Manage a Student's Record

This process outlines the general process that a School/Authority user would follow to review the Student Record on a Student to ensure that is compliant with regulations and accurate.

manage_student_record.vsdx

Primary Scenario - Manage a Student’s Record

This scenario begins when the user is required to manage a Student’s Record.

  1. The School/Authority user views Student Information in PASIprep.
  2. The School/Authority user reviews the Student Record for compliance.
    1. In PASIprep, this can be done using:
    2. In a SIS environment, this can be done using the following services:
  1. The School/Authority user determines the Student Record is complete, compliant and requires no updates.

This scenario ends when no additions, changes, updates or problems are noted for the Student Record.

NOTE: A Student Record may require to be managed for the following reasons:

  • New documents received/created
  • Identification of missing documentation
  • Arrival or transfer of a Student
  • Regular, routine review of Student Records etc.
  • Problem resolution.

Alternate Scenario #1 - Missing Document

The scenario begins after step 2 of the primary scenario when the user determines there is a document missing from the Student Record.

  1. The School/Authority user obtains the missing document.
  2. The School/Authority user performs the process to Add an Electronic Document.

This scenario continues with step 2 of the primary scenario.

Alternate Scenario #2 - Add a Document

The scenario begins after step 2 in the primary scenario when a user determines there is a document to add to the Student Record.

  1. The School/Authority user performs the process to Add an Electronic Document.

This scenario continues with step 2 of the primary scenario.

Alternate Scenario #3 - Problem with a Document, User Can Address

The scenario begins after step 2 in the primary scenario when a user determines there is a problem with a document in the Student Record and that user has access to update the document directly to address the problem.

  1. The School/Authority user corrects the problem on the student document to address the problem.
    1. PASIprep User: Uses the Edit Student Document screen, which calls the Submit Student Record Document service.
    2. Integrated User: Uses the Submit Student Record Document service.

This scenario continues with step 2 of the primary scenario.

Alternate Scenario #4 - Unable to Address Problem

The scenario begins after step 2 in the primary scenario when a user determines that a problem exists with a document and that user is unable to address the issue on their own.

  1. The School/Authority user reports a document problem.
    1. Integrated User: Using the Submit Student Record Document Problem Report service.

This scenario continues with step 2 of the primary scenario.

Alternate Scenario #5 - Problem reported previously

The scenario begins after step 2 in the primary scenario when a user determines that a problem exists with a document, but identifies that the problem has already been reported.

This scenario ends as the user has identified a problem that's already been reported (and if they cannot address the problem, this indicates that they cannot update or delete the record).

Alternate Scenario #6 - Document Requires an Update

The scenario begins after step 2 in the primary scenario when a user determines there is an update to be made to the metadata for a document in the Student Record OR from step 1 of the Alternate Scenario #3 a problem has been identified and the user has access to update the document to address it.

  1. The School/Authority user updates the metadata of document.
    1. PASIprep User: Using the Edit Student Document screen (which uses the Submit Student Record Document service).
      1. PASIprep User: Can also update relevancy for multiple documents at once via the Manage Student Record Document Relevancy screen
    2. Integrated User: Using the Submit Student Record Document service.

This scenario continues with step 2 of the primary scenario.

Alternate Scenario #7 - Document No Longer Relevant

The scenario begins after step 2 in the primary scenario when a user determines that the document is no longer relevant for the Student Record.

  1. The School/Authority user marks the document not relevant in PASIprep.
    1. PASIprep User: Using the Edit Student Document screen (which uses the Submit Student Record Document service).
    2. Integrated User: Using the Submit Student Record Document service.

This scenario continues with step 2 of the primary scenario.

Alternate Scenario #8 - Delete a Document

The scenario begins after step 2 in the primary scenario when a user determines a document is to be removed from the Student Record.

  1. The School/Authority user deletes the document from the Student Record.
    1. PASIprep User: Using the View Student Document Details screen, using the Delete Student Document Dialog, which calls the Submit Student Record Document service.
    2. Integrated User: Using the Submit Student Record Document service.

This scenario results in the student document in context being deleted from the system and continues with step 1 of the primary scenario.