sm02 introduction to ebs: central · nsw department of education course introduction 4 welcome to...

NSW DEPARTMENT OF EDUCATION WWW.DEC.NSW.GOV.AU

March 2019

Introduction to Student

Administration – ebs: central

SALM-SM02


Material disclaimer and student data privacy and

integrity

2

Note: All student information used throughout this training has been

manufactured to protect the privacy of all students. The named schools in the

training documentation were selected randomly and therefore you should not

associate the students and scenarios with the named schools. While real

student’s photos may be used, the scenarios in no way relate to the

individual’s personal records.

Note: Student Management systems allow staff to access and record

potentially sensitive information about students at their school. It is important

that staff respect the privacy and dignity of students. Staff should only access

student information on a need-to-know basis and record information

respectfully, particularly with regard to behaviour information.


AMU Roles

3

Enter your DEC log-in

and password Roles allocated within AMU can provide access rights for school staff to

use functionality within ebs.

AMU roles may not align to existing positions/persons within schools.

For example, an Attendance Manager role does not exist in schools,

however ebs Attendance Manager access rights can be assigned to a

number of individuals in AMU.

Certain fields, icons and tabs visible in this training may differ depending

on user access permissions.

AMU allows authorised users to give or revoke access rights for school

staff.

AMU roles allocate rights within an application.


Course Introduction

4

Welcome to the Introduction to Student Administration –

ebs: central.

This course has been designed to provide you with an

overview of Student Administration – ebs: central.

Having completed this course, you will be able to:

navigate ebs: central and perform basic transactions

view and record student details

view and record curriculum and group enrolments

view student documents and communication logs

know to refer to the Reference Data and Institution

Settings User Guide (System Administrators only).

Course Introduction

Module 1: Introduction to

ebs: central

Module 2: Viewing and

Editing Student Details


Editing Overseas Details

Course Summary

Module 4: Viewing Family

Details


Editing Contacts

Module 7: Documents and

Communications

Module 8: Reference Data

and Institution Settings

Module 6: Viewing Student

Enrolment Details


Module 1: Introduction to ebs: central

5

Having completed this module, you will be able to:

identify ebs: central users and the main functions

available in ebs: central

explain how ebs: central fits into the overall Student

Management release for schools

navigate and perform basic transactions

conduct a student search

open and switch between multiple tabs.

Course Introduction


ebs: central





Course Summary


Details


Editing Contacts


Communications




Enrolment Details


The Student Management Release is designed to integrate, standardise and improve the

management of student information in schools. The Release is made up of four key

applications including: ebs: central, ebs: ontrack+, SchoolEdge and the Reporting

Cradle.

The system will have a real time flow of information with ERN to ensure all student

details are up to date at all times.

Introduction to the Student Management System

6

In ebs users will perform the following

tasks:

Student details

Auto generation of rolls

Attendance

Timetabling

Curriculum

Attendance administration

Sick Bay/First Aid

Administer medication

Behaviour incidents / Suspensions

Student finance

Student Management (ebs)

Student details will still be captured

and updated in ERN. They will be

view only in ebs. These details

include:

Student enrolment

Student details

Health care details (on enrolment

and for non-LMBR schools)

Access requests

Enrolment risk assessments

ERN

Student Details (view only)

Health Care

Additional learning & support

needs

Counselling

Custody and Access

Personal learning and support

Post enrolment risk

assessment

Student referrals

Suspensions and expulsions

‘Professional Contact’ details


How does ebs: central interact with other systems?

7

Behaviour

incidents that are

recorded in ebs

ontrack+ and ebs:

central can be

seen across both

applications.

Student, class and room

details entered in ebs:

central will be viewable in

ebs ontrack+.

Student Wellbeing

(Synergy)

System set up and

administration

View student enrolment

details

Upload student photographs

Curriculum set up

Manage student fees

Receipt student and other

transactions at the Cash

Desk

Attendance administration

Generate roll call groups

Record partial absences

Manage student non

attendance

Behaviour administration

Administering Medications

Sick Bay Administration

Year End Management

Document and

Communications Log

Generate Reports

Student Admin.

(ebs: central)

View student, staff

class and room details

View announcements

Mark attendance

Record behaviour

incidents

View student medical

records

Principal dashboard*

Student Mgt.

