STR - General Tab

The structure of your school's student code is setup using program Student Admin > Student Records > Setup Information > Student Records Setup on the 'Student Records' tab in the 'Student Code Format' field.

Numeric Code Structure

If your school is using the recommended numeric code format, this field will not be accessible when adding a record.  The program will automatically allocate the next number in the sequence.

Alphabetic/Numeric Code Structure

If your school has elected to use an alphabetic/numeric code you will need to enter a student code that complies with the school's designated structure.

Hover over the 'question mark' icon when adding a record if you can't remember the code structure.

Once a 'Student Code' has been entered, the program will check that the code complies with the structure and that the code has not already been used.  If it has, it will automatically adjust the numeric part of the code to the next available number.

Once a 'Student Code' is entered, it can't be changed as the code is used by various modules and processes to maintain integrity across the system.

This field will display the system allocated person number for this student in Community Plus.

Click here for further information on Community Plus.

Click the 'puzzle' icon to launch Community Plus.

This is the unique code that links a student to his/her parent's record.

When you are adding a new student record you can either enter a 'Parent Code' or use the 'Binoculars' lookup to search for the correct parent record.

You can also edit this field for an existing student record. 

This field cannot be changed:

• When there are 'Communication Rules' applied in the Addresses & Communication Rules' tab.
• For non-current students who have had a Past Student record created using program Student Admin > Student Records > Year End Processing > Transfer Students to Past.

This is the student's gender. Select the appropriate gender from the options provided in the picklist.

The default for this field is set up program Student Admin > Student Records > Setup Information > Student Records Tab.

The genders options available on this picklist are maintained using the Community Plus program Setup Information in 'Gender Setup'.

Often referred to as a student's 'Home Class'. 

It is normal for a school to allocate students into either Form Classes or 'PC/Tutor Groups' (or both).

'Form Class' is normally used if the students' home classes are strictly within year groups.

This normally combines with 'Year Group', e.g. The student is in form class A and Year 11.

Form Classes are important if you intend to use program Student Admin > Student Records > Student Classes > Generate Subjects for Students to generate subjects classes.  This uses prototype subjects (most common in a primary school or where there is no student subject import from an external timetable package.)  There is an option in the generation program to 'Let Subject Class equal Form Class'.

If your school has 'vertical' home classes (students across multiple year levels) you would use 'PC Tutor Group' instead of 'Form Class'.

It is also common for a school to use both 'Form Class' and 'PC Tutor Group'.

'Communication Rules' provide a 'student-centric' way of defining precisely how different areas of your school communicate with parents. They are especially useful for communication with split families and for families with students who have multiple parenting arrangements.

Refer to How to Handle Split Family Arrangements guide for further details.

You would change this flag to 'Yes' for a student who:

• Belongs to a Simple Split family
• Belongs to a Complex Split family
• Requires a second parent record to be linked to his/her student record, e.g To record a carer, host family, boarding staff or emergency contact who is another parent at the school.

By setting this flag to 'Yes' it means that it becomes possible to link additional TASS parent records to this student on the 'Addresses & Communication Rules' tab.

A student is considered as 'Current' if:

• Their 'Date of Entry' is less than or equal to the current date.
• Their 'Date of Leaving' is blank or greater than or equal to the current date.

'Non-current students' do not show up on school lists and are not included in the automated billing.

If a student has left your school and returned at a later date, you can re-instate them (ie make he/she a current student again). To do this:

1. Delete any Past Student record for this student using program Student Admin > Past Students > Student Information > Past Students.

2. Click the 'Add Enrolment History' link (next to the 'Entry Year Grp' field) to record the student's previous 'Date of Entry and 'Date of Leaving'.

3. Clear the 'Date of Leaving' field.

4. Change the 'Date of Entry' to reflect the current enrolment.

5. Check and modify other data for the student such as Year Group, Subjects etc.

Important!

The dates recorded in a student's 'Enrolment History' will be used in government returns such as Student Attend. - STATS (Aus).

This field determines the student's status for next year. It also interacts with the Enrolments Projections Grid area in the Enrolment module.

This field is also available as a searchable criterion in program Student Admin > Student Records > Listings/Reports/Merges > Student Details Listing on the 'Student Records' tab. This provides a way to produce a list of all students who have a particular 'Next Year' status.

Advancing

Students with this status will progress up to the next year group when program Student Admin > Student Records > Year End Processing > Advance Student Year Groups is run. 

Finished

Students who have a 'Date of Leaving' less than the current date will be set to this status automatically.

If you change a student from 'Advancing' to 'Finished' the program will force you to enter a 'Date of Leaving'.

Leaving              

If you receive an advance warning that:

• The student will not be returning next year, or
• The student will be leaving at a future specified date.

...then you should change the student to this status and enter the future 'Date of Leaving'.

Students in their final year of school will automatically be allocated this status.

Students with this status will not progress up to the next 'Year Group' when program Student Admin > Student Records > Year End Processing > Advance Student Year Groups is run.

Re-entering

Some examples of how this status would be used:

Scenario 1: A student who has been transferred to current and then decided not to attend the school this year, but would like to be considered for next year. Hence we need to remove them as a current student and re-activate their enrolment record.

