Student Records User Manual
Contents
1. e g bookmark bar or within a bookmarks folder we 89 tf 7 Appendix 7 1 Electronic Document Naming Convention Advice When determining the naming conventions to be used for documents saved into electronic files stored within TRIM Records Online ROL the principles outlined below can prove to be extremely useful Do e Be descriptive and concise e Be consistent whatever conventions you use for naming your documents e Do consult with your users how the documents will be searched and retrieved later on e Do indicate version numbers draft and final if the documents require version control Don t e Do not use any punctuation symbols character such as lt gt amp S in the title e Do not use abbreviations without also spelling out the abbreviated words The meaning of abbreviations can change or be forgotten over time and as such it is always better to spell out a set of abbreviated words as well as including the abbreviation Tips 1 Once a naming convention has been decided please take the following into consideration e Will retrieve or report these documents in one go later on e What are the search criteria strings would use if were to look for these documents later on i e surname subject date document types etc e What are the most important key elements need to include in the document title i e key terms that will most likely be searched for should be in higher order than the rest e Ho2. EA E EN 8 6 Bookmarking Records Online Web Pages oessssosessssseesssrressrreresrrresrreresrrrsssreresererssreresererssrereserereseereserereseerese 9 SUENE ETOC EO OT eea E E nn ee eee 9 SAA Oil aia OORE CH ONMO serans er R A EA E 9 eS We MMT VO e E E E E E uae 9 P APPEN EE E E E ee ene eee 10 7 1 Electronic Document Naming Convention Advice ssssssessssesesrrrssrreresrrrsssrerosererssreresereessrereserresereresreressne 10 7 2 Filing Guidelines for Student Records serssisenosprinisersp ihini ner A ETEN Ar 11 1 Register as a New User You will need a Unikey to register for records online To access Records Online all staff including any casual staff will require their own account Request access to Records Online Requested by Requested far What s this Phone Department Location Staff Type Hone F wipeo of naw Hecornks Unline use lor approval To register login to the Self Service Portal using your Unikey click the ICT Services hyperlink then click the UniKey and Account Management hyperlink and select Records Online New User Once the required fields have been completed select Order to submit the request New user registrations can take up to 24 hours to complete A confirmation email titled Welcome to Records Online will be sent to the user s email account when access has been finalised If you are unable to access the online application form or find the details o
3. S S S 12 Admin file Category Student Notes file Documented interactions with students about e courses e subjects e difficulties the student encounters e assignments and assessment Documentation of assessment action which is additional to the comments on assignments handed back to students examination scripts or results processing Applications for credit or cross institutional study Scholarship payment authority forms Study deferral requests and approval Exclusion re admission Copies of the section of the academic committee minutes which relate to the individual student s academic progression Records detailing consultations and other meetings between supervisors and postgraduate research students Records of research and postgraduate students including Application forms e Correspondence to and from the student e Higher degree candidature annual progress reports e Meetings between the student and supervisor e Thesis examination including examiners reports Change of address Student Candidature Block out third party names and references Entry into Sydney Student is adequate Change of name stored separately Entry into Sydney Student is adequate 13
4. academic transcripts from other secondary amp tertiary institutions e Copies of passports amp visa e Correspondence with the University regarding admission application e Language test results IELTS or TOEFL e Letters amp conditions of admission offer e Requests for financial assistance e Scholarship application Admin When a student lodges a formal appeal against an academic assessment all the documentation relating to that student s assessment including mark sheets annotated examination scripts and minutes of departmental meetings must be retrieved from the examination and other assessment records and placed on the appeal file Copies of written letters decision and outcome can be placed on Student file The administration file is linked by the student s SID to the student file Appendix 3 1 3 of the Academic Board Policy Academic Dishonesty amp Plagiarism requires accurate record keeping be applied throughout the process See Section 4 4 5 c of the Academic Board Policy Academic Dishonesty amp Plagiarism The nominated academic or the examiner must forward a copy of the Written Warning letter to the Registrar s Office 11 Category Student Admin Notes file file Appendix 3 1 3 of the Academic Board Policy Academic Dishonesty amp Plagiarism requires accurate record keeping be applied throughout the process A copy of the Written Warning See Section 4 3
