Objective

This document provides a detailed understanding of the featured components. It explains the technical functionalities, logic as well as the dependent components.

General Configuration

Translate REDU terms to customer specific org

Changing managed package object names, field labels and help texts. This is what we manage to find out and tested:

1. To rename objects from managed package, we can do it through Salesforce "Rename Tabs and Labels" feature.

2. To rename fields from managed package, we can do it by using the "Translation Workbench > Override" feature.

3. To rename help text from manage package, we can just overwrite the existing Help Text content. There is no restriction by Salesforce on this.

Admin Configuration Flow

Configuration (Custom Setting)

RIO Education has 2 custom settings that store the configuration required by automations:

• RIO Education Settings

• RIO Plan Colour Mapping Obsolete

RIO Education Settings

This setting consists of configuration that admin can configure for RIO Education.

RIO Plan Colour Mapping

This setting was leftover from an older version of RIO Ed. It is not used anywhere and can be ignored.

Educational Institution Account

An educational institution is an account with record type = Educational Institution. This is the top level account under the EDA recommended hierarchy. It is also important to have the same structure defined in order for RIO Education to work properly:

• Educational Institution

  • University Department

    • Academic Program

Admin can also view the full hierarchy of account structure by clicking on the “View Account Hierarchy” button.

Here is the sample account hierarchy:

Important Fields

University Department Account

A university department is an account with record type = University Department. This is the 2nd level account under the EDA recommended hierarchy.

A university department can be linked to an educational institution account via “Parent Account” field.

For Courses available in an educational institution, it is recommended to park them under a university department account.

Important Fields

Academic Program Account

An academic program is an account with record type = Academic Program. This is the 3rd level account under the EDA recommended hierarchy.

Academic program can be linked to a university department account via “Parent Account” field.

Important Fields

Location Account

A location is an account with record type = Location. This is a new record type introduced in RIO Education. It represents:

• A campus

• A venue/room Replaced venue/room with the Facility object in 2.7

Campus

Represents a branch of an educational institution. It can be placed under an educational institution account directly via “Parent Account” field.

Campus will be used on Course Offerings to identify the campus at which the course is being offered. Campus also used in the student enrollment screens as a filterable option.

Important Fields

Facility

A facility represents a venue or a room for an Educational Institution’s campus account.

Facilities will be linked to Sessions via the Session Time object.

Important Fields

When a Facility is created/updated, a new Resource will be created and linked to the Facility relatively if there isn’t one yet. The Resource will have the following info:

Grade Setting - Educational Institution/Department/Academic Program

Grade Settings are used to identify the result that the student has obtained in the course. The mark (grade) (0-100) is recorded on the Course connection object either manually or through an integration from an LMS system, The system will then search for the relevant grade setting where the grade entered falls within the grade range and record the:

• Grade Value (e.g. High Distinctions)

• Grade Points (e.g. 7)

• Grade Result (pass/fail)

Grade setting can be added to Educational Institution / Department or Academic program, and the system will take the lowest level record it finds (e.g. Academic program, then Department, then Institution). This allows for a flexible grading system when a default grading scheme at an Institution level can be set, but overwritten for a particular Program.

The screenshot below shows a Grade Setting record. 

When a grade setting record is created/updated, the name will be automatically formatted as:

Educational Institution & University Department

<First uppercase letter of each word of Grade Setting Group’s Name - prefix of grade value>

Academic Program

<Program Code - prefix of grade value>

Besides, for a grade setting group, multiple grade settings with the same grade value (e.g. HD - High Distinction) is not allowed. The validation is done by trigger to populate the “Grade Setting Unique Key” with <grade setting record id - prefix of grade value>. For example: 0016A00000OYCUBQA5-HD.

Important Fields

Term

Note: This is a part of master data objects that will be created and maintained by admin users for an educational institution.

Term is an EDA object that represents a length of study period that is intended to last.

In EDA, a term can be grouped by using “Parent Group”. However, we are not using this in RIO Education yet.

If you have a requirement to extend your Term date halfway through the Term, there are a fair bit of data you need to update. For example: Extending Fall 21 Term End Date from 13th Dec 2021 to 14th Dec 2021.

Easy - Change the Term End Date from 13th to 14th Dec 2021.

Medium - Review all your Course Offerings and update the End Date accordingly (if needed).

Hard - Session/Session Time. If you need to extend your Session Time's End Date to match your new Term Date, you will have to consider if you want to generate any new Session. For example, 14th Dec 2021 is a Tuesday. If you have a Session Time to be generated every Tuesday from a Start Date till 13th Dec 2021, changing the End Date to 14th Dec means another Session Booking to be generated. After you update the Session Time's End Date, you can click 'Save and Update Schedules' to generate the additional booking. Once this is generated, assign a Facility and Faculty Member (if applicable).

Online Term

Term Label = Online is used to identify an online term.

Important Fields

Holiday and Term Holiday

Note: This is a part of master data objects that will be created and maintained by admin users.

Holiday object is used to define the holiday for the Education Institution and it can be linked to a term (via Term Holiday object). The primary purpose of the holiday object is to avoid session bookings being created during holidays. For example, if a term spans October and the Labour Day holiday falls on the first Monday, then when Monday sessions are being created (by changing the session status to “Create/Update Bookings”), no booking will be created on holiday unless a checkbox is set to allow the session to be booked on holidays.

Important Fields

EFTSL - Credit Points

Equivalent Full Time Student Load (EFTSL) is used to calculate a student contribution in a year. In Australia, most of the educational institutions define a standard annual credit point e.g, 1 EFTSL = 80 credit points for all program. However, there are some that have different annual credit points for each program. Regardless of which method, the EFTSL calculation is still the same and the total EFTSL for a student must be equal to 1.

To calculate the EFTSL of a course with 10 credit points:

10  80 = 0.125

In order for students to maintain their status, they would need to complete a minimum of 1 EFTSL = 8 x 0.125 (8 courses with 10 credit points on average) within a calendar year of study.

Another example of EFTSL calculation for a uni:

https://askvu.vu.edu.au/app/answers/detail/a_id/154/~/what-is-eftsl%3F

In RIO Education, the total annual credit points that make up a full time load can be defined in the Educational Institution/Department/Academic Program account record and Program Plan if EFTSL is required to be tracked differently. It will then be used to calculate the EFTSL for each course.

Figure: Annual credit point in Educational Institution record

Figure: EFTSL in course record

Please note that the EFTSL in course record is meant for reference only. You should refer to the EFTSL in Plan Requirement (Record Type = Course) for finalized one.

The calculation of the fee for a course based on EFTSL has been replaced with a simpler logic. Admin should calculate the fee manually and create a Fee record (with Fee Unit = Course) and link the fee to a course record.

Fee Structure

Fee

The Fee object is designed to be linked to either a Program or Course.

Important Fields

Fee Schedule

The Fee Schedule object is a list of fees that relate to the fee object based on date ranges. For example, if the standard course fee for a local course is $1250 in 2017 and $1400 in 2018 there would be a single fee object linked to all the courses that have this fee, and two fee schedule records. In 2017 $1250 would show on the fee Amount field of the Fee object and in 2018 1400 would replace it. The historical 1250 fee would still be visible in the related fee schedule.

Fee Schedules must be Approved before the triggers can pick them up. There is a validation rule that prevents you from approving the Fee Schedule if there are no related Fee Schedule Terms set up (see more info below).

When a Fee Schedule is approved, it will also copy across some Fee information as a snapshot of what the fee was or will be like that that period. These copied fields include Description, Fee Unit, Discountable and Non-repeatable.

NOTE: Approval processes can be configured on fee’s so that only certain staff can approve fee changes.

Important Fields

Fee Schedule Term

The fee schedule is also linked to Terms. This enables the automated fee generation to identify the correct fee schedule for Offered Programs or Courses. E.G If BUS101 is offered in Term1 2018 the correct fee for that time period would be found through the Fee Schedule term link.

Student Fee Type (Custom Metadata Type)

If you need more categories for fee amounts than just Domestic or International, you can create a new Student Fee Type. You can create a new student fee type by creating a Student Fee Type custom metadata record, and some extra fields on related objects (see table below)

Important Fields

Course

Note: This is a part of master data objects that will be created and maintained by admin users for a university department.

Course is an EDA object that represents a subject or Unit. It is recommended that a course is placed under a university department account using the “Department” lookup field.

A course may be part of one or more Programs.

A course could have one or more course offerings.

