Abu Dhabi Educational council

Private Schools Activities

User Manual

1

Overview: ........................................................................................................................................ 2

Screenshots: .................................................................................................................................... 3

2

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.

3

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.

4

5

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.

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.

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

6

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.

7

u. End date of the activity

v. The school has to specify whether the activity will have external guests or not.

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.

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.

8

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.

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.

9

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.

10

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:

11

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”.

12

The School can view the baskets that are saved/ submitted through the following URL:

https://osl.adec.ac.ae/en/SchoolActivities/Pages/TrackRequest.aspx