Versions Compared

Old Version 23

changes.mady.by.user Diane Momongan (Unlicensed)

Saved on

compared with

New Version Current

changes.mady.by.user Diane Momongan (Unlicensed)

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

Overview

Adding notes to a student record can be done by category, notes to a student in general or could be under a specific course or unit enrolment. This knowledge article will provide a workflow on how to add, edit, print the student notes, and configure the notes category in Paradigm.

Complexity:

Status
colourGreen
titleLow

Navigation

Table of Contents
maxLevel2
minLevel1
stylesquare
excludeOverview|Workflow|Video

Workflow

Table of Contents
minLevel3
maxLevel3
stylenone
Expand
titleAssumptions

Assumptions

  • You have the minimum required level to access the Student > Notes menu; and

  • You have the FULLADMIN access to the System menu for adding and editing the Notes Category in Paradigm.

Expand
titleKey Terms and Concepts

Anchor
KeyTermsAndConcepts
KeyTermsAndConcepts

Key Terms and Concepts

Status
colourPurple
titleform fields
Edit Note

Field Name

Description

Date

The Date date the note is created.

Subject

The title of the Notenote.

Category

These are configurable in System > Search code item Code Type > “Note_Category”.

Course Enrolment Id

The Course ID of the Course course in which the student is Enrolledenrolled.

Unit Enrolment

The Unit unit of Study study that the note relates to.

The Current Enrolment current enrolment status code  is included in the text.

Comment

These are configurable in System > Search code item Code Type > “Note_Comment”.

These are linked to the Category category. This will allow for notes to be sorted within category.

Note

This is the main body of the note. It is written within a HTML writer You can write your note with a rich text editor to allow for large range of formatting and options.


Implications

NOTE

The notes and files screens offer overlapping functionality. For this reason it is recommended that each institution develop an internal policy on how student information will be recorded to ensure that consistent data entry practices are maintained over time.

Workflow

Expand
title1. How to Add a Student Note

Status
colourYellow
title1.
How to
Status
colourGreen
titleADD
a Student Note

NOTE: If a student is currently loaded in the system, proceed to the

Status
colourBlue
titleSTEP 2
instructions, else start with
Status
colourBlue
titleSTEP 1
.

Status
colourBlue
titleSTEP 1
Load the student’s record.

Status
colourGreen
title1
Go to Student > Search > Enter either the student number or name. > Click Search.

 

Status
colourGreen
title2
Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

 

 

Status
colourBlue
titleSTEP 2
Add a note.

Status
colourGreen
title3
After loading the student’s record, you can either go to the Number of Notes: field under the STUDENT DETAILS Form section and click the blue number of notes on it, or you can go to choose Student > Notes menus on the side.

 

 

Status
colourGreen
title4
The notes section contains all notes associated to the student, here, you can edit the current notes or add new. Click the ADD NOTE button to add a new note for this student.

 

NOTE: Any notes added for this student on this section is used for internal purposes only.

 

 

Status
colourGreen
title5
After clicking the ADD NOTE button, this will lead you to the EDIT NOTE Form section where you can specify your note based on the Subject, Course Enrolment Id, Unit Enrolment, Category, and pre-filled Comments.

NOTE: The Category field can be configured by referring to the how-to guide below “

Status
colourYellow
title4.
How to
Status
colourBlue
titleconfigure
the Note Category.”

Info

INFO: The Comment field will provide you with a list of some of the commonly used comments in the system and can also be configured. Refer to the how-to guide below “

Status
colourYellow
title5.
How to
Status
colourBlue
titleconfigure
the Comment field” below for the instructions.

 

 

Status
colourGreen
title6
Enter the necessary details/category, and then type your notes for this student in the Note: section. Click the SAVE NOTE button to save your newly added notes for this student.

 

Info

INFO: You can check if you have successfully added the notes by going to choosing Student > Summary on the side menus. Check the Number of Notes: field if it has incremented.

 

back to top

 

Expand
title2. How to Edit a Student Note

Status
colourYellow
title2.
How to
Status
colourRed
titleedit
a Student Note

NOTE: If a student is currently loaded in the system, proceed to the

Status
colourBlue
titleSTEP 2
instructions, else start with
Status
colourBlue
titleSTEP 1
.

Status
colourBlue
titleSTEP 1
Load the student’s record.

Status
colourGreen
title1
Go to Student > Search > Enter either the student number or name. > Click Search.

 

Status
colourGreen
title2
Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

 

 

Status
colourBlue
titleSTEP 2
Edit the note.

Status
colourGreen
title3
After loading the student’s record, you can either go to the Number of Notes: field under the STUDENT DETAILS Form section and click the blue number of notes on it, or you can go to Student > Notes menus on the side.