Important Fields

Course Offering

Note: This is a part of master data objects that will be created and maintained by admin users for a course.

Course offering is an EDA object that represents an actual running class for a course (subject). It is a junction object for Course and Term.

Capacity vs Booked Places

There is a formula field named “Available Places” in course offering that compares the Capacity and Booked Places (a custom roll up of total student course connection). If the “Available Places” has reduced to 0, students will no longer be able to enroll to a course via the enrollment wizard in the student community.

However, if the Available Places for a Course or Session is set to blank or -1, they are treated as having an “infinite” number of available places, and won’t have a limit on booked placed. This is useful for online offerings.

Campus

The campus field is an optional field used to indicate the campus of which the course is being offered. This field is used as part of the Campus filter in enrollment wizard.

Fee Calculation and Population

There are 2 fields used to track the tuition fee for a course offering.

• Fee Amount (Domestic) - for domestic students

• Fee Amount (International) - for international students

The fee amount fields are auto populated when the course offering is created using the Fee and Term lookups defined to look for Fee Schedule Term > Fee Schedule:

• Fee Amount (Domestic)

• Fee Amount (International)

These two Fee amounts are then used to populate the fee for each student on their course connection record automatically. For a domestic student (Student Fee Type = Domestic), the “Fee Amount (Domestic)” from the related course offering will be used. Otherwise, the “Fee Amount (International)” is used.

Primary Faculty

If a primary faculty contact is selected, the following will happen:

• A course connection (record type = Faculty) is created for the faculty contact.

• The related student course connection will be owned by the primary faculty contact user (if community user is enabled). This is used to ensure the correct faculty members can see student enrollments into courses they are teaching. This was changed in 2.7 to rely on sharing sets/sharing rules.

Once the course connection is created, admin can create a session connection manually for the faculty contact. This allows the faculty contact to view/confirm session allocation and mark attendance in community. Alternatively, admin can define the primary faculty in session to automate this. Please see Primary Faculty under Session.

Plan Creation and Update

A Plan record is used by RIO Education’s session booking functionality. It is basically a container to group Plan Lines (Sessions) which hold the individual Bookings (sessions times) The Plan, Plan Line and Booking records are all created automatically by RIO Education, so no manual setup is needed.

When a new course offering is created, a Plan record will be created automatically and linked to the course offering. This will be used as part of the booking creation. Please see Booking Creation and Update under Session.

Note that the plan record will be deleted if the course offering is deleted.

Important Fields for Course Offering

Course Offering Status

New “Course Offering Status (Override)” field

This status field will be used to override the status defined in the “Course offering Status” formula field. It could have the following options:

• Draft

• Not Started

• Pre-enrollment Opened

• Enrollment Opened

• Enrollment Closed

• Running

• Completed

• Cancelled

Please note that the global picklist is shared with the “Session Status” field in session object.

New “Course Offering Status” field

The new “Course Offering Status” formula field will be created to allow admin to identify the current status of a course offering. The status will be decided based on the following fields:

• Term’s Enrollment Open Date and Enrollment Close Date

• Term’s Start Date and End Date

• Pre-enrollment Open Date/Time

• Enrollment Open Date/Time and Enrollment Close Date

• Start Date and End Date

• Course Offering Status Override

Pseudo logic:

Cohort Enrollment

Cohort Enrollment allows different cohorts of students to enroll at different times. For example, upper-classmen might get first preference, so they get to enroll a week earlier than students the year below them.

To set up Cohort Enrollment, the Term or Course Offering must have “Use Cohort Enrollment” = true. Then create Cohort Enrollment records linked to the Term, Course Offering or Session. Cohorts can be assigned based on two fields at the Program Enrollment level - Class Standing and Class Year. A Cohort Enrollment must be made for each applicable Class Standing/Class year. If a student does not match any available Cohort Enrollment records, they will not be allowed to enroll, and we see “No Course Offerings available.”

If multiple Cohort Enrollment records match the students’ Program Enrollments, we assign them the correct dates in this order:

1. Records with Both Class Year and Class Standing matching take precedence over

2. Class Standing

3. Class Year

Important Fields for Cohort Enrollment

Session

Note: This is a part of master data objects that will be created and maintained by admin users for a course offering.

A Course Offering can have multiple Sessions and each of the Sessions can have multiple Session Times. For example: Course BUS102 can have 2 Sessions (Lecture - 1, Lecture - 2). Let’s say:

Lecture - 1 is scheduled on every Monday from 8:00am - 9:00am

Lecture - 2 is scheduled on every Wednesday from 1:00pm - 3:00pm

Students may be required to select either Lecture 1 or Lecture 2, or both. This is described in the Session Instructions field on the Parent Course Offering and will be displayed to students in the Enrollment module on the student community when they are choosing sessions.

A session can be categorised as: Recurring, Block, Exam or One off and a course offering can have multiple sessions.

The default Session record type is “Class”. Click here for more information about Template record type.

Primary Faculty

To simplify the routine assigning faculty to a session, two fields are used in session:

• Use Course Offering’s Primary Faculty - check this to have the primary faculty inherited from the course offering.

• Primary Faculty - Faculty contact lookup

If the “Primary Faculty” is populated, the following will happen:

• A course connection (record type = Faculty) is created for the faculty contact.

• A session connection (Faculty = checked and Faculty Confirmed = Unconfirmed) is created for the faculty contact and linked to the related session and course connection.

This allows faculty to view/confirm session allocation in the faculty community.

Using the Faculty Connection wizard found in Faculty tab in session record, you can assign multiple faculties for sessions, and filter them by the qualified faculty roles.

Booking Status and Issues

The following table outlines the status of a session record and the associated actions.

Booking Issues

Faculty Status

The following table outlines the faculty confirmation status of a session depending on the related faculty session connection’s status:

• Faculty = checked

• Faculty Confirmed = None, Unconfirmed, Confirmed, Rejected

Important Fields

Session Status

New “Session Status (Override)” field

This status field will be used to override the status defined in the “Session Status” formula field. It could have the following options:

• Draft

• Not Started

• Pre-enrollment Opened

• Enrollment Opened

• Enrollment Closed

• Running

• Completed

• Cancelled

Please note that the global picklist is shared with the “Course Offering Status” field in course offering object.

New “Session Status” field

The new “Session Status” formula field will be created to allow admin to identify the current status of a course offering. The status will be decided based on the following fields:

• Term’s Enrollment Open Date and Enrollment Close Date

• Term’s Session Open Date/Time and Session Close Date/Time

• Course Offering’s Pre-enrollment Open Date/Time

• Course Offering’s Enrollment Open Date/Time and Enrollment Close Date

• Course Offering’s Start Date and End Date

• Session’s Pre-enrollment Open Date/Time

• Session’s Enrollment Open Date/Time and Enrollment Close Date

• Session’s Start Date and End Date

• Session’s Booking Status

• Sessions’ Session Status Override

Pseudo logic:

Session Time

Session Time is used to identify the range of the session, specific date and location for the course to be conducted within the session.

The “Ignore Holidays” checkbox is an additional feature to let the system book sessions that fall within the start to end date range of a holiday specified in the Term Holiday. For example, if we have a holiday on 2nd April 2018 (Mon) & 25th April 2018 (Wed) and if the Session Time date range is from 1 April 2018 - 30 April 2018 and it is weekly on Monday:

• Ignore Holidays Checked: Generates 4 booking records

• Ignore Holidays Unchecked: Generates 3 booking records (2nd April Booking record is not created)

Important Fields

Booking Creation and Update

When the Session’s status is changed to “Create/Update Bookings”, a trigger will create/update a Plan Line record with booking records that represent the actual date/time for a session. The Plan Line will be linked to the Plan record found in the related course offering. These individual bookings are what will display on the Student and Faculty Session calendars.

Session Groups

Session Groups records can be created to filter available places based on Program Enrollment’s Study Groups. This way, we can allow a maximum number of students to enroll into a session, but we could limit them to a different number of students from different groups. For example:

10 total available places:

• 4 vocalists

• 2 cello players

• 2 violinists

• 1 drummer

• 1 keyboardist

Session groups must be enabled on the Session before they can be used.

Important Fields

Shared Sessions

Sometimes students in 2 different Course Offerings will need to share the same Session. To accomplish this, we introduced Shared Sessions.

To share a session, create one session as normal linked to a Course Offering. Then you’ll need to create a Shared Session record, which links that Session with the 2nd Course Offering. Once that is set up, students in either Course Offering will be able to enroll in the same Session.

