Configuration
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Hold Groups
Hold Groups Hold groups are used to apply restrictions to students’ accounts for a variety of reasons including unpaid tuition, missing documents, failing SAP, and others. The types of restrictions could include losing access to transcripts or getting blocked from class. Viewing Hold Group Configuration Hold groups can be added and removed for different types of restrictions by navigating to Settings>General>Hold Codes. Here you will see the table in figure 1. The groups associated with each type of restriction are listed in the third column. Figure 1 Adding a new hold group Create the group that you want to use as the hold group Select the “Groups” from the dropdown menu in the top left corner Click “+New” at the top of the table that appears Fill out the form. Be sure to set the group visibility to “Private”, the owner as “Administrator, System”, and add the staff members to whom you would like to grant access Click “Save & Close” at the top of the form Add the group to the hold code for the restriction you wish to apply Navigate to Settings>General>Hold Codes à In the second column of the table, click on the “Action Name” to which you would like to add the hold group A form will appear below the table Click in the “Groups” box A search form will pop-up Search for and select the group that you want to add. At the top of the form, click “Save & Close” Granting Permissions to Hold Groups If needed, follow the instructions in the Viewing Hold Group Configuration 1 to identify the group you need to which the user should be added Select the “Groups” from the dropdown menu in the top left corner Find the group to which you need to add the user Click on the group name to open the form Click in the box labeled “Staff with Access to Private Group” Find the user in the search box that pops up Click “Save & Close” at the top of the form
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School Fields
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 In the Type list, select Course. 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 Review, specify, or change the values. Active Decimals Help Text Length Name Type Type Validation Take the action appropriate for the value you selected for Type Validation. Value You Selected Action to Take Multi Select List or Value List If you want to: Add a new value, select the Add button You must specify the values in the order you want them displayed in the list for the field. Edit a value, select the record in the list Specify the value in the Value cell. If you want to remove a value, select the record in the list and select the Remove button. None No action required. Range (This option is available for numeric values.) Specify the range in From and To. 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. 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 In the Type list, select Student. 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 Review, specify, or change the following values. Active Code Decimals Help Text Include In Auto Award Rules Length Name Type Type Validation Take the action appropriate for the value you selected for Type Validation. Value You Selected Action to Take Multi Select List or Value List If you want to: Add a new value, select the Add button You must specify the values in the order you want them displayed in the list for the field. Edit a value, select the record in the list Specify the value in the Value cell. If you want to remove a value, select the record in the list and select the Remove button. None No action required. Range (This option is available for numeric values.) Specify the range in From and To. 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. 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. 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. 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.