THE WEST AFRICAN SENIOR SCHOOL
CERTIFICATE EXAMINATION
OFFLINE REGISTRATION USER MANUAL
1.0 INTRODUCTION
The
West African Examinations Council (WAEC) introduced the Offline Registration Package for schools that have PCs but are not
on the Internet. This service is also put in place for schools without PCs who
could be assisted by Cyber Café or
Business Centers with computers and scanners/digital camera.
This will
enable the schools to capture registration details of their candidates and
passport photographs, save the information on a CD-ROM or Flash RAM for
uploading at WAEC Zonal/Branch Office in charge of their State. Each school
will be given a CD-ROM containing the offline registration program, offline and
online packages user manuals and other WAEC Online Registration information.
1.1 Requirements
To
use the Offline Registration Module of the WAEC E-Registration system the
following are required:
·
A Pentium IV PC
with at least 1GB RAM, 20GB Hard Disk, USB Port, etc.
·
Flatbed Scanner
·
Flash RAM or
CD-Writer
·
Windows XP or
later Version
1.2 Installing
WAEC Offline Registration System
The
following steps to install the WAEC Offline Registration Package on your PC:
1.2.1 Fresh
Installation (First Time on a PC)
·
Mount the CD-ROM
given to your school at the commencement of registration for May/June
examination for each year. Please do not
use the CD for the previous year’s registration. It will not work for the
Current Registration (May/June). There are new features added.
·
On insertion of
the CD, it will auto-run the setup, otherwise Browse for “Setup.exe” in “OfflineSetup”
Folder on the CD
·
You can change
the destination folder for the Offline Registration to the desired location on your
PC. For example, “C:\Offline Registration System”
·
Select Everyone at the prompting of the
installation to install the program for every user of the PC if you so desire
·
Click Next to continue installation
·
Click Close to exit at the end of the
installation
·
Launch the
application by double clicking on the “WAEC
May-June Offline Registration” icon created by the installation on your
desktop.
1.2.2 Re-Installation
(There is an Existing “Offline Registration” Program on the PC)
A. I
Do Not Want To Loose My Data
If you already have data entered into your Offline
Registration on your PC and you do not
want to loose the data, please do not do a total re-installation of the
application. Please follow the following instruction:
·
Mount the CD-ROM
given to your school at the commencement of registration for May/June
examination for each year. Please do not
use the CD for the previous year’s registration.
·
Browse the CD to
locate the file named “Offline.exe”
·
Copy the file
named “Offline.exe” to the “Offline Registration System” folder on your local PC
·
Launch the
application by double clicking on the “WAEC
May-June Offline Registration” icon created by the installation on your
desktop.
B. I
Want to Start All Over
·
Un-install the
client application (Management Module) if
already installed using the Control Panel Add/Remove Program
·
Then follow the
procedure for fresh installation in section 1.2.1 above
1.3 USING
e-LEARNING FACILITY ON THE CD
·
Double click on “Index.html” in the root folder of the
CD
·
Click on “Open e-Learning” menu
·
Navigate through
the solution
2.0 PROCEDURE
FOR OFFLINE REGISTRATION
The
following are the procedure for offline registration of candidates:
Ø Read the User Manual and be careful to observe the General
Rules
Ø Login to the system
Ø Enter the School Information
Ø Passport Photo Resize/Validation
Ø Registration of Candidates
Ø Viewing & Editing of Candidate’s Information
Ø Biometrics (Optional)
Ø Entering of Candidates’ SS3 Continuous Assessment
Scores
Ø Viewing & Editing of Candidates’ SS3 Continuous
Assessment Scores
Ø Printing of Reports
Ø Parameter Setting
Ø Update Centres
Ø Changing Password
Ø Adding New User
Ø Backup of Data for Online Registration
2.1 General
Rules
1. Do not use the Previous Year’s CD or Program to register
your candidates. You will not be able to upload the data to WAEC database. Use the current Year CD for your
registration.
2. Before the authorized person or the Exam officer
starts registering candidates, he must first of all enter all required
information about the school. This could be done by clicking on the Data Entry Menu and Selecting School Info.
3. The Total length of surname, first name and other
names must not be more than 25.
4. A candidate must register for at least 8 subjects.
5. Candidate’s passport photo scanned or taken with
digital camera in Jpeg format must be attached to each candidate registration. The
size of the passport photo in JPEG format must not be more than 15Kb (Fifteen Kilobytes)
2.2 How
to Logon to the System
Double Click on the icon named “WAEC
May-June Offline Registration” on your desktop to run the WAEC Offline Registration
Package installed on your system. The installation procedure is as described in
section 1.2 above.
