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Guidelines for Registering Repeat Students (Manually)

Step 1: Login to the System

Login to the System

To begin the process of module offering, users must first log in to the Learning Management System (LMS) of the University of Moratuwa.

Accessing the LMS

Entering Login Credentials

  • Enter your Username and Password in the appropriate fields.

  • Click the Login button to access the LMS dashboard.

⚠️ Note: If you have forgotten your password, use the "Forgot Password" link on the login page.

Figure 1 LMS Login Page.PNG

Figure 1: LMS Login Page 

Step 2: Define Semester Lock Date

Define Semester Lock Date

After successfully logging into the Learning Management System (LMS), you must define the Semester Lock Date before enrolling repeat students. This is done via the Semester Deadlines functionality, accessible through the Programme Admin Area.

⚠️ Note: If you do not see or have access to the UG Coordinator Area, your Director or Head of the respective Division or Department can request access from the CITeS Division by opening a ticket through the IT Helpdesk at https://helpdesk.uom.lk.

 

Navigating to Offering Freeze

  • From the LMS dashboard, locate the menu on the left-hand side of the screen.

  • Click on the “Semester Deadlines” option under the Exam section to begin the process.

Figure 2 - Programme Admin Area and Semester Deadlines.jpg

Figure 2: Programme Admin Area and Semester Deadlines

 

Selecting Degree Programme, Academic Year, Level & Semester

After clicking Semester Deadlines, the system will display the Interface to Define Semester Management Dates. Follow the steps below:

  1. Select the Degree Programme using the first dropdown.
  2. Choose the Academic Year using the second dropdown.
  3. Select the Level using the third dropdown.
  4. Select the Semester using the fourth dropdown.
  5. Click the Go button to proceed.

Figure 3 - Interface to Define Semester Management Dates_page-0001.jpg

Figure 3: Interface to Define Semester Management Dates

 

Define the Semester Lock Date

To enroll students as repeat candidates, the Semester Lock Date must be either today’s date or a future date.

⚠️ Note: The Semester Lock Date impacts several functions handled by different departments. Please ensure that a date has not already been set before defining a new one.

  • If the field is empty or needs to be updated, you can proceed to define the lock date.

  • Click on the “Define” button to save the selected date.

Once defined successfully, a confirmation message will appear at the top of the screen: “Successfully defined.”

Figure 4 - Define date success message. .png

Figure 4: Define Date Success Message

 

Step 3: Repeat Enrollment

Repeat Enrollment

After successfully definedefining the semesterSemester lockLock date,Date, you needcan proceed to enroll students to thein relevant modules as repeat candidates. candidates

 .

Navigating to Repeat Enrollment

  • From the LMS dashboard, locate the menu on the left-hand side of the screen.

  • Click on the “Repeat Enrolment”Enrollment” option to begin the repeatprocess, enrolmentas process from the area highlightedshown in Figure 5.

 

Figure 5_page-0001 (1).jpgFigure 5 - Accessing Repeat Enrollment Option.jpg

Figure 55: Accessing Repeat Enrollment Option

 

 

Selecting Degree Programme, Intake/Academic Year, and Semester

After clicking on Repeat EnrolmentEnrollment, the system will display the repeat enrolment interface as shown in Figure 6.6. Follow the steps below:

  1. Select the Degree Programme using the first dropdown.dropdown.

  2. Select the Department using the second dropdowndropdown.                                                                                                  ⚠️ Note:( This dropdownwill only have only one option which— is short form ofthe department namecode relevant to the selected degree programme.

    Therefore, you can select that option)

  3. Choose the Intake/Academic Year using the third dropdown and forthfourth dropdown.dropdowns.

  4. Select the relevant Semester using the fifth dropdown.dropdown.

  5. Click the Go button to proceed.

 

Figure 6 (2).pngFigure 6 - Repeat Enrollment Interface.png

Figure 6: Repeat EnrolmentEnrollment Interface

 

SelectSelecting the Course and Searching for a Student

  • After clickingClick on the relevant module, theto enroll repeat candidates.

  • The system will display a search interface likeas belowshown in Figure 7.7.

    • Use the Search Box to enter the Student Registration Number you wish to enroll..

    • Click the Display button to proceed.

    ThisFigure 7 - Search Interface for Student Enrollment.png

    will

    Figure direct7: youSearch to the Repeat Enrolment interfaceInterface for specificStudent student as below Figure 8, Enrollment

    Figure 77.png

     

    Figure 7:

     

    Accessing the Repeat EnrolmentEnrollment Interface for a Specific Student

    • Once the “Display”Display button is clicked, the Repeat EnrolmentEnrollment Interface for athe Specificspecific Studentstudent will appear.

      appear,
      • as
    • shown

      in Figure 8. This isinterface whereallows users canto enter repeat enrolment detailsenrollment details.

    Figure 88.pngFigure 8 - Repeat Enrollment Interface for Specific Student.png

    Figure 8: Repeat EnrolmentEnrollment Interface for Specific Student

     

    EnterEntering Repeat EnrolmentEnrollment Details 

    Once inside the student specific repeat enrolment interface, proceed to fill in the required fields with accurate information.

    Required Fields

    Fill in the following required fields asaccurately:

    per
    the course requirements:

    Field Name Description
    Status

    Dropdown options:


    •
    • PF -– Previous attempt result is 'Fail'

      • •
    • PI -– Previous attempt result is 'Incomplete'

      • •
    • U -– Request to update Previous attemptprevious result

      • •
    • N -– Approved concession for relevantthe module

      • •
    • W -– Previously withdrawn module
    Registering for

    Dropdown options:


    •
    • CA -– SelectContinuous if the student is registerAssessments only
      • for Continues assessments.
    • FE - Select if the student is register for only for– Final Examination
    • only
      • Both -– Select if the student is register for bothBoth CA and FE
    Attempt considerConsidered asAs

    Select the relevantappropriate attempt(attempt (e.g., 2nd, 3rd, etc..)


    ⚠️

    Note:  If the student havehas an approved concessionconcession, for relevant module Attempt must beselect "1st".
    Print Semester Select the relevant semester (YouDefault value can keepbe the default filled value).kept)
    Print Academic Year / Intake AcademicThe Yearacademic whichyear of the student did the relevant module asstudent’s first attempt (YouDefault value can keepbe the default filled value).kept)
    Print levelLevel Select the relevant level (YouDefault value can keepbe the default filled value).kept)
    Previous enrolledEnrolled moduleModule ThisFill field is need to fillthis if the module registerregistering for a discontinuesdiscontinued module.module
    File Ref. YouOptional can enter file reference herefield for future references.reference
    Comment You can enter anyOptional comments here for futureinternal references.reference

    Table 1: Required Fields for Repeat Enrollment

     

    Finalizing Enrollment

    • Double-check all entered information for accuracy.

    • Click the Add Enrollment button to complete the repeat registration.

    Once submitted successfully, the following message will appear at the top of the screen: “Successfully enrolled...”

    Figure 9 - Success Message After Repeat Enrollment.png


    Figure


    9:

    Success Message After Repeat Enrollment

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