5. 266 7 d ye a E E15 266 6 de ye a BG 15 226 11 d ye a BUG 15 266 5 dp yr a RE 15 226 6 db ie ill EES 15 226 Jr gg DOC2015 1271987 Jr G DOC2015 1265991 Link to This Search lt lt First lt Previous Next gt Last gt ADMINISTRATION amp SUPPORT Legal matters Advice test new file User Manuals Guides amp FAQs Go Live Planning Alpha West Outlook Add In Training Application Testing Schedule amp Error Log TRIM 8 II Upgrade Testing test doc 2 Records Online User Manual_Draft 1to9of 9 6 Bookmarking Records Online Web Pages Creating a bookmark within your web browser allows you to navigate straight to that page with minimal fuss 1 Navigate to the records online page you wish to bookmark or have regular access to e g My Favorite Records 2 Once you have the page displayed click the M wMAMMUERSUGUN button 6 1 Using Internet Explorer Click the Star icon then click add to favorites and then type the name of the bookmark and specify where you want the bookmark to be located e g bookmark bar or within a bookmarks folder 6 2 Using Google Chrome Click the Star icon then title the name of the bookmark and specify where you want the bookmark to be located e g bookmark bar or within a bookmarks folder xy 6 3 Using Mozilla Firefox Click the Star icon then click the star icon again to edit the title of the bookmark and specify where you want the bookmark to be located
6. 3 c of the letter Academic Board Policy Academic Dishonesty amp Plagiarism Documentation of allegations and investigations Plagiarism v The nominated academic or the examiner must forward a copy of the Written Warning letter to the Registrar s Office Practicum Student placements including Ask Records Management to mass Placement practicum logbooks with create practicum files for students supervisors reports and observations Show Cause Show cause notification letter VA Section 4 1 3 of the Identifying and to student Supporting Students Risk policy amp procedure states that faculties must keep appropriate records Progression profile S See Section 2 4 of the Identifying and Supporting Students Risk policy amp procedure Note For privacy reasons an administration file is preferred for these documents not a student file as stated in the policy onima YE eee MP Request for a transcript of Do not place the request on the academic record amp copies of student s file academic transcripts Special Special consideration request Consideration and approval documents and medical certificates Student Financial assistance e g Assistance bursaries prizes not student loans handled by Student Services Documentation of provision of Link administration file to the other assistance services student s file using the student s provided by Student Services SID S S
7. A299900001 02 DRMFINART1000 0 Master of Fine Arts Sydney College of the Arts 2013 03 27 indicates that gt A299900001 03 DDLLANSTD1000 0 Diploma of Language Studies Arts and Social Sciences 2013 09 21 dy a YB c299900001 Candidatures the record has lt 3J F299900001 Financials A a By 299900001 Graduation Documents electronic H299900001 Health Information contents ill Ry s299900001 STUDENT TEST TEST oe a P299900001 Personal Details 3 3 Student File Types a Student file traditional These student files house the majority of student related documentation which hasn t been generated or uploaded by the Sydney Student interface These student folders are in most cases a mixture of both paper and electronic documentation These folders will normally only have one part however if the paper folder is nearing its storage limit or is temporarily missing an additional part can and will be created Student files with multiple parts can be identified by the suffix attached to the end of the file s record number e g 01 02 299900001 01 299900001 02 b Sydney Student Folders These student files house all documentation which has been generated and uploaded by the Sydney Student interface These folders and sub folders are electronic only Sydney Student Top Level Folder Sydney Student Sub folders Be ll 5299900001 a A299900001 Applications Sub folder c299900001 Candidature Sub folde
