Student Profile Summary Action Icons - Part 1
- Andrew Aylesbury
Overview
Note: The actual Icons displayed will vary based on Student information and the Meshed Platform optional features and modules that are enabled
The following table includes the list of the icons together with their description.
| Icon | Description |
| Allows you to view and edit the Student profile. |
| Allows you the the ability to capture and manage Vaccination information for the Student |
| Allows you to send a SMS to the Student (if the SMS Optional Module is enabled). |
| Allows you to send an Email to the Student. |
| Allows you to generate and send a letter to the Student (using a template) for a selected Student course. |
| Allows you to view and edit the courses the Students is enrolled in. You can verify the offer and enrolment process has been completed, and to review and verify all documents. |
| This checklist allows you to check and verify all documents submitted. |
| Allows you to view and update the Student Enrolment information. |
| Allows you to defer (postpone) the enrolled courses for the Student. |
| Manage Student Course English Language testing and exemptions information (ESOS) |
| Allows you to perform an Online Class Enrolment for the Student. See Online Class Enrolment (Optional Module) for more information. |
| Allows you to apply intervention strategies to monitor and intervene with the Student during their course of study – e.g. Poor attendance - counselling to reduce absences, poor academic performance - counselling to secure better grades. |
| This allows you to keep track of all communication with the Student. Example: Student complaints, notes on progress or attendance. |
| Allows you to upload Student related documents such as offer letters, application, passport copy and other relevant documents. |
| Allows you to view and update the Student Scholarship information. |
| Allows you to view and add or make changes to the Student Payments. |
| Allows you upload a Student photo which is shown on the Student Profile Summary and used for the Student Identification card. |
| Allows you to generate the Student Identification card (PDF format) |
| Allows you to view and update the Student attendance. |
| Allows you to view the Student OSHC (Overseas Student Health Care) details. |
| Allows you to record Student Exit Interview details. This assists gathering of feedback which can be used for further improvement. |
| Allows you to add a 'sanction' for the Student. A sanction is created in order to restrict the Student logging in to the system on or after some defined date due for various reasons e.g. payment not made on due date and/or library book not being returned on time. The system will not allow the Student to log in to the system while the sanction is in place. |
| Allows you to view and edit Student Fee Help Information |
| Allows you to view and edit Student PIR Information |
| This is an optional icon which is related to CRM Lead Management and will only appear if the optional module is activated |
| A User shortcut to go directly to another Student profile by entering the Student ID. |
Profile
This page allows you to view and edit the Student details. The information originates from the Student application.
- Click
to edit Profile information. This icon is located on the top right hand side of the section. - Enter or edit the required information and click Save to record changes.
- Click Record to update USI information
- Click to edit Address information. This icon is located on the top right hand side of the section.
- Enter or edit the required information and click Save to record changes.
- Use the Edit, Delete and Add Action Icons for the Education Qualification, Employment History and Guardian information.
- Click to edit Disability information. This icon is located on the top right hand side of the section.
- Enter or edit the required information and click Save to record changes.
Note: All fields which have * (asterisks) require mandatory entry.
Applicant and Student Duplicate Check
The System has duplicate check functionality which applies to:
- Online Application entry process
- Admin Application entry Process
- Modification of an Application during the Offer Management processes
- Modification of a Student profile during Student Management processes.
Duplicate check is performed using the following criteria:
- First Name
- Last Name
- DOB
- Nationality and Passport combination
This System will alert the User when a potential duplicate is detected. This will assist with preventing duplication of Students and Applicants in the System.
Vaccination Details
Capture and manage Vaccination information for the Student:
- Create and manage multiple Vaccination document records.
- Create and manage multiple Vaccination details (doses) for each Vaccination document record.
- Manage Vaccination Details created by the Student using the Student Portal (Optional Module).
Page Permission can be used to enable or disable the Student View/update Vaccination Details in the Student Portal.
More information on Page Permission here.
To record Vaccination Details for the Student follow the steps below:
- Multiple Vaccination Documents can be recorded for each Student.
- Enter the Vaccination Document information which includes Vaccination Type, Document Upload, Type, Number, Issue date, Expiry Date, Issued By and Issuing Country.
- Click Save.
