About mysi-net. A note on privacy. Always Sign Out. mysi-net STAFF FACT SHEET April 20, 2012

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1 About mysi-net mysi-net is effectively a 'cut-down' version of SI-net, UQ s Student Administration system. It is available for self-service access by students, and allows staff members to search for and view student records, generate class lists, upload grades, manage signon, etc. While mysi-net is often used more by academic staff course coordinators and contributors, it also forms a part of the SI-net access granted to many administrative staff. mysi-net Users mysi-net Staff Functions Including academic staff course coordinators and contributors mysi-net for Students Notes Accessed via the tabs across the top of the SI-net page Used to generate class lists, upload grades, manage class signon, send bulk s, etc. Can be used to assist students with their enquiries (e.g., viewing the Activity Log to see what updates have been made and by whom; using the Search by Student Number, Name page to view exactly what a student is seeing on his/her mysi-net page) Used to manage various aspects of their studies at UQ, including some* of their personal details; Enrolling (adding / dropping courses); Requesting a program or plan change; Viewing class and exam timetables; Signing on for classes; Viewing their studies report; Making online tuition fee payments; Viewing and printing fee invoices; and Viewing HECS-HELP and FEE_HELP statements. * Students cannot change their name, date of birth, gender or citizenship using mysi-net. If there is an error in any of this information, the student must go to a Student Centre with legal proof supporting the change that they are requesting. A note on privacy The University uses mysi-net to gather and store information about its students that enables it to contact them as well as improve its services and satisfy Government reporting requirements. All UQ staff should read and understand the University s Privacy Management Policy, which sets out how this information is accessed and the circumstances under which it can be disclosed to a third party. You will find the policy at: Please take care when interacting with students by phone or , and ensure that you carefully verify the student s identity upfront. As a general rule, and phone should not be used by staff to transmit sensitive personal information. In cases where an needs to include student details, it should be directed only to account (as opposed to a private, unverified address). Whenever a student is able to obtain information or action a change themselves via mysi-net, they should be advised to do so. Always Sign Out When you ve finished using mysi-net, it s very important to ensure that you sign out before leaving the computer, given the large amount of sensitive and personal information contained within the system. This is particularly important if you are using a public computer. To sign out, click the Sign out link in the top-right corner of the screen. Failure to sign out from each session will also slow down the system performance for all users, so please always sign out when you are finished using SI-net or mysi-net. Fact Sheet 1

2 Before you start using mysi-net You will need mysi-net staff access, a UQ staff username and password and a supported web browser installed on your computer. Requesting access Please go to for details on how to request mysi-net access, and / or to download and print the Access Request Form. This form must be authorized by both your School/Unit Manager and the SI-net Coordinator within your departmental unit. Username and password Once you have been granted mysi-net access, to go or use any of the mysinet links on the UQ Home and my.uq pages. Sign in using your UQ network username and password that was assigned to you on your commencement as an employee. You can obtain information about passwords via the following website: When you sign in to mysi-net, your browser may give you the option of saving your login credentials. To preserve the security of the information contained within mysi-net, we recommend that you do not select this option. Web browser When accessing mysi-net, the following combinations of web browsers and operating systems are recommended: Internet Explorer 7 on Microsoft Windows (most optimal) Internet Explorer 8 on Microsoft Windows Mozilla Firefox 3.x on Microsoft Windows, UNIX, Linux, and Mac OS X Apple Safari on Mac OS X While you are welcome to use your preferred Internet Browser, you may find that you encounter some display or rendering issues with other non-optimised browsers. Students are recommended to download the most recent versions of Internet Explorer and Firefox for Windows and Mac OS from UQ Connect s free download page at: Pop-up blockers From time to time, mysi-net may open a new browser window (or pop-up ) to assist you. However, commonly-used browsers such as Internet Explorer and Firefox have pop-up blockers that prevent websites from doing this. These browsers will display a warning they have prevented the web page from opening a pop-up, and provide you with options to configure the behaviour of the pop-up blocker with this website. If this happens, you should be able to set the pop-up blocker to always allow pop-ups from the uq.edu.au domain. This is recommended, as you will experience fewer problems with mysi-net and other UQ web services as a result. Adobe PDF Some mysi-net features are provided as Adobe PDF files. To view these files you should the most recent version of Adobe Reader (sometimes referred to as Adobe Acrobat Reader) installed on your machine. It can be downloaded from Fact Sheet 2