Important Fields

Course Offering Session Status (Custom Metadata Type)

[Added in 2.7] Any new Course Offering or Session statuses will need to be included in the Course Offering Session Status Custom Metadata Type. This Custom Metadata Type helps determine what logic to run in triggers and wizards.

By default, RIO Education triggers will set the Course Offering/Session Status based on enrollment dates and child records, but the status can be overridden using the Course Offering/Session Status (Override) field.

Fields

Break Time

Break Time records can store up to 3 sets of breaks. If a Session looks up to a Break Time record, Students’ hours attended calculation will subtract the break times from the total number.

Fields

Time Block (EDA)

Time Block is an EDA object that we can use for streamlined Session creation using the Session Scheduler. A time block represents a period of time that a Session can run for. Time Blocks will basically be used to create Session Times.

For example, a highschool may always follow the same pattern every day:

• 9:00 - 10:10 - Class 1

• 10:10 - 11:20 - Class 2

• 11:20 - 12:00 - Lunch 1

• 12:00 - 1:10 - Class 3

• 1:10 - 1:35 - Lunch 2

• 1:35 - 2:45 - Class 4

In this case, you would set up 5 Time Blocks:

• 1 parent Time Block

• 4 class Time Blocks (one for each class time).

You would not create a Time Block for a time period where there would be no sessions (for example, a break or a lunch).

Important Fields

Program Plan

Note: This is a part of master data objects that will be created and maintained by admin users for an academic program.

Program Plan is an EDA object that is used for versioning for a program. It also acts as a program structure template for admin to define the related courses and pathways available. A program plan consists of the following child objects:

• Plan Requirement (Record Type = Group)

  • Plan Requirement (Record Type = Course)

• Program Pathway

  • Pathway Unit

• Program Discipline

  • Discipline Requirement (Record Type = Group)

    • Discipline Requirement (Record Type = Course)

Please note that Plan Requirement is an EDA object. We have extended it with record types (Group and Course) and additional fields to track information required in RIO Education. Program Pathway, Pathway Unit, Program Discipline and Discipline Requirement are RIO Education objects.

Is Primary Flag

Since a program can have multiple active program plans, the “Is Primary” field is important to identify the default program plan that will be used by automations in EDA and RIO Education.

Important Fields

Program Pathway and Pathway Unit

Note: This is a part of master data objects that will be created and maintained by admin users for a program plan.

Pathways is a concept in RIO Education that refers to the recommended path through a program. For example, for a program like a Bachelor of Science there may be a full time pathway that spans 8 terms (4 years) or a part time pathway that spans 16 terms (8 years) or more. Pathways will be optional. If a HE institute decides to not use a pathway then students will still be able to enroll in courses.

An example of how this will work to keep things simple.

Program = Diploma of Management and there are 4 mandatory courses (A,B,C,D) and 8 Elective courses (EA, EB, EC,ED,EF,EG,EH,EI) of which 4 need to be completed to earn the diploma. The course is a 1 year (2 Term) course full time, or 2 year (4 term) course part time.

The Mandatory courses are in a group called Mandatory, and the Electives in a group called Electives

In this scenario let's assume that all the mandatory courses get completed first in the recommended pathway and the electives are taken after that. To Setup the pathways we will create 2 pathway objects.

Program Pathway

Pathway Unit ( for Full time Pathway)

Pathway Unit ( for Part time Pathway)

Please bear in mind that The Program Pathway and Pathway Unit objects are templates. When a student enrolls and they get a Program Enrollment record there will be an automation to create the relevant pathway information for them. The automation will pick up the Program Pathway from the Program Application/Enrollment, otherwise it will try to take the Default Program Pathway set in the Program Plan. (Older versions matched Program Enrollment’s Enrollment Status Type against Program Plan’s Study Mode. This is no longer the case.)

The automation will create the PE Pathway record. One PE Pathway record will be created for each term that is in the pathway. In the example above for a full time course 2 records will be created, and for a part time course 4 will be created.

Linked to each of these records will be course connections when a student is enrolled in a course.

RIO Education will show Students the relevant pathway when they are enrolling based on the templates set.

Custom Pathways

Optionally custom PE pathway unit records can be created for individual students. E.G a special needs student that needs to deviate from the standard pathway. If individual PE Pathway Unit records are created for a student then RIO Education will show those to the student rather than the default pathway.

Note:

In the course enrollment screen (in the student community), the list of the courses displayed by default is based on the pathway unit configured in the program pathway.

The PE Pathway Unit in the Program Enrollment is empty by default. This will be configured only if the student has a custom pathway that is different from the program pathway above.

If the PE Pathway Unit is configured, the list of courses displayed in the course enrollment screen will be based on the PE Pathway unit instead of the program pathway's pathway unit.

Plan Requirement

Note: This is a part of master data objects that will be created and maintained by admin users for a program plan.

Plan Requirement is an EDA object. We have extended it with record types (Group and Course) and additional fields to track information required in RIO Education

Plan Requirement - Group

A group plan requirement is used to group courses together for a program plan of an academic program. A program plan is allowed to have multiple groups with different group criteria. In a group plan requirement record, admin can specify:

• Credits = The total credits that needs to be gained by a student in order to complete the group.

• Category

  • Required = A student must complete the courses listed in the group depending on the Credits defined.

  • Optional = A student may choose to/not to complete the courses listed in the group. The completion is still depending on the Credits earned. This type of plan requirement won’t affect the completion of a program enrollment.

The Credits field can be used to cater for different scenarios that you might have:

With the options above, admins can utilise group plan requirement to specify which courses are mandatory (core) and optional (elective).

Please bear in mind that group plan requirement is a template. The data will be cloned to PE Group when a new program enrollment is created. The actual completion status of groups for each student will then be tracked in PE Group instead (Individually for each enrollment).

Plan Requirement - Course

A course plan requirement is a junction object between program plan and Course object. It is used to represent a course (unit of study or subject) that is being offered in a particular version of an academic program. As it is a junction object, admin is allowed to link the same course record to multiple program plan as part of the offering.

In course plan requirement, admins can define the requirements before students can enroll in a course. The requirement logic is defined in a field name “Requirement Logic”. The requirement logic will use the “Requirement ID” defined in Program Course Requirement as the unique identifier for each requirement and perform the comparison. The logic can support simple and complex grouping. For example:

• A AND B

• A (B AND C)

• A (B AND C AND (D OR C))

• (A OR B) AND (C OR D)

Admin is also given an option to allow a student to enroll in a course before fulfilling the requirement by checking the “Allow Pre-enrollment” checkbox on course connection.

Please bear in mind that course plan requirement is a template. The data will be cloned over to course connection when a new program enrollment is created. The actual completion status of courses for each student will then be tracked in course connection instead for each individual enrollment.

Plan Requirements - Shared Groups

Sometimes you’ll want to take courses from other program plans. You might also want to use a reusable list of elective courses. You can do this using Shared Groups.

When creating a Plan Requirement (Group), you can use the “Shared Group” lookup field to lookup to a different Plan Requirement (Group) from any other Program Plan. Students who enroll will see the shared group and its related courses as if it had been set up for their Program Plan.

Example Shared Group Hierarchy:

Program Course Requirement

Note: This is a part of master data objects that will be created and maintained by admin users for a program plan.

Each Program Course Requirement of course plan requirement should have a unique Requirement ID. This will be used by the “Requirement Logic” field in course plan requirement as identifier to calculate the eligibility of course enrollment (course connection). Use A or B or C for example

All the Requirement Types (Prerequisite, Co-Requisite, Credit Points or Other) is specified in Program Course Requirement record. The higher level Program Course will use Requirement Logic field to identify what Program Course Requirement needs to be included (*It can be single or multiple requirements).

Prerequisite

• This requires first level of course to be completed before the student can enroll into second level. For example: To enroll into ICT21, it requires the Student to have course connection’s “Enrollment Status” = completed and “Grade Result” = Pass in BUS108. (BUS108 is the first level and ICT211 is the second level). If both requirements are met, the Course Connection Requirement’s “Requirement Met” checkbox will be checked.

• So every time when the student log-in to the community, the code will check if the ‘Requirement Met’ checkbox in Course Connection is checked before it can show available for enrollment.

• When the first level result is released, the completion engine will update Course Connection.

Prerequisite (Enrolled or Completed)

• Similar to Pre-Requisite just that the requirement is different. For example, IBS220 requires the Student have (Course Connection’s “Enrollment Status” = Completed/Enrolled) in BUS101. It does not need a Pass grade result.

