In this section:

• Create a Validation Type
• Validate a Student
• Enrol a Student

Create a Validation Type

1. Access the Validation Manager via the System’s Settings and add a new Validation Type (Figure 1-2.)
2. You will then be taken to a screen to select specific Validation rules for your Validation type (Figure 3.).
3. View and edit your Validation rules on the Validation Manager page (Figure 4.).

Figure 1. Click the cog icon in the top navigation bar (red) to access Settings. Navigate to the “Validation Manager” (purple).

Figure 2. Enter a name for your new Validation type (orange), and click on existing Validation types to view their list of Validation rules (red). Note: “SELMA” is a default Validation type (blue) and can not be edited or removed.

Figure 3. Click the tick-boxes of fields you require for a record to be validated (red), and click the “Save” button to save your Validation rules.

Figure 4. View your new Validation type on the Validation Manager page. You can click on the pencil icon (green) to edit Validation rules or click the bin icon to delete the Validation type entirely (red). Remember: “SELMA” is a default Validation type and can not be edited or removed.

Validate a Student

When a student record is created in SELMA, you can set its Validation type and check if it meets corresponding Validation rules via Validation failure messages (Figure 5. & 6i-6ii).

Figure 5. On a Student profile, you can see the current Validation type (red) and whether it is validated i.e. meets Validation rules (green tick icon, shown) or not (red ‘X’ icon, not shown). Click the pencil icon (blue) to select a different Validation type.

Figure 6i. Clicking the blue “Save” button saves the Validation type, but doesn’t show a Validation failure message if the change fails. Clicking “Save and Validate” may show a Validation failure message, if the change fails, and displays the unmet Validation rules.

Figure 6ii. Validation change failure shows a pop-up message listing unmet Validation rules.

Enrol a Student

Once the Student has been validated, you may then enrol them into an intake associated with a Programme.

See Enrolments – Enrol a Student in this resource for a guide.

Remember: Changing the “Required Validation” field under the “Configuration Section” of a Programme influences whether or not Students can be enrolled into the Programme (Figure 7.).

Figure 7. Configuring a Validation Requirement for a Programme dictates the Validation type Students must have to enrol into that Programme (red).

To search for a student quickly, type the students name/email/DoB, USI/NSN etc. into the page level search, and click on the relevant result to open the Student profile (Figure 1.).

Figure 1. Enter Student details into the quick search field (red), and select from the results to open the Student profile (orange).

Saved Searches

The Student Index, like other indices, has a “Saved Search” feature where you can immediately access specific search criteria you have used in the past (Figure 2.).

For a step-by-step guide to use the “Saved Search” feature, see SELMA 101 – Tips and Tricks for Using SELMA Productively.

Figure 2. The default search (purple text) allows you to search for a student ID (partial or full)/status/name/gender/email ONLY, while the “Advanced Search” includes additional search fields to filter for multiple criteria (orange). Use the purple “Save Search” button so Save your Search.

Filter by Status

The Status Count overview on the Student Index is interactive. Clicking a Status type will automatically filter the table to display results with that Status type (Figure 3.).

Figure 3. The Status counts can be clicked to filter for a specific Status type in the table (red). You can see that clicking “Enquiry” opens the Advanced Search reflecting this Status, and the results table changes to show only Students with this status (green).

Change the Index View

You can change the table display in the Student Index dashboard, easily (Figure 4.).

When in the Kanban View, click, hold and drag tiles to relocate them between columns.

Note: Students with Status types “Enquiry” or “Provisional” can not be moved into the “Validated” or “Enrolled” columns from this view. Please update their validation statuses manually to change their columns (see System Settings – Validation Manager in this resource for a guide).

Figure 4. Click to switch between the default table grid view (green) or the kanban view (red).

• Student Tab
  • Top Bar – Student Details
  • Edit the Student Snapshot Panel
  • Edit by Section on the Student Tab
  • Edit Address on the Student Tab
    • Add an Address
  • Overview Information on the Student Tab
• Compliance Tabs
  • NZ Compliance Tab
  • AUS Compliance Tab
• International Tab
• Enrolments Tab
• Stakeholders Tab
  • Add Stakeholders
  • Remove Stakeholders
• Timetable Tab
• Events Tab
• Documents Tab

Student Tab

Top Bar – Student Details

Clicking the down arrow allows you to expand the top bar, which features across each tab (Figure 1.).

When the bar is expanded, you can click the pencil icons to edit the Student’s Learning Style, Marketing Source and Account Manager, or to view Open Tasks assigned against them in the Events tab (Figure 2.)(See Event Log – The Event Log Report in this resource for more information).

