STR - UD Areas Tab (SU)
Student UD Areas Overview
There are 499 student user-definable data areas available for use.
If your school is running in 'Enterprise Mode', an additional 500 'enterprise-specific' user-definable data areas are available.
The following table contains some examples of UD Areas.
UD Area | Potential Fields |
|---|---|
Mode of Transport | Type (table referenced). |
Privacy | Photo Permission (Y/N). |
Learning Support | Special Education (Y/N). |
This table provides a snapshot of UD Areas:
Field Type | Field Type entry details | Number of fields available | Fields can be set up as 'Triggers' |
|---|---|---|---|
Flag Fields | A single alphanumeric character only can be typed in eg 0-9 or A-Z. Example: Photo Permission (Y/N). | 10 | Yes |
Table Referenced fields | A picklist of options displays and only one of the options can be selected. Example: Bus Route: 'Northern Route' or 'Southern Route' 'Western Route'. | 10 | Yes |
Text fields | Free text entry where the details are specific to the student. Example: Licence Number. | 10 | Yes |
Date fields | A calendar displays allowing date selection, or manual date entry accepted. Example: Bus Pass Expiry Date. | 10 | Yes |
Attachment Fields | The 'Choose File' link displays allowing the user to upload a file as an attachment. | 10 | No |
Only the fields that have been initiated in this program will display on student records. For example, if you only initiate 6 fields for a UD Area, then that is all that will be available for each student's record.
Triggers
You can set up 'Triggers' on certain fields. When a student record is accessed by a TASS.web user, a field that has been set up with a 'Trigger' is indicated with a ‘yellow alert’ icon. Users can 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 Teacher 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').
Sort Order
Each UD Area will display the fields in the order that you choose, regardless of the Field type.
For example, you can have two 'Flag fields', followed by an 'Attachment field', followed by a 'Text field', followed by two more 'Flag fields', etc.
Decimals up to 2 places can be used.
Permissions
TASS.web users. Use the 'Roles' link to setup view and edit permissions for TASS.web user for each UD Area.
Teacher Kiosk users. View (Access) permissions for Teacher Kiosk users are set up for each UD Area using program System Admin > Users > Portal Security Permissions. Each UD Area that you create will appear in the 'Student' section of the Teacher Kiosk Permissions, prefixed with [UD Area].
Maintaining UD Area Data For Students
Once UD Areas have been successfully created, the data for the fields defined in each UD Area can be maintained against the individual student (current) and enrolled (future) Student Records.
UD Area data for current students can be maintained:
- Individually using program Student Admin > Student Records > Student Information > Students (on the 'UD Areas' tab), or
In bulk using program Student Admin > Student Records > Student Information > Student UD Area Grid.
UD Area data for enrolled (future) students can be maintained:
- Using program Student Admin > Enrolment > Enrolment Information > Enrolments (on the 'UD Areas' tab).
Parent Lounge
Each UD Area, and each field within each UD Area, contain settings to determine whether the information displays in Parent Lounge, and the level of interaction parents can have with the UD Areas information.
Information can be set to either:
- Don't Display / Not visible
- View Only / Visible
- View & Edit - Editable (optional or mandatory).
UD Areas Screen
| Fields that require detailed explanation | |
|---|---|
Code | The code of the UD Area. |
Description | The name of the UD Area. |
| Parent Lounge Access | This field displays whether the UD Area is visible in Parent Lounge. |
| Roles - View | Count of Security Roles with View Access to UD Area. |
| Roles - View & Edit | Count of Security Roles with View & Edit Access to UD Area. |
| TK - Roles | Count of Portal Roles with View & Edit Access to UD Area. |
| Action | 'View' provides read-only access to the UD Area Details screen. |
Adding a UD Area
Use the 'Add UD Area' button to open the UD Area Details screen. Up to 499 UD Areas, can be added.