Corequisite

• Similar to Pre-Requisite just that the requirement is different. For example, IBS220 requires the Student have (Course Connection’s “Enrollment Status” = Completed/Enrolled) in BUS101. It does not need a Pass grade result.

Credit Points

• The Credit Point is more straightforward. For example, COR109 requires the Student to have 14 Credit Points on the Program Enrollment’s Credits Earned. So the Trigger fires when the Course Connection Requirement record is saved to update the “Requirement Met” checkbox.

Other

• This will be a miscellaneous requirement. Admin will need to assess the eligibility of a student and mark the “Requirement Met” flag on Course Connection Requirement manually.

Please bear in mind that Program Course Requirement is a template. The data will be cloned over to Course Connection Requirement when a new program enrollment is created. The actual completion status of requirements for each student will then be tracked in Course Connection Requirement instead.

Program Discipline

Note: This is a part of master data objects that will be created and maintained by admin users for a program plan.

The Program Discipline object is a way to track different disciplines (i.e. Majors and Minors) within a program plan. Students will be able to select their Program Disciplines and track their progress in the Student Community.

Similar to program plan with its plan requirements, a program discipline consists of the following child objects:

• Discipline Requirement (Record Type = Group)

  • Discipline Requirement (Record Type = Course)

Some important Program Discipline fields to keep track of:

• Credits - The total of credits that needs to be gained by a student in order to complete the program discipline.

• Type - Denotes if this is a Major or a Minor. Other types can be manually added to this picklist if you need a different way to identify disciplines.

Please bear in mind that the program discipline is a template. The data will be cloned over to PE Discipline when a program discipline is selected. The actual completion status and credits earned for each student will then be tracked in the PE Discipline for each individual enrollment.

Discipline Requirement

Note: This is a part of master data objects that will be created and maintained by admin users for a program plan.

Discipline Requirements are similar to Plan Requirements, where each group discipline requirement consists of a number of child course discipline requirements.

Discipline Requirement - Group

A group discipline requirement is used to group courses together for a program discipline. A program discipline is allowed to have multiple groups. In a group discipline requirement record, admin can specify:

• Credits = The total credits that needs to be gained by a student in order to complete the group.

• Requirement

  • Mandatory = A student must complete the courses listed in the group depending on the Credits defined.

  • Optional = A student may choose whether to complete the courses listed in the group. The completion of the program discipline still depends on the Credits earned. This type of discipline requirement won’t affect the completion of a program discipline.

A program discipline is considered completed when both:

• All mandatory group discipline requirements are completed

• The total credits earned among all child groups equals the Credits set in the program discipline

Please bear in mind that the group discipline requirement is a template. The data will be cloned over to PE Discipline Requirement - Group when a program discipline is selected. The actual completion status and credits earned for each student will then be tracked in the PE Discipline Requirements for each individual enrollment.

Discipline Requirement - Course

A course discipline requirement is a junction object between the program discipline and Plan Requirement objects. It is used to represent a course (unit of study or subject) that is needed to complete a particular program discipline group.

Because it uses plan requirement instead of course, courses can only be selected if a related course plan requirement has been created for its program plan. As it is a junction object, admin is allowed to link the same plan requirement record to multiple program disciplines.

In a course discipline requirement record, admin can specify:

• Parent - The parent group discipline requirement this record belongs to

• Plan Requirement - The related plan requirement for the course this record is for

• Requirement

  • Mandatory = A student must complete this course before its parent can be considered completed.

  • Optional = A student may choose whether to complete this course. The completion of its parent still depends on the Credits earned.

A discipline requirement group is considered completed when both:

• All mandatory course discipline requirements are completed

• The total credits earned among all child requirements equals the Credits set in the group discipline requirement

Please bear in mind that the course discipline requirement is a template. The data will be cloned over to PE Discipline Requirement - Course when a program discipline is selected. The actual completion status and credits earned for each student will then be tracked in the PE Discipline Requirements for each individual enrollment.

Program Application

RIO Education has a configurable application wizard (Form) which can be customised to individual needs. The application can be filled in by existing (authenticated) students through the student community, or new applicants who do not yet have a login.

Program Application is an object to keep track of student’s application to a program. Below is a sample.

Important Fields

Ownership Assignment of An Application

It is important to understand that a program application could be created by guest user via community or Force.com site. This would require the creation of contact too if the contact does not exist in Salesforce yet. When this happens, the contact and program application will be owned by guest user. To avoid any issue when registering the contact as community user (assuming that the “Auto Student Community Registration” config is enabled), the contact record ownership will be changed to the current internal user who updated the program application.

Auto Program Enrollment

RIO Education can automate the program enrollment creation from program application by enabling the “Auto Program Enrollment” config.

When the Application stage is moved to “Approved” the Program Enrollment record and related sub records are created. The following is the field mapping:

Please note that if the status is reverted from “Approved” to any status, the related program enrollment record will be deleted (this is controlled by a global config setting). Admin users can recreate the program enrollment record again by changing the program application’s status back to Approved.

Auto Community User Registration

In RIO Education, admin can automate the community user registration for the contact of a program application by enabling the “Auto Student Community Registration” config.

The “Approved” status will trigger the automation. Before creating a new community user, the automation will:

• Check if the contact already has a user record.

• Update the contact and account ownership to current user if the records are owned by guest user.

The following is the field mapping:

Program Application Status Custom Metadata Type

Any new Program Application statuses will need to be included in the Program Application Status Custom Metadata Type. This Custom Metadata Type helps determine what trigger logic to run for the status. There are 3 basic stages of Program Application Status:

1. Draft - Students can create and edit Program Applications in this stage. No other special logic is applied.

2. Submitted - Students can no longer edit the Program Application in this stage. When an Admin starts to edit this Program Application, they become the owner of the Contact

3. Approved - This is considered a completed Program Application, and depending on the RIO Education Settings can create the Program Enrollment and Student Community User for the Contact.

Fields:

Educational Qualifications

Educational Qualification is a place for students to track their previous qualification and this can be created during the program application.

Important Fields

Program Enrollment

Program Enrollment is used to hold the enrollment details and status for students into individual programs.

It has of the following child objects:

• Course Connections (Enrollments into individual units/courses)

  • Course Connection Requirement (To track if students have met the prerequisites etc)

• Student Fees

  • Fee Lines

  • Payments

• PE Pathway (one record for each Semester of study)

  • PE Pathway Unit (Optional for custom student pathways)

• PE Group (defines groups of Courses/Units eg, mandatory or electives)

• PE Disciplines

  • PE Discipline Requirements - Group (defines groups of Courses/Units within a PE Discipline)

    • PE Discipline Requirements - Course

Note: New custom Program Statuses can be added as well. To do so, configure the Program Enrollment Status Custom Metadata Type as such:

Setup > Custom Code > Custom Metadata Types > Program Enrollment Status > Manage Records  

Important Fields

Fee Calculation and Population

This is only applicable if the “Fee Method” = Program or Fixed Term.

The Student Fee that will be generated is driven using Fee from Program Plan record and “Starting Term” defined to look for Fee Schedule Term > Fee Schedule:

• Fee Amount (Domestic)

• Fee Amount (International)

For a domestic student (Student Fee Type = Domestic), the “Fee Amount (Domestic)” from the related fee schedule will be used. Otherwise, the “Fee Amount (International)” is used.

Auto Generation of Child Records

The following records will get automatically generated when the Program Enrollment is created via the automation from the application being approved.

Course Connection

Course Connection is an EDA object, and the link between a Contact and a Course/Course Offering. Course Connection has two record types: Student and Faculty.

• Student Course Connections will be linked to the student’s Program Enrollment. They can be created automatically from Plan Requirement (Course), but will not yet be linked to a Course Offering.

• Faculty Course Connections can be created by assigning Faculty as the Primary Faculty to a Course Offering or a Session. They can also be created using our custom Faculty tab on Course Offering and Session, or in the Faculty Connection Wizard.

Important Fields

Session Connection

Session Connection is an object linking a Course Connection and a Session. There are no record types, but this object is still used by both students and faculty.

• Student Session Connections will be created when a student selects a Session in the Course Enrollment Wizard

• Faculty Session Connections can be created by assigning Faculty as the Primary Faculty to a Session. They can also be created using our custom Faculty tab on and Session, or in the Faculty Connection Wizard. If no Course Connection already exists for the Faculty, it will be created automatically by our components.

