1.5.7 Student Profile

Modified on Fri, 25 Feb, 2022 at 4:42 PM

1.5.7 Student Profile Getting Started Checklist:

Adding Students to ampEducator
Assigning Location, Advisor & Agent.
Managing Consent - Opt In/Out Status
Tracking International Students and Fee Class
Assigning Hour Clocks
Creating & Using Custom Fields
Student Portal Login Credentials
1. Student User Status
2. Student User Name & Password
3. Student Software Email
4. Student Location Access
5. Student Two Factor Authentication
Recording Education History
Student Emergency Contacts
Tracking Employer/Placement Information
Student Status
Student Notes
Student Contracts
Student Documents
Student Forms
Student Groups
Generating Custom Reports

There are 4 subsections to Students; (1.18) Profile, (1.19) Academics, (1.20) Accounts and (1.21) Communications. Within these sections there are related functions that you may or may not use, but if you are using Prospects any data collected in the Prospect record will carry over to Students once you have changed the Prospect to Enrolled under Status. You can still search for the Prospect once they have been Enrolled but this will actually show you the Student Profile when clicked. We will attempt to cover the most commonly used functions in Students and we encourage you to explore our more detailed Guides section once you have learned the basics - if you have any questions please submit a Ticket.

1. Adding Students to ampEducator

There are several ways that Students can be added to the Students section. As mentioned in 1.16 Add New Student, once you have completed the modal window fields and clicked Add, you will be redirected to the the Student Profile and the Details menu. However, you can also Import Students, use the ampEducator Home Tools > Forms to create Forms such as Application Form and convert to Students (or Merge a Form to an existing Student). ampEducator also has an API that can be used to submit Students from other third party applications (see http://www.ampeducator.com/api.php for detailed API instructions).

Regardless of method used to add the Student there are many fields that can be populated. These fields are separated into common submenus that can be clicked on or scrolled down to review. For a complete list of available Student fields see Technical Guide - 1.18 Student Profile below.

2. Assigning Location, Advisor & Agent.

By now you have learned that ampEducator supports multiple Locations which can be added under Institution Configuration > Locations. Students are assigned 1 primary Location and can have access to other Locations under Student Profile > User > Location Access. Recruiters that were assigned if the Student was Enrolled from a Prospect will also be shown for reference purposes. Advisors & Agents can also be assigned to Students. In order to assign an Agent to a Students you must first Add the Agent under Home Tools > Staff & Instructors and assign the Agent Role.

3. Managing Consent - Opt In/Out Status

If you plan on using the Communication tools in ampEducator it is very important to ensure you have properly collected consent from your Students. This is managed under Student Profile > Admin > Opt / Opt In Status. If a Student has not been opted in, the ampEducator will not send any email or SMS to them. To Opt In a Student you can either manually Opt In or send the Student an Opt In email. The best practice is to collect Opt In consent automatically when the Student is added to ampEducator from a Webform. This can be done by passing a the field name Opt In set to "true" as a checkbox on your Webform and if you are interested in more information please contact support@ampeducator.com to help you implement this function. Otherwise, you will need to manually Opt In Students when they are added to ampEducator. If you notice or are informed that a Student is not receiving your emails and it is not in their Junk/Spam, it is more than likely that they have accidentally unsubscribed or their Opt In is not set in the Profile and this should be checked and resolved.

4. Tracking International Students and Fee Class

ampEducator has a built-in checkbox for Tracking International Students found in the Other section of the Student Profile. If the Student is an International Student you can indicate this here. As well, if you charge different fees for International Students you can create and then assign this fee class under Institution Config > Students > Fee Class Code.

5. Assigning Hour Clocks

ampEducator has built-in Hour Clock Tracking using either Bar Code Scanner and Printed/Digital ID or by entering your Username on a keyboard to the Hour Clock Screen. This function helps Hour Clock schools allow Students (and Staff) electronic track Hours at physical locations without the need to implement a third party time tracking system. See Hour Clock Guide for more information.

6. Creating & Using Custom Fields

In addition to fixed fields, ampEducator also allows you to create Custom Fields. These can be added under Institution Configuration > Students > Custom Fields. Prospects and Students share the same Table in the ampEducator database so Custom Fields that are added to Students also appear in the Prospects section.

