instructions on the SIS's courses, learning tools, resources, learning progress,
and learning tools usage's statistics are explained.

3.1 Statistics Overview

The Statistics Overview menu offers brief information about statistics created in the
SIS. The Statistics Overview menu is composed of Statistics & Monitoring Guide, and
Academic Overview.
Statistics & Monitoring Guide
The Statistics & Monitoring Guide offers guides to using the statistics service. This
menu does not have any functions, but to provide guides to utilize all the statistic
types.

Figure 3-1. Statistic Overview Screen

Academic Overview
The Academic Overview can generate statistics of academic overview by gathering
instructor, semester, and course's academic activities' information from LMS.
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Figure 3-2. Academic Overview Screen

17

3.2 Course
The Course menu offers courses' statistics. The course statistics are divided into
Course Section, Participation, and LMS Operation. The statistics service is
categorized as instructor and students.
Course Sections
The Course Section menu offers users statics on the course by the sections.
Users can generate statistics based on the students enrolled in the course/sections,
and also the use of LMS in the course. Users must select the category as 'Instructor'
to view the statistics.

Figure 3-3.Course Sections Statistics Page

The student statistics can also be generated based on the student's instructor,
semester, course, section, and name. By entering these information, statistics on the
student's enrolled course of the selected semester will be displayed.

Figure 3-4. Statistics on the Students Enrolled Courses

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Participation
The Participation menu offers statistics on the courses' participations.
The administrators can generate statistics on the instructors' courses and the
learning tools they've used, by the semester. The statistics are also available in the
graph form.

Figure 3-5. Participation Statistics Page

To view the student's participation statistic, the semester, course, and the student's
name must be entered.
The student's participation statistics will include: student's enrolled courses and the
learning tools used in those courses. The statistics are also available in the graph
form.

Figure 3-6. Students Participation Statistics Page

19

LMS Operation
The LMS Operation menu offers statistics on the LMSs learning tools usage.
The statistics will display the instructor's use of learning tools per course by the
semester.

Figure 3-7. LMS Operation Statistics Page

The student's LMS operation statistics can be generated once the student's name,
courses, and the semester information are entered.

The statistic will display the student's enrolled courses, and learning tools used in
those courses. The statistics are also available in the graph form.

Figure 3-8. Student Participation Statistics Page

20

3.3 Learning Tools

The Learning Tools menu provides statistics on the use of individual learning tools.
The provided statistic information are: duration used, duration and participation
ratio of instructor and students, the device used to access the learning tool. The
statistics are available in weekly format, and also in graph form.
The learning tools able to generate statistics are: Virtual lectures, media lectures,
surveys, counseling, quizzes, forums, bulletins, discussions, team projects, and
assignments. Depending on the category type and learning tools, the statistic
information can vary.

Figure 3-9.Learning Tools Statistics Page

Virtual Lectures
The statistics on the virtual lectures, added in the instructor's courses are displayed.
The statistics will be based on the duration of the virtual lectures, instructor and
students' participation count and attendances, and the users connection method of
the virtual lectures.
The administrators can also view the usage of virtual lecture per student.

Figure 3-10.Virtual Lectures Statistics Page

21

Figure 3-11.Virtual Lectures Statistics Page

Media Lectures
The statistics on the media lecture, added in the instructors courses are displayed.
The statistics will be based on the duration the lecture played per week, students'
participation count and attendances, and the participated time.
Users can also view the use of media lecture per student. The student's statistics are
based on the student's information, number of media lectures created in the
enrolled courses, time played, and participation count and attendance.

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Figure 3-12.Media Lectures Statistic Page

Surveys
The statistics on the surveys used on the courses by the instructors are generated.
The statistics are based on the number of surveys used, survey items, survey
participants and their attendances.
The students' statistics are based on the number of surveys created in the student's
courses and the survey items, and student's attendance.