  • BUT if the Session Connection record is created manually, you will also need to manually create the faculty’s Course Connection.

Important Fields

Attendance

Attendance records are created under Session Connections, linking them to Bookings. They are used to represent a student or a faculty attending an individual Booking. For example, a Session has 20 Bookings in the term. A student will have 1 Session Connection record linked to the Session, and 20 Attendance records, one linked to each booking.

Faculty can mark student Attendance for Sessions they are assigned to in the Faculty community.

Faculty also get Attendance records. For Faculty, the Attendance records are generated in advance, and indicate that they need to attend that particular booking.

Important Fields

Staff Leave

The Staff Leave object is for faculty members to request and place leave. When approved, faculty’s automatically created Attendance records will be updated to reflect that they are unable to attend on those dates. Any new Attendance records will also reflect the faculty member’s unavailability.

PE Pathway

By default, a program enrollment will use the default pathway cloned from the related program plan. The cloned program pathway is created as a PE Pathway record, and it has a reference to Program Pathway (lookup). This is currently used by the enrollment wizard to display the suggested courses for a student in the community.

However, RIO Education admin can tailor a custom pathway for a student too. Here is the guideline

1. Change the program enrollment’s “Study Pathway” = Custom

2. Navigate to Pathways tab of the program enrollment

3. Modify the PE Pathway configuration (the Program Pathway lookup will not be utilized anymore in this case)

4. Navigate to PE Pathway Units of the PE Pathway

5. Create list of new PE Pathway Units:

   1. For a course specific pathway (e.g, core unit), please use “Plan Requirement (Course)” field to select a course defined in the program plan.

   2. For a non course specify pathway (e.g, elective unit):

      1. Please use “PE Group” field to select a group related to the program enrollment.

      2. Define the “Number of Courses From Group”

PE Pathway Fee Generation

Starting in v2.12, PE Pathways can help determine the Student Fee and Fee Line generation timing. If the Fee Method = “Fixed Term” or “Term - Course”, fees will not be created until the Term Fee Status has been generated. This can be done a couple of ways:

1. Set the Term’s Generate Term Fees to true

   1. This will start a batch class to update all related PE Pathways’ Term Fee Status to “Generate”.

2. Enroll after the Term’s Generate Term Fees has been set to true

   1. If our triggers detect the Term is already generating Fees, we will automatically set the Term Fee Status to “Generate”.

   2. For the Term - Course fee method, you can ignore Generate Term Fees if in RIO Education Custom Settings you have “Use Course Fee Generation Timing” set to false.

3. Manually set the Term Fee Status to “Generate” or “Regenerate”

   1. Regenerate will attempt to void and delete an old Student Fee for the PE Pathway, and will re-parent any payment records to the new Student Fee that is generated.

You can skip automatic Student Fee Generation if you set the PE Pathway’s Term Fee Status to “Don’t Generate”.

PE Discipline

When a Program Discipline is selected, a PE Discipline will be created for the student’s Program Enrollment. The Program Discipline and all related Discipline Requirements will be cloned from the related Program Plan. The cloned Program Discipline is created as a PE Discipline record, and it has a reference to the Program Discipline (lookup). The Discipline Requirements are created as child PE Discipline Requirements records, looking up to the newly created PE Discipline.

Student Fee and Fee Lines

The Student Fee and Fee Line records are created depending on the “Fee Method” defined in program enrollment:

Program

There will be ONLY ONE student fee record and ONLY ONE fee line created. The fee line will be created from the Fee lookup on Program Enrollment.

Fixed Term

There will be X student fee records created depending on the number of terms (PE Pathway). The student fee record will be linked to PE Pathway.

A fee line will be created for each student fee, created from the Fee lookup on Program Enrollment.

Term - Course

There will be X student fee record created depending on the number of terms (PE Pathway). The student fee record will be linked to PE Pathway.

A fee line will be created for each course connection when the “Enrollment Status” = Enrolled and the fee line will be linked to the student fee record that has the same term.

Course

Each of the course connections will have its own student fee record (1-1) and one fee line (1-1).

The actual fee amount is stored in Fee Line. The amount will be rolled up to Student Fee as a “Total Fee”.

Locked Student Fees

A locked student fee or fee line cannot have any amounts changed once it has been locked. Also no fee lines can be added or removed from a locked student fee.

Student Fees can be manually locked, or they will automatically lock at the appropriate census date.

A REDU - Admin can manually unlock a Student Fee or Fee Line if manual adjustments need to be made.

Payments

The payment module in RIO Education consists of the following objects:

• Student Fee

• Fee Line

• Payment

• Payment Configuration (Custom Metadata Type)

Configuration

In the student community, an admin can enable the Payments component from the my Programs page. This component will show students their current Student Fees and Fee Lines, and allow the students to be redirected to a payments page.

In RIO Education Settings custom setting, admin needs to provide the full URL that will redirect students to the payment page. The URL can be Salesforce Visualforce Page, Lightning page or external payment site.

Please note that payment page is not part of the core RIO Education product. If an external payment site is used, integration may be required to send the information back to RIO Education.

When there is one or more payment records created for a Student Fee, the “Paid Amount” will be rolled up from amount registered in payment record.

As soon as the “Outstanding Amount” = $0.00, the “Fee Status” will be changed to Paid via an automated process.

The information and flow in the student community enrollment wizard “ Payment” page will be dependent on the configuration set. Below is a list of the fields and what they mean.

Payment tab in student community

When a student applies to enroll to a program, he/she will identify the payment methods that they will use. (depending on eligibility) There are 2 picklist fields:

• Fee Type

• Fee Type Option

Fee Type Option will be a dependent picklist.

In the payment page on the community, students can select the Payment Type. The "Payment Type" option will be displayed according to the "Fee Type" and "Fee Type Option" selected/approved during the application and the configuration in the metadata.

The "Outstanding" will display the amount that needs to be paid by student for a subject.

The "Upfront Payment" will be available for input by the student

Once confirmed, a student can click on "Pay Now" icon. He/she will be redirected to a custom payment URL specified in the custom configuration. During the redirection, student fee record id will be supplied in the URL so that developers can get the necessary information. For example: https://www.wdcigroup.net/payment?paymentid=<sfrecordid>

Note: A placeholder of {!paymentId} should be used in the payment url config, and the Student Fee’s Id will be used in its place

• Example: www.paymenow.com/makepayment/payId={!paymentId} would become www.paymenow.com/makepayment/payId=01l6A000002Ablsgh

Funding

The Funding and Funding Allocation objects can be used to provide financial assistance for students. This can take shape in the form monetary benefits like Scholarships or Sponsoring, or in discounts to their student fees.

The Funding object is used to determine the type of funding logic to implement:

Discounts

These Funding Types can be used to provide a flat or percentage discount to Student Fees. They will add a Fee Line with the appropriate negative amount to any applicable Student Fees. Only Fee Lines generated from discountable Student Fees will be considered in the discount calculation.

Discounts will be applied to Student Fees before other types of Funding. Percent discounts will be applied before flat discounts.

Scholarships and Sponsors

These Funding Types will add a Fee Line with a negative amount to any applicable Student Fees - effectively lowering the amount the student needs to pay. These types of Funding will have a limited pool of funds available, and you can disperse certain amounts to each student. Once they student has reached the “Allocated Amount”, it will stop applying itself to Student Fees.

Fee Lines with “Skip Funding Allocation” = true will not be counted towards the applicable amount. They will still need to be paid in full.

Important Fields

Funding Allocation

Funding Allocations link a funding record to a student’s program enrollment.

Important Fields

Program Enrollment Cancellation

If a student chooses to cancel an enrollment, the process taken will depend on the timing of the cancellation, and any financial penalty will also be determined by the timing. For example if a student has attended, or paid for courses, and a refund is due the handling of the refund will be a manual process.

If the cancellation is prior to any payment, attendance or census dates then the records may be marked as cancelled, or withdrawn with no further actions or implications.

[New v2.5] Updating Program Enrollment Status to Withdrawn

When a RIO Education Admin updates a Program Enrollment’s Status to Withdrawn, all currently enrolled Course Connections and Session Connections will have their statuses updated to Withdrawn too.

Course Enrollment Cancellation

Census date is the course enrollment finalization date and it is used to determine if a student can withdraw from a course within the student community themselves.

Upon the success of unenrollment (Course Connection’s “Enrollment Status” = Withdrawn), a new course connection and course connection requirement will be cloned. The newly cloned records allow a student to re-enroll to the same course again in the same or next term. The existing course connection will be kept for auditing purposes.

