AMU­SMIS 

User Manual

AMU-SMIS User Manual

Student Clearance / Withdraw Management

This handbook is prepared for the best use of Arba Minch University Student Management Information
System (AMU-SMIS) when one of the underneath university entities engage in Students’
Clearance/Withdraw Management Process

Target User: Registrar, Library, Sport master, Department, Collage/Institute, and Others
Version: 1.0

[ Handbook for Arba Minch University Student Management Information System ] 

AMU – Student Management Information System Mereb Technologies

1. Introduction

In this module, we’ll cover all the necessary steps that you need to follow in order to keep up
in use and returned university’s properties and administer student clearance/withdrawal
process. The students’ clearance/withdraw management task is expected to be carried out by
all offices using the account they get from the system administrator.

The main tasks involved in this section’s management are:

1. Clearance management
2. Withdraw management

2. Clearance Management

Keeping up in use university properties

When properties are taken from the department, library or other university entities the
responsible body of the university must encode the statistics of the properties taken to the
system. To do so, go to the "Clearance" tab and click on the "Maintain Student Taken
Properties" menu which found under the "Taken Properties" main menu. Then the system
will display you the following page.

Student Clearance / Withdraw Management 1

AMU – Student Management Information System Mereb Technologies

Figure 2-1: A page asking the user to make entry of the student number

The reposible univerisity enitiy is expected to fill the student number in box just below the
"Add Taken Property of Student" and click on "Continue" button.Then the following page will
be displayed with studnets’ required information.

Student Clearance / Withdraw Management 2

AMU – Student Management Information System Mereb Technologies

Figure 2-2: A form asking the user to make an entry of taken properties to the system

Then make an entry of the property the student is going to take and click on the "Save"
button. After you have clicked on the save button, the system will display the following success
page.

Student Clearance / Withdraw Management 3

AMU – Student Management Information System Mereb Technologies

Figure 2-3: A page displaying a success massage which confirms that the taken property is saved

Maintain Returned property

To feed retuned properties in the system, click on "Maintain Student Returned

Properties" menu which is found under the "Taken Properties" main menu in the
"Clearance" tab then the system displays the following page that contains the list of students
who took properties and does not returned yet.

Student Clearance / Withdraw Management 4

AMU – Student Management Information System Mereb Technologies

Figure 2-4: A page displaying the list of taken properties

In the above page in case if there are many taken properties, the system allows you to filter the
taken properties using either the student number or the taken date. Click on the "Search"
button after provideing the search parameter and the system will display the list of properties
taken by the student/s in the given criteria.

After students return proprities they have taken form the university’s enetities in order to
update the system click on the check box/s found under the "Returned" coulmn next to the
name of the student/s who returned the property and click the "Update" button. The system
updates the taken properties database and display the following success message with the list of
remaining properties that are not returned to the enitiy.

Student Clearance / Withdraw Management 5

AMU – Student Management Information System Mereb Technologies

Figure 2-5: A success message after student returned the properties taken by him/her

View taken properties

In order to view the list of properties taken by the students, go to the "View Properties
Taken" menu found under the "Taken Properties" main menu in the "Clearances"
tab/section then the system will display the following page.

Student Clearance / Withdraw Management 6

AMU – Student Management Information System Mereb Technologies

Figure 2-6: A page displays the list of properties taken by students

If you make an error while filling the taken properties by the students, you can delete the
already recorded taken properties through the "Delete" link/button found under the "Action"
column next to the name of the student who took the property.

You can also view list of taken properties only for specific student and/or property taken date
using the search bar given above. To do so, make an entry of the search parameter and click
"Search" button.

Student Clearance Application

When students need to apply for clearance, first students are expected to log in to his/her
account then s/he must go to the "Clearance" tab/section and click on the
"Clear/Withdraw" main menu then the system will display the following page.

Student Clearance / Withdraw Management 7

AMU – Student Management Information System Mereb Technologies

Figure 2-7: A form asking the student to fill his/her clearance application

The studnt make an entry of the important information of his/her clearance/withdrawal

application and click the "Submit" button. Then the system will automatically search for
properties that are taken from any enity of the university. If there is any university property
taken, then the system will display massage which states that the student can not clear from the
university with the list of properties not returned.

If the student returned all properties, then the system will accept his/her clearance application
and display the following success mesaage. The system also send clearance confrirmation
request to the registrar.

The system will also allow the student to attach supporting documents for his/her withdrawal
by cliking the "Browse..." button and locating the file before submitting the
clearance/withdrawal application. The attached document will be viewed when the registrar
Student Clearance / Withdraw Management 8
AMU – Student Management Information System Mereb Technologies

approves the student’s clearnce application and later when the student applies for readmission
and needs to be processed by the registrar and academic comission of respected college.

