Manual for Short Course Student Management System. Contents Who should use the SC Student Management System?... 2 Adding a new Short Course... 2 How to get registered to use the SC Student Management System.... 2 Signing on to SC Student Management System... 2 Focus of the Course Administrator in SCSMS... 2 Short Course... 3 Professional Association.... 4 Short Course Offerings... 4 Changing Dates of an Offering... 5 Venues... 6 Status Reason can be set to:... 7 Presenters... 8 Processing Student Applications... 10 Student Lifecycle... 10 Student Applies... 10 Online Application... 10 Applying on behalf of someone... 11 Email Notification... 11 Process Buttons... 11 Validating a Student... 12 Payment detail... 13 Invoicing the Student... 13 Swopping out a Student... 15 Registering a Student... 16 Finalising the Enrollment to get a Certificate... 17 Printing of Certificates... 18 Exporting Data... 19 Enrollments and Contacts... 20 Enrollments... 20 Supporting Documentation... 23 Contacts... 24 Errors... 26
Who should use the SC Student Management System? The Short Course Administrators of each Faculty. The Course Administrators will have access to view and make changes to Short Course Offerings and Enrolments in their respective departments. The Short Course Leader of the Faculty will have read access on the system. Adding a new Short Course This process is handled through the approval process on the Short Course Registration System (SCRS). When a Short Course has been registered and approved, the Short Course will automatically appear in the Short Course Student Management System. How to get registered to use the SC Student Management System. When a Course Administer register a Short Course for the first time for the year 2014, a username for the Course Administrator will automatically be created in the system. This is the normal network username and password of the person. Signing on to SC Student Management System As soon as a Short Course are created in the system, the Course Administrator will receive a notification e-mail with the link to this System. Use the following link in your web browser and sign on with your network username and password. http://stbcrm01.stb.sun.ac.za:8090/scd/main.aspx# Example If you experience problem signing on, contact the administrator: stbcrm@sun.ac.za Focus of the Course Administrator in SCSMS Short Course All the Short Courses that have been registered on SCRS for the Faculty and have been approved are listed here. Short Course Offerings Preparation for the Short Course Offering are done here. Start and end dates of the short courses are set here, along with the presenters, venue and Participant limits. Enrollments As soon as a person applied on the Online Web Application Form, that person will be added in SCSMS as an Enrollment with the status of Applied. A Contact will be created if it doesn t already exist for the applicant. Note. A contact must exist, before an Enrollment can be created in CRM
Note. All Enrollments for the department are listed and can be managed here, or Enrollments for a specific course can be viewed and managed from within Short Course Offerings. Short Course Note. The Short Course catalogue only update during the evening, thus, new Short Courses will only become visible the day after it was approved. All the Short Courses for the Faculty, of which the Course Administrator are the owner, will show up in Short Courses in the My Active Short Courses view. Click on the short Course to view its detail. Most of the info here was transferred from the Short Course Registration System.
Professional Association. If a new Short Course were created for the Faculty of Engineering or The Faculty of Medicine and Health Science, CPD fields need to be filled in for the Short Course. This is not necessary when creating another offering for the same Short Course. To fill in these data, click on the active Short Course link, to open the Properties of the Short Course. The Professional Association section, is at the bottom of the Short Course Form as shown in the abpve example. Fill in the detail and click on Save and close, to return to My Short Courses. Note. Depending on which option is selected for the Request Prof. Association Number indicator and the Request Medical Occupational Cat. indicator, the Professional Association section will be displayed on the online Web Application Form. If it is not necessary to be displayed on the online application form, leave the indicators on the Default No option. Short Course Offerings When a new Short Course are created in the SCRS, it is required that the annual number of planned Short Course Offerings are indicated. More Course Offerings can be added later. When a new Short Course has been registered, and you look at your list of My Short Course Offerings for the first time, the amount of Short Course Offerings as indicated in SCRS for the newly registered Short Course, will show up with the Status Reason: New Example Click on one of these Short Course Offerings to open it and to set its values.