Scenario 2: A student is leaving for an extended period of time (e.g. 6 months overseas holiday), but would like to be considered for re-entry in a future year. Hence we need to remove them as a current student and re-activate or create a future enrolment record.

Important!

In this scenario, you should take care that a Past Student record has not already been created for this student before re-entering this student. 

This field will be greyed out if there is a past student record for this student. You will need to use program Student Admin > Past Students > Student Information > Past Students to delete the past student record before the field becomes active.

Refer to program Student Admin > Enrolment Information > Enrolments > Reinstate an Enrolment for details of that process. 

Repeating

If you receive an advance warning that a student will not be advancing next year, you should change the student to this status.

This doesn't require a 'Date of Leaving' to be entered.

Important!

Program Enrolments > Enrolment Information > Enrolment Worksheet has a tool to project next year's student numbers by including:

Future enrolments that are at Stage 7 and 8 of the enrolment cycle (normally called Acceptance Fee Paid Stage and Ready to Transfer)

Current students advanced by one year level (excluding students flagged as 'Finished', 'Leaving' or 'Re-entering')

Current students who will remain in the same year level due to having a status of 'Repeating'.

Set this field to 'Yes' to provide this student with access to Student Café.

This will issue the student with a Student Café license.

Use program Student Admin > Student Records > Student Information > Student Café Licenses to allocate licenses to multiple students.

You will receive a message when there are no Student Café licenses available, e.g. All of your school's Student Cafe licences have already been allocated. 

If this occurs, please contact your system administrator to arrange additional licences.

Click the 'Login History' link to display a list of this student's Student Café login history. The popup will display the last 30 logins.  Use the 'Print All' button for the student's entire login history.

A 'Ghost Logon' link will be available if the student has been assigned 'Student Café Access'. Click this link to log into Student Café as this student.

The 'Ghost Logon' can be used to provide a student with support for Student Cafe by being able to log in and see what they can see.

If the ghost logon has been used to access Student Café, the username of the TASS.web user will be recorded in the login history.

Under an SSO (Single Sign-On) environment, once the student has authenticated into a school generated web application, the student is able to access Student Café without having to log in again (providing the school's web application has implemented the TASS SSO Integration).

Refer to program System Admin > Users > SSO Maintenance for further details on SSO.

This is a read-only field that will display the number of Single Sign On (SSO) applications that the student has been mapped to in program System Admin > Users > SSO Maintenance.

SSO is optional for Student Café.  It must be noted that an SSO Mapping doesn't replace the need to have LDAP/SAML Mapping for students.

This field is used to record the student's LDAP (or Lightweight Directory Access Protocol) or SAML (Security Assertion Markup Language) user name. This is a mapping of this student's record (via the 'Student Code') to the student's logon that he/she uses to access the school's network.

LDAP provides a way for students to login into Student Café using the same login and password they use to access the school's network.

When SAML is enabled, students will be automatically logged-into Student Cafe if their credentials have already been authenticated in another application.

It is inefficient to add LDAP/SAML mappings for students one at a time using this program.  LDAP/SAML mappings would generally be maintained by I.T staff using program System Admin > Users > LDAP/SAML Maintenance.

You are more likely to add a mapping here for a student who enters the school mid-year.

Important!

LDAP/SAML is mandatory for Student Café.

If your school uses Student Café and this field is blank, the student will not be able to access Student Café.  You should notify your System Administrator.

If you have access to the 'LDAP/SAML Maintenance' program, you will be able to 'Edit' this field and enter the student's 'LDAP/SAML Username'.

The program does not check that the 'LDAP Username' nominated exists on Active Directory server, so care must be taken here. 

Tick this option if SMS messages can be generated for this student using Teacher Kiosk program Teacher > Notifications.

The 'SMS' flag on the 'Mobile Phone' field is active if a mobile phone number has been entered.

When ticked, the 'Mobile Phone' number above will be immediately validated to ensure it is the correct format for SMS messaging. An error message will be displayed if it is invalid.

The correct format for a mobile number is NNNNNNNNNN (e.g. 0400123123) or +61NNNNNNNNN (e.g. +61400123123). 

If you enter a valid number with spaces the program will remove them.

This field is used for the purpose of reporting Citizenship and Residency information to the government.

'Residency Statuses' are setup using program Student Admin > Student Records > Setup Information > Countries, Languages and Residency Status on the 'Residency' tab.

The status entered here against the student record is used by the following programs:

• Student Admin > Student Records > Government Returns > NESA Grid (NSW)
• Student Admin > Student Records > Government Returns > Census (Aus)
• Student Admin > Student Records > Government Returns > ACARA Data Extract (Aus)
  
  

Important!

All student records must contain a 'Residency Status' to ensure the correct information is submitted to the government. If a student does not contain a 'Residency Status' on their student record, then that student's residency status will be reported to the government as a type '9' or 'Unknown'. Incorrect reporting of 'Residency Status' may affect funding that your school receives from the government.

The TASS.web user to last edit the student will be displayed along with the date and time the record was edited

Click the 'View' link to display the changes.