STR - UD Areas Tab

Student UD Areas Overview

Four hundred and ninety-nine student user definable data areas are available.

Each UD Area can potentially have up to:

Number of fields Available	Type of field	Fields can be set up as 'Triggers'
10	Single Character Flag fields (often used for Y/N type fields)	Y
10	Table Referenced fields	Y
10	Text fields (up to 50 characters)	Y
10	Date fields	Y
10	Attachment Fields	N

Only the fields that have been initiated by your school will display. For example, if your school has only initiated 6 fields for a UD Area, then that is all that will be available for each student's record.

Triggers

Your school may have set up 'Triggers' on certain fields.

A field that has been set up with a 'Trigger' is indicated with a 'yellow alert' icon. Hover over this icon for information on the data condition that will initiate the 'Trigger'.

When a student record (that contains a UD Area 'Trigger' data condition) is accessed by a TASS.web user or Staff Kiosk user, the field name and the data condition will be displayed as a 'Special Condition' warning.

Date 'Triggers' will display as warnings when the current day is before or equal to the date that you enter (providing the field has been set up as a 'Trigger').

Attachments

Use this facility to attach documents to a UD Area for a student.

Attachments can be added to the UD Area field by clicking the 'Choose file' button and selecting the required file to attach from within the school's network.

The 'Paperclip' icon indicates that there is an existing attachment for this student.

Viewing or Editing UD Areas

'View' and 'Edit' links are available on each of the UD Areas. To enter UD Area data for this student only, you would use this program.

To update UD Area information for multiple students use program Student Admin > Student Records > Student Information > Student UD Areas Grid.

Hover over the field label to view the field type, field number, and details of the data type to enter.

Click here for an Administrator Note.

View and Edit permissions for TASS.web users are set up for each UD Area using program Student Admin > Student Records > Setup Information > Student Records Setup on the 'UD Areas' tab.

Access permissions for Staff Kiosk users are set up for each UD Area using program System Admin > Users > Security Role Permissions. Each UD Area that you create will appear in the 'Student' section of the Teacher Kiosk Permissions, prefixed with [UD Area].

Examples of UD Areas include:

UD Area

Potential Fields

Mode of Transport

Type (table referenced)

Bus Route (table referenced)

Bus Pass Number (text)

Multiple Trips (Y/N)

Drivers Licence (Y/N)

Licence No (text)

Licence Type (table referenced)

Licence Date (date)

An authorisation letter to drive to school (attachment)

Number Plate (text)

Privacy

Photo Permission (Y/N)

Website Permission (Y/N)

Newsletter Permission (Y/N)

Contact Parent First (Y/N)

Learning Support

Special Education (Y/N)

Type of Assistance (table referenced)

Teacher Aid (Y/N)

Exam Aid (Y/N)

Click here for an Administrator Note.

UD Areas are set up and maintained using program Student Admin > Student Records > Setup Information > Student Records Setup on the 'UD Areas' tab.

For each UD Area, you can determine:

The fields that will be displayed (fields that are not set up do not display).
The order in which fields are displayed (Sort order).
Trigger fields that will provide TASS.web and Teacher Kiosk Users with warnings when they select a student record, where the student's data equals the nominated trigger.
Security as to which TASS.web users can view or edit data for students.

Uploading UD Area Data

An alternative to manually entering UD (User definable) Area data for students, is to prepare the data using a Microsoft Excel® spreadsheet, save it as a .txt file and use the 'Upload UD Areas Data' button at the top of the 'Student Selection' screen.

Click here for an Administrator Note.

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.

Users with access to this function are restricted to uploading UD Area data into the areas that they have 'Edit' permissions (set up for each UD Area using program Student Records > Setup Information > Student Records Setup on the 'UD Areas' tab).

Fields that are possible to upload include for each UD
Flag Fields 1 to 10	Single Character Flag fields (often used for Y/N type fields).
Code Fields 1 to 10	Table Referenced fields.
Text Fields 1 to 10	Up to 50 characters.
Date fields 1 to 10	Use the DD/MM/YYYY format.

For this type of upload, it is not necessary to prepare a file containing all of the fields in the UD area. You only need to include the fields that you intend to upload.

Fields can also be in any order.

An example of a valid file:

Student	Flag1	Flag2	Code1	Text2	Date1
200114	Y	Y	CAR	999 999 999	01/01/2016
200230	Y	N	BUS

Step 1

Prepare a spreadsheet in a format similar to the example above. The first row must contain the UD Area field names. Each subsequent rows contains the data to upload for each student.

Step 2

Save the file as a Text (Tab delimited) .txt file.

Step 3

Click the 'Upload UD Areas Data' icon.

Fields that require detailed explanation
UD Area	Select the UD Area that you will be uploading data into.
File Name	Use the 'Choose File' button to locate the `.txt` file that you created in Step 2.
Acknowledgement	You must acknowledge that your file conforms to the correct format as outlined in Steps 1.

Click 'GO' to upload the data.

The program will validate 'Student 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.