Offering Name English Best to be left the same as the Short Course name for all offerings. It can be modified, but remember that this is the name that will appear on the Short Course website and application form. Offering Name Afrikaans A descriptive Afrikaans name for the Short Course may be provided. Short Course The name of the Short Course. You can click on it to view the Properties of the Short Course, and to fill in the Professional Association section if appropriate Owner This should be you, the Short Course Administrator of the particular course. The owner of the Short Course Offering can be changed here. Start and End Date of an Offering- Set the Start -and End Date values by using the Set Offering Date button in the ribbon bar at the top. Min. Participants- The minimum number of students required for the Short Course to be presented. Max Participants- The maximum number of students allowed for the Short Course Offering. Venue- Select what venue will be used to present the Short Course. Status Reason- Indicate at what stage the Short Course Offering are. Presenters- The Lecturers for the particular Short Course Offering. Changing Dates of an Offering To set the Start and End Date of the new Short Course Offering, click Set Offering Date
Select the Start and End Date of the Short Course. Click Next and Save and Close Venues Click on the lookup button to the right to select a Venue from a list of specified Venues Select the Venue from the list or choose New, to create a New Venue The Search Field will help you to find venues that are already created fast.
Note: Save changes on the form before creating a new venue or presenter. Status Reason can be set to: New The offering is not available for applications yet. It will not be displayed on the web application form. Open for Application Displayed on the web. Live URL Button available to Apply on the Web application form Application Closed If the course was advertised, the application form will not be available anymore Complete The course will not show up on the web application form anymore. The course is complete. Course offering are automatically removed from the Short Course website when the course date has passed. Click Save, before setting the Presenters.
Presenters The presenters for the course can be selected on the Navigation Pane of an open Short Course offering form. To Add an Existing Presenter, click Add Existing Presenter on the Ribbon Bar. More than one presenter can be selected at a time. Select the Presenters from the list, or Click new, to create a new presenter.
If a selected presenter has been added before, the Duplicate Record Windows will appear. Click OK to remove this message. When done filling in the Short Course Offering Form, click on Save and Close. Note. The Advanced search function can also be used to update the list of available presenters and venues. Click Refresh on the View Tab, to make the changes visible on the Grid.
Processing Student Applications Student Lifecycle Below is a basic representation of the Student Lifecycle and its influence on the Process buttons availability. Student Applies There are two ways in which a person can apply and become an enrollment for a short course. a. The person can fill in the online application form b. By using the Add Enrollment button in the SCSMS, the Course Administrator can fill in an application form on behalf of someone else. When the application form was filled in and submitted, the applicant will be loaded as a new Enrollment record into CRM with a status of Applied. Online Application Staff and students of the university, as well as the public can apply for a Short Course online.
http://shortcourses.sun.ac.za/ Applying on behalf of someone As an internal Admin function, the Course Administrator can add an existing student to a Short Course Offering by using the Add Enrollment button in the Ribbon Bar of the Short Course, which will redirect you to a prepopulated version of the External application form. This allow you fill in and submit an application on behalf of the person. Email Notification As soon as a person submitted an application for a Short Course, this person, as well as the Course Administrator are notified by email. The e-mail to the Short Course administrator will contain a link to the enrollment record. Process Buttons Process Buttons are used to move the enrollments through their lifecycle. These buttons have key integration points with SIS according to business rules and will not allow the next stage to continue without the prior completing successfully. Each stage of the process must be completed for each individual enrollment.
Validating a Student Once all the required checks have taken place for a student, they can move to either Admitted, Waitlisted or Not Admitted using the Process Buttons in the Ribbon Bar. The applicant are notified by e-mail about his/her updated status. The Amount due field must be filled in and the record Saved, before the Process button, Admitted can be used. It is necessary for the process integration processes to complete before any further changes can be made to a student s status. When a status change are set by using the Process Buttons, the form will close and when it is reopened, the status change will be visible. Be patient, as these changes can take a few minutes to complete. This status is shown in the right hand corner of the student s record or in the Grid view of Enrollments.
Status reason indicated on Student Record When an enrollment status are set to Not Applied, the person will have to go through the application form again if he/she need to re-apply. Payment detail On the application form, the applicant must indicate who the person responsible for payment must be: Self Company Department Sponsored (eg. Government). Note. In the case of being Sponsered, set the amount due to : R0 Invoicing the Student If the Payment Responsibility field on the enrollment form show that the company or person is going to pay on his/her own behalf, an invoice must be sent out.
An Invoice Company button is located on all of the Short Course Offerings Open the Short Course Offering for which you want to send out Invoices and click on Invoice Company The Request Company Invoice form opens. The Enrollments for the Short Course are listed on the Request Company Invoice form and it is indicated clearly who are eligible to receive an Invoice. Select all the Enrollments of the same company. Type in an existing debtor account no. and click Lookup to verify that it is the correct company.