(ebs ontrack+)

Student photos

& suspension

incidents

recorded in ebs

flow to Student

Wellbeing.

Record student enrolment

details

Manage Access request

records

Record enrolment risk

information

ERN

SALM SystemLegacy SystemDiagram Key

Student details

captured on

enrolment will be

mastered in ERN

and passed to

Student Wellbeing

and Student

Management.

Student

Wellbeing

indicators and

health care

records will be

view only in

ebs: central.


Once you have clicked on the ebs: central link, the ebs: central homepage will open.

ebs: central Homepage

8

Note: Further details about the ebs: central Homepage will be covered later in this course.


The ribbon that runs across the top of the screen consists of 3 tabs –

Start, System and Reporting.

The Start ribbon contains:

Home – Home, Timetables and Reports

Evacuation – Evacuation Report

Students – Student Search, Quick View Auto Injectors and Medical

Timetables – Timetable Search, View Today, Replaced Staff, Date to Cycle Day Mapping

Rolls & Attendance – Print Rolls, Auto Generate Rolls, Attendance, Student Attendance,

Timetable Rolls and Rectify Rolls

Bulk – Bulk Operations

Finance – Cash Desk, Finance Admin and Manage Other Tills

Curriculum – Curriculum Search and Curriculum Manager.

ebs: central Start ribbon

9

Note: Icons visible in the ribbon may differ depending on user access permissions and the

decision to use all functionality.

The ebs: central Start ribbon will appear with additional icons if your school has identified in

Institution Settings it uses SchoolEdge or a third party timetable package.


The System ribbon contains:

Admin – Reference Data, Institution Settings, Template Management, User

Management, Year End Management, Organisations, Imports and Announcements

Custom Log Management – Designer, Custom Log Management Centre

Scheduler – Workflow Scheduler

Workflow – Workflow Manager

ebs System Ribbon

10

Note: Icons visible in the ribbon may differ depending on user access

permissions. Not all users will have access to every function.


The Reporting ribbon contains:

Reporting – Batch Printing, Reprint Batch, Default Printers and Tracking

ebs Reporting Ribbon

11

Note: Icons visible in the ribbon may differ depending on user access

permissions. Not all users will have access to every function.

NSW DEPARTMENT OF EDUCATION WWW.DEC.NSW.GOV.AU 12

Key navigation features: ebs button

When edits or changes have

been made, the Save button

will be active.

Note: You can add the Save button to the quick access toolbar by right-clicking

on the ebs icon.

The ebs button is a large icon on the top left side of the ebs home screen.

From here, you can:

access common actions such as Open, Save, and Print

move backwards or forwards through recently viewed screens

find a list of recently viewed information

access controls for setting program options

save changes.

View recent activity of student

searches under the Recent

Activity tab.


Key navigation features: Options

Note: All tabs MUST be closed to complete this process.The first time a staff member logs in, they will log into their default school.

If a staff member works across multiple schools they can use the Switch Context

functionality - i.e. view another school’s ebs data that they have been provisioned for.

2) Select Options.

1) Click the ebs

icon.


Key navigation features: Options

Note: You can add the Save button to the quick access toolbar by right-clicking on

the ebs button.

Select Environment and from

the Current System Context

field dropdown list select the

appropriate school.

Click Ok


The Actions screen displays a log of actions that have been assigned to you. Actions

can be defined by users or can be system generated as a result of a transaction. For

example if a student’s status is changed in ERN to Left, an action to, finalise the

student's enrolment, within ebs will be displayed.

Key navigation features: ebs: central Actions

15

Note: When accessing ebs: central on subsequent occasions the landing page will

appear as the last screen visited during the previous session.

1) Click on Actions.

View a list of the actions you

have to perform in the Actions

List.

These actions originate from

actions assigned in the various

student log screens or

generated from ERN.Hint: Tick the

Include Actions

Assigned to Other

Users checkbox to

display actions

created by the

current user which

are assigned to

other staff members.


Key navigation features: Using ebs: central Actions

16

Right-click on the

Action and select Mark

Complete to close the

action.


Note: Action items can only be created within ebs: central and can only be

sent only to ebs: central users.

ebs Actions


Key navigation features: record Attendance

18

From the ebs: central homepage, access the Attendance tab to record partial

attendance for students. Partial absences consist of – planned, late arrival, out of class,

early departures and first aid & sick bay.