Figure 1. The Student profile features a bar across the top of each tab, which allows you to edit some details about the Student.

Figure 2. Categories with grey pencil icons next to them indicate editing is enabled (green). Click them to edit those categories or click the digit under “Open Tasks” (purple) to view Event Logs.

Edit the Student Snapshot Panel

This section provides an overview of key student details, which can be changed within sections of the student profile (Figure 3).

You can also add relevant Tags to the student’s profile (See System Settings – Tag Manager in this resource for more information).

Figure 3. See the left-hand panel annotations for details below the Student profile picture (green text). You can hover over each detail to view their labels as seen for the Student ID (blue tag). The “Tags” field is found at the bottom of the panel (red).

Edit by Section on the Student Tab

On the Student tab of the Student profile, you can click the pencil icons to edit details by section or change the enrolment status of the Student, quickly (Figure 4.).

Note: You can also update the Validation Status (See System Settings – Validation Manager in this resource for more information).

Figure 4. Edit section details (green), change the Enrolment Status (orange) or update the Validation Status (purple).

Edit Address on the Student Tab

Add an Address

Remember to click the the large “+Add” button to add an address.

IMPORTANT NOTE: For NZ compliance, NZQA requires an address. In SELMA, you MUST set one of the addresses as the default so the system can fetch the address for NZQA reporting (Figure 5.).

Figure 5i. The bottom of the Student tab includes the “Address” and “Medical Information” (blue) sections. Click “+Add” (red) to add an address.

Figure 5ii. If you are an NZ provider, you must click the “Set as Default” button (red) to include that address for NZQA reporting.

Overview Information on the Student Tab

Besides Personal, Financial and Employer details, you will see overview information about the Student’s Latest Enrolments and Recent Events (Figure 6).

Figure 6. See which Programmes the Student is enrolled into (green), and recent Events associated with their account (orange).

Note: Medical information is blurred out by default to preserve confidentiality. However, it is editable like other sections and hovering over it reveals the hidden information (Figure 7.).

Figure 7. Medical information is confidential so this section is blurred out, unless you hover over it (red).

Compliance Tabs

NZ Compliance Tab

In the NZ Compliance tab under “Achieved Unit Standards”, you can generate a request file to upload to NZQA and return a Student’s Record of Learning (RoL) to import, here.

Alternatively, you can upload Unit Standards manually under the “Achieved Unit Standards” section (Figure 8i.)

See NZ Compliance – NZQA RoA Import in this resource for more information.

Figure 8i. The NZ Compliance tab (green) showing relevant information fields to edit, and the options to request a RoL file (orange) or to add Unit Standards manually (purple).

AUS Compliance Tab

Figure 8ii. In the AUS Compliance tab (purple) showing relevant information fields to edit.

International Tab

For International Students, you can add their Passport, Insurance and Visa/s details (Figure 9.).

Figure 9. Details to add for International Students, only.

Enrolments Tab

In the Enrolments tab you can view current Enrolments linked to a Student, and add a new Enrolment (Figure 10.).

Figure 10. Under the Enrolments tabs (red) you can add new Enrolments (orange) and view details for current Enrolments. Click the down arrow button within an Enrolment (blue) to view a list of completed components (blue arrow).

Stakeholders Tab

Add Stakeholders

If the Student has Contacts or Organisations related to them, add their details and opt to include them in communications (Figure 11i-ii.).

Note: Organisations can not be added as Emergency Contacts, while Contacts have that option.

Figure 11i. The Stakeholders Tab (red) showing Contacts and Organisations, and their associated details. Click “+Add” on one of the cards (e.g. green) to add a stakeholder.

Figure 11ii. When adding a new Contact type, such as an Organisation, you can click the check button (red) to include them in communications.

Remove Stakeholders

You can unlink Contacts or Organisations from a Student profile by clicking on a card which flips to reveal more information (Figure 11iii.).

Figure 11iii. A flipped Contact card on the left shows options to view (eye icon), edit (green pencil icon) and unlink the Contact (red chain link icon) from the student profile.

Timetable Tab

In the Timetable Tab, you can view current and future Component sessions for a Student (Figure 12.).

See Attendance – Create Timetables in this resource, to create a Timetable.

Figure 12. In the Timetable tab (red), hover over the colour-coded rectangles to get a full description of the session.

Events Tab

Use the event scheduler to add notes and allocate various tasks pertaining to a specific student; or view the Events Log timeline associated with a Student (Figure 13.).

