School Fields

School fields are custom fields created in Anthology for special purposes. For example, the school field called “ASHS Pre-Nur Cohort” is used for storing the term in which we expect a pre-nursing student to graduate from the associates program and matriculate into the bachelor’s degree program. From time to time, we have to add new fields for new purposes and update these fields to include new values.

Viewing School Fields

To view the full list of school fields first select “Settings” from the dropdown menu in the top left-hand corner. Once the “Settings” screen has loaded there will be a menu on the left-hand side of the screen. Locate the “School Defined Fields” by either typing it into the search bar, or scrolling down to the section labeled “System”. Clicking on the “School Define Fields” option in the menu will open the list of fields. Click on the name of a field in the list to open it for editing.

Figure 1

Procedure to Add or Edit Fields for Course

1. In the Type list, select Course.
2. If you want to:

• Add a new list item, select the New button on the toolbar
• Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar
• Edit an existing list item, type the name in the search box or locate the item in the list and select the name

1. Review, specify, or change the values.

1. If you want to see how your additions and changes will look on the School Fields page for courses, select the Save button and then the Preview button.
2. If you want to save and: 

• Continue making changes, select the Save button
• Continue to add another item to the list, select the Save & New button
• Close, select the Save & Close button

Procedure to Add or Edit Fields for Students

1. In the Type list, select Student.
2. If you want to:

• Add a new list item, select the New button on the toolbar
• Add a new list item by copying and modifying an existing list item, select the row in the list and the Duplicate button on the toolbar
• Edit an existing list item, type the name in the search box or locate the item in the list and select the name

1. Review, specify, or change the following values.

1. If you selected Student in the Type list, complete the grid under Module Visibility. Select the: 

• View check box to make the field read-only for the module
• Edit check box to make the field editable for the module
• Online check box if you want the field and its value displayed in Portal

A minimum of one module must have both View and Edit permission.

1. If you want to change the order of the fields, you can either verify or select the module in the Module list:

• Drag and drop the fields to the order you want
• Select the Move button, specify the new position in the To field, and select the Move button

When you move a field, Anthology Student renumbers the subsequent fields.

1. If you want to see how your additions and changes will look on the School Fields page for courses, select the Save button, verify that an area is selected for Module, and then the Preview button.
2. If you want to save and: 

• Continue making changes, select the Save button
• Continue to add another item to the list, select the Save & New button
• Close, select the Save & Close button

Implications of Editing Specific Fields on the Page

There are implications in editing some of the values on the page. For example, changing the value for Type from Date to Numeric. When you select a field to edit it, Anthology Student displays a message showing the number of records where a value is specified. Anthology Student also tries to convert the data to the new type. If it cannot be converted, it also displays a message and you can choose to continue or cancel.

If needed, you can cancel and use the Field Usage button on the toolbar to display the records for the students or courses where a field is specified along with the value that is specified in the field.