- The Vaccination Document will be shown in the lower grid
- The Vaccination Document(s) recorded by Staff or by the Student using the Student Portal (Optional Module) can be managed using the Icons.
Modify Icon to manage the information
Preview Icon to display the uploaded document
Delete Icon to delete the Vaccination Document
Add additional Vaccination details (e.g. doses) for each Vaccination document. Multiple Vaccination Details can be recorded for each Vaccination document.
Configurable System Field
The Vaccination Type field is a configurable system field
Some fields in the Meshed Platform can be configured by Users (Admin or Sadmin roles) to set custom types and/or values. The custom types and values will be displayed as options that can be selected for these fields (typically in a drop down list).
Navigation: Admin> Configuration and Setup > System Fields Setup
More information available here.
To record Vaccination Details for the Student follow the steps below:
- Enter the Vaccination Details information which includes Vaccination Date, Brand/Company, and Location.
- Click Add Vaccine.
- The Vaccination Details will be shown in the grid.
- A Vaccination Detail recorded by Staff or by the Student using the Student Portal (Optional Module) can be deleted using the Delete Icon
- A Vaccination Detail recorded by Staff or by the Student using the Student Portal (Optional Module) can be edited using the Edit Icon
Verification of Vaccination Details
Staff can record the verification of the Vaccination Details. This automatically records the User and the date for the Verification.
- Verification Details can be removed using the Remove Icon
Report
A report is available to view and export data related to Student Vaccination Details.
SMS (Optional Module)
This icon allows you to send an SMS (Short Messaging System - Text) directly to the Student.
Meshed HigherEd can be integrated with a third party Messaging provider* which allows you to send SMS from the system.
To send SMS, follow the steps below:
- Select SMS Template from the drop-down menu. To save you time typing messages, you may setup SMS templates in the system e.g. Student Timetable Notification, Payment due reminders etc.
- If there's no template available, you can type in your message directly in the field provided. You can use up to 160 characters.
- Click Send SMS to send. The system will confirm if the SMS has been sent
This icon allows you to send email directly to a Student from Meshed HigherEd.
To send an email, follow the steps below:
- Select the email address you would like the email to be sent from from the drop-down menu. Note that the system has the ability to use email addresses for different departments or functions e.g. Academic, Payment, Student Services, Marketing, IT, etc.
- Tick the box that correspond to the required Student email address. You also have an option to send email to the associated Agent (if applicable).
- Select the Student course (related to the email). Note that a Student can enrol into multiple Courses provided that they have a different intake date and duration.
- Select applicable email template (if any). You may setup Email templates on the system for those frequent emails sent to Students e.g. Welcome letter, Payment Reminders, Course Timetable information etc.
- See the example below:
- Once the email has been composed, click the Save button
and scroll down to add attachments (if any). - As a system default, the box to add to Student communication is ticked to ensure that this communication is recorded. You may un-tick the box if you do not want to record it.
- Click Send Email.
Preventing email sent from Meshed System being considered as spam or treated as Junk email
To assist with preventing email sent from Meshed Student Management System to your students from being considered as spam and treated as Junk email, our Network Administrator has suggested adding or modifying an SPF record in your DNS server. Further information see Ensuring Email Delivery
Letter
This icon allows you to generate a letter that you can send to the Student. Letters can be downloaded as a PDF file.
To generate and send a letter, follow the instructions below:
- Select Student Course from the drop-down menu. (Related to the email). Note that a Student can enrol into multiple Courses provided that they have a different intake date and duration.
- Select Report name (as applicable). The system has the capability to generate a report depending on the information required e.g. Student enrolment details by id/firstname/lastname/passport/dob.
- Select Letter template from the drop-down menu. Letter templates can be set up in the system for the report generated.
- Once a template has been selected, the body of the letter will automatically be pre-filled together with the set parameters.
- To send this letter via email, fill in the information needed e.g. email address, Subject attach files to be uploaded and click Send Email.
- To Generate a letter, choose template type from the drop down menu e.g. Template with header, plain template etc and click Generate Letter. The letter will be downloaded as a PDF file that may be printed and send via post if required.
Student Portal (Optional Module)
Letters Generated using this function are not available in the Student Portal Warning Log