7. Student User Credentials

Students can also Login to ampEducator using the same PURL that Staff & Instructors use. However, ampEducator will identify the Student Role automatically assigned to the Student and present the Student Portal user interface. There are some controls over the Student Portal that Admin can make under Institution Config > Students > Portal.

a. Student User Status

Student User Status must be set to Active Status for the Student to be able to login to the Student Portal. If the Student attempts too many incorrect login attempts then the Student User Status will automatically change to Disabled and the Student will not be able to Login until an Admin user Role switched the Student User Status back to Active.

b. Student User Name & Password

The Student Primary Email address in their Student Profile can be used to Login to the Student Portal which is the same PURL for Staff & Instructors. If you have assigned Students an existing Username and wish to use the same user name in ampEducator you can set that under Student Profile > User > User Name. The username is set automatically with a number when the Student is added but this can be changed if required. The student password is also auto generated or can be manually set using the Change Pass Button. If you need to reset or send first login instructions to a large Group of Students you can do this using Students > More Actions > Send / Reset Account Details. This will send the Students selected an automated email as shown below:

c. Student Software Email

Students are assigned an internal Software Email for tracking purposes in ampEducator only and do not have access to this email address. This email is automatically generated when the Student is added. It can be updated if required but it is recommended to not change this unless necessary.

d. Student Location Access

Students can be assigned a primary location but can also be granted multiple Location Access. This may be required in the case where a Student is attending Courses that are scheduled at different Locations. If you are trying to enroll a Student into Course or Program that is not the Primary Student Location then you will need to assign that Location Access to them.

e. Student Two Factor Authentication

Students can turn on Two Factor Authentication for their User Account. If for any reason they need to have this disabled they you can do this using the Disable Two Factor Authentication (2FA) Button. Students can not disable 2FA themselves.

8. Recording Education History

If you need to record Student Education History then you an select from Post Secondary One, Two or High School Graduate which will reveal additional fields to track Education details.

9. Student Emergency Contacts

Student Emergency Contacts One & Two can be entered here. If additional information needs to be collected then you can use Custom Fields.

10. Tracking Employer/Placement Information

Student Employment or Placement information can be tracked here. If additional information needs to be collected then you can use Custom Fields.

11. Student Status

Student Status can be added here by using the New Status Button. Status can be customized under Institution Config > Students > Status. Once a Status is added it cannot be deleted to maintain Status integrity. If a mistake is made an Admin user can contact support@ampeducator.com to have it removed.

12. Student Notes

Student Notes can be added and Note Revisions are displayed by expanding the + icon. If you need to set reminder dates or if Notes are completed you can also add notes to Events in 1.21 Student Communications > Events.

13. Student Contracts

ampEducator allows you to create your own custom Student Contracts with the option of third party signatures. Once you have created the Contract under Home Tools > Contracts, you can add the Contract to any Student and then Print or Email the Contract to the Student to review and physically sign or digitally sign and return to you.

9. Student Documents

Students have documents that can be stored directly to their Profile. You can upload up to 5 Documents at a time and each document has a 25MB size limit. These documents also can be assigned "Student Access" they will have access to the Documents in the Student Portal. If you design you own Forms with document submission you can collect Student documents and merge them directly to the Student Documents. You can also Bulk Import Documents to ampEducator. For more assistance with managing Documents please email support@ampeducator.com or start a Ticket.

10. Student Forms

ampEducator allows you to create your own custom Student Forms with our Forms designer. The Forms can be Public or Private, meaning that you can create for example Public Application Forms hosted on the internet that anyone can fill out and submit to you OR you can create and/or email Forms directly to a Student. Once you have created your Form under Home Tools > Forms, you can add it to the Student Profile.

11. Student Groups

Groups are a useful productivity tool in ampEducator allowing you to select and Group Students based on a filters you apply. You can create and add as many Groups to Students as you like and within the Groups you send Bulk Email and SMS. A Prospect and a Student can also occupy the same Group.

12. Generating Custom Reports

In cases when you need to get specific custom reporting from ampEducator when the build in report features are not sufficient. You can run custom reports for individual or multiple Students, Courses, Programs and much more. Contact support@ampeducator.com for more details or start a Ticket.