Figure 3-13.Surveys Statistics Page

23

Counseling
The statistics on the counseling sessions done in the instructors' courses are
generated according to the time frame, set by the user.
The counseling provides statistics on the course's requested counseling sessions and
the requested counseling sessions results, per month.
The students' statistics are based on the student's counseling requests by the course,
and the result of the requests.

Figure 3-14.Counseling Statistics Page

Quizzes
The statistics on the quizzes done in the courses are provided.

24

The statistics on the quiz are based on the quiz type, number of participants and
attendances, admitted quiz time, and the quiz scores.

Statistics on the quizzes done in the instructor's courses can be generated, as well as
the student's.

Figure 3-15.Quizzes Statistics Page

Forums
The forums statistics are based on the forums (bulletins, discussions, team projects,
assignments) activities, such as duration of the forum, number of posts and
comments, and the instructor's feedbacks.

25

Figure 3-16.Forum Statistics Page

To generate statistics on the student's forum activity, please enter the student's
name.

Figure 3-17. Students Forum Statistics Page

Other Learning tools statistics

The other learning tools statistics generate statistics on the forum tools: Bulletin,
discussion, team project, and assignment.
The bulletins statistics are based on the posts, attachments, and comments added to
the bulletins. If the grades are given to the bulletins, the grades statistics (min. max.
average) will also be generated.

26

Figure 3-18. Bulletin Statistics Page

The discussion statistics are based on the same components as the bulletin statistics.

Figure 3-19. Discussion Statistics Page

The team project statistics too, are generated as the above. The assignment
statistics will be displayed as individual and team assignment.

Figure 3-20 Individual Assignment Statistics

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Figure 3-21 Team Assignment Statistics

3.4 Resources
Statistics on the resources are based on the resources registered in the LCMS. The
resources are composed of learning resource, coursewares & my space.

Learning Resource
The learning resource provides statistics on the resources types, and number of
resources registered in the LMCS per semester.

Figure 3-22. Learning Resource Screen

All users can view the resource statistics, and statistics on the instructors and
students' resources can also be generated.
User Category

Name

Year/Semester
Figure 3-23. Learning Resources Search Options

The resources types provided in the statistics are: Web contents, e-books, discussion
topics, quizzes, tests, learning tools, web links, social resources, other resources,
authoring tools, virtual classes, and SCO. The statistics can be generated per
semester.

Figure 3-24. Learning Resource Statistics Page

28

Course wares & My Space

Coursewares & my space provides statistic on the coursewares registered in the
LCMS.
To generate the courseware statistics, the users must select the semester, and enter
the courseware uploader's information.
Based on the collected information, the statistics will display the coursewares types
registered to the LCMS, by the month.
The courseware types are: IMS C.C, IMS C.P, SCORM, International Standard.

Figure 3-25. Course wares and My Space statistics Page

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3.5 Systems
Statistics on the faculties' learning tools usage are generated.
The system statistics are composed of Login & system Access Statistics and System
Usage Time Statistics. The statistics on the Jazan University's e-learning systems
(Portal, LMS, LCMS, Mobile LMS, SIS) usage by the university's faculties are provided.

Figure 3-26. System Statistics Page

Login & System Access

The login & system access provides statistics on the facultys logins and access to the
e-learning systems.

To view the statistics, the users must set the year and the semester, and if needed,
the faculty can also be selected.
The generated statistics offers users on the average value of the faculty's access to
the e-learning systems per semester.

Figure 3-27. Login & System Access Statistics

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System Usage Time

The System Usage Time provides statistics on the duration of time in which the
faculties have access the e-learning systems.
To generate the statistics, the year and the semester must be set, and faculty can
also be selected.
The statistics provides users the duration of time, and the average time in which the
faculty has accessed each e-learning systems.

Figure 3-28. System Usage Statistics Page

3.6 Dean
The dean statics provides the statistics from the dean's point of view, of how much
instructors have utilized the learning tools in their courses.

