STR - Students
Overview
This is the program used to add, view, edit and delete current student records.
The term "Current Student" refers to a student who is currently enrolled at the school and actively participating in lessons. This student has completed the enrolment process, and their profile is located in TASS.web Student Admin > Student Records > Student Information > Students.
Information that can be maintained with these tabs includes:
Student Details.
UD (User-Defined) fields.
Billing Flags.
MCEECDYA data (Ministerial Council on Education, Early Childhood, Development and Youth Affairs).
UD Areas.
Subjects.
Extra-Curricular Activities.
Notes (Standard and Confidential).
Address selection for Communication Rules.
SDCS (Student Data Capture System – Queensland Schools Only).
VSR information (Victorian School Register - Victorian Schools Only).
SCSA data (School Curriculum and Standards Authority – Western Australian Schools Only).
The information available in view (read-only mode) includes:
Parent.
Address information (maintained on the Parent record).
Siblings.
Timetable.
Attendance.
Student Results.
Result Comments.
Boarder.
Medical (including Emergency Contact detail).
Learner Unique Identifier (LUI), Unique Student Identifier (USI), LDAP/SAML username (on General tab).
Standardised Testing.
Access to this information is controlled and administered by your school's TASS.web Administrator. If you feel you should have access to certain information, you should discuss this with your TASS.web Administrator.
Non-Current students can be included in the selection by ticking the box in the 'Additional Criteria' section of the 'Student Selection' screen.
The term “Non-Current Student” refers to a student who is either a “Future Student” or a “Past Student”.
A "Future Student" is a student whose Student Record shows a future "Date of Entry." They have completed the enrolment process and their profile is stored in TASS.web Student Admin > Student Records > Student Information > Students.
A "Past Student" is a student whose Student Record shows a past "Date of Leaving". They have left the school, but their profile is retained and can be maintained in TASS.web Student Admin > Past Students > Student Information > Past Students and TASS.web Student Admin > Student Records > Student Information > Students.
Future Enrolment records are maintained in TASS.web Student Admin > Enrolments > Enrolment Information > Enrolments. “Future Enrolment” students are still in the enrolment phase and have not yet started at the school.
Adding a New Student
To add a new current student record, use the 'New' button.
The 'Student Details' screen enables entry of 'General', 'UD', 'Billing' and 'MCEECDYA', information. The 'Parents' tab is a view (read-only) only screen.
The parent record is set up in Student Admin > Parent Records > Parent Information > Parents and must be defined prior to the setup of the student record.
Enter all known details for the student, including the mandatory fields (marked with a red asterisk). Optional fields that are unknown at the time of initial entry may be left blank for later editing.
The 'Student Code' must be entered in the correct format previously defined in Student Admin > Student Records > Setup Information > Student Records Setup.
If you have the 'Auto Numbering' flag checked in setup, the code is system maintained and may not be entered or edited. The 'Next Student Code' field displays the next number to be allocated by the system and will be utilised by:
Student Admin > Student Records > Student Information > Students.
Student Admin > Enrolments > Enrolment Information > Enrolments.
Your school library system may utilise scannable student ID cards. If so, the 'Alternate ID' will be required to be entered in this field. This field appears on the student ID card in barcode format and is interpreted by the scanning hardware/software using barcode technology.
Viewing and Editing Student Records
To view or edit a 'Student Record' use the 'Student Picker' or 'Search' engine to search for records in the database.
Student Picker
You may perform a filtered search using a range of criteria including: 'Year Group', 'PC/Tutor Group', 'House', 'Campus' and 'Gender'. You may also refine your result set by selecting the following options: 'Display Current Students', 'Non-Current Students', 'Boarders' and 'Day Students'.
Click the 'Go' button (or press 'Enter') to execute the search and populate the 'Student Picker' with students' surnames listed in alphabetical order.
Once a student has been selected from the picker a summary of the record will appear in the 'Summary Information' pane. The 'View' or 'Edit' buttons can be selected to populate the multi-tabbed 'Student' screen.
Search Engine
Enter a search string directly into the 'Search' field at the top right of the screen. Click on the 'Binoculars' icon or press the 'Enter' key to execute the search.
The searchable fields for the picker are: 'Student Code', 'Surname', 'Preferred Surname', 'First Name', 'Preferred Name', 'Other Names', 'Year Group', 'Form Class', 'PC/Tutor Group', 'Alternate ID', 'E-mail', 'House Description', and 'Religion Description'.