Only the fields in which you enter a description will display on student records.
| Fields that require detailed explanation | |
|---|---|
Code | The system will automatically allocate the next code on save. |
*Description | Up to 30 characters. |
| *Parent Lounge Access | This field determines whether or not this UD Area is displayed in Parent Lounge as a section in the student's General Details screen. Each Field is then flagged whether to display or not within the UD Area section. |
Flag Fields ID 1 - 10 | ID: Numbers 1-10 identify the Flag Fields for this UD Area. Desc: A description of up to 30 characters. Trig: 'Flag' fields may contain a 'Trigger'. When a student has this 'trigger' value recorded against the corresponding field in this UD Area of their student record, the system will initiate warnings when his/her record is accessed through programs:
Sort: Nominate the sort order in which to display the UD Areas in Student Records. Decimals up to 2 places can be used. Parent Lounge: Nominate whether each Flag Field for this UD Area is visible in Parent Lounge. Mandatory: Parents can enter or update these details in Parent Lounge. The field shows a red asterisk and must be populated by the parent before they are able to Submit Changes. |
Table Referenced Fields ID 1 - 10 | ID: Numbers 1-10 identify the Table Referenced Fields for this UD Area. Desc: A description of up to 30 characters. Click on the Trig: Table Referenced Fields may contain a 'Trigger', described above. The trigger must be one of the table referenced data codes for this field. Sort: Nominate the sort order in which to display the UD Areas in Student Records. Decimals up to 2 places can be used. Parent Lounge: Nominate whether each table Referenced Field for this UD Area is visible in Parent Lounge. Mandatory: Parents can enter or update these details in Parent Lounge. The field shows a red asterisk and must be populated by the parent before they are able to Submit Changes. |
Text Fields ID 1- 10 | ID: Numbers 1-10 identify the Text Fields for this UD Area. Desc: A description of up to 30 characters. Trig: Text Fields may contain a 'Trigger', described above. The trigger will be the text entered in this field. Sort: Nominate the sort order in which to display the UD Areas in Student Records. Decimals up to 2 places can be used. Parent Lounge: Nominate whether each Text Field for this UD Area is visible in Parent Lounge. Mandatory: Parents can enter or update these details in Parent Lounge. The field shows a red asterisk and must be populated by the parent before they are able to Submit Changes. |
Date Fields ID 1- 10 | ID: Numbers 1-10 identify the Date Fields for this UD Area. Desc: A description of up to 30 characters. Trig: Date Fields may contain a 'Trigger'. Triggers display as warnings when the current day is before or equal to the date entered. Sort: Nominate the sort order in which to display the UD Areas in Student Records. Decimals up to 2 places can be used. Parent Lounge: Nominate whether each Date Field for this UD Area is visible in Parent Lounge. Mandatory: Parents can enter or update these details in Parent Lounge. The field shows a red asterisk and must be populated by the parent before they are able to Submit Changes. |
Attachment Fields ID 1- 10 | ID: Numbers 1-10 identify the Attachments Fields for this UD Area. Desc: A description of up to 30 characters. Any fields that have a description entered become available to allow TASS.web users (with the correct permissions) to attach documents to this UD Area for a student. Sort: Nominate the sort order in which to display the UD Areas in Student Records. Decimals up to 2 places can be used. Parent Lounge: Nominate whether each Attachment Field for this UD Area is visible in Parent Lounge. Mandatory: Parents can attach files in Parent Lounge. The field shows a red asterisk and must be populated by the parent before they are able to Submit Changes. |
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UD Areas - Enterprise
Schools that are part of an Enterprise system often want to use the same Student UD Areas across all of their group schools. In this scenario, the UD Areas must be added and maintained in the 'Source Company'.
Where You Are in the Source Company
A message written in red text will alert you to this: 'This is the Source Company for Enterprise mode'.
The 'UD Areas' that are created and maintained here will update across all other companies that are Enterprise mode enabled, e.g. The other schools in your group. 'Enterprise UD Areas' will be automatically numbered from 500–999.
Where You Are in an Enterprise Enabled Company That Is Not the Source Company
A message written in red text will alert you to this: 'Enterprise Mode Enabled'.
Schools that are 'Enterprise Mode Enabled' (but not the 'Source Company') can create their own 'UD Areas' but cannot add or edit 'Enterprise UD Areas'.
Adding Enterprise UD Areas
When adding Enterprise UD Areas, an extra field displays for each UD Area called 'Transfer to Current'. It is useful for Enterprise schools who maintain a common set of UD Areas, and where students transfer between the group schools, it allows you to copy across Student UD Areas data from the previous group school into the new school, saving you from having to enter the same UD Areas information again.
This allows you to flag UD Areas that you would like to copy across for students who change from another group school to yours, to save you from having to enter the same UD Areas information again.
Tick the UD Areas that you would like to copy from the previous school to your school.
When running the 'Transfer to Current' process, you will be presented with the 'Update Enterprise UD Area Fields from Previous Group School' option, and the Student Record will be populated with the chosen UD Areas data that the previous group school had for these students.