Figure 3-29. Dean Statistics Screen

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To generate the dean statistics, select the year and the semester, as well as the
faculty. The statistics on the faculty's instructors learning tools usage will be
generated.

Figure 3-30. Learning Tools Statistics Page

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Management

Information managements are fundamental to the Jazan

e-Learning systems' utilization.
Batch processing, authorizations, language translations, codes, and courses, need to
be managed in order to operate the Jazan e-learning systems.

4.1 About Management

The management function allows configuration of the contents used in the elearning systems.
The administrators can configure contents required to operate the system. The
contents to be configured are: batch jobs, authorizations, organizations, languages,
codes, courses, and messages.

Figure 4-1. Management Main Screen

33

4.2 Batch Processing

The batch processing can execute jobs needed to operate the system in series,
without manual intervention.

Batch Information
Once the batch jobs start to process, the information on the batch process will be
displayed.

Batch Job List

Batch Processing
Sub Menus

Figure 4-2. Batch Processing Menus/ Batch Job list

Schedule Information
The batch processes are scheduled by adding and editing the batch jobs, in the
Schedule Information menu.

Add Batch
Schedule

Batch Schedule

Figure 4-3. Batch Schedule Information

The schedule can be added by clicking the '

scheduled batch jobs, click the '
' button.

Figure 4-4. Adding/Editing Batch Schedule

34

' button, and to edit the

Schedule Results Information

The batch process results are provided in the Schedule Results Information.
To view a detailed batch process result, click the

button.

Figure 4-5. Batch Schedule Result and Description

Manage Processing Batch Jobs

The administrators can force quit or restart the pending batch jobs in the Manage
Processing Batch Jobs.

Figure 4-6. Manage Processing Bath Job

Manage Job Processing Result

The administrators can view the batch jobs' process results in the Manage Job
Processing Result.
35

Figure 4-7. Manage Job Processing List and Description

To view the detailed information on the batch jobs' process results, click the
'
' button. The batch job's processing status and information are available.

36

4.3 Authorization
The administrators can assign authorizations to the e-learning systems' users.
Groups and members can be assigned, and the groups can be mapped into the elearning systems' URL.

Figure 4-8. Authorization Page

Authorized Groups
The groups can be added/edited/deleted in this menu. The group list is available in
the Authorized Groups menu.

Figure 4-9. Authorized Group List

To add new group, click the '

' button, and new window will appear.

Select the authorized group code and type in the new window, and enter the group
name and description. The existing groups can be edited by clicking the '
' button,
and information entered to create the group can be edited.

37

Figure 4-10. Editing Authorization Group

The group members can be managed by clicking the number below the 'User Cnt' on
the list, or by clicking the 'Member' button on the menu. The URL can be authorized
by clicking the number below the 'Function Count', or by clicking the 'Authorizations'
button on the menu.

Figure 4-11. Managing Authorization Group Members (User Count)

38

Figure 4-12. Managing Authorization Group Members (Function Count)

Members
The administrators can view the authorized groups' members, and can add
members to the groups in this menu.
The members can be arranged according to the group, and members can be added
to the new groups, and/or can be moved from group to group.

Authorized Members Search

Authorized Group Users(User ID,

Name, Faculty, Department)

Figure 4-13. Authorized Member Page

39

To add member to a group, click the '

name, and the group.

' button, and select user type, user

The member can be moved by clicking the '

' button, and editing the information.

Figure 4-14. Add/Edit Members

Authorizations
The administrators can assign access authorities of SIS's URLs to the groups in the
Authorizations menu.
The Authorizations menu is composed of search options, URL list, and group list.
Select the URL from the URL list to view the groups authorized to access that URL, in
the group list.

Search
Options

URL List

Group List

Figure 4-15. Authorizations Page

To add URL to the URL list, click the '

the new URL. To edit the URL, click the '

40

' button to open the window to enter

' button.