See Event Log – The SELMA Event Log in this resource for more information.

Figure 13. The Events Tab (red) showing Event notifications (purple) such as an Enrolment Status change and Student record creation.

Documents Tab

In the Documents tab, upload new documents or display existing documents in different modes, including the folder display where you can organise documents into folders (Figure 14i.).

Figure 14i. The Documents tab (blue) shows the “Upload” button (green) and the buttons to change between views. The current view is the menu view (purple), while the folder view is next to it (orange).

When uploading a document, you have a choice between the default Document Type options. These each serve as folders, automatically, if you upload multiple quantities of either of them (Figure 14ii.).

If you wish to add your own Document Types, navigate to the System’s Settings indicated by the cog icon in the top right of your screen, beside your User profile name.

Then, click “Lookup Data” in the list and search for the “Document Type” where you can add new Document Types and activate them for use on the Documents Tab (Figure ai.).

Figure ai. To customise and add data options, navigate to SELMA Settings > Lookup Data.

Figure aii. Find and select “Document Type”, and Click the “New” button (green) to add data values. Remember to check the tick-boxes under “Active” (red), to see your Document Type when using the Documents tab.

Figure 14ii. The folder view shows each document type organised into one folder. E.g. Three documents are organised into the “General Doc” folder (blue), separate from the others.

A student profile contains important information about the student and their relationship with you.

Creating a Student Profile

To create a new Student quickly:

Navigate to Students > New Student in the top navigation bar (Figure 1.).

If you access the Student Index first, you will be taken to a page to view the student list before creating a new Student; in which case you should click the green cross icon (Figure 2.).

Figure 1. You can create a new student profile by clicking “New Student” (blue) in the dropdown menu under “Students” (red).

Figure 2. To create a new Student from the Student Index, click the button beside “Student Index” (red).

Student Record Details

Personal Details

Fill out the fields as required, indicated by red asterisks, and update the Student “Status” to “Validated” to be able to enrol them at a later date (Figure 3.).

Notes:

• Clicking the “Create and Enrol” button automatically updates the Student status to “Enrolled”.
• If you have a National Student Index (NSI) integration set-up with SELMA, you can search the NSI by National Student Number (NSN) to populate the fields in the Student Record for you.
  • Contact SELMA Support to set up an NSI integration.
• No duplicate emails are allowed between students, including dummy emails used for students without an email address.

Figure 3. Required fields (red) should be filled out, and the student status changed to “Validated” to enrol the student at a later date (blue). Search by NSN (green) to populate the fields for you and double-check the details.

Other Details

The remaining sections can be filled out including the Student Contact details, Organisations and Contact information where you can add multiple contacts and assign them as Emergency Contacts.

For the address section, use “Address Line 1” to generate an address and automatically update the remaining fields for you (Figure 4.).

Figure 4. Add emergency contacts (blue) and use the field “Address Line 1” (red) to generate an address and populate all Address fields automatically.

Submit Student to the Student Index

Click the blue “Create” button or the purple “Create and Enrol” button to create the new student profile within the Student Index.

Figure 5. The blue “Create” button submits the student record to the Student Index without enrolling them. The purple “Create and Enrol” button takes you to to Enrolments and automatically updates the Student status to “Enrolled”.

1. Navigate to Students > Merge Students (Figure 1.).
2. Search for the ID/name/email of the Student profile to delete and merge into another selected Student profile.
   • Click “Next” to proceed to select data to transfer from the “From” Student to the main “To” student (Figure 2.).
3. Select data to transfer. Where red messages appear on selection, data belonging to single-entry fields in the main record could be over-written.
   • Click “Merge” to finalise the merging of the two Students. (Figure 3.).
4. The final screen shows the remaining Student record, where there is an event log shown for the Merge (Figure 4.)

Figure 1. Navigate to “Students” in the top navigation bar, and select “Merge Students” in the drop-down list.

Figure 2. The Student to be deleted on the left (green) may have information transferred to the main Student Profile on the right (orange). Click the purple “Next” button to proceed.

Note: The blue “Merge” button is disabled on this screen, so it is not yet clickable.

Figure 3. Single-entry fields (orange) will feature a red message when selected, to indicate that data from the main record (i.e. “To” data) will be overwritten. De-select the tick-box to keep the main-record data.

Note: The “Merge” button (blue) is enabled on this screen, so it is now clickable.

Figure 4. The merged Student record displays the updated information (purple), and the merge is logged as an event (orange).