Quercus User Guide<>

Quercus Students area

The Students area

The Students area brings all the details of a student’s record together into a single place. Within the Students area you can:

search for a student

» see To search for a student or person

view the student’s details and communication history

» see Browsing student or person information

edit the student’s contact details such as name and addresses, and basic profile information

» see Editing student or person information

associate the student with new person-type roles

» see Personal tab

send emails and texts to the student

» see To send emails and SMS texts to a student

view the student’s financial transactions

» see To view finance information

To access the Students screen

Click the Students button in the top-bar

or

Click the Students Smart Link on the Home screen

Searching for a student or person

You can search for a student or person by:

Id number or name

you can enter the first few letters of the student’s surname in the Student field or use the % wildcard character to match patterns. You can also use a combination of First name and Surname as shown in the examples in To search for a student or person.

registration status

you can choose a registration status from the pick-list, for example ‘On waiting list’ or ‘Registered’

To search for a student or person

1Choose to search by Student or Person.

2If you want to search for a student with a particular status or user name, check More Options to reveal these fields.

3If you know the surname of the student you’re looking for enter it in the Student field.

You can enter just the first few letters of the name or use the % wildcard character to match patterns. See Example 1, below.

You can also use a combination of First name and Surname. See Example 2, below.

Example 1

OCON would match OConnor and OConnell.

O%CON would match OConnor, O’Connor, OConnell, O’Connell, Bocconi and so on.

Example 2

Black, Blackwell, J BLACK, J Blackwell, Jo B, jO bLa and John Blackwell would all include John Blackwell in the results returned.

Note: you must leave a space between the first name and surname parts (if you just enter one string the system assumes it is part of a surname)

4Click Search.

A list of students matching your search criteria is displayed. You can sort the list by clicking on any of the column headings.

Browsing student or person information

Once you have found the student you are searching for you can view the student’s record.

You are presented with a screen divided into an upper and lower section.

The upper section displays key parts of the student’s personal information.

The upper section does not change as you move through the tabs within the lower section of the screen. The information shown in this section is configurable.

» For information on how the information in the upper section is configured see Parameters that affect the display of information on the Students screen.

The lower section is made up of different subject tabs.

Each tab displays information relating to a particular aspect of the student’s record. The tabs are shown below (note that not all these tabs may be visible, depending on your system configuration and access permissions).

These tabs are explained in the rest of this chapter.

To browse information about a student

1In the student list, click a View icon to view the student’s information.

2Browse the information by clicking the appropriate tabs.

The individual tabs are described later in this chapter.

Editing student or person information

You can edit some aspects of a student’s record.

If the information that you see is editable, an Edit icon ( or ) will appear allowing you to edit the record.

Address tab

The Address tab displays contact information for the student.

By default the tab shows home, term, work and mailing addresses. You can show or hide any of the addresses by changing the HOME_ADDRESS, WORK_ADDRESS, TERM_ADDRESS or MAILING_LABEL parameters. The example in the screenshot above has the display of work address and mailing addresses suppressed.

» For more information see Parameters that affect the display of information on the Students screen.

You can edit the contact information by clicking the edit button at the bottom of the tab.

Personal tab

This Personal tab displays the person indicators for the student. Person indicators is the name for a variety of data categories used for administrative and reporting purposes

You also have the option to view the different person types attached to the record and to add a new person type. These are defined when the person is added into the Quercus database, they include tutors, students, applicants and enquirers.

Communication tab

The Communication tab allows you to communicate with a student via email and SMS. All communications sent in this manner are archived and can be searched for and retrieved. In addition, mail sent using the mailing options within the Quercus Classic interface are included in the archive.

The Communication tab also allows you to enter details of other communications such as face-to-face meetings, phone calls, or the dispatch of printed materials. This gives you the potential to maintain a complete record of all communications with the student in a single place.

Note: If you are a member of the QP_STUDENT_BULK_COMM LDAP group you can communicate with all students in a single mailing using the bulk communication option. See Bulk communication.

The specific functions available on the Communication tab are:

view the history of communication with a student

search for a specific word or phrase in the subject line of the communications

send emails and SMS texts to a student

record details of personal interactions with a student (such as phone calls, meetings or event attendance)

record details of other, non-electronic, communications to a student (such as the sending of a letter, brochure or handbook)

These functions are described below.

To view the history of communications with a student

1Click the Communication tab.

A list of communications with the student is shown on the tab.

2You can sort the list by clicking on any of the list headings such as Date or Status.

3You can filter the list by using the From, To, Status and Channel options.

To search the communications with a student

1Enter the text you want to search for in the Search field.

2Click Search.

If the word or phrase occurs in the subject line of the communication, the communication will appear in the list with the word or phrase highlighted in red.

3Click the View icon to view the communication.

To send emails and SMS texts to a student

1Click the Communicate icon in the right-hand Tasks panel.

The Send a Message text editor opens.

2In the Type pick-list choose Email or SMS.

3Enter your email or SMS.

4Click Submit.

The email or SMS will be processed. Its status can be viewed in the communication list.

To record details of face-to-face interactions with a student

Note: you cannot edit face-to-face interaction details once they have been saved. If you need to modify details of a face-to-face interaction you will need to enter a second note.

1Click the Send a Message icon in the right-hand Tasks panel.

The Send a Message panel opens.

2In the Type pick-list choose Interaction.

3Enter details of the interaction.

4Click Submit.

The interaction details are added to the database and will appear in the communication list.

Bulk communication

If you are a member of the QP_STUDENT_BULK_COMM LDAP group you can communicate with students using the bulk communication option.

