Quercus User Guide<>

Quercus overview

What is Quercus?

Quercus is a suite of software modules which allows universities to manage student and course records. In addition, Quercus provides a range of easy-to-configure web-based services which automate many of the administrative interactions between students and the university. All functionality is accessible through a web browser without the need to download and install application software.

The components of Quercus

The high-level components are of the Quercus solution are shown in the diagram below.

The Corecomponents support the student and course maintenance and record-keeping functions. Quercus Core allows you to maintain student personal information and academic performance and details of your institution’s academic programmes. This is the area covered by a traditional ‘student management’ solution.

The Lifecycle components support a variety of online interactions with the student throughout each stage in the student lifecycle — from initial application through to graduation. The Quercus Lifecycle components allow you to set up student-facing web screens which capture student requests and route them into Quercus where they can be reviewed and processed. You can set up configurable workflows and business rules that make it easy to automate and streamline the processing of these requests. The requests made by an individual student are fully integrated with the more traditional ‘record-based’ view of the student’s profile.

The Integration components allow Quercus to take its place alongside other best-of-breed applications within an enterprise architecture. They allow other enterprise systems to interrogate the Quercus database and for Quercus in turn to pull information from these systems. The Integration components also allow Quercus to participate in automated processes which required the participation of multiple systems.

The Reporting components allow you to monitor the state of your key-performance indicators, extract business intelligence, and to meet your statutory reporting obligations.

Quercus users

Quercus may be accessed by the following types of users:

academic and administrative staff who require access to student and course information

students who may need to access services delivered by Quercus such as Build Curriculum

members of the public who need to access services delivered by Quercus such as Apply Online

Access to Quercus

Academic and administrative staff access Quercus through an administrative interface known as the Quercus Menu.

Students and members of the public access Quercus through the Quercus Gateway or through the data input screens of the services provided by the various Lifecycle modules.

Academic and administrative staff access to Quercus — Quercus Menu

Student access to Quercus — Quercus Gateway

How Quercus is organised


The component areas of Quercus – such as Core and Lifecycle – are divided into modules. A module provides a set of functions relating to a specific business area or process.

Core modules and optional modules

There are two types of modules:

core modules — which must be installed in order for Quercus to function

optional modules — which can be included or excluded according to the needs of the institution

Note: There may be dependencies between optional modules so that you may need to enable one or more related modules if you wish to install a particular optional module.

Administrator interfaces

The majority of Quercus modules present an interface to an administrative end-user of Quercus. These interfaces consist of a number of screens which allow you to accomplish the various tasks the module supports.


If you enable the Build Curriculum module you will see Build Curriculum buttons appear under both the Interactions and Services menus. These buttons lead to the Build Curriculum interface.

Note: Some modules which provide support for automated processes or facilitate machine-to-machine integration do not have a Quercus end-user interface.

Student and public interfaces

Each of the Quercus Lifecycle modules presents an interface to the student or public user of Quercus These interfaces take the form of a sequence of screens which step the individual through a particular task. These interfaces collectively form part of the Quercus Gateway, the public-facing component of Quercus.


If you enable the Case Manager service the student will see a Submit Request button on the Quercus Gateway Home screen. This will lead to various request submission services you have set up. When the student chooses to submit a request through a service he or she will be led through a sequence of screens similar to that shown below.

Note that the screens which appear to the student and the sequence in which they appear are set up through the Services link on the Quercus Menu Home screen.

Operating principles

All Quercus modules which present an interface to an end-user, either through the Quercus Menu or the Quercus Gateway, are designed to work in the same way so that if you learn how to use one Quercus module you can apply the same techniques when you use another module.

The scope of this guide

described in this guide

Quercus Menu


Quercus Gateway


described in this guide

Quercus Core


Quercus Lifecycle


Quercus Integration


Quercus Reporting


operating principles

guide to functionality

core modules



optional modules



Accessing Quercus

Academic and administrative staff access Quercus by logging into the Quercus administrative interface.

The Quercus Menu administrative interface is not accessible to students. Student-facing information is delivered through the Quercus Gateway application.

Information access levels

The information which users access can be restricted by using the various access control mechanisms. So, for example, lecturers can be restricted to accessing only the records of students on their own courses.

» See Access models for more information.