Figure 4-16. Add/Edit URL

To map the group to the URL, select the URL, and click the '
button located on
top of the group list to open the new window. The administrator can select the
group to assign URL authorization from there.

Figure 4-17. Mapping Group and URL

41

4.4 Organization
The administrator can manage organizations included in the Jazan University's elearning systems.

The organizations can be managed from campuses to user types.

Organization List

Organization Members

Figure 4-18. Organization Page

To create new organization, the administrator must select the organization from the
organization list, for the new organization to be included in.
Select the organization from the organization list, and add the
open the new window.

' button to

Select the organization type, enter the code, name, address, phone and fax number,
and sort order and add campus to create a new organization.

Figure 4-19. Organization creation

42

The administrators can edit the organization members' information by clicking the
'
' button.
Select the member to edit the information, and click the 'Edit' button to open the
member's information window.
To edit the member's information, is identical to editing the personal information
from the e-Portfolio menu.

Figure 4-20. Organization edit

43

4.5 Languages
Since the SIS supports multiple languages, the Languages menu provides multilanguage dictionaries on the words commonly used in the e-learning systems.

Search Area

Dictionary

Figure 4-21. Languages Page

The administrators can edit the existing words by clicking the '
' button, and the
word can be edited in Arabic, English, and Korean. The word's properties and
description can also be added/edited.

Figure 4-22. Editing Languages

44

4.6 Codes
The administrators can manage codes used in the e-learning systems in this menu.
The codes are assigned to the multi-language words provided in the Languages
menu.

Search Area

Code List

Figure 4-23. Codes Page

By clicking the '

' button, the Arabic, English, and Korean of the word can be
edited. The code type and name, properties and description can also be
added/edited.

Figure 4-24. Codes Page

45

4.7 Course
Information on the courses provided by the university are displayed in this menu.
The courses can be searched by the subject, course section, and semester, and the
information on where the course was created is provided.

Search Area

Course List

Figure 4-25. Course Page

Subjects
Administrators can view and add the courses offered by the university, by the
subject.
Subject code, name, faculty and department of the course can be viewed, and the
information can be edited by clicking the '
' button.

Figure 4-26. Edit/View Course Subject List

To add new subject, click the '

' button, to open the new window.

Enter the basic information, subject code, data linkage type, faculty and department
information to add new subject.

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Figure 4-27. New Subject

Course Sections
In case the course might be divided into sections, the course section information is
created.
In case the same course will be taught by multiple instructors, the course and
student information per section will be provided.

Search Area

Course List

Student List

Figure 4-28. Course Section Page

The course section menu will display the courses by the year, semester, campus,
faculty, and department, and the administrator can click the course name to view
the students enrolled in the course.

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Course Sections

Student List

Figure 4-29. Course Sections Information and Registered Students list

The detail information about the course can be viewed by clicking the '
' button,
and new course can be added by clicking the '
' button, where the course
information can be added.
The information of students enrolled in the course can be viewed by clicking the
'
' button.

Figure 4-30. Add/Edit /View Course

Semester

The administrator can manage start date and end date of the of the semester and
courses by the year.
The semester page provides the current year's semester information, when first
accessed the menu. The 'Activation' information indicates the semester's current
status.
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Current Status

Semester
Courser
Start and End date Start and End date

Figure 4-31. Semester Management Screen

The semester's weekly dates can be viewed by clicking the semester, and the
courses and period can be added to the semester by clicking the '
' button.

Figure 4-32. Editing Semester Information

49

4.8 Message
The emails, messages, SMS, and push notifications are managed in the Message
menu.

The administrators can search the messages by searching the dates, and can view
the message information as well as the message history.

Search Area

Message List

Figure 4-33. Message Management Page

The message information can be viewed by clicking the '

view the message history by clicking the '
' button.

Figure 4-34. Message Description and History

50

' button, and can