3 Navigating in mysi-net There are two main navigation methods in mysi-net: the left-side menu and a series of tabs along the top of the page. Remember to Save When entering details in mysi-net, it is most important to remember to click the Save button at the bottom of the page. mysi-net will not record the new information unless you click this button. After clicking this button, the Saving message will appear on the right of the page, and once successful, a very brief Saved message will flash up in the same place. More information? For more information, please contact SI-netHelp@uq.edu.au or phone x Alternatively, go to: Fact Sheet 3

4 Search for a Student Click the Staff Functions tab to search for a student. The student search tool Select Student by Number, Name allows you to search using the student s ID (i.e., their UQ student number) and/or their name if you wish. You also have a variety of search operators available (i.e. begins with, contains, etc.) for a more flexible search. Selecting a student here will then allow you to see that student s mysi-net pages, showing you exactly the same view that a student has when he/she sign in. You may initially see the mysi-net Welcome page, Task Wizard information and/or the Student Messages page. Click the Continue link to proceed through these pages to view the student information. The student mysi-net website has a similar navigation structure to the staff mysi-net website. Core student functions are grouped into tabs at the top of the page. Any outstanding tasks for that student are presented on the right hand side of the page: Fact Sheet 4

5 Download a Class List 1. Click the Class List tab. This opens the class list search tool. 2. Select a semester, enter the course details of the class list you require and click Search. 3. Select a course from the search results and click Next Step link. 4. Use the checkbox/es to choose the type of list you want (by Class or by Sign-on Groups). 5. Choose the order of the list (by Name or by Student ID) using the radio buttons at the bottom and click the Next Step button. 6. Click Download this file link to save the list. NOTE: Pop-up blockers will cause problems with accessing this link and viewing the downloaded Class List file. Please ensure that your browser allows pop-up windows from the mysi-net website. If you believe pop-ups are enabled and the Download this file link is still not working for you, try the process using a different browser (e.g., Firefox instead of Internet Explorer). Fact Sheet 5

6 Send Bulk s to students Click the Bulk Functions tab and choose (from the left-hand menu or the graphical centre menu) whether you want to send an by Course or by Program. a. The process to perform an by Program is outlined below. b. If you are performing an by Course, follow the steps above to search for a course (as per the Download a Class List process), and go straight to Step 6 below. by Program NOTE: Please ensure that you are familiar with the University s Sending Bulk Messages procedure, with particular reference to the sending of s by program. In line with this procedure, programwide s to students need to be authorized by the Executive Dean, Dean, UQ Graduate School, or nominee. Please see 1. Select whether you want to students who are active in the program, OR those within that program who are enrolled in courses for a given Semester. 2. Enter the program details and click Search. If you know the 4-digit Academic Program code, this is all that needs to be entered to conduct your search. Otherwise, you could select the relevant Academic Group and Academic Career, and locate your Program within the Search Results list. Note that the headings in this list are hyperlinked, allowing you to re-sort the Search Results if you need to. The Description and Short Description fields provided on this page are less likely to be useful, as they require you to enter an exact match (with spacing and upper/lower case). 3. Select the program from the search results and click the Next Step link. Fact Sheet 6

7 4. Select whether you want to students in all or only selected plans. 5. If selecting specific plans, enter the plan details and click Search and then use the checkboxes to select the relevant plan/s from within the search results. 6. Click Next Step button. You may need to wait while the file is generated. 7. Once you have the list of student addresses, you have the option to either: a. Send the bulk using mysi-net by clicking the Next Step button. On the following screen you will be able to draft and review your content directly within the mysi-net page, and you can upload up to 5MB of attachments; OR b. Download this file to send the bulk using an application of your choice, remembering to use the BCC field. Fact Sheet 6