Cancellation via Community Enrollment Wizard

For any course unenrollment before census date, a student can click on the “Unenroll” button next to a course in enrollment wizard.

This will update the “Enrollment Status” of the related course connection from Enrolled to:

• Withdrawn = If there is no payment record found for the related fee line.

• Withdrawal Requested = If there is payment record found for the related fee line. Admin can then perform the necessary process. See "Cancellation as Internal User (REDU Admin)" below. 

If the census date has passed, the “Unenroll” button will be hidden from the wizard and student can no longer unenroll from a course.

Cancellation as Internal User (REDU Admin)

RIO Education admin can update the “Enrollment Status” of a course connection to Withdrawn at any point of time (e.g. after census date) after reviewing the request. There is no restriction and it is up to the admin to perform any necessary process (e.g. refund).

It is recommended to update the related Fee Line’s “Course Connection Fee Amount” to 0 or delete the Fee Line record as part of unenrollment process if there is no payment made yet.

Releasing Student Results

Option 1: Course Connection Level

Releasing of student results is done in the Course Connection record. System admin has to:

• populate the Grade Setting Type

• populate the Grade

• check the Release Grades checkbox

To update the the grade scoring:

• uncheck Release Grades

• adjust the Grade

• release grades

Credits Attempted, Credits Earned = Course.Credit Points

Option 2: Course Offering Level

Additionally, Release Grades feature can also be found in the Course Offering. This will mass release the results for all the related Course Connections.

GPA Calculation

Grade point average (GPA) is the measure used to summarise the students academic achievement.

In RIO Education, the GPA for a student’s program is recalculated every time the result of a course is released. The fields involved in the calculation are:

• Course Connection.Credits Attempted (P - Credit Point of a Course)

• Course Connection.Grade Points (G - Grade Points earned based on Grade Range as specified in Grade Settings)

GPA = The sum of

See example of the calculation (EFTSL (equivalent full time student load)):

https://docs.google.com/spreadsheets/d/1M6qjoXDUiqyDQIOgLsuVh2Wo0Kdk0b-uwWIoHgCIIrw/edit#gid=1777551905&range=A27:H27

The calculated GPA will be saved in the Program Enrollment record for reference purpose.

Note: Course.Credit Hours and Course Connection.Credits Earned do not play a role in the calculation.

Recognition of Prior Learning (RPL)

RPL is an assessment process that involves assessment of an individual's relevant prior learning to determine the credit outcomes of an individual application for credit.

RPL is important for two primary reasons:

1. Course completions and prerequisites. Admin can credit RPL and it counts towards the course completion and the prerequisites.

2. Govt Reporting: There is a whole range of reporting requirements in AVETMISS, VET Student Loan and Fee-HELP.

An Admin can mark a course as prior learning by selecting in the Course Connection Result area of the student’s Course Connection:

• Grade Result = RPL

• Enrollment Status = Completed

• Release Grades = True

Note:

• An RPL grade value will be considered as Pass grade and will not impact the student’s overall GPA.

• An RPL credit counts as if the course has been completed and counts towards the completion progress the same way a completed course would.

Completion Engine

Course Connection

When a course connection is created/updated and meet the following criteria:

• Release Grade = checked

• Academic program NOT EMPTY

• Program enrollment NOT EMPTY

• Course offering NOT EMPTY

The completion engine will check for attendance percentage of the related session connection against the minimum attendance percentage required in session. If a student doesn’t fulfil the minimum attendance percentage, the following could happen:

• If there is a grade setting with “FA - Fail Absent” grade value, the course connection will be updated to “FA - Fail Absent”.

OR

• an error “Attendance requirement not satisfied. Grade Setting record for Absent not found!” will be prompted.

If qualified, the automation will copy the credit points from the related course to Credits Attempted field.

Then, the engine will compare the Grade of a course connection against the grade range of target Grade Settings (Educational Institution/Department/Program). If the grade matches one of the grade range, the grade result and grade point of the related grade setting record will be copied to course connection.

If the course connection’s grade result is pass, the credit earned will be updated as same as credit attempted. If fail, the credit earned will be zero. If the grade result is empty, the credit earned and credit attempted will be set to null.

When course connection is updated with result, this will trigger an update on PE Group to perform a series of updates to Program Enrollment.

If the status is completed and grade result is fail, a new Course Connection will be cloned automatically for a student to enroll for retake next term. This will also clone the related Course Connection Requirement across to the new Course Connection.

If the Course Connection “Enrollment Status” = Completed and grade result is pass, the engine will update all the Course Connection Requirement record where Course ID = Course Connection.Course ID with Requirement Met = checked. When this happens, the affected Course Connection will re-evaluate Requirement Logic against the Course Connection Requirement. If the requirement is met, it will update the related course connection “Requirement Met” = checked. This will open the course for student enrollment.

PE Group

When a Course Connection is updated, the completion engine will roll up the following fields from the related Course Connections:

• Credits Attempted = Credits attempted from each Course Connection.
• Credits Earned = Credits earned from each Course Connection.
• Courses Completed = Course Connections with Enrollment Status = "Completed" (and a passing grade).

Then it will recalculate the Completion Progress one of two ways, based on the following logic:

• If Credits > 0

  • Completion Percentage = Credits Earned / Credits:

    • (Credits was copied across from the Plan Requirement (Group) when the PE Group was first created).

OR

• If Courses required > 0

  • Completion Percentage = Courses Completed / Courses required.

    • (Courses required was copied across from the Plan Requirement (Group) when the PE Group was first created)

Once the completion percentage is calculated, it will then be used to decide PE Group status as below:

Program Enrollment

When PE Group is updated, the completion engine will recalculate the completion percentage based on the ratio of contribution of each PE Group.

To standardize the ratio calculation for the two different completion types (Credits Earned and Courses Completed), we need to calculate the effective credits total for each PE Group.

• PEGroups based on Credits Earned are very simple.
  • Credits Total = Credits.
• PEGroups based on Courses Completed need to calculate the effective credits, as these courses are often worth 0 credit points.
  • Credits Total = Courses required x Credits equivalent per course.

The “Credits Earned” will be summed up for each PE Group and as a total for a Program Enrollment too.

For example:

PE: total = 250 (peTotal)

• PE Group 1: Credits = 100.

  • Total = 100 (pgTotal).

• PE Group 2: Courses required = 10, Credits equivalent per course = 10, (10 x 10).

  • Total = 100 (pgTotal).

• PE Group 3: Credits = 50.

  • Total = 50 (pgTotal).

Then the ratio will be calculated by: pgTotal / peTotal

Example outcome would be:

PE: ratio = 1

• PE Group 1: ratio = 0.4

• PE Group 2: ratio = 0.4

• PE Group 3: ratio = 0.2

Please note that the ratio calculated above is just an estimation due to the “Credit Points Offered” is being copied during the PE Course creation and there is no further synchronisation if credit point is updated in course record.

Once the ratio is determined, the percentage completion of Program Enrollment will be calculated:

Sum ( PE Group Completion Percentage x PE Group Ratio )

Other than completion percentage, the following Program Enrollment fields will be calculated as well:

• Grade Points = sum of all Course Connection Grade Points.
• Credits Attempted = sum of all Course Connection Credits Attempted.
• Credits Earned = sum of all Course Connection Credits Earned.

• Fee Amount = sum of all PE Course Fee Amount

• GPA = sum of all PE Course GPA (see here for formula and here for calculation example).

If all are completed and Program Enrollment’s percentage completion is 100%, the engine will mark the program enrollment as completed.

Completion Engine triggers

Generally, RIO Completion Engine triggers refer to triggers that run to update a student's program completion progress. These are also known also known Program Enrollment completion triggers.

1. rio_ed.PREN_CompletionEngine_TDTM - Completion logic processing for the Program Enrollment and PE Group Status objects.

2. rio_ed.CSEN_PEDCompletionEngine_TDTM - Updates related PE Discipline Requirement records when courses are passed/credits are earned.

3. rio_ed.PEDR_PEDCompletionEngine_TDTM - Updates related PE Discipline records when child PE Discipline Requirement records are updated.

Auto Enrollment

Creating PE Pathways by Program Pathway.Enrollment Method

Manual

PE Pathways will be created the same as before - with the Automatically Enroll in Courses checkbox = false.

