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====== Annual School Census PDF Systems Administrator Guide ======

===== Introduction =====

The Annual School Census PDF (also known as the Census Form or Survey) is a vital tool for collecting key data from schools. It focuses on essential areas such as enrolments, repeaters, teachers, resources, infrastructure, and WASH (Water, Sanitation, and Hygiene). The primary goal is to gather the minimum necessary data to support the production of commonly used education indicators and meet the demand for critical information in a public education system.

===== Start New School Year =====

Since this is an annual census, the process is repeated each year. Preparing for a new school year involves creating surveys for all schools, a process commonly referred to as a 'rollover,' a familiar concept in educational settings.

Historically, when using the PDF survey, it was difficult to start a new year, requiring assistance from a veteran software developer to produce all the surveys and pre-populate them with rolled over data (e.g. expected staff). Now, while not quite a click of a buttong, the user can self produce these surveys at the beginning of a school year without any external assistance. This can be done in two ways.

  * Using KEMIS web user interface (UI)
  * Using a console application (command line)

Both methods detailed below. Generally, the KEMIS UI is the simpler approach while the console application is the most powerful and flexible.

==== Using KEMIS web user interface (UI) ====

To generate a PDF survey for a specific school, login KEMIS and point the browser to the following URL. For example, let's say you want to prepopulate the PDF survey for the school ''Nan Teikao Primary School'' and school year ''2025''. You would point your browser to the following to create a new survey using the school no and survey year.

<code>
https://<<emis_url>>/api/pdfSurvey/generate/KPS001/2025
</code>

==== Using a console application (command line) ====

Open a command prompt or PowerShell. An example to generate a new school survey pre-populated with data from previous year is shown below.

<code>
surveybuilder.exe -u <<EmisUrl>> -y 2025 --toolbox " " --populate KPS057
</code>

<note tip>You will need to install the Pacific EMIS PDF Survey Builder to use the console application. Refer to the installation guide at https://docs.pacific-emis.org/doku.php?id=annual_school_census_pdf_console_application</note>