8 Generate Studies Report/s The Studies Report provides a summary of a student s studies at UQ, including prior results. 1. Click the Bulk Functions tab and select Studies Reports from the left-hand menu. 2. The Request Detail page will display. Enter the Student Number into the ID field. [Tab] out of the field and you should see the student s name appear as the page refreshes. 3. If you need to generate multiple studies reports, use the + button to add more student IDs on additional rows. 4. Once all required student IDs have been entered, click the Process Request button. The studies report will appear on the Report Results page: a. View the report onscreen, or click the Print View (PDF) button to view the studies report in PDF for printing. b. If you have generated multiple Studies Reports, use the blue scroll arrows to view each one separately or click View All to see them all on a single page / download them all to a single PDF file (Note: This PDF does not have page breaks between the students reports). c. Print view (PDF) for multiple studies reports: If you have generated multiple studies reports and need a single consolidated PDF file with a page break after each student s report, this is available by clicking the Request Detail tab and then clicking the same Print View (PDF) button that is available on that page. NOTE: Students can generate their own studies report using the link directly under mypage in their left-hand mysi-net menu. This Studies Report link is removed from students menus for a few hours on the morning of grade release, to help manage server load at this busy time. If you receive enquiries from students at this time, please reassure them that the link is usually made available again by the early afternoon. Fact Sheet 7

9 Class Signon Add Signon Registration 1. To add a course for signon, click the Class Signon tab. 2. Select Add Signon Registration from the left-hand menu or the graphical centre menu. 3. Use the fields on the page to search for the class that you could like to add for signon and click Search (Then, if necessary, select the class from the Search Results list). 4. Enter and/or confirm the contact details for the course coordinator/s 5. Specify the date and time that signon for this class will be opening and closing. NOTE: If you are adding signon for multiple classes (with the same student body), please try to stagger the signon opening times to help manage the load on mysi-net at this busy time of semester. 6. Click the Next Step button. If mysi-net presents you with a warning message indicating that the selected signon opening time is already heavily subscribed, please consider choosing a different time before proceeding. Fact Sheet 8

10 7. Enter the Group signon details, including Class Size, and click Save. Manage Signon Registration 1. To update the signon details for a class, click the Class Signon tab. 2. Select Manage Signon Registration from the left-hand menu or the graphical centre menu. 3. Use the fields on the page to search for the class that you could like to update and click Search (Then, if necessary, select the class from the Search Results list). 4. Update the signon details of the class as required, press Next Step to review or update the group signon details and press Save. Fact Sheet 8

11 Allocate Students by Student While signon is usually done by the students themselves, it is possible for the course coordinator to allocate an individual student into a particular signon group (e.g., based on a request made by from the student as a result of a timetable clash). To do this student-based allocation: 1. Click the Class Signon tab and select Allocate Students by Student from the left hand menu or the graphical centre menu. 2. Specify (or use the look-up button to select) the term code (e.g., 6220 for Semester 1, 2012) then search for the student you want to allocate by entering their Student ID. Click the Search button. 3. Specify (or use the look-up button to select) the term code (e.g., 6220 for Semester 1, 2012) then search for the student you want to allocate by entering their Student ID. Click the Search button. 4. The current signon details for the student will appear. There may be multiple items in this list representing the multiple classes in which the student is enrolled. Locate the relevant course and class type within this list, and click the associated Change Allocation link to allocate (or re-allocate) the student into a class. 5. If the student has already signed on to one to one of the class times, this selection will be represented in bold. If this needs to be changed for some reason, identify the required class into which the student should be allocated, and use the associated checkbox to select it. Then click the Save button. Fact Sheet 8

12 Allocate Students by Class If an entire class of students needs to be re-allocated into a different signon selection (e.g., if two tutorials with small signon numbers are now going to be combined into one session), follow the steps below. Please be sure to inform the impacted students that this change is taking place, and the reason that it is taking place, particularly if there is a room or timetable change involved. 1. To allocate students by class, click the Class Signon tab, select Allocate Students by Class from the left hand menu or graphical centre menu 2. Use the fields on the page to specify the semester and Search for the course you require, then click the Next Step link for the relevant course. 3. Identify the Class Type (e.g., Tutorial, Prac, etc) that you wish to manage for the class, from the Class Type Selection Search Results. Click the associated Change Allocation link for that class type. 4. The Class Selection page will appear, showing you all of the Class Signon Groups, and the number of students who have signed on to each group. To view the list of students within a group and to re-allocate all or some of these students, click the associated Change Allocation link: Fact Sheet 8