1) Click on the Attendance tab

The options

displayed are:

• Planned Absence

• Late Arrivals

• Out of Class

• Early Departure

• First Aid & Sick

Bay


Key navigation features: Quickly record Attendance

19

Record partial attendance information for students in the tabs, print dockets and view

a summary of the records for the current day

View a summary of entries for

the current day.


Key navigation features: ebs: central Search

20

Note: You can only access one student record at a time. Multiple records cannot be open.

From the ebs: central Home tab, you can also access the Search page.

Access the student search

screen via the Search tab

or the Student Search

icon on the Start Ribbon.

Recent Search function.


The following table explains how to use search options to ensure the best search results

in ebs: central.

How to use search options

21

Search option Description Example

matches Search entered for a student will be exact to the result. MATCHES: John Smith

starts withResult returned for a student will begin with the text

enteredSTARTS WITH: Smi…

ends withResult returned for a student will end with the text

enteredENDS WITH: …ith

containsResult must have included text entered as part of the

search result.CONTAINS: Smi

sounds like Result may sound similar to the text entered. SOUNDS LIKE: Smth

< = Less than or equal to search. < = 12345

> = More than or equal to the search. > = 12345


How to conduct wildcard searches

22

Wildcard type Example of search Examples of search results

Trailing wildcard Wil% All results starting with ‘Wil’, for example,

Williams, Wilson, Wilts.

Leading wildcard %ams All results ending with ‘ams’, for example,

Liams, Phams, Williams.

Containing %ill% All values containing ‘ill’, for example, Bill,

Will, William.

All % All values.

Note: Student searches are not case sensitive.

There are four types of wildcard searches that can be used to search for a student.


You can open a student’s details by double-clicking their name after searching for them.

This will open four tabs next to the Home tab: Student, Enrolments, Documents &

Communications and Student Attendance.

The features of these tabs will be explained in the following modules.

Viewing Student Details

23


The following are some shortcuts and hints that you may find helpful when

navigating through ebs: central.

Shortcuts and helpful hints

24

Function Tip

Change columns that are viewed. Left click and drag columns.

Modify Quick Access Toolbar. Adjust grid view by right-clicking the column headers. Hide

or show different information as needed. The view is saved

for the next time you visit the system.

Open a record. Double click the record or highlight it, then press the [Enter]

key.

Move between fields. Use the mouse or the [Tab] key.

Open Student Record Use [F9] to open a student record if only one is returned in a

student search.


Module 2: Viewing and Editing Student Details

25


view and record student details

view personal indicators and student

photograph

bulk upload student photographs

recognise flagged risks (anaphylaxis)

record notes against a student record

Course Introduction


ebs: central





Course Summary


Details


Editing Contacts


Communications




Enrolment Details


Introduction to Student Details

26

The Student tab holds most of the core information about a student. The sub-tabs sort

the student information into logical groups, for example, Medical, Finance, and LBOTE.

This module will explain the features of each of these sub-tabs.

Note: The majority of the information in Student Details flows through from ERN and Student

Wellbeing (Synergy) and is view-only.


The Student Details tab displays all personal details relating to a student.

Student Details tab: Personal Details (Slide 1 of 2)

27


Only the following fields within the Personal Details screen can be edited:

Personal Details tab: Personal Details (Slide 2 of 2)

28

Note: All other details within the Personal Details tab come from ERN or Student

Wellbeing (Synergy) and are view-only.

Mode of Entry

Boarder

Refugee Accelerated Student

BOS Number

Attendance Mode

Exchange Student

Learning Pathways

Student


Under the student photograph, there is a Personal Indicators panel. This displays a list

of past and current student indicators.

Personal Details tab: Personal Indicators and flagged

risks (Slide 1 of 2)-

29

Red text on the Student Details

tab and Status Bar indicate that

the student has an existing high

risk and/or anaphylactic health

condition.

The Personal Indicators

display past, current

and high risk status


The following table explains each of the indicator status icons and their triggers.

Personal Details Tab: Personal Indicators and flagged

risks (Slide 2 of 2)

30

Indicator Status Icon Indicator Status Indicator Status Trigger

No record No record exists for the student in that wellbeing area

Current record

exists

A record exists for the student in that wellbeing area where the end

date for the record is in the future

Historical record

exists

A record exists for the student in that wellbeing area where the end

date for the record is in the past

High Risk

condition

The entry has been flagged as having a high risk condition in that

wellbeing area

Note: Personal Indicators flow from Student Wellbeing (Synergy).