The 'Search Results' pane will display the matching records. Highlight the record that you require and click the 'View' or 'Edit' buttons can be selected for the student record to populate the multi-tabbed 'Student' screen.
The 'Search' field is not case sensitive, so you no longer need to use capitals. The ' * ' key (also known as a Wildcard ) can be used after one or multiple letters to avoid typing the entire search name. The search engine will look for all records that have the same opening letters as your search.
The 'Student' screen has a multiple tabs layout. Click on the required tab to access fields and edit or view data.
Click the 'Edit Photo' button to upload an individual photo for this student.
A 'WARNING!' message will appear upon entering the 'Student' screen where that student has 'SPECIAL CONDITIONS!' or 'MEDICAL ALERT!' associated with their student record.
These 'trigger' fields are defined in:
Student Admin > Student Records > Setup Information > Student Records Setup on the 'UD Areas' Tab.
Student Admin > Medical Records > Setup Information > Medical Setup on the 'Conditions' Tab.
Enterprise Mode
If your school is running in Enterprise mode and a student has a record in another school in the group, the following message will be displayed at the top of the screen: 'This Student has records at other Group Schools – see more'.
The 'see more' link will not be displayed when the 'Privacy' flag has been set to 'Yes' on the student's record at the other school within your group.
Click the 'see more' link to display a popup with summary information about the student from the other school.
Click the 'View' link in the 'Action' column to access the detailed student record from the other school.
Click the 'Cancel' button to return to the student record at your school.
Uploading UD Areas Data Icon
This program provides you with a bulk method for maintaining Student UD Areas data on multiple records including:
Adding data to fields that are not currently populated.
Updating data on fields that are currently populated.
Deleting data from fields that are currently populated.
Student UD Areas are set up in TASS.web program Student Admin > Student Records > Setup Information > Student Records Setup on the UD Areas Tab.
Very Important!
Extreme care should be taken when using this program. This program has the potential to update large volumes of data.
This function allows the uploading of 'Nulls' into database fields as a mechanism to remove old data. It is therefore extremely important that appropriate security is set for this function using program using System Admin > Users > Security Role Permissions.
Your System Administrator would normally carry out this procedure and your school may have security restrictions on this program. Please refer to your Administrator for more information regarding those restrictions and any specific requirements your school may have regarding the uploading of data.
You will need to prepare the data using a Microsoft Excel® spreadsheet and save it as a Tab-delimited text file (.txt) and encoded as plain UTF-8.
For this type of upload, it is not necessary to prepare a file containing all fields available to upload. You only need to include the fields that you intend to update. Fields can also be in any order.
Fields that are possible to upload include:
Field Name | Max Field Length | Details |
|---|---|---|
Student Code | char(8) | Mandatory. Must be a valid Student Code. |
EUDFlag1 – EUDFlag10 | char(1) | Optional. Alpha-numeric characters only (A-Z, 0-9). Space and special characters are invalid. |
EUDCode11 – EUDCode20 | char(3) | Optional. Must be a valid code for a UD Area 'Table Referenced' field set up in program Student Admin > Student Records > Setup Information > Student Records Setup on the UD Areas Tab. |
EUDText21 – EUDText30 | char(50) | Optional. |
EUDDate31 - EUDDate40 | date | Optional. Must be in format DD/MM/YYYY or YYYY-MM-DD. |
An example of a valid file | ||||
|---|---|---|---|---|
Student | EUDFlag1 | EUDCode11 | EUDText21 | EUDDate31 |
200114 | Y | ABC | Availability | 15/12/2021 |
200230 | N | XYZ | First Meeting | 19/11/2022 |
Preparing Your File
Step 1
Prepare a spreadsheet in a format similar to the example above. The first row must contain the Field Names from the table above. Each subsequent row contains the data to upload for each student/employee.
Cell A1 must be 'Student' or 'Employee' and column A for all subsequent rows must be the Student Code that will be updated.
If fields are left blank in your data upload file, any existing data for that student will be permanently erased.
Step 2
Save your file as a Text (Tab delimited) (.txt) file.
Text file format should be encoded as plain UTF-8.
Step 3
Use this program to upload your data.
Select the UD Area that you are uploading data for.
Types will only be available where the user has edit permission.
Use the 'Choose File' button to locate the .txt file that you created in Step 2.
You must acknowledge that your file conforms to the correct format as outlined in Steps 1 and 2 before clicking the 'GO' button to upload the data.
The program will validate student/employee codes and critical data. If the data is incorrect an exception report will be produced. You must resolve reported issues in your file before retrying.