Abu Dhabi Educational council Private Schools Activities User Manual
Overview:... 2 Screenshots:... 3 1
Overview: A new service is added to the online school licensing OSL to enable private schools to submit requests for approval from ADEC to carry out activities for school students during the academic year. The service will enable schools to submit a group of activities at once during a predefined period of time set by ADEC usually set at the beginning of each semester. School will be able to track the status of the request through the system. The system will provide notifications to all stakeholders (School, Admins, and Management) via email. The service is implemented to make it easy for the schools to submit a basket which is composed of multiple activities at the same time. After submitting the basket the user can t edit/delete any activity except if the activity is returned from the reviewers to fill missing data. 2
Screenshots: 1. Applying for school activities from OSL page (https://osl.adec.ac.ae/en/applicant/pages/default.aspx ). 2. Landing page This is the starting page of the school activities service. 3
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3. New Activities Request When the School presses new activities request the system automatically creates new empty basket and puts a new activity in this basket. School can submit multiple activities at once using the basket, there is no need to submit each activity individually. The basket concept is similar to an online shopping cart a. This is the unique Basket Id that is generated automatically. b. The logged in school name This name is retrieved from ADEC Systems. c. The system auto detects the current academic year. d. The system auto detects the current semester. e. The logged in school s Principal This name is retrieved from ADEC Systems. f. This Section for entering the activity details. 5
g. Name/Title of the Activity. h. Category of the Activity whether it s educational or Leisure. i. Type of Activity is filtered according to the chosen category. j. Inside UAE is for specifying whether the activity will be held inside UAE or outside, it it s inside the country list will be hidden. k. If the Activity is outside UAE so the school should specify the country the activity will be held on. l. The City that the activity will be held on. m. The school specifies whether the activity will be free or with fees. n. If the activity is paid the school should specify the amount of money will be paid by students in AED o. Attachment for uploading Fees breakdown PDF only 5MB max. p. Description of the targeted students in this activity. q. Description of the goal of the trip. r. Description of the curriculum linkage. s. The risk assessment must be uploaded PDF only 5MB max. t. Start date of the activity a. If the activity is outside UAE or there are external guests the start date must after 60 days from the submitted date. b. If the activity is inside UAE and External guests is set to No the start date must be after 21 days from the submitted date. 6
u. End date of the activity v. The school has to specify whether the activity will have external guests or not. Students Information is being pulled from the ESIS, if the student is not in the logged In school or ESIS number is wrong, he/she will not be added to the list and an error message will appear. w. This is the Section for adding the students that are attending the activity, the student are retrieved from ESIS so they must have valid ESIS number and they should be assigned to the logged in school. x. This is a grid that is filled with the added students. y. Add student button is used for opening the panel of student s info. z. The School must enter the ESIS number and press verify to get retrieve all the data of the student. aa. The student s information that are retrieved from ESIS once the school presses on verify button. bb. Add button is used to add the currently retrieved student to the list of students. 7
Supervisor Information is being pulled from the Staff Information system, if the supervisor you are looking for do not appear in the list, please make sure to update the staff information system and follow-up with concerned ADEC team to seek approval on the staff. Once Staff is approved on the system it will automatically appear. cc. This is the section for adding the supervisors who will join the activity; all the supervisors are retrieved from school staff information system. dd. This is a grid that is filled with added supervisors. ee. Add supervisor button is used for opening the panel of supervisor s info. ff. List of staff in the logged in school. gg. The supervisors information that is retrieved from staff information system once the supervisor is chosen. hh. Add button is used to add the currently retrieved Supervisor to the list of Supervisors. 8
ii. This is the section for adding the guests who will join the activity. jj. This is a grid that is filled with added guests. kk. Add guest button is used for opening the panel of guest s info. ll. Full name of the guest who will join the activity. mm. Nationality of the guest who will join the activity. nn. Passport number of the guest. oo. EID of the guest it exists. pp. Attachment of the passport copy. PDF only 1MB max. qq. Attachment of EID if exist PDF only 1MB max. rr. Attachment of Visa PDF only 1MB max. ss. Introductory form PDF only 1MB max. tt. Add button is used to add the guest to the guests list. 9
uu. This Section is for adding attachments of Parents Approvals vv. Attachment for Parental approval PDF only 5MB max. ww. Extra Attachment for Parental approval PDF only 5MB max. xx. This section is for upload extra supporting documents. yy. Attachment for supporting document 1 PDF only 5MB max. zz. Attachment for supporting document 2 PDF only 5MB max. aaa. School Must read the terms and conditions and accept it to add the activity bbb. Save button is used to save the data without validation on the entered data, the school can return to the activity and edit/delete it. ccc. Add Activity to Basket button is used to put the activity in the basket to be ready for submission. ddd. Cancel button is used to cancel the changes on the current activity being edited. After saving/adding the activity to Basket the system will be automatically redirected to the list of activities as shown below: 10
In this page the school could track the activities in the current basket. The page shows a grid of all the activities in the current basket with: 1. Activity ID Automatically generated by the system. 2. Title of the activity. 3. Status: a. When the user presses on save button reference to point (bbb) the activity is saved as draft b. When the user presses Add Activity to Basket reference to point (ccc) the activity will be ready to Submit. 4. Comment: if the reviewer has any comments on the activity, the comment will be shown in this column. 5. Edit: will be shown only in case the activity is Draft, Ready to Submit or Missing Info. 6. Delete: will be shown only in case the activity is Draft. Add new activity button is used to add new activity to the basket. Submit Basket button is used to forward the basket with the activities to the reviewers, after pressing on submit basket the school will not be able to Add/Edit/Delete any of the activities and the status of activities will be In Progress. 11
The School can view the baskets that are saved/ submitted through the following URL: https://osl.adec.ac.ae/en/schoolactivities/pages/trackrequest.aspx 12