Notes

31

Within specific screens, notes are visible. For example, the notes functionality exists on

the Student Details tab as well as the Level systems (behaviour) tab.

If you want to create a pop-up note, you must write the message you want to pop-up

between two exclamation marks: !Please send correspondence to both of the parents!

You can create ‘pop-up’ notes which will appear on a student’s record within ebs: central.

Enter the details of the note that you want to pop-up within

the notes box. Once this note has been created it will

appear when other users navigate to this specific screen.

When you see this image, a note can be created. You can

select the green plus sign to create a new note.


Notes

32

Once a pop-up note has been created on a specific screen, every time a user

navigates to that specific screen a pop-up message will appear. See image below for an example of a pop-up message created

Note: Notes are highly visible. Staff should consider this when entering text

into notes.

The pop-up note will appear when any user

navigates to the screen where the note was

created. See image below.

After viewing the note, you

can select the close button

to exit the message


Personal Details tab: upload a student photograph

33

Above the Personal Details tab, an individual photo can be uploaded. Once a photo is uploaded, it will update the profile photo saved in ebs: central

A student’s

photo can be

uploaded

individually.


Student photograph: bulk uploads (Slide 1 of 4)

34

Note: As with individual photos, a bulk upload of student photographs will

update all students photographs in both ebs: ontrack + and Student

Wellbeing.

As well as linking a photo to a student in ebs, you are also able to upload a large number of photos via bulk upload. This is done using the following steps

1) The institution settings need to be changed to

read the Student Registration Numbers (SRN)

attached to the photo files. This is done by clicking

on Institution Settings in the top ribbon.



35

Note: You must save your actions. This will then allow ebs: central to read the Student

Registration Number (SRN) of all photographs on the file received from the school photographer.

2) Click on Enrolments in

the Product Modules

panel.

3) Using the drop down

menu next to Learner

identified by, choose

Student Registration No.



36

4). From the System ribbon, click the Imports icon.

5) Click Import Student

Images icon.



37

Note: Ensure that you take note of the information points on this screen and ensure

that your photo file meets these requirements.

6) Using the Browse button, search

and select the folder containing the

photos you wish to upload. The

photos will be uploaded into ebs:

central and linked to each student by

each photo’s SRN.

Note: Follow all the steps until

complete.


Registration Details tab

38

Note: All registration details have migrated from ERN and are view only.

Student’s registration details are recorded at the time of enrolment into the school


LBOTE/ESL Details tab

39

Note: All fields under LBOTE/ESL details are view only and flow from ERN.

LBOTE/ESL Details tab shows the English as a Second Language (ESL)

Assessment fields. ESL fields show the level of ESL support a student receives.


Finance Details tab

40

Note: All other fields within Finance Details are view only and flow from ERN.

Source of Funding

Principal’s

Exemption

Fee Exempt

Has Health Care

Card

The Finance Details tab shows the relevant financial aspects related to a student


Travel Details tab

41

Eligible for Free

Travel

Distance from Home

to School

The Travel Details tab displays a student’s eligibility for free travel.

This tab can also be used to enter the student’s distance from school

The Eligible for Free Travel and Distance from Home to School fields within the

Travel Details tab can be edited:


Travel Details

42

Travel Details can also be entered within the Travel Details tab in the Student Log.

Details entered in this tab are specific to how the student travels to and from school,

you can enter details such as the route and travel pass number.

To enter a student’s travel details, navigate to the Student Log and select the Travel

Details tab.

3) Enter the relevant

details within the Travel

Details tab and save the

record.

2) The Travel Details

page will default as a new

record. If an there is an

existing record, select

Add from the ribbon to

create a new record.

1) Select the Travel Details tab.


Travel Details

43

Fields Description

Travel Company Organisation

Code

Select the organisation code from the drop-down list. Note: organisations are set

up in reference data.

Travel Type Select the travel type from the drop-down list.

Travel Pass No The Travel Pass number issued by the Travel Company.

Travel Pass Expiry Date The expiry date of the Travel Pass.

Travel Concession Card No The Travel Concession card number issued by the State Government.