Click Next to have the Invoice Preview displayed. Submit Invoice Request Swopping out a Student If an enrollment was successfully admitted and a payment was received, but the person cannot attend the Short Course any more, he/she can be replaced with another enrollment of the same company. To do this, open the Short Course offering, click on Enrollments in the Task Pane and open the enrollment that need to be replaced. Click on Swop Out in the Ribbon Bar.
If there are other enrollments available for swop out, you will be able to view and select one on the Swop Out Form. Click on Swop Applicants. Note the change of Enrollment in the Short Course Offering Grid. Example Registering a Student A student can only be moved to a status of Registered from the status Admitted. The status change to Registered will be done on the start date of the Short Course.
Click on the Registered button Finalising the Enrollment to get a Certificate A Students record can only be finalised if they have been successfully Registered and they are marked as Paid. This payment indicator is directly linked to the financial system and requires all financial processes to be completed. * This cannot be done manually The last step, will be to change the status of the enrollment to either Passed or Failed, subject to the fact that payment was received. Before you can select the Passed or Failed option, the Student results section need to be completed for the enrollment. If it is a competence course, the Marks in % need to be filled in, else the Attendance in %. Complete the CPD Points earned, if applicable When a student status are set to the status Passed, a Certificate Number will automatically be issued and indication on the enrolment record.
Printing of Certificates Printing are done by Sun Media. Sun Media requires a standard Certificate Print sheet to be filled in. The Enrollments who s certificates need to be printed can be Exported to Excel, and data copied to the Sun Media Certificate Print Form, and sent to them. Go to Enrollments on the specific Short Course Offering, whose certificates must be printed. Choose the Certificate List view Example In the ribbon bar, click on Export to Excel.
The Enrollment certificate list will open in Excel. Columns can be added/removed if necessary. Copy the data from this exported Excel list to the Sun Media Certificate printing sheet. Example More on Exporting Data below: Exporting Data Any of the data can be exported to Excel. It depend on the view that you are in. The Export to Excel button can be found in the Ribbon Bar. To export an enrollment list for a specific Short Course Offering for example Go into the Enrollments for the Short Course. In the Ribbon Bar, click on Export Enrollments Choose the type of worksheet Save the file in the.xls file on your computer.
The enrollment records for the Short Course Offering can now be viewed in Excel. Note. To view or export enrollments with their contact detail, change the view to: My Enrollments with Contact Info Enrollments and Contacts Enrollments Enrollments contain the info received in the accplication form that references to a specific Short Course Offering. Click on an enrollment to view it Information Info regarding the student can be viewed and updated here.
Fields that can be update on the Information section: Student Detail Name on Certificate Name as it will appear on the person s certifcate Marketing Indicator Whether marketing info will be sent to the specific enrollment. The applicants can indicate on the web application form whether they want to receive marketing info or not, but it can be changed here. Owner The Course Administrator will be the owner of a record. You need to be the owner in order to edit a record. You can change ownership to another user by clicking the lookup sign on the right side of the owner field or by clicking Assign on the the ribbon bar. Changing owner Look for: User or Team View: Choose what to see e.g. Enabled Users or User lookup view. Select the person that will become the new owner of the record.
Payment Detail Amount Due- This amount can be filled in and changed by the course administrator, only while the enrollment has the Status Reason: Applied. When the status change, the amount cannot be updated. Student Results and Debtor Detail Information can be captured and edited in all the fields under these two sections Background All fields under Qualification Details, Work History and Professional Membership sections can be updated. Enrollments for a specific Short Course Offering, can be managed from that particular Short Course Offering.
Supporting Documentation A Sharepoint library is available to store supporting documentation for each enrollment. To upload documents, click on Documents in die Navigation Bar of the Enrollment. Clicking on Documents will open the CRM Sharepoint site and a folder with the name of the Enrollment will be created. Documents for each enrollmment can be uploaded and managed in this Sharepoint Library.
Contacts The Personal and Contact Information of a student are kept as a contact. All contacts will have a US number, even if the person in not n student or staff member of the university. As soon as a contact record are created, a US number will be automatically issued to those who do not have one. An Enrollment can not be created if the contact does not exist.
Contacts are linked to SIS (Student Information System). When a record is created in SIS, it will show up as a contact in CRM. Changing certain fields on contact, will update to SIS The following field changes will update to SIS: Correspondence Language (Default: English) Fax Gender Contact Phone Work Number When working with a Enrollment record, it is possible to view the contact detail of the person.
Errors When an error occur, please contact the system administrator: stbcrm@sun.ac.za or the Short Courses Division: shortcourse@sun.ac.za