8. RMS Student Filing Guide A guide for Academics and Faculty Administrative Staff If you require any additional assistance please do not hesitate to contact Records Management Services p 61 2 9036 9537 f 61 2 9351 4173 e records online sydney edu au w http sydney edu au arms Contents Te Re gisterasa New USGI pasa isms denvatacnoustinsdevectacneadimeedevaitacnoustiadtesentacnestaeuedectuedepoud AEAT AEAEE NEN AE AORERE Aa AEri 2 L Ae NEREO ONNE aE E E eteensnen 3 3 Search for Files Relating to a Student eseseuseseenssrresssrersrreresrrressrrresrrressreresererssrereserersseerosereresrereserereseerese 4 socar ha ME OUE ae casein eceeaaenanaceesceassanceogganasoenicecssmsacasasainecesveuteease ance esecicsanseeeeeauanee 4 P RE 6 E E E E 4 Fo Uden FE TYPE eee EE 5 a den ME Ui IOI or E A E AE OA 5 DI o yadney student Folde T eerie ave tesan tec toesniecsumessantntesseustec avscesuasiiecaaseusrasotvientecoonesteesesees 5 c Student Related Administrative FolderS eessssssesssreneessrrrressrrrrsssrrrrresssrrressrrrrressrreressrrtreessrteresseeereeseerrreese 5 ECCOME ae 0 ee A E E E E ene eee ere ee 6 ECON ce el all bY 0 lt a ete mn tneEe nate Reon ett eet ne ee ete ene er een et eee ne ee ne eee ete 6 JA Viewing a Record amp ce COMENTS gee nen RCo eee ne mre are en ee Re Rene 6 4 Adde Document 1 ehh Cag cso caine venige tention icaicenian tossing spat croc E A nucesaoues pmennece 7 De OC CUS a OSS a E E E E
9. a student file please use the Record Number or FlexSIS SID Number searching methods We recommend using the FlexSIS SID Number search method as it will bring to you not just the traditional student file but also Sydney Student and other related files Search Advanced Search My Records Enter the students SID number and then click containers Search Method Search All Will search both containers and documents Documents Will search documents only Containers Will search containers only 3 2 Search Results The following screen will display the student s Student file s Sydney Student files and any other related administrative student files NOTE Your security profile will determine which of these files you have access to 1to 15 of 15 Record Tit a 2009 20818 TEACHING amp RESEARCH Teaching Professional placement administration Individual placement DEMONSTRATION University Of Sydney 299900001 Se 2009 22748 STUDENT ADMINISTRATION Academic progression Show Cause Exclusions Faculty of Economics and Business Demonstration 299900001 2011 17106 SUPPORT SERVICES Student disability support Cases DEMONSTRATION UNIVERSITY OF SYDNEY 299900001 2011 21000 STUDENT ADMINISTRATION Academic progression Show Cause Appeals 299900001 Demonstration University of Sydney E 299900001 01 STUDENT TEST im 299900001 02 STUDENT TEST ae A299900001 Applications Th e b ue Cross 4p oa
10. f a user in the Self Service Portal please contact the Records HelpDesk on ext 69537 or send an email to records online sydney edu au If you are completing the registration for a colleague make sure that their details are entered in the Requested For field 2 Accessing Records Online Do not use any account other than your own to access Records Online Navigate to Staff Intranet gt System Logins gt Records Online OR https recordsonline sydney edu au Click here to Log in to Records Online You will be asked to Authenticate Authentication Required The server https recordsonline sydney edu au 443 requires a username and password NOTE You are no longer required to User Name enter MCS before your unikey Password Log In Cancel Authenticate using your own unikey and password and then Click OK Depending on which browser you use you may be given the option to save your password for future sessions 3 Search for Files Relating to a Student 3 1 Search Methods Records Online offers a range of different searching methods as seen below Quick Search Advanced Search My Records New Admin File Advanced Search My Records Title vy enter your search words here Record Number Contents of Record Number FlexSIS SID Number Staff Number Any Word Document Content Document Content AND Title Document Content OR Title Notes HP RM Query String HP RM Saved Search To search for
11. ll be given the option to reset to upload another document Reset for another Upload To add another document to the same file click Reset for Document was uploaded as DOC2015 1068709 another Upload 5 Setting Favorites Assigning a record or group of records to your favorites allows you to group or tag a collection of records which you will be accessing regularly To assign a record to your My Favorites click on the star next to the records folder icon Once the star is tagged turned from grey to blue it the record person or location will be added to your My Favorites This record will remain in your My Favorites until it is untagged Record ip yr 2015 3500 ae ve ill EES 15 292 Oe lll ew 15 2390 dP yir 2015 3326 dp r 2015 3319 de yir a BU 299900001 01 Jr 8 DOC2015 1067442 Favorites can be applied to files documents Individual users groups locations classifications and business units To remove a favorite click on the blue star When the star turns grey the record will have been removed from your favorites You can view all of your favorite documents and files within the My Records Tab as seen below Search Advanced Search WUR ETEA My Documents My Containers My Favorites All My Documents Checked Out Due or In Tray My Requests Link to This Search lt lt First lt Previous Next gt Last gt gt 1to9of 9 d yr 2015 4829 d ye a R E15