Travel Concession Card Expiry

Date

The expiry date of the concession card.

Refer to the table below for information on the Travel Details fields:

To enter travel details relating to a student , navigate to the Student Log and select

the Travel Details tab.


Travel Details

44

Fields Description

Bus Route Number The bus route number that the student travels on using the Travel Pass.

Home Station The station at which the student boards the train to travel to school.

School Station The station at which the student boards the train to travel home.

Refer to the table below for information on the Travel Details fields:

To enter travel details relating to a student, navigate to the Student Log and select

the Travel Details tab.


The following fields in the Level Systems (Behaviour) tab can be edited.

Level Systems (Behaviour) tab

45

Note: The student behaviour levels system is optional and can be activated on a school by

school basis in Institution Settings. Levels are managed through the student log behaviour

screens. Further details on behaviour are covered in the SM04 Managing Student Behaviour

course.

Current Positive

Level

Current Negative

Level

Negative Level

Review Date

Current Neutral

Level

The Level Systems (Behaviour) tab displays the student’s positive, negative and

neutral behaviour levels. Level systems is optional and is activated by selecting ‘Display level Systems’ in the Behaviour module of Institution Settings.


Student pop out screen

46

The student pop out screen

provides a snapshot of a

student’s details.

8

M

10/01/1999

The student pop out screen provides an overview of the student’s details when using

certain tabs, such as the Enrolments tab, Documents & Communications tab and

Student Attendance.

Click on the icon, to show

the student pop out screen.


Module 3: Viewing and Editing Overseas Student Details

47


explain how overseas student details are managed

in ebs: central

view overseas student information (passports, visa,

agents, insurance)

update information for international students

update insurance information.

Course Introduction


ebs: central





Course Summary


Details


Editing Contacts


Communications




Enrolment Details


Provides a student’s overseas details (if applicable).

Overseas Details tab

48

Note: Most of these details flow across from ERN and are view only within ebs: central.

Information on the following types of students may be found within this tab:

international students

students participating in the Student Exchange Program

local students who have lived overseas in the past two years.


Passport tab

49

Note: Passport details cannot be edited within ebs: central as they flow across from ERN.

The Passport tab contains passport details for students who have lived overseas or arrived from overseas


Visa tab

50

Note: Visa details cannot be edited in ebs: central. Visa details are fed across from ERN.

The Visa tab contains visa and other relevant details for students who have lived overseas or have recently arrived from overseas

Authority to Enrol Number and

Authority to Enrol Expiry Date are for

full-fee paying International Students and

temporary residents only.

AASES Form

Number and

AASES Expiry

Date are not from

ERN. These are

for Exchange Students only.


Agents tab (Slide 1 of 2)

51

The Agent and Start Date fields can be edited.

The Agents tab contains Agent Details for international students. This section can

also be used to record organisations associated with exchange students, for example,

Rotary International.


Agent Details tab (Slide 2 of 2)

52

Note: Agents need to be created in the Organisations tab, and are done on a school by

school basis. Please refer to the User Guide for Reference Data and Institution Settings.

From Agent Search tab, you can

search for an agent and link them

to a student by using the search

fields shown.

The search function

enables to search on:

Organisation Code

Full Name

Short Name.


Insurance tab (Slide 1 of 3)

53

The Insurance tab holds the medical insurance details of international students.



54

The Insurance Provider Details function allows

you to search for an insurance provider.

Note: All fields are required under the Insurance Policy Details panel and need to be filled.

To add a new insurance policy, complete the Insurance Policy Details panel


The insurance provider’s Organisation Code, Full

Name or Short Name search fields can be used:


55

Note: Insurers need to created in the Organisations tab. The default insurer is Medibank

Private.

The Insurance tab allows you to link the sole medical insurer to an international student.

Note: The fields operate in the same way as the Agents screen.

Insurance Provider’s

Organisation Code

Insurance Provider’s Full

Name or Short Name.


Module 4: Viewing Family Details

56


view all members of a family at a school

view family details, addresses and contact methods.

Course Introduction


ebs: central





Course Summary


Details


Editing Contacts


Communications




Enrolment Details


Family tab: Details

57

Note: Family data is stored within ERN and flows through to ebs: central.

The Family tab contains a student’s family details, addresses and contact information.