Principal/Examination
Officers who may want to use the offline registration module must have an
account in the system. He/she must be an authorized user of this system. Please
see section 10 on adding new user. However, to login for the first time, an
account with the following information has been created on the system:
Account Name: PRINCIPAL
Password: school
On
login in for the first time, you are advised to change the password of this
account. Please see section 9.0 on changing password.
You
may decide to allow the system to remember your Login info if you are sure it’s
on secured system, otherwise allow supplying of this information before gaining
access into the system.
You
may decide to use this account for all your entries or create a new one. The
system will always require you to supply a username and password to login.
2.3 School
Information
Before
the authorized person or the Exam officer starts registering candidates, he
must first of all enter all information about the school. This could be done by
clicking on the Registration Menu
and Selecting School Registration.
2.4 Registration
of Candidates
The
following are the steps the examination officer will take to register
candidates:
·
Click on the “Registration” menu and Select “Candidate Registration” and then
“Entry Registration”
·
This menu will allow you to enter candidates’
details and SSS I & II continuous assessment scores (CAS). CAS for SSS I
& II must be entered compulsorily with the entry.
·
The Center Number
and the School Name will be displayed
·
Each Candidate’s
personal details such as Surname, First Name, Date of Birth, Sex, subjects and
SSS I & II CAS must be entered. The candidate’s passport photograph in JPEG
format and not more than 15Kb in size must also be captured. See how to capture
and validate candidate’s passport photograph in Section 2.11.
2.4.1 How
to Select Subjects for Candidate
·
The approved
subjects for the examination are displayed in the Available Subject List Box
·
English Language
and Mathematics have been pre-selected
·
To select the
remaining subjects for a candidate, double click on the subject in the Subject
List
OR
Select the
subject in the “Available Subject” list and click on “>>” icon.
Note: that a candidate
is expected to register for at least 8 subjects.
To deselect already
Selected Subject do the following:
·
To deselect a
selected subject, double click on the subject in the Selected List
OR
Select
the subject on the Selected List and click on “<<” icon
2.4.2 Attaching
Candidate’s Passport Photo
To
attach a candidate’s passport photo do the following:
·
Click the “Attach Image” by the “passport photo
box” to locate the candidate’s passport photo
·
Locate the folder
where the passport photo is stored
·
Click on the on
the candidate’s passport photo
·
Click “Open” to
attach the candidate’s passport photograph to the corresponding candidate’s
registration.
Please see
how to scan and validate the Passport Photos in section 2.12
2.4.3 Candidate’s
Affirmation
Click on the “Confirm Entries Ok?” checkbox to affirm
that all the entries including the attached passport photograph are correct.
Note: That when the checkbox is clicked, a mark “√” sign appears in the
checkbox and this affirms that all entries are correct. You WILL NOT be able to submit this entry
unless you click the affirmation checkbox.
2.4.4 To
Submit Registration
·
Be sure that the
all registration information for the candidates are correct
·
Click the Submit Button to register the candidate
and save candidate’s registration information.
2.5 Viewing
& Editing of Candidate’s Information
·
Click on “Enquiry” menu to view all registered
candidates in the school
·
Click the row
containing the record of any candidate to view the picture at the right hand
corner of the screen
·
Click the row
containing the record and click “View
and Edit” to see a full view and/or Edit the candidate information
·
If any
Modification is done, the Affirmation
checkbox must clicked to affirm that entries made are correct and the Submit Button must be clicked to save
record if any changes have been made
Biometrics
This option allows you to add
biometric data of candidates including fingerprint. Click on biometrics from
the “candidate information” submenu.
Connect a fingerprint scanner to the computer, select a candidate from the list
of registered candidates, and click on “start
capture” to scan the fingerprint of that person.
2.6 Deleting Candidate’s Entry
·
Click on “Enquiry” menu to view all registered
candidates in the school
·
Click the row
containing the record of any candidate to view the picture at the right hand
corner of the screen
·
Clicking on “Drop” to delete the record
2.7
Printing Report of Registered Candidates
·
Click on “Report” menu and then “View Report” menu to call the Print
option form. The detail or list of the entries can be Previewed or sent
directly to the printer.
·
Select “Registered Candidates”, then select Extract
·
Use the left and
right arrow on the Print Preview Toolbar to navigate the pages of the report
·
Click the Printer icon at the side of the Print
Preview Toolbar to print the report
You
can also list the registered candidates in alphabetical order of name by
selecting “List of candidates”
To view the summary of registered subject, select the “subject summary” and click on “extract”.
