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NERDUG 2011 – Session 11049 The Power of Person Restrictions: Notifications
in Datatel’s Portal
Suzanne M. Dennis, RegistrarBrooklyn Law School
About UsBrooklyn Law School
Private InstitutionEstablished in 1901Urban SettingEnrollment of 1,450UNIXColleague R18; Datatel Portal 2.6BLSConnect Live in August 2009
About YouSession Attendees
End Users?IT Personnel?Using Datatel Portal?Implementing or Thinking About Datatel
Portal?Currently Using Person Restrictions for
Notifications?
About This SessionFrom Inspiration to Implementation
Improving communication by using Person Restrictions for Portal Notifications
Transitioning from internal use of restrictions to external notifications
Creating Restrictions (REST) with Portal settingsAssigning Restrictions to individuals and in Person
Restrictions (PERC) and portal display flagBatch Assign, Change and Delete Restrictions (ACDR)Viewing Notifications in Datatel Portal
Improving Communication Optimizing Datatel Portal Functionalities
for Improved Communication
Goals Decrease information overload by targeting communications Increase student responsiveness when action is required
Outcomes My Notices web part displays targeted alerts to individuals and
groups of students Links to contact person, forms, and WebAdvisor processes
streamlines workflow for students
Transitioning from Internal to ExternalFrom Restrictions to Notifications
Restrictions Alert office staff to restrictions for individuals Track person restrictions with start and end dates Prevent students from completing specific tasks or processes
Notifications Alert students to upcoming deadlines specific to them Alert students to missed deadlines, violations, required forms and/or
processes Allow students to easily resolve problems by linking them to action items
Notifications Set-upSteps for creating Notifications in Datatel
Portal
REST – Restrictions
PERC – Person Restrictions
ASDR – Assign/Change/Delete Restrictions
REST – Restriction CodesREST settings required to display as
NotificationsPortal Settings for this Restriction flag = XDisplay this Restriction to Portal Users? Set
to YesDescription as Seen by Portal UsersDetailed Description and Follow-up ActionFollow-up HyperlinksFollow-up WebAdvisor Process
REST – Portal Settings Flag
No Severity set.
Office Level Security set in Office Codes.
Detail here to code portal settings.
RPRS – Restrictions Portal SettingsEnter “Y” to
display notification in Portal.Enter Display Name
for the Restriction here. Detail here to
view entire comment.
RPRS – Detailed Description
Link to email address for
contact person. Link to information
page in Portal.
RPRS – Follow-up Hyperlinks & WA Process
Follow-up hyperlink provides easy navigation to WebAdvisor account
information.
Message includes email link to
Student Accounts.
PERC – Person RestrictionsPERC – Assign Restriction to an
individual
Enter Restriction codeStart Date defaults to current dateSet Display Portal flag to YesWhen action has been taken and student
is in compliance, enter end date
PERC – Person Restrictions
This restriction displays as a notification in the Portal – Flag set to “Yes” and no
end date.
These restrictions appeared as notifications on the Portal when active. They are end dated and
no longer appear.
This restriction will not display in Portal – No end date but Flag
set to ”No.”
ACDR – Batch Process for RestrictionsACDR – Batch assign, change or delete
restrictionsEnter Saved ListEnter individual studentsSet Display Portal flag to YesWhen action has been taken and student is in
compliance, enter end dateUse to alert students to upcoming deadlines
when there is not “violation”
ACDR – Start Date but No End Date
ACDR – Start Date and End Date
Displaying Notifications in PortalOnce you have flagged a Restriction to display in the
Portal and you have assigned it to an individual or group, no further action is required for it to appear as a Notification in the student’s home page of the Portal
Newly added Notifications appear when the home page is refreshed
Notifications will continue to display until the Restriction is end dated or deleted
Portal Notifications Web Part – Collapsed View
Notifications can be expanded by
clicking +
Notifications can be expanded by
clicking link
Portal Notifications Web Part – Expanded View
Link to WebAdvisor
Process
Current Uses of NotificationsCurrent
Registrar’s OfficeImmunization HoldExam Number HoldNo cell phone number on fileCredit OverloadGraduation Application
Office of Student AccountsStudent Account on Hold
Established in 1901 Urban Setting Enrollment of 1,500 R18 Datatel’s portal
Future Uses of NotificationsFuture
Registrar’s OfficeUpcoming registration start date alertRegistration deadlinesGraduation Application filing datesCap & Gown measurement filing datesFaculty preference form filing datesFaculty submission of type of exam form
Established in 1901 Urban Setting Enrollment of 1,500 R18 Datatel’s portal
Questions?