The Details tab contains information pertaining to the student’s rank in the family,

correspondence name for the family and the main family indicator.


Family tab: Addresses

58

Note: Address details flow from ERN and are view only.

The Addresses tab contains the student’s family address(es).


Family tab: Contact Methods

59

Note: Contact Methods flow from ERN and are view only.

The Contact Methods tab shows all methods of communication for the family.


Family tab: Students

60

Note: Student details flow from ERN and are view only.

The Students tab holds details of the students who are linked to this family and are

enrolled within a particular school.


Module 5: Viewing and Editing Contacts

61


view and edit student family and contact details

update correspondence preferences for contacts.

Course Introduction


ebs: central





Course Summary


Editing Family Details


Editing Contacts


Communications




Enrolment Details


The Contacts

tab holds details

pertaining to the

contacts

including parents

and emergency

contacts for a

student.

Contact Details

contain parental,

emergency

contacts and any

other official

contacts with

whom the

student has a

relationship.

Contacts tab: Contact details

62

Note: Basic contact details are view-only with details flowing from ERN. You can assign a

correspondence method to each correspondence type in ebs: central.

The Contacts panel holds the

details about the student’s

contacts. This is where the

relationship to the student is

defined.


Contacts tab: Addresses and Contact Methods

63

Note: Addresses and Contact Methods are view-only. Details flow from ERN.

The Addresses

tab shows the

contact’s current

address as

supplied to the

school.

The Contact

Methods tab

stores the

contact methods

for the contact,

for example,

phone numbers

and email

addresses.


The Contacts Students section captures all parental, emergency contacts and any other official

contacts who have a a relationship with the student.

Contacts Tab: Contact Students

64

Note: Information in the Contact Students tab is view only. Details flow from ERN.


Module 6: Viewing Student Enrolment Details

65


navigate through the Enrolments tab

view the courses that a student is enrolled in

view a student’s fees and payment.

view bulk enrolment of students.

Course Introduction


ebs: central





Course Summary


Details


Editing Contacts


Communications




Enrolment Details


Student Search From the Home Tab

66

Conduct a student search using relevant fields in the Student Search

screen, for example, Family Name or Student Reg Number (SRN).

Students matching the search criteria will be displayed in the results

window.

Double-click on the student in the results window .


Student Search from the Start Ribbon

67

Alternatively, a student search can be conducted by clicking on the

Student Search icon in the Students module of the Start ribbon.

Highlight the required student record from the results panel on the right

hand side. This will enable the View Enrolments option on the top left

hand side, which will open the students’ enrolments tab.


Enrolments tab

The Enrolment tab contains two sub-tabs: the Enrolments sub-tab and the Payments sub-tab


Enrolments tab: Enrolments

69

The Enrolments sub-tab provides an overview of courses and events a student has

been enrolled in for the scholastic year.


The Payments sub-tab displays a list of financial transactions for a student

Enrolments tab: Payments

70

Note: Further details on managing student finance are covered in the SALM-SM12

Managing Student Finance course.


Bulk Operations tab (Slide 1 of 6)

The Bulk Operations screens are accessed via the Bulk Operations icon from the

Start ribbon.

The Bulk Operations screens are used to search and perform ebs functions in

bulk.

This includes, but is not limited to:

performing student bulk enrolments, block progressions and roll-forward

recording behaviour incidents and awards for a group of students

viewing fees and payment details for UIO enrolments

reapplying waivers in bulk

exporting ebs information to CSV.



Bulk searches are conducted using the Condition Builder. Add one or more search

criteria to define the search. All search results matching this search criteria will be

displayed in the grid below.

Step 1. Select a ‘condition’

from the drop-down function. In

this example, UI Code is

selected. Note: multiple

conditions can be added before

searching.

Step 2. Once a ‘condition’ has

been entered, the required

criteria can be selected. In this

example Year_11.

HINT: To display a list of all ‘active’ students in a UIO use the following search criteria:

• UI Code

• Cal Occ Code = Current Year

• Progress Code = Active.

Step 3. Once all the required ‘conditions’ have

been added, Click Search. All search results

matching this criteria will be displayed.



Individual students may be

selected by selecting all (CTRL+A).

To select the whole sheet, click on the first line in

the list and select (CTRL+A) from the keyboard.

Note: There is a maximum selection of 350 lines.