13 5. The Student Selection page will appear. Note that you can toggle back to the Class Selection page to check the details / numbers, by using the tabs that have appeared, without losing the selection that you have just made. 6. If you wish to move all of the students within this group to another signon group, click Select All. a. If you wish to move only some of the students to another signing group, use the checkboxes to select them. b. If you wish to move only those students within a certain program (i.e., due to a programwide timetabling clash), click the relevant Program Name link and you will note that the checkboxes for all of the students in that signon group within the selected program will be ticked automatically for you. c. Once you have made your selection for the group of students to be moved to another signon group, click the Next Step button. 7. The Class Allocation page will appear. Again you can use the tabs that have appeared across the top of the page to toggle back to the ordinal Class Selection or Student Selection pages to check details, without losing the selections that you have made. Fact Sheet 8

14 8. On the Class Allocation page, the current selected signon group for the students being moved is displayed in bold. Tick the relevant checkbox to select the group into which this cluster of students is to be moved, and click the Save button. The change will take effect immediately upon saving. Fact Sheet 8

15 Grade Upload Enter grades onto the downloaded Class list Follow the steps under Download a Class List above to obtain the file into which students grades should be entered: It is recommended that you elect to Save the Class List file before you Open it, to ensure that the file is saved in the correct location and can easily be accessed again later for the subsequent Grade Validation and Grade Upload steps. The class list will display in coma separated variable (csv) format within a MS Excel spreadsheet. The list contains a Grade column to enter the student grades. Enter grades into the Grade column. Note: The only administrative grades allowed for uploading via mysi-net are N, P, INC, X, IP. To avoid errors in the Grade Validation and Grade Upload processes, be sure that you do not make any formatting changes to the file when inserting grades. Leave the Class List file exactly as it is, simply inserting grades within the specified column. If you do wish to change the sort order of the spreadsheet, please ensure you select the entire worksheet to sort all rows. Do not sort within a single column as this may lead to students being assigned incorrect grades. Once the grades have been entered, select File > Save from the menu. A prompt will appear to ask if you want to keep the file in a CSV format. Click the Yes button. The class list should always be in csv format, otherwise an error will occur during the validation and the grade upload processes. Select File > Exit once you are finished with the file, ensuring that you know the location of the file so that you can complete the subsequent steps. Fact Sheet 9

16 Grade Validation Grade validation is a step to be completed prior to grade upload. Grade validation ensures the grade file is in csv format and no missing/invalid grades are present. 1. Click the Grade Upload tab and select Grade Validation from the left-hand menu or graphical centre menu. Confirm the relevant Semester/Year, specify the Course details and then click Search. Click the Next Step link for the relevant course. 2. Confirm / enter your Address, and then click the Select File button to browse to locate the CSV file that is to be attached. Once you have located the file, click Open, then Upload, and then click the Process Grade Validation button. NOTE: The class list should always be in csv format, otherwise an error will occur during the validation and the grade upload processes. Remember not to make any formatting changes to the Class List file, as this is likely to lead to errors at this stage. 3. The Validation process may take up to 30 seconds. It is split into two processes: a. Basic Data Validation ensures the content of the file is valid (i.e., file contains valid student IDs and grade information). b. Student Enrolment Validation cross-checks the student and grade information in the file with information contained in the Grade Roster. Student Enrolment Validation does not commence until all errors from the Basic Data Validation are corrected. You will receive an and a log of the validation process which will alert you if any errors have occurred. 4. Once the grade validation has been successfully completed, you can proceed with Grade Upload. Fact Sheet 9