12. r C F299900001 Financials Sub Folder am G299900001 Graduations Documents Sub folder H299900001 Health Information Sub Folder C P299900001 Personal Details Sub Folder c Student Related Administrative Folders These administrative folders contain sensitive information about students which should not be stored on a student s regular student file These folders can contain both paper and electronic documents Important Any information or student related documentation relating to any of the matters or cases below MUST NOT be displayed on the Student s regular student file s Student Related Administrative Folders 2009 20818 Professional Placement Practicum folders 2009 22748 Show Cause Exclusions Appeals folders etc eee 2011 17106 i Financial Assistance 2011 21000 Student Disability Support folders d Electronic Folders Electronic folders and sub folders can be created to house sensitive student related information These folders and sub folders are electronic only HH Mie w F15 766 Electronic Top Level Folder am E15 266 1 Electronic Sub Folder NOTE For more information please refer to our University Record keeping Manual Student Records http sydney edu au arms records_mgmt University 20Recordkeeping 20Manual 20 20Part 203 20Student 20Records 202015 pdf 3 4 Viewing a Record amp It s Contents To open a record and view its contents and or to add documents click the View b
13. utton r a 299900001 01 You will then be taken to the record properties tab where you can view the contents of the record or add documentation to the file See 4 for adding documents to a file 4 Adding Documents to a File Adding documents to a file is a simple process Firstly search for the appropriate file and then click the View button Search via Quick Search or Advanced search Quick Search Advanced Search Click on the Add Document bar Add Document Enter the title of the document or if the title is to remain the same as the file name leave blank Enter a reference if required Title Enter the title for the document Leave blank to use Documents File Name External Reference External Reference Value Select the author by entering a name in the search field and click search Author Location Text or leave blank for Favorites or Select whether the document will be a Draft or Final version Draft If a document is final it can only be edited Document Version Is Final by contacting the Records Online Help Desk Click Choose File to select the document to be added to the file Do this step last Select the file you wish to upload as a new document Choose File No file chosen Hint Do this last Click Upload this document and create a new record Upload this document and create a new Record Once the document has been uploaded successfully the following message will appear and you wi
14. w would like my documents be sorted later on 2 Use YYYYMMDD as the date format in document titling as it will sort your documents in a strict date order 3 Document names of correspondence should include the following components e Name of correspondent e Subject description where it is not given in the folder title e Date of letter email memo using the date format YYYYMMDD When considering the order of the naming components consider e How will these documents be sorted or reported in future e Will you be looking for correspondence in date order or by the name of the correspondent Most importantly once you have decided the order stick to it and be consistent If you require any additional assistance please do not hesitate to contact Records Management Services e p 61 2 9036 9537 f 61 2 9351 4173 e records online sydney edu au w http sydney edu au arms 7 2 Filing Guidelines for Student Records Category Academic appeals Academic dishonesty International Students Type Student file file A record of the appeal VA process includes but is not limited to e Student s written complaint e Dean College Principal Director s or Chair s written acknowledgement of a student s written complaint e Written letters of decision and outcome Documentation of allegations and investigations A copy of the Written Warning letter Records include e Admission application e Copies of
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