HINT: Right click in the list to use the export

function. This allows you to create customised

school-specific lists and reports.



The Enrolments tab within the Bulk

Operations provides search results

by enrolment. i.e. a search can

return multiple enrolments for a

single student. An example of a

search conducted on this screen

includes performing a bulk progress

status change for a student, e.g.

withdraw student from all

enrolments.

The Students tab within the

Bulk Operations tab

provides search results by

student. Attendance

Correspondence is also

generated from this screen.



The Behaviours tab within

Bulk Operations provides

search results by enrolment.

The bulk operations ribbon

provides additional

functionality, such as Bulk

Correspondence and Bulk

Suspend.



76

The Suspensions tab within

Bulk Operations provides

search results by enrolment.

The bulk operations ribbon

provides additional

functionality, such as Bulk

Correspondence.


Module 7: Documents and Communications

77


recognise when to use the documents and

communications tab

view documents and communications related to a

student

upload documents against a student record

recognise best practice naming conventions for

attached documents.

Course Introduction


ebs: central





Course Summary


Details


Editing Contacts


Communications




Enrolment Details


Documents & Communications tab

78

The Documents & Communications tab contains documentation and

communications for a student. This tab contains three sub-tabs:

• General Documents

• Communications Log

• Reports History.


General Documents: upload documents

79

Step 1. From the Documents &

Communications tab, select the

General Documents tab.

Step 2. Click the Add Document

icon from the ribbon.

3. In the General Document Details

section, complete the required

details.

4. Upload the document by selecting

the Upload File button. Complete

the process.

5. Save.


General Documents: view or delete documents

80

1. Select a document from the list

under General Documents.

2. Select View Current

Attachment to view the selected

document or Delete Document to

delete the selected document.

3. If there are a large number of

documents listed for the student,

use the Condition Builder to

search for a document.


Communications Log

81

Note: The information in the Communications Log is view-only.

The Communications Log contains all communication that is sent to the relevant

contact for a student. This includes emails and correspondences that are generated

for a student. The Communications Log tab

shows a list of all communications.

If there are a large number of

documents listed for the student,

use the Condition Builder to

search for a document.

The Communications Log section

shows details of the communication

that is selected from the

Communication Log.


The visibility of correspondence can be managed for a student on the Communications

Log tab in the Documents & Communications screen. This may be used to hide

correspondence that was incorrectly sent out or generated so it is not displayed where

communications are visible in ebs: central and ebs: ontrack +.

The Manage Visibility check box is located on the Communications Log screen, from

which the visibility of all correspondence for a student can be managed. This check box

is not selected by default, selecting the Manage Visibility check box displays:

• all correspondence for the student (that is: hidden and non-hidden)

• the Hide column in the first column in the grid

• the Hide Reason column in the second column in the grid

Manage the Visibility of Student Correspondence

82


To ‘hide’ a correspondence item from displaying:

1. Select the check box in the Hide column for the relevant correspondence to indicate

the correspondence should no longer be displayed.

2. Enter a reason in the Hide Reason column.

3. Click Save

Note: Correspondence items can be made visible again by deselecting the check box in the

Hide column, which will automatically clear the Hide Reason column, and then save the

changes.

Manage the Visibility of Student Correspondence

83


Reports History

84

Note: Reports and correspondence that has been generated cannot be deleted or edited.

Reports History shows all reports and correspondence that have been generated for

a student in ebs.

Use the Condition Builder to filter the

list of reports, e.g. select Report, Run

Date, Run By or Printed?



know when you need to refer to the Reference Data

and Institution Settings User Guide.

Note: This module is only for System Administrators

maintaining the settings for the school.

Module 8: Reference Data and Institution Settings

85

Course Introduction


ebs: central





Course Summary


Details


Editing Contacts


Communications




Enrolment Details


Overview of Reference Data and Institution Settings

86

Note: This module is only for System Administrators maintaining the settings for the

school.

Note: For further information, refer to the SM01a: User Guide for Systems

Administration

Some settings in ebs can be changed at a school level, for example, in relation to

enrolments, fees and payments.

These are managed through Reference Data and Institution Settings, which

are accessed via the System ribbon.


Additional Reference Materials

Reference Material

You can refer to: https://education.nsw.gov.au/inside-the-

department/edconnect

87

https://education.nsw.gov.au/inside-the-department/edconnect