Using the bulk communication option you can email or text:

all the students associated with a specific course instance

students associated with a group of course instances (e.g. all archaeology course instances)

all students on all courses

Typically members of QP_STUDENT_BULK_COMM would be administrative personnel who might need to send out messages to arbitrary groups of students.

To send a bulk communication

1Click the Bulk Communication icon in the Smart Links panel.

2Select the courses with whose members you wish to communicate (leave blank to list all courses).

3Check the courses you want to include in the bulk communication by checking the appropriate boxes.

4Click the Next button below the course list.

The Communicate window opens.

5In the Type field, select the type of message you want to send (email or SMS).

6Complete the rest of the form.

If you want to schedule the message to be sent at a future date click Additional Options and select a date.

7Click Send Now.

The emails are sent to your mail server for processing.

The MAIL_BATCH_MAX_SIZE parameter

The parameter MAIL_BATCH_MAX_SIZE allows you to limit number of emails sent through SMTP mail server in one batch to avoid performance issues when sending emails to large group of students using bulk communication option.

To set the MAIL_BATCH_MAX_SIZE parameter

1Login to Quercus with administrator permissions and select Control Centre Set-Up.

2Select Parameters.

3Locate the MAIL_BATCH_MAX_SIZE parameter in the OpenCampus namespace.

4Click the Edit icon .

The Edit Parameter screen opens.

5Change the Value to the desired setting and click Save.

Courses tab

The Courses tab allows you to:

view details of a student’s courses

change the registration status and category of the student

change the start and end dates for a course

add student notes

view details of the modules within a course

To view details of a student’s courses

1Click the Courses tab on the main STUDENTS tab.

A list of the courses for the student is registered is shown on the tab.

Note: the Edit icon and View icon shown in the list do not take you to editable and read-only views of the same information. The Edit icon lets you view course level information. and edit the student’s registration details for the course. The View icon gives you a list of modules associated with a course.

Click the Edit icon to edit the course details.

» For more information see To edit details of a student’s courses

Click the View icon to view course module details.

» For more information see To view details of the modules within a student’s course.

To edit details of a student’s courses

1Click the Courses tab on the main Students screen.

2Click the Edit icon .

The student’s registration details are shown on the tab.

You can edit the start and end dates for the course.

In addition you can add student notes (see below).

To add a student note

1Click the Courses tab on the main Students screen.

2Locate the relevant course in the list and click the Edit icon .

3In the Students Notes panel at the foot of the screen, click Add Note.

The Add Note panel opens.

4Choose the appropriate note type from the Note Type pick-list.

5Enter any text you want to associate with the note.

6Click Save.

To view details of the modules within a student’s course

1Click the Courses tab on the main Students screen.

2Locate the relevant course in the list and click the View icon .

Details of the course modules that the student is taking are displayed as a list beneath the course details.

Finance tab

The finance tab displays the students account for each course the student is enrolled. It is broken down into four sections:

Transactions — all the transactions made against the students account

Funding — sponsorship the student is receiving from third parties

Instalment Plans — any instalment plans the student has agreed to

Outstanding Balances — monies outstanding on the account

The screen also shows if there are any notes attached to these transactions.

Note: only users belonging to the QP_STUDENT_FINANCE LDAP group will see the Finance tab.

To view finance information

1Click the Finance tab.

The student’s financial information is displayed.

Use the Course Instance pick-list to restrict the financial information to a specific course instance.

View financial notes by clicking the View icon next to the item.

Notes tab

The Notes tab lets you view any notes attached to the student.

Notes have a variety of uses within the Quercus suite — in general they are used to enable or disable particular functionality for students who have a note of a particular type attached to their record.

Notes can be open or closed. Closed notes will not trigger the actions associated with the note type. The notes defaults to showing open notes, but you have the option to display all notes, open and closed against the student. The screen also allows you to filter the list of notes by note type.

Controlling which note types users can see

You can control which note types users can see by using the Secure Notes functionality.

» For more information see Secure Notes.

Exam tab

This tab displays any exams that a student has been entered for. The tab displays:

Course code — the course to which the exam relates

Exam series — the exam series the student has been entered for

UAB Code — Unitary Award Body Code

Centre number — the centre number the student is entered at

Option Code — the option code(s) the students is taking

Attendance tab

The attendance tab displays any attendance against the student.

The information displayed is for any module the student has attendance for and displays:

module description

module code

tutorial date

start and end time

tutor

attendance group

absence type

Employment tab

The Employment tab displays the student’s employment record.

The pick-list above the employment listing allows you to choose different views of the record:

All

View all employment records, including past employment

Current

View current employment, both primary and non-primary

Primary

View only current, primary employment details

You can sort the columns by clicking on the column headings.

If you have edit permissions you can add new employment records.

To add a new employer to the student’s record

1Click the Employment tab on the main Students screen.

2Click the Add button.

The Edit Employment form opens.

3Click the Organization field to select an employer.

4Complete the rest of the form.

If the student has several current employers you can designate the primary employer by checking the Primary Employment box.

5Click Save.

Adding a new employer

An employer is an organisation with a type of ‘Employer’.

You add employers through the Organisations option, accessible from the Home screen.

Once you have added the employer using the Classic Interface it will appear as an option in the Organisation pick-list.

External tab

The option displays any external academic history added within Quercus.

You also have the option to edit and add any external academic history to the student on the screen.

Ref Numbers tab

Reference numbers displays the person reference numbers attached to the person; these could be a Unique Candidate Number from the exam boards, a Unique Learner Number from MIAP or a Student Support Number from the Student Loan Company.

If the user is given the edit option, they can add any additional numbers the student has.

To add a reference number

1Click the Add button.

2Choose the reference number type

3Add the reference number

4Enter a start and end date, if applicable.