Automatic by term/course

The first PE Pathway (PE Pathway with My Term = 1) will have its Term lookup populated with the Starting Term from the Program Enrollment, and the Automatically Enroll in Courses checkbox = true.

The other PE Pathways will be populated during the Course completion process.

Automatic all terms (future)

The first PE Pathway (PE Pathway with My Term = 1) will have its Term lookup populated with the Starting Term from the Program Enrollment and the Automatically Enroll in Courses checkbox = true.

Each subsequent PE Pathway will also have its Term lookup populated, based on Terms where Previous Term = Starting Term, then where Previous Term = that Term, and so on. Using the order of PE Pathway.My Term, we can determine which Term belongs to which PE Pathway. Each of these PE Pathways will also have the Automatically Enroll in Courses checkbox = true.

Course Completion Process

PE Pathways now have 2 checkbox fields to track Course passing and completion. Whenever a Course Connection’s Enrollment Status or Grade Result is updated, it will find all other Course Connections under the same PE Pathway.

• If all of the Courses are Completed, PE Pathway.All Courses Completed? = TRUE

• If all of the Courses are passed/RPL, PE Pathway.All Courses Passed? = TRUE

When a PE Pathway gets updated to have one or both of these checkboxes checked, and the Program Pathway.Enrollment Method = Automatic by term/course, it will attempt to mark the next PE Pathway’s Automatically Enroll in Courses checkbox. If not all courses have been passed, it will check the Custom Setting to see if we allow auto enrollment when some courses are failed.

If the next PE Pathway’s Deferred checkbox = true, we won’t mark the Automatically Enroll in Courses checkbox.

Finding Term for PE Pathway

When Automatically Enroll in Courses = true and there is no Term on the PE Pathway, we will automatically find the appropriate term by checking the previous PE Pathway’s Term. If this is the first PE Pathway, we will check the Starting Term on the Program Enrollment.

First we check the Term Label.

Online

We find the current Term, where Educational Institution and Term Label matches the original Term, and where today’s date is between the Start and End dates. For online term labels, there should only be one Term matching these conditions.

Otherwise, we find the current Term where Term.Previous Term = original term.

Automatic Enrollment Logic

When Automatically Enroll in Courses = true, all required Course Offerings planned for the PE Pathway’s term need to be enrolled in. This involves checking the Program Pathway’s Pathway Units for the planned Courses, and checking Plan Requirements for required groups and required courses.

Once the Course Connections have been assigned the correct PE Pathways and Enrolled in the Course Offerings, they then need will be automatically enrolled in all available Sessions for each Course.

Auto Enrollment by Term Setup

1. Program Plan created with Starting Term

   1. The Starting Term is considered the term for Pathway Units with Term Number 1

2. Program Pathway created with Enrollment Method = Automatic by term/course

3. Pathway Units created for this Program Pathway

   1. Ensure that Course Offerings have been created for the Starting Term

4. When an Admin reviews Program Application, they can manually check the Start Month/Start Year and assign the relevant Starting Term

   1. Alternatively, this will be taken from the Program Plan’s Starting Term if left blank.

Auto Enrollment all Terms/Future Setup

1. Program Plan created with Starting Term

   1. The Starting Term is considered the term for Pathway Units with Term Number 1

2. Program Pathway created with Enrollment Method = Automatic all terms (future)

3. Pathway Units created for this Program Pathway

   1. Ensure that Course Offerings have been created for the Starting Term

4. When an Admin reviews Program Application, they can manually check the Start Month/Start Year and assign the relevant Starting Term

   1. Alternatively, this will be taken from the Program Plan’s Starting Term if left blank.

Short Course Enrollments

[New in 2.7] Short Course Enrollments can be considered Program Enrollments for a single Course only. Academic Programs can set their Program Structure Type as Subject Only. Any enrollments into these types of Academic Programs will be treated as Short Course Enrollments.

These Academic Programs will still need to have their Program Plans and Plan Requirements set up with all the available Courses to enroll into.

When enrolling into these types of Programs, the Course Connections will not be created automatically. Instead, it will be up to the customer to implement a way to create the Course Connections, or create them manually.
Once the Course Connection is created with a Course Offering, RIO Education will automatically set the PE Group and the Plan Requirement Course.

Wizards

Session Template

A session template builder acts as a recipe maker that allows school admin to define a session time template for sessions by combining different time blocks together. The template could be reused during session creation to save the steps of creating session time. To achieve this, the following components will be utilized/introduced to support the solution:

Time Block Template

This is to allow school admins to define the common time blocks that the school is operating on. It is useful to set a standard in a school to avoid human mistakes. The time block could support single or multiple templates.

In each of the time block templates, admin can define child time blocks that represent the time block available in the template. Admin can also define extended time blocks (out of normal hours). This will be filterable in session template builder wizard.

Please refer to Time Block (EDA) for more details.

Once the time block is defined, this can be used in template builder.

Session Template Builder

In the session template builder, school admins will be able to manage templates for all courses (subject). They’ll be able to:

• Hide/Show template

• Filter template

• Create new template

• Edit existing template

• Create new session time for a template

• Delete session time from a template

The session template builder only supports 1 level fixed grouping by “Band”.

Hide/Show Session Templates

Checking or unchecking the checkbox next to a session template record on the “Template List” panel will show or hide the session times of a session template in the workpad.

You can also complete this on the group level. It will apply the same to all the related session templates under the group.

Filter Session Templates

You can use the filter  to refine the list of session templates that you would like to see on the “Template List” panel and workpad. Simply click on the filter icon to see the available filtering options.

Create New Session Templates

To create a new session template(s), click on the add  button. Select the Educational Institution and Course for the template before you can add a new row.

You can define the following info for each new session template:

• Session Name (Required)

• Band (Optional)

• Required Facility Type (Optional)

We recommended that all required information is defined properly so that the same amount of information is being applied to every new session being created.

When a template is created, it will be saved as Session (Record Type = Template) under the selected course record. The related time block will be saved as Session Time.

Edit Session Template

To edit a session template, you can click on the “[edit]” button next to a session template record.

Create New Session Time For a Template

When defining a new session time for a session template, admins can choose to filter the time block template defined before this. Once the time blocks are selected, they will be plotted onto the workpad. In the background, the data will be saved into Session Time under a session template record.

To add a new session time, click on a session template record on the “Template List” panel. The “view” icon will indicate that you have selected a session template.

To plot a session time, click on the selected day in the workpad. In the “Add New Time” wizard, you can select the available time blocks, default label and facility. This information will be reused when a session template is being used to create a new “class” session record.

[New in 2.12] From the Time Block Template picklist, you can select “Custom Time”. This will allow you to set any time for this time block.

Delete Session Time From a Template

To delete a session time from a session template, click on any session time plotted on the workpad. A confirmation dialog will be prompted.

Session Scheduler

The session scheduler is a one stop wizard that allows admins to:

• Manage session

• Manage facility assignment for sessions

• Manage faculty assignment for sessions

The scheduler consists of:

Sessions panel

The Session Panel is where all current and future sessions (end date is equal or greater than today) are listed.

It can support up to 3 levels of grouping. The default grouping is “All”. You can refine the list or change the grouping by changing the filter  option.

Session record

The session name is clickable - you’ll be able to view the session record in a new tab. You can also hide/show the related allocations in the scheduler by checking or unchecking the checkbox next to it.

Session indicator icons

There are three types of icons:

 Session Time

1. Red - Session that has booking status = Draft

2. Green - Session is scheduled (booking status = Booked/Booked with issues)

The icon is clickable to launch the “Edit Session” wizard.

 Facility Assignment

1. Red - Room is booked with issues (e.g, double booked)

2. Amber - Missing facility assignment

3. Green - Room is booked without issue

The icon is clickable to access the following wizard depending on color:

1. Red - View session conflict details

2. Amber - Launch facility assignment wizard

3. Green - Launch facility assignment wizard

 Faculty Assignment

1. Red - Faculty is booked with issues (e.g, double booked)

2. Amber - Missing faculty assignment

3. Green - Faculty is booked without issue

The icon is clickable to access the following wizard depending on color:

1. Red - View session conflict details

2. Amber - Launch faculty assignment wizard

3. Green - Launch faculty assignment wizard

Session Conflict Details

The session conflict details are useful to identify any double booking for both facility and faculty members. If you would like to make any changes to fix the assignment, you can click on the “Assign Facility” or “Assign Faculty Member” button.

Please note that you can also move the event in the scheduler if you would like to fix a single occurrence.