Figure 2-8: A page after a successful clearance application

To view the recorded clearance apllication, just click on the "Clearance" tab and the system
will display all the clearance applied by the student. If the student wants to cancel the clearance
application, click on the link/button generated on the clearance application you want to cancel.
Note that you can only cancel clearances that are not approved by the registrar.

Student Clearance / Withdraw Management 9

AMU – Student Management Information System Mereb Technologies

Registrar Confirmation

To confirm the clearance applicantion of studnets, clik on the "Approve Clearance" main
menu which is found under the "Clearance" tab/section and the system displays the following
page.

Figure 2-9: A page displaying list of students who submitted their clearance application for
registrar approval

Hear you can also filter the clearance application of students using their academic year,
program type, program, and/or department. To do so select one or more parameter and click
on the "Filter Clearance Application" button and then the system will display the clearance
applied by the students in the given searching criteria.

Student Clearance / Withdraw Management 10

AMU – Student Management Information System Mereb Technologies

The supporting document attached by the student for his/her withdrawal can be viewed by
clicking the "View Attachment" link found under "Type" column next to the student’s name.
Select the button to clear/not clear the student for the acadamic year and click "Submit"
button then the system will display the following success message.

Figure 2-10: A successes message after approval of one or more student clearance application

To view the students’ clearance/withdrawal application processed by the registrar click on the
"Clearances" tab and the system will display the following page.

Student Clearance / Withdraw Management 11

AMU – Student Management Information System Mereb Technologies

Figure 2-11: A page allowing the user to filter students’ clearance/withdrawal applications

Make any entry of your searching parameters and click "View Clearance/Withdrawal
Application" button. Then the system will display the following page that contains the list of
the students’ clearance or withdrawal application processed by the registrar.

Student Clearance / Withdraw Management 12

AMU – Student Management Information System Mereb Technologies

Figure 2-12: A page displaying students’ clearance/withdrawal application

Student Clearance / Withdraw Management 13

AMU – Student Management Information System Mereb Technologies

3. Withdraw management

In order to manage the withdrawal process, the clerk in the registrar would log in to her/his
account and click on "Withdrawal Management" main menu which is found under the
"Clearance" tab. Then the following page will be displayed.

Figure 3-1: A page asking the user to make selection parameter for withdrawal management

Make entry of the search parameters you want to filter the student withdrawal application and
click on the "Filter Withdrawal Applicant" then the system displays the following page with
the list of withdrawal applicant students.

Student Clearance / Withdraw Management 14

AMU – Student Management Information System Mereb Technologies

Figure 3-2: A page displaying the list of withdrawal applicants

Then make an entry of the student withdrawal application decision with its minute number and
click on the "Approve/Reject Withdrawal" button. The system will display the following
page which displays the confiramtion of the student/s withdrwal management.

Figure 3-3: A success message after processing student withdrawal application

Student Clearance / Withdraw Management 15

AMU – Student Management Information System Mereb Technologies

Note that after the student withdrawal application is accepted, the registrar clerk has to apply
NG grade management (discussed in the AMU-SMIS registrar exam grade management module
- section 2) for the courses that the student has registered for.

Student Clearance / Withdraw Management 16

AMU – Student Management Information System Mereb Technologies

4. Other AMU-SMIS Manuals

If you are unable to get what you are looking from this manual, please check also the following
AMU-SMIS manuals.

No AMU-SMIS Manual Target Users

1. The Basics All Users
2. Administering Student Admission Registrar
3. Administering Student Department Placement College/Institute, Department
4. Managing Accepted Students Department
5. Section Management Department, College/Institute
6. Curriculum Management Department
7. Semester Course Publication Management Department, College/Institute
8. Student Course Add, Drop, Substitution and Department, College/Institute
Exemption Request Management
9. Registrar Course Registration/Add/Drop Registrar
Management
10. Exam and Grade Management Department, College
11. Registrar Grade Management Registrar
12. Student Billing Management Registrar
13. Student Clearance/Withdraw Management Registrar, Department, College,
Offices which gives clearance
14. Student Readmission Management Registrar, College
15. Course Schedule Management College
16. Exam Schedule Management College
17. Student Dormitory Management Dormitory Service
18. Student Meal Management Meal Service
19. Student Medical History Management University Clinic
20. System Administration System Administrator

Please find the above manuals from your either System Administrator of AMU-SMIS or help
desk for AMU-SMIS
Student Clearance / Withdraw Management 17
AMU – Student Management Information System Mereb Technologies

If you are looking for further assistance, please do not hesitate to contact the help desk for
AMU-SMIS.

Student Clearance / Withdraw Management 18