 

 

Status
colourGreen
title4
The notes section contains all notes associated to the student, here, you can edit the current notes, print or add new. Click the 📝EDIT buttonon the right side of the note that you want to edit. This will open the EDIT NOTE Form page with all the current note details.

 

NOTE: Any notes added for this student on this section is used for internal purposes only.

 

Status
colourGreen
title5
Edit or update all the required information.

Status
colourGreen
title6
Click the SAVE NOTE button to apply the changes.

back to top

Expand
title3. How to Print a Student Note

Status
colourYellow
title3.
How to
Status
titleprint
a Student Note

NOTE: If a student is currently loaded in the system, proceed to the

Status
colourBlue
titleSTEP 2
instructions, else start with
Status
colourBlue
titleSTEP 1
.

Status
colourBlue
titleSTEP 1
Load the student’s record.

Status
colourGreen
title1
Go to Student > Search > Enter either the student number or name. > Click Search.

 

Status
colourGreen
title2
Once you’ve found the student, click the blue hyperlink Student Number under the Student No column to load the Student Summary page.

 

 

Status
colourBlue
titleSTEP 2
Print the note.

Status
colourGreen
title3
After loading the student’s record, you can either go to the Number of Notes: field under the STUDENT DETAILS Form section and click the blue number of notes on it, or you can go to Student > Notes menus on the side.

 

 

Status
colourGreen
title4
The notes section contains all notes associated to the student, here, you can edit the current notes or add new. Click the 🖨 PRINT buttonon the right side of the note that you want to print. This will provide a PDF file of the note ready to print.

 

back to top

Expand
title4. How to Configure the Note Category

Status
colourYellow
title4.
How to
Status
colourBlue
titleconfigure
the Note Category

Status
colourGreen
title1
,
Status
colourGreen
title2
Choose System > Search Code Type menus on the side. This will open the SEARCH CODE TYPE Form section where you can search for the note category ID.

Status
colourGreen
title3
Enter or type “Note_Category” in the Code Type Id field.

Status
colourGreen
title4
Click the SEARCH CODE TYPES button.

Status
colourGreen
title5
After clicking the SEARCH CODE TYPES button, an ITEMS ASSOCIATED WITH CODE TYPE Form section with all the list of your current Note Category will be displayed below the page.

Refer to the configuration options below:

Info

INFO: You can check this Knowledge Article: Search, Add and Edit Code Item for more details on how to edit code types.

Status
colourGreen
titleA
Making a Note Category Visible or Hidden – toggle the 👁 button under the Visible column to make the note category hidden or visible. The above screenshot is set as visible.

Status
colourGreen
titleb
Edit the Existing Note Category – click the 📝 EDIT button on the right of the note category that you want to edit the note details.

Status
colourGreen
titlec
Add New Note Category – click the ADD NEW CODE ITEM button if you want to add more note category to be displayed on the Category drop down list.

back to top

Expand
title5. How to Configure the Comment Field

Status
colourYellow
title5.
How to
Status
colourBlue
titleconfigure
the Comment Field

Status
colourGreen
title1
,
Status
colourGreen
title2
Choose System > Search Code Type menus on the side. This will open the SEARCH CODE TYPE Form section where you can search for the note category ID.

Status
colourGreen
title3
Enter or type “Note_Comment” in the Code Type Id field.

Status
colourGreen
title4
Click the SEARCH CODE TYPES button.

Status
colourGreen
title5
After clicking the SEARCH CODE TYPES button, an ITEMS ASSOCIATED WITH CODE TYPE Form section with all the list of your current pre-filled Note Comments will be displayed below the page.

Refer to the configuration options below:

Info

INFO: You can check this Knowledge Article: Search, Add and Edit Code Item for more details on how to edit code types.

Status
colourGreen
titleA
Making a Note Comment Visible or Hidden – toggle the 👁 button under the Visible column to make the note comment hidden or visible. The above screenshot is set as visible.

Status
colourGreen
titleb
Edit the Existing Note Comment– click the 📝 EDIT button on the right of the note comment that you want to edit the comment details.

Status
colourGreen
titlec
Add New or More Pre-filled Comments– click the ADD NEW CODE ITEM button if you want to add more pre-filled comments on the Comment drop down list.

back to top

Related Pages

Filter by label (Content by label)
showLabelsfalse
max5
sortmodified
showSpacefalse
excerptTypesimple
cqllabel IN ( "file" , "notes" )


Overview | Assumptions | Key Terms and Concepts | Implications | Workflow | Video | Related Pages | Further Reading

Paradigm Knowledge Base Home