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Robert Rae
Last seen: 1 month 2 weeks ago
Joined: 08/20/2019 - 16:32
Alteration to the Student Details Change Request

Folks,

Good afternoon! I hope you're doing well.

Two requests for possible alterations to the 'Request Change' function on the Student Portal.

1. At the moment this sends a summary text email to the Registrar to input the data. It would be so immensely useful if there was a way for this to be an 'accept change' and it would input the changes into GNECsis. We have to allow students to update their details each year (and have confirmation they have done so), so if this could be 'accepted' at the push of a button and not have to be done manually ... what a joy that would be.

2. If this is possible, could we then also add a couple of fields they can request to change?

I realise this may be a long-term project rather than a quick implementation, which is fine - it would just be extremely usful for our Registration processes each year, as it stops us manually entering every student's new details!

Rob

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Resolved
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dparker
Last seen: 6 min 46 sec ago
Joined: 05/17/2019 - 21:42
Student Information changes

Hello,

I have set this up as a request for feature enhancement.  

Dana

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*GNECsis Support Specialist*

kbible
Last seen: 1 hour 52 min ago
Joined: 01/22/2019 - 10:07
Additional Fields?

Can you please provide more information about the "Additional Fields" that you are requesting?

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Senior Software Developer
Global Ministry Center - Church of the Nazarene

Robert Rae
Last seen: 1 month 2 weeks ago
Joined: 08/20/2019 - 16:32
Ideally the update form would

Ideally the update form would show the following details:

Fields available for confirmation to be automatically updated:

Given Name
Middle Name
Family Name
Date of Birth
Gender
Nationality
Ethnicity (picklist into Student>HESA>Student Values>Ethnicity)
Disability (picklist into Student>HESA>Student Values>Disability)
Religion or Belief (picklist into Student>HESA>Student Values>Religion)
Denomination (picklist into Student>Personal Info> Profile>Person Denomination)
Student Finance Support Number (picklist into Student>HESA>Student IDs>SSN)
Primary Email Address
"Primary"-type Address field.
Home Telephone Number
Mobile Telephone Number
--
Emergency Contact Information (to be inputted into Student>Personal Info>Emergency Info:

Contact Name
Relationship to You
Home Phone
Mobile Phone
Address

Tickbox: I consent to authorised staff of Cliff College storing my emergency information, for use in an emergency, to be shared only with relevant authorised individuals, including members of the emergency services.
--
Fields to display from the record with a tickbox for 'details incorrect' to flag:

Major Degree Track (for non-completed degree tracks)
Major Degree Track Start Date
Classification
Email Address
Student>HESA>Student Engagements>Highest Qualification on Entry of highest number Engagement Entity

--

Tickbox with the tag: "I understand and agree that the information included on this form, with the exception of my email address, will be shared with the University of Manchester as the Awarding Body, and by submitting this form attach my electronic signature." 

------

The ideal would be that this form is accessible once per Year (e.g. 2020-2021) for students, and once it is submitted it would close again until the next year. However, if that's too difficult, it could be permanently open.

I'll send to gnecsishelp by email a doc copy of Cliff's annual student registration form, so you can see what we're aiming to replace.

Thanks!
 

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Robert Rae
Admissions
Nazarene Theological College, Manchester (UK)

kbible
Last seen: 1 hour 52 min ago
Joined: 01/22/2019 - 10:07
Thanks

Thanks for the information.  That is helpful.  I will add this to the enhancement request.  All of this is a significant change to the current process, so we will need to evaluate everything to see what is feasible and what will work for all schools.  

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Senior Software Developer
Global Ministry Center - Church of the Nazarene

kbible
Last seen: 1 hour 52 min ago
Joined: 01/22/2019 - 10:07
Version 2.72

I have completed Phase 1 of this request.  The existing profile changes now will also be stored in Academics > Administration > Proposed Profile Changes, and they can be evaluated and either approved or deleted.  You can also see a record of Proposed Change History for a student or employee under Change History for that STudent or Employee.  Lets start here.  Once this is being used, we can see how else we want to extend this, including adding additional fields. 

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Senior Software Developer
Global Ministry Center - Church of the Nazarene

Robert Rae
Last seen: 1 month 2 weeks ago
Joined: 08/20/2019 - 16:32
This is excellent, thank-you!

This is excellent, thank-you!

I think how we envision this being most useful is to replace yearly registration forms - that is, there are certain demographic details we need to give students the opportunity to update each year, and at the moment the way we do that is having them fill out a form, and then manually updating that data in GNECsis. If students were able to use the Request Change function to edit/confirm these details directly in the system each year, all that manual entry would become as simple as scanning down a list of proposed changes and accepting them.

I think the system could work pretty much as currently implemented, with a couple of possible additions:

1. It might be useful to have most of these new fields (mostly the demographic ones) locked in a 'once-a-year' subsection - that is, once they update them for an academic year, they don't appear again until the next academic year. That's not a deal-breaker, it might just be helpful. Alternatively, just in a subsection of their own on the Request Changes form marked 'Registration Data' or something similar, so people generally know to leave them alone except at Registration.

2. A way to check who has and has not completed a Request Changes for that academic year, against those enrolled for the year.

3. A way to limit entries: at least until we can Inactivate/Historical items from PickLists, the PickLists for these fields will contain legacy items we don't want in the system; it works fine for Admin staff to have "(INACTIVE - DO NOT USE)" tags on these items, but you know for certain students will still use them if they're there.

Thanks! I realise these may be a while off, but it's great to see the in-system Profile Update in action, it's a great improvement.

R

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Robert Rae
Admissions
Nazarene Theological College, Manchester (UK)

kbible
Last seen: 1 hour 52 min ago
Joined: 01/22/2019 - 10:07
Just an update on this one.

Just an update on this one.

We actually added the yearly profile review for students option in the last release.  When turned on in host, this checks to see if they have verified their profile in the last 12 months, and if not, it forces them to do it when they log in to their student portal.  This date is also shown on the student record.  

We also added an option to inactive items from picklists in the last release.  

I am going to go ahead and close this item for now.  If after you have reviewed everything, you have additional items that you would like to add to the profile verification page as options, please create a new post.  Thanks!

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Senior Software Developer
Global Ministry Center - Church of the Nazarene