Session dropdown menu

There are five types of actions available

Preview

This will display the session’s bookings in the top Preview row. You can drag and drop these bookings to the relevant resource to assign them. You can only preview one session at a time.

Edit

The ability to Edit session and session time details. You can also regenerate the session’s booking by checking on the “Create/Update bookings” checkbox.

Assign Facility

This will be available when the “Facility” scheduling option is selected. You can assign or change the facility assignment.

Please note that you can minimize the assignment wizard if you would like to view the scheduler in the background.

Assign Faculty Member

This will be available when the “Faculty Member” scheduling option is selected. You can assign or change the faculty assignment.

Please note that you can minimize the assignment wizard if you would like to view the scheduler in the background.

Publish to calendar

This is to update the “Published” checkbox on the session to make it visible in students and faculty session calendar. This will also control if a session should appear in session enrollment wizard.

Scheduling options

Facility

• Change the scheduler view to facility view.

• All active facilities will be listed. You can refine the result by changing the following filter options:

  • Educational Institution

  • Campus

• The events that appear in the scheduler will be rendered based on Booking records that have facility resource set.

• The facility availability will also be rendered.

Faculty Member

• Change the scheduler view to faculty member view.

• All active faculty members will be listed. You can refine the result by changing the following filter options:

  • Educational Institution (search on Affiliation status = current)

  • Department (search on Affiliation status = current, also use to search on qualified faculties if Qualified Faculty toggle is active)

  • Course (use to search on qualified faculties if Qualified Faculty toggle is active)

  • Qualified Faculty toggler (enable this to view qualified faculty members only)

• The events that appear in the scheduler will be rendered based on faculty members’ attendance records. The criteria are:

  • Course connection status = Current

  • Course connection record type = Faculty

  • Session connection status = Current

  • Session connection faculty = true

  • Attendance excused = false

• The faculty “approved” leave request will also be rendered.

Session scheduler action buttons

Filter Button

Used to refine the sessions, resources (facility or faculty member) and events on scheduler. The filtering fields will act differently depending on the objects below:

• Session supports

  • All filtering and grouping fields are applicable

• Facility only supports

  • Educational Institution

  • Campus

• Faculty only supports

  • Educational Institution

  • University Department

  • Course

  • Qualified Faculty toggler

• Scheduler event only supports

  • Educational Institution

  • Campus

  • Course

  • Course Offering

Add New Session Button

When creating a new class session, you will need to define the related parent Educational Institution, Course and Course Offering which the session will be parked under by selecting the “Educational Institution”, “Course” and “Course Offering” picklist. If none of the course offerings are found, a new one can be created by clicking on the “+ New Course Offering” button (this will prompt you to a new tab due to limitations in LWC). After creation, click on the refresh button to update the course offering list.

Optionally you can select a “Band” too. Changing the select options will also refresh the available templates that match the criteria.

Select clone from the session template or create one manually using the “+ Session” button. If cloned from session templates, the session and session times will be pre-populated in the Sessions section.

When the save button is clicked, session with record type “Class” and session time will be created according to the configuration.

Booking Generation

If you would like to create the booking, you can check on the “Create/Update Bookings” checkbox.

Scheduler navigation

You can use the navigation buttons available in the scheduler to view the bookings/events for past and future weeks. Please note that the events on the scheduler will be refreshed whenever the button above is clicked.

Previous

Use to navigate to previous week

Next

Use to navigate to next week

Today

Use to navigate to “Today” if you have navigated away from current week/month

Week

Use to change the calendar view to weekly view

Month

Use to change the calendar view to monthly view

Modifying Resource Assignment on Scheduler

Facility

You can modify the existing assignment by moving the booking event on the calendar to another facility (resource row). There will be 5 options:

1. This event only

2. All this week events - This will update all booking records for the week that belongs to the same session time.

3. All this week and next week events - This will update all booking records for the week and next week that belongs to the same session time.

4. All this week and next 3 week events - This will update all booking records for the week and next 3 weeks that belong to the same session time.

5. This and all future events - This will update all future booking records that belong to the same session time and session time record. This is to ensure that any booking regeneration will use the latest facility.

Upon confirmation, the scheduler will prompt a warning if the target facility type doesn’t match with the session’s required facility type.

Faculty

You can modify the existing assignment by moving the booking event on the calendar to another faculty member (resource row). There will be 5 options:

1. This event only

2. All this week events - This will update all faculty attendance records for the week that belongs to the same session time.

3. All this week and next week events - This will update all faculty attendance records for the week and next week that belong to the same session time.

4. All this week and next 3 week events - This will update all faculty attendance records for the week and next 3 weeks that belong to the same session time.

5. This and all future events

For option 1 - 4, the changes would be:

• Current faculty member

  • Existing faculty attendance record will be set as Excused = true

• New faculty member

  • New attendance record will be created

  • New session connection (with Relief Faculty = true) and course connection will be created too if does not exist

  • The new session connection should have a start date and end date set according to the range of changes.

  • The new course connection should be linked to the correct course offering and faculty member

For option 5, the changes would be:

• Current faculty member

  • This will update the current faculty session connection with following to mark it as legacy assignment:

    • End date = selected date - 1 day

    • Status = Completed

• New faculty member

  • New attendance records will be created for the new faculty member

  • New session connection and course connection will be created too if does not exist

  • The new session connection should have start date set, end date should be blank

  • The new course connection should be linked to the correct course offering and faculty member

Upon confirmation, the scheduler will prompt a warning if the target faculty member doesn’t qualify to teach the session.

Appointment Scheduler

The Appointment Scheduler is used to create appointments against Faculty members. For example, a student’s consultation with their guidance counselor.

We have end-user documentation here: https://wdcigroup.net/docs/rio-education/faculty-management/appointment-scheduler/

Data Reminder Solutions

The data reminder allows you to actively collect important or required information (e.g, email or birthdate) from your community users. In Australia, education providers are required to submit students' information to the government annually. Hence, it is important to have all required information collected up-front before the due date.

Using data reminder, you can configure:

• What information to collect

• Where to collect

• When is the due date

The data reminder solution has 2 components: Data Reminder Solution and Data Reminder Interceptor.

Data Reminder Solution

The wizard allows you to configure how you want to collect the information from your users.

Important Fields

Once the solution record is saved, you should see a field named “Developer Name”. That will be used in the Data Reminder Interceptor later.

Data Reminder Interceptor

Configuration

To add a data reminder interceptor to a lightning page, you can:

1. Find the “RIO Ed - Data Reminder” component in the Custom - Managed section

2. Drag and drop it into your page

3. Provide the developer name of the data reminder solution record

4. Click save to apply the change

Once the page is refreshed, you’ll see the data reminder interceptor in place.

Faculty Connection Wizard

The faculty connection wizard is a quick way to assign faculty members to a course offering and session.

To Assign faculty on course offering, navigate to the “Faculty” tab on course offering record.

To assign faculty members on session, navigate to the “Faculty” tab on a session record.

Viewing Existing Faculty Assignment

Any existing assigned faculty (session connection) will be listed in the table. You can:

• View (open in new window tab)

• Save changes

• Delete the session connection

Please note that if you do not select a session time for session connection, no faculty attendance will be generated.

Assign New Faculty

To assign a new faculty, click on the “New” button.

In the “Create Faculty Connections” section, select any qualified faculty members or find any other faculty member via the “Faculty Member” lookup field. You can also specify:

• Assign to a specific session time

• Faculty Roles

• Make the selected faculty member as primary faculty on session and course offering

Once you’ve defined all required details, click on the “Save” button”. This will create the following:

• New course connection if one does not exist

• New session connection

• Faculty attendance if session time is defined

Please note that if you do not select a session time for session connection, no faculty attendance will be generated.

Attendance Display

The attendance display component is used to show the students attendance rate within a period of time in a char.

It supports the following configuration:

Filtering (Home Page Only)

You can filter results based on the following options when the component is placed on Home Page ONLY.

• Contact

• Program

• Course

• Term

• Session

• Start date

• End date

Chart Type (All pages)

The supported charts are:

• Bar chart

• Line chart

• Pie chart

• Table chart

For Bar and Line chart, you can configure the X-axis to group by:

• Day

• Week

• Month

• Quarter

• Half

• Year

• Term

Appendix

EDA Automations

https://powerofus.force.com/s/article/EDA-Documentation

Enable/Disable Trigger Handlers

https://powerofus.force.com/s/article/EDA-Disable-Trigger-Handlers