Student Management

Student Management is the computer system used by Flinders University to administer and manage student information.

It is a comprehensive system used by university staff and students to:

record student details
gain admission to courses
enrol in topics
register for classes
raise fees
receipt payments
record results
perform other student and university related processes.

Useful links

TechnologyOne Student Management - online help

Student Management Web - online help

Access

Training - Student Management Web

Training - TechnologyOne Student Management

Training - Database

Training - TechnologyOne User Guides

Training - other

Student Systems News Blog

Access

There are two environments available to staff:

Student Management Web - Specifically designed to meet the needs of University academic/teaching staff. It connects through to the Student Management database providing users with the ability to (depending on level of access granted):
- view student, topic and course information
- run academic record reports for individual students
- record and maintain personnel associated with topics (teaching team)
- record requisite waiver approvals
TechnologyOne Student Management - the complete Student Management database. This environment is suitable for staff who:
- require access to comprehensive enquiry functionality and reports
- need to maintain data as part of their work duties

Applying for access

Only authorised users can access Student Management.

Access to Student Management is via standardised system roles or profiles of which one or more may apply (according to the work requirements of the staff member's position), and is subject to approval by the nominated work area representative.

Topic coordinators

If you are recorded as a topic coordinator in Student Management and wish to have access to Student Management Web to enquire on information and update teaching team members, apply via the Student Management Access form. Topic coordinator access is pre-approved and no separate approval needs to be attached to the access request form.

College professional staff

College professional staff in specific positions have predefined access to the Student Management system. To apply for access, you need to:

Seek approval to access Student Management by sending an email to your area representative (see Student Management Access Approvers list), specifying the position you hold in the College.
Once approval has been received, complete the Student Management Access form, selecting the position you hold in the College, and ensuring you attach approval from your area representative.
Complete the three Introduction to TechnologyOne Student Management online training modules (required before access is granted).

Other staff

To apply for access you need to:

Seek approval to access Student Management by sending an email to your area representative (see Student Management Access Approvers list), outlining the environment (ie. Student Management Web and/or TechnologyOne Student Management) and level of access you wish to be approved for (eg. Enquiry access etc).
Once approval has been received, complete the Student Management Access form, ensuring you attach approval from your area representative.
For users requesting access to TechnologyOne Student Management:
- Completion of the three Introduction to TechnologyOne Student Management online training modules is required before access is granted.
  Users requesting access to Student Management Web only, do not need to complete the online training.
- Depending on the type of access needed, other training may be required before receiving access to parts of TechnologyOne Student Management.

You will be advised by email once your access request has been processed.

For further information refer to the Student Management Staff Access Procedures.

Once you have a Student Management account, you access the system via the relevant tile on your Flinders Dashboard (Okta).

Student access

The student portal of Student Management is known as the ''Student Information System''. Access to the Student Information System is automatically granted to students who have an active FAN. Students access the system via the Flinders Dashboard (Okta).

Training - Student Management Web

Introduction to Student Management Web – It is recommended that all new users watch this tutorial which provides an overview of the functions available in the system including how to search for topics and courses, obtain lists of students associated with courses, topics and classes, export lists to excel, view student information and much more.
Course lists - how to obtain a list of students studying a course.
Topic lists – how to obtain a list of students enrolled in a topic.
Class lists – how to obtain lists of students registered in classes.
Maintaining Teaching Teams – how to add and remove staff from a teaching team.

Training - TechnologyOne Student Management

Online Modules

Area	Modules	Description
Introduction to TechnologyOne Student Management	Getting Started Searching Reports	Staff applying for access to TechnologyOne Student Management are required to complete all three modules prior to being granted access to the system. Note: Completion of these modules is not required for users who are only applying for access to Student Management Web.
Study Plans	Introduction to Study Plans Maintaining Study Plans	Provides an overview of the information that displays on the Study Plan window. Adding and removing topics on a student’s study plan.
Advanced Standing	Advanced Standing Applications Applying Advanced Standing	Processing advanced standing applications in Student Management Applying advanced standing to a student’s study plan.
Results	Importing Results Certification of Results	Importing results into TechnologyOne Student Management. Certifying results in bulk and for an individual student.
Ci Anywhere	Introduction to Ci Anywhere	The Ci Anywhere interface is the new look and feel for selected functionality in Student Management. From 3rd May 2021, admission and offer processing for domestic students will occur in Ci Anywhere, and staff who process or enquire on domestic applications and offers should complete this module.
IDS Staff Only	Student Management Access	Creation and maintenance of user accounts.

Workshops

Training workshops are available for TechnologyOne Student Management users. Workshops may be delivered via a face-to-face session held in a classroom environment or delivered online via web conferencing. Please check the details of each workshop session for the type of delivery.

To register for a workshop, click on the workshop name.

Workshop name	Processes covered	Who should attend
Class Management	maintaining class size and status transferring students between classes managing student class registration reserving places in a class	Existing TechnologyOne Student Management users who are responsible for class management activities for their College. Attendees must have access to Class Registration functions in TechnologyOne Student Management.
Student Sets and Worksheets	creating and maintaining student sets and worksheets sets of students that can be identified use of student sets and worksheets in reports	Existing TechnologyOne Student Management users (including enquiry only users) who wish to create or maintain student sets and worksheets.
Topic Availabilities	creating and maintaining topic availabilities generating non-semester and summer availability dates other processes relating to topic availabilities	Education Resource Scheduling staff who are existing TechnologyOne Student Management users and are responsible for creating and maintaining topic availabilities.

Workshop name

Processes covered

Who should attend

Class Management

maintaining class size and status
transferring students between classes
managing student class registration
reserving places in a class

Existing TechnologyOne Student Management users who are responsible for class management activities for their College.

Attendees must have access to Class Registration functions in TechnologyOne Student Management.

Student Sets and Worksheets

creating and maintaining student sets and worksheets
sets of students that can be identified
use of student sets and worksheets in reports

Existing TechnologyOne Student Management users (including enquiry only users) who wish to create or maintain student sets and worksheets.

Topic Availabilities

creating and maintaining topic availabilities
generating non-semester and summer availability dates
other processes relating to topic availabilities

Education Resource Scheduling staff who are existing TechnologyOne Student Management users and are responsible for creating and maintaining topic availabilities.

User guides

User guides have been developed to walk TechnologyOne users through new features and support new staff in learning how to navigate specific functions and dashboards. These guides include screenshots of the system to provide a step-by-step approach for users

Navigating the CiA Dashboard: Students with an Incomplete Grade

Training database

The Training database is a replica of the live TechnologyOne Student Management database, and is designed as a ‘sandpit’ environment for users to practise functions. Data is refreshed regularly (generally weekly) from the live database.

Access to the training database is via the TechnologyOne (TRAIN) tile on your Flinders Dashboard (Okta).

Training - other

A student's view of the Student Information System

A Student's View of the Student Information System tutorial provides staff with an overview of the windows and functions available to students in the student portal of Student Management (known as the 'Student Information System'), including enrolment and class registration processes.