2.8 Setting
the Examination Period
Click
on the “Administration” menu and
selecting “Preferences” submenu
2.8
Utilities
This
submenu has three options, which include, “backup
database”, “restore database”
and “initialize database”. Click on
backup database if you want to backup the entire database, subsequently this
database can be restored and that is achieved by clicking on the restore
database option. The initialize database will re-start entries afresh.
2.9
Update Centre File
If
you discover that your school is not in the list of schools on the Offline
software, please download the current centres.dbf from the www.waeconline.org.ng
website. From the software, go to Update
Centres under Administration
menu. Locate the downloaded file to update the centre file on the software.
2.10
Adding New User
To add a new user to the system Click Administration Menu and select Add User submenu
In adding new user the following must be done;
·
A unique User Id
must be entered.
·
The User Name
must be entered…This could be the name of the user.
·
Password must be
entered twice, both in “Enter password” textbox and “Confirm password” textbox,
and it must be the same password.
·
Save Button must
be clicked to add the new User to the database
2.10 Change
Password
We recommend that you change the default Password that
comes with the system as soon as you login for the first time. To change your
Password you are required to follow the following steps:
·
At the logon
screen check “Change Password” box
·
Enter your
current Password
·
Enter your New
Password
·
Re-enter your new
Password for confirmation
·
Click Save
2.10 Backup
of Data for Online Registration
The
registered candidates can be backed up unto any external storage device or folder
on your PC by clicking the “Administration”
menu and Selecting “Backup”
The
system allows you to backup all candidates, range or selected entries from the
school by selecting on the appropriate menu. You can also backup entries with
CAS or SSS III CAS only by also selecting the appropriate menu. You only
require the “CAS Only” backup when
you want to backup the SSS III CAS.
Note: In backing up the database, the correct location to
be backed up to must be selected
The
application also allows you to backup up for more than one number of schools
instead of one school at a time. Click on “range
of schools” option from the backup submenu. Select the range of schools;
you can also select the “select all”
option to select all the schools. You can also backup entries with CAS or SSS
III CAS only by also selecting the appropriate menu.
Restore from backup:
This
option lets you restore a database of a centre that has already been backed up
previously. Click on “restore from
backup” from the administration menu, browse for the folder where the
database was backed up, then click “ok”
2.11 Getting
the Passport Photo in Electronic Format
·
Scan the actual
passport photograph of the candidate using a flatbed scanner or Take a passport photograph of the candidate with
a digital camera
·
The passport
photo should be black and white, 35mm x 40mm in size with contrasting
background
·
The passport
photograph must be clear and the candidate’s face must NOT be obstructed in any
way by items like glasses, sun glasses, head gear, etc
·
The standard is
JPEG in 275x314 Pixels with 72dpi resolution. This will give you a physical size
between 7Kb and 15Kb JPEG image
·
Store the picture
in JPEG format using candidate’s name
Note: You may wish to scan the entire passport photo for
all your candidates before you begin to enter the registration details.
2.12 Validating
the Passport Photo
Launch
and Login to the “Offline Registration” software
2.12.1 Validate All Passport Photos in a
Folder:
·
Click on “Registration” menu and select “Validate Picture”
·
Click on “Multiple” to check all the passport
photos in a folder
·
Click on “Browse” to select the folder where the
passport photos are stored
·
Click on “Validate”
The
system will display a list of the invalid passport photos for you to take note
and resize.
2.12.2 Validate
Individual Passport Photo
·
Click on “Registration” menu and select “Validate Picture”
·
Click on “One” to check all the passport photos
in a folder
·
Click on “Browse” to select the folder where the
passport photo is and then select the particular photo to be validated
·
Click on “Validate”
·
The system will
display information on the status of the photo (valid or not valid).
·
Click on the ‘x” to exit
2.12.3 Resizing
Passport Photo to Specification (New!)
·
Click on “Registration” menu and select “Validate Picture”
·
Click on “Resize Image(s)” tab
·
If you do not
want to keep backup of the original Image(s), uncheck the “Backup Original Image Files” check box
·
Click on “Browse Folder” to select the folder
where the passport photographs are and then Click on “Process” to process the Images to the required specification.
·
Click on the ‘Close” to exit
3.0 CONCLUSION
We
do hope users will find this manual very useful in for the May/June WASSCE
registration exercise. Please follow the instructions carefully. If you notice
anything we could do to enhance this software for the good of all users, please
contact us immediately. Have a pleasant registration.