ENR - Student Note Categories Tab (SU)
Overview
The ‘Student Note Categories’ tab is multi-purpose. It allows you to set up the categories used to:
Create standard student notes.
Create confidential student notes.
Display student communications in the Communication Log.
For example, recording a conversation with a student or a phone call with a parent.
The following student based communications are recorded in a Communication Log:
SMS generated in TASS.web and Staff Kiosk.
SMTP Emails generated in Staff Kiosk and the Enrolments module in TASS.web.
Notifications generated in Staff Kiosk.
Notes entered in TASS.web and Staff Kiosk (where the Note Category has been flagged for display in the Communication Log).
Internal teacher/non-teacher communications generated in Staff Kiosk are also recorded in a Communication Log.
The categories for Student Notes visible in the Communication Log are determined by user permissions.
The Communication Log allows you to track and monitor the details of communications including who it has been sent to and whether the communication has been viewed by the recipients.
The Communication Log for a student can be viewed using Staff Kiosk Student Profile > Communication Log.
The Communication Log for an enrolled student can be viewed using TASS.web Student Admin > Enrolments > Enrolment Information > Enrolments on the ‘Communication Log’ tab.
Student Note Categories can also be added in TASS.web Student Admin > Student Records > Setup Information > Student Records Setup on the 'Note Cat.' tab.
A Note Category is mandatory when a note is entered:
By an administrator, using TASS.web Student Admin > Student Records > Student Information > Student on the 'Notes' or 'Conf. Notes' tab or
By a teacher, using Staff Kiosk Students > Student Search > Student Profile > Notes.
User Permissions for Student Note Categories
Each Note Category can be set up as a portal security permission point for Staff Kiosk and a user permission point for TASS.web users.
This means that Teachers/Employees who do not have access to a particular Note Category permission:
Cannot add notes using this Note Category, and
Cannot access notes (belonging to this Note Category) that have been entered by others.
When Note Categories are added, edited, or deleted in this program (Note Cat. Tab), the User Permissions for each Student Note Category update to reflect the changes made.
Categories cannot be deleted after they have been used, and care should be taken when changing the description, as any notes entered against the category would be affected by the change.
To create a new Note Category, click the 'New Note Category' button.
Tick the option 'Include in Communication Log' to display notes entered using this category in the Communication Log.
'View', 'Edit' and 'Delete' links are available against existing Note Categories in the 'Action' column.
Click the 'Print' button at the top of the screen to produce a list of existing Note Categories. Tick the 'Include TK Roles' and 'Include TK Users' for details.
Staff Kiosk User Permissions
Staff Kiosk user permissions are set up using TASS.web System Admin > Users > Portal Security Permissions within the ‘Student > [Note Category]’ section.
The screen indicates the number of 'TK Roles' and the number of 'TK Users' (teachers/employees who have an individual permission point) for each Note Category.
Important!
To determine all of the Staff Kiosk users who have access to a Note Category you need to take into account the users who get access as a result of belonging to a 'Role' PLUS the users who get access as a result of their individual 'User' permission.
In Staff Kiosk, Student Note Category access can be regulated for the following Student Note Types and Menu Paths:
Note Types | Menu Paths |
|---|---|
Student Notes |
|
Student Confidential Notes |
|
TASS.web User Permissions
TASS.web user permissions are set up using the Permission Points for each Student Note Category in TASS.web Users > User Maintenanceand Security Role Permissions within the ‘Student Note Categories’ section.
The categories displayed are based on your current Company. However, the Enterprise Source Company can view categories from all companies, organised by Company Name and then by Student Note Description.
When Student Note Categories are added, edited, or deleted, these Permission Points update to reflect the changes made.
In TASS.web, Student Note Category access can be regulated for the following Student Note Types and Menu Paths:
Note Types | Menu Paths |
|---|---|
Enrolled Student Notes |
|
Enrolled Student Confidential Notes |
|
Student Notes |
|
Student Confidential Notes |
|
Adding a New Student Note Category
Click the 'New Student Note Category' button to add a new code and 'Note Category' description.
Fields that require further explanation | |
|---|---|
Code | Enter a unique alphanumeric code up to 3 characters long. |
* Description | Enter a Student Note Category description up to 30 characters long. |
* Include in Communication Log | Tick this checkbox to display Student Notes that are assigned to this Category in the Student Communication Logs in:
|
Examples of student note categories could be: | |
|---|---|
PAR | Parental Advice |
ACC | Academic |
SPO | Sport |
PER | Permissions |
Editing a Student Note Category
Click the 'Edit' link in the Action column to make description changes or to include the selected Student Note Category in the Communication Log.
Deleting a Student Note Category
Click the 'Delete' link in the Action column to delete a Student Note Category.
Important!
Categories cannot be deleted after they have been used, and care should be taken when changing the description, as any notes entered against the category would be affected by the change.