17 Grade Upload The Grade Upload process confirms the grade file has been validated, and uploads the grades to the Grade Roster in SI-net. 1. Click the Grade Upload tab and select Grade Upload from the left-hand menu or graphical centre menu. Confirm the relevant Semester/Year, specify the Course details and then click Search. Click the Next Step link for the relevant course. 2. Exactly as you did above for Grade Validation, confirm / specify your address, browse to select and upload the completed Class List CSV file, and click the Process Grade Upload button. 3. The Grade Upload process carries out a series of validation checks to ensure that the grade file contains no missing/invalid grades. It cross checks the student and grade information in the file with information contained in the grade roster. Most importantly, it writes the grades to the grade roster. You will receive an and a log of the grade upload process. Any errors will be contained within that log file. The Grade Upload process is now complete. If you wish to access grade upload reports, follow the steps outlined in the topics below. Fact Sheet 9

18 Grade Upload reports available via mysi-net Two grade upload reports are available via mysi-net: 1. Report - My Uploads provides a summary of all the successful uploads that you have completed for the current semester. Only successful grade uploads are listed on this page. Click the relevant Details link to view a summary of the grade file uploaded. This page provides a detailed summary of the grade file uploaded. It can be used to identify specific students whose grade did not upload successfully. 2. Report - Course/Subject enables staff members to monitor the grade upload progress by Course/Subject. Specify the Term and Course details, then click Search. The Status column indicates the grade upload progress. A status of Grade Roster Approved means that the grade file has been uploaded successfully and is ready for posting; Posted means that grade file has been posted to the students record; Not Uploaded means that a grade roster exists for the course, but the grade file has not yet been uploaded; and Uploaded means that the grade file has been uploaded, but the Approval Status in Grade Roster has been set to 'Not Reviewed', ready for another grade upload. Each course/class has a Details link that drills down to the grade upload summary and detailed information (with the resulting Upload Detail list appearing, as for the Report My Uploads section above) Fact Sheet 9

19 Staff Other Links When you click mysi-net Staff in the left-hand menu, you may notice two useful links under the Staff Other Links heading in the graphical centre menu: The Other Links Home Page link provides a list of links to other useful UQ sites and information systems, which may be provided additional assistance for staff and students. Course and Timetable Info NOTE: This very useful feature is currently accessible via the left-hand menu only (i.e., not via the tabs across the top of the page), by navigating to mysi-net Staff > Staff Other links > Course and Timetable Info. You can also click mysi-net Staff in the menu and then use the above link in the graphical centre menu to access it more directly. This Course and Timetable Info page provides valuable information about the courses that you are managing, including the option of downloading this course information in Print View (PDF) and/or Spreadsheet (CSV) formats: 1. Specify the semester and the course information and click Search. 2. Select the checkbox for the correct course and click the Next Step button. Fact Sheet 10

20 3. View and/or download the course details as required. a. To view just the class information in the grid (i.e., just timetable info), select CSV format. b. To view all details for the class (i.e., class and timetable info), select PDF format. c. Note with either format that your browser will need to be set to allow pop-ups. Viewing Comments To view comments that have been recorded against a student s record within SI-net: 1. Navigate to Campus Community > Comments > Comments - Person > Person Comment Summary 2. Enter the ID for the student you require. 3. On the Comment Summary page, click the Search button first to generate a list of comments against the student s record, then click the relevant View link/s to access the details of the comment/s as required. Fact Sheet 10

21 If a student is having problems with mysi-net Problem Unable to view the mysinet pages or has not yet received their mysi-net login details Unable to carry out certain functions in mysinet such as adding courses or accessing their Studies Report. My Studies Report link has disappeared. Password issues Advice A staff member with SI-net access can usually check whether they are Program and Term Active (these processes are covered in more detail in the Records & Enrolments training). Staff can check (on SI-net or mysi-net pages) whether they have a Hold / Negative Service Indicator. Note that the Studies Report link is removed from mysi-net for a brief period at the end of each semester as results are being processed released, to prevent some students finding out their results before the official release. If a student requests their Studies Report during this time, note that they may simply need a list of courses they have completed (without the results). If this is the case, direct them to Program > Enrolment Status Report. Instruct the student to contact ITS (by visiting the UQ Connect office or phoning ) or Ask IT (by visiting the Library, phoning or Australia wide ). The SI-net support staff cannot re-set student passwords (although we may need to unlock the account in the case of repeated failed password attempts). Fact Sheet 11