Technical Guide 1.18 Student Profile

1.18	Student Profile			From the Students List (Page) you can click on any Student Name to open the Student Profile.
1.18.1	Details
		1.18.1.1	Title	Edit the Title of the Student.
		1.18.1.2	First Name	Edit the First Name of the Student.
		1.18.1.3	Middle Name	Edit the Middle Name of the Student.
		1.18.1.4	Last Name	Edit the Last Name of the Student.
		1.18.1.5	Preferred Name	Edit the Preferred Name of the Student. When displaying the students name in a form, list or other the preferred name will be displayed if it's different from the first name i.e. if the preferred name is Johnny then the users will see the preferred name in brackets as John (Johnny) Smith. If preferred name is blank or equal to the first name this won't happen. Students can update their preferred name in the portal if the option to edit their profile information is enabled. Preferred name is also a column / export field in Prospect and Student List.
		1.18.1.6	Photo	Click the Image to upload or replace the Photo of Student.
		1.18.1.7	Current AddressOne	Edit Current AddressOne.
		1.18.1.8	Current AddressTwo	Edit Current AddressTwo.
		1.18.1.9	Current City	Edit the Current City.
		1.18.1.10	Current Prov/State	Edit the Current Prov/State.
		1.18.1.11	Current Country	Select the Current Country.
		1.18.1.12	Current Postal Code/Zip	Edit the Current Postal Code/ZIP.
		1.18.1.13	Permanent AddressOne	Edit Permanent AddressOne.
		1.18.1.14	Permanent AddressTwo	Edit Permanent AddressTwo.
		1.18.1.15	Permanent City	Edit Permanent City.
		1.18.1.16	Permanent Prov/State	Edit Permanent Prov/State.
		1.18.1.17	Permanent Country	Edit Permanent Country.
		1.18.1.18	Permanent Postal Code/Zip	Edit Permanent Postal Code/Zip.
		1.18.1.19	Email	Edit the Email.
		1.18.1.20	Secondary Email	Edit the Secondary Email. Automatically CC the secondary email. See - (3.12.1.5)
		1.18.1.21	Phone	Edit the Primary Phone Number.
		1.18.1.22	Mobile Phone Country	Select the Mobile Phone Country (required for SMS to work in ampEducator).
		1.18.1.23	Mobile Phone	Edit the Mobile Phone
		1.18.1.24	Work Phone	Edit the Work Phone
		1.18.1.25	Other Phone	Edit the Other Phone
		1.18.1.26	Date of Birth	Choose from the Calendar to select the Student date of Birth.
		1.18.1.27	Age	Calculated Automatically if Date of Birth is entered.
		1.18.1.28	Gender	Select Gender from the fixed list of options. (Male,Female,Transgender,Other).
		1.18.1.29	SIN / SSN / NIN	Edit the Social Insurance (CDN), Social Security (USA) or National Insurance Number (UK).
1.18.2	Admin
		1.18.2.1	Student Assigned ID	Enter the Student ID. Must be unique.
		1.18.2.2	Location	Edit the assigned Location to the Student.
		1.18.2.3	Recruiter	Indicates the assigned Recruiter to the Student.
		1.18.2.4	Advisor	Edit the assigend Advisor to the Student
		1.18.2.5	Agent	Edit the assigned Agent to the Student.
		1.18.2.6	Source	This field displays how the Student was added to ampEducator. 'Website Form' indicates that a Webform was used and 'Application' indicates that the Student was manually added. 'Import' indicates that it was added via Import.
		1.18.2.7	Source IP	This field displays the IP Address if added from WebForm.
		1.18.2.8	Source Details	Additional Details about the Source of the Student. Import File name, Form Code, etc.
		1.18.2.9	Email List Status	Tracks the Opt In and Opt Out consent of Students. See Communication Guide.
		1.18.2.10	Email List Date	Shows the Date the Student Opt In or Opt Out.
		1.18.2.11	Email List Details	Shows the IP address, date and time the Student was Opt In or Opt Out.
		1.18.2.12	Send Opt In Link Button	If the Student is Opt Out status - Emails the Student a Link to Opt In.
		1.18.2.13	Manual Opt In/Out Button	Allows a User to Manually Opt In/Out a Student. If you need to Opt In multiple Students contact support@ampeducator.com for help.
1.18.3	Other
		1.18.3.1	International Student	Check to reference if the Student will be an International Student.
		1.18.3.2	Fee Class Code	Assign a Fee Class Code to the Student. See - (3.12.4).
		1.18.3.3	Hour Clock	Assign an Hour Clock to the Student. See - Hour Clocks (3.5).
		1.18.3.4	Base Hours	Reference to any Previous Hours the Student had prior to ampEducator.
		1.18.3.5	Lead Source	Assign a Lead Source to this Student. To create Sources See - (3.9.8).
		1.18.3.6	Interested In	Assign multiple Interested In for the Student. See - (3.9.3)
		1.18.3.7	Tags	Assign a Tag to this Student. To create Tags See - (3.9.9).
		1.18.3.8	Expected (Enroll) Date	Select Date from Calendar. Students can then be filtered using this Date in the main Student List. See - Student > Filters (1.4.19).
		1.18.3.9	Expected Revenue	Expected Revenue from this Student.
		1.18.3.10	Expected Revenue (0-100%)	Edit the Probability of this Student Starting as a Student.
		1.18.3.11	Expected Revenue Date	Select Date from Calendar to indicate when the Revenue will be received.
1.18.4	Custom			If any custom fields have been defined you will find them here. See - (3.9.2)
1.18.5	User
		1.18.5.1	Last Login	Shows the last Date the Student Logged in to ampEducator
		1.18.5.2	Status	Shows the Student Login Status, Active = they can login, Disabled = they cannot login until Active.
		1.18.5.3	User Name	The assigned username of the Student.
		1.18.5.4	Software Email	The assigned software email of the Student. See Communication Guide.
		1.18.5.5	Location Access	Select the Location Access the Student has.
		1.18.5.6	Two Factor	Shows if Two Factor Authentication is enabled for the Student Login.
		1.18.5.7	Change Pass	Change the password for the Studnet.
		1.18.5.8	Disable 2FA	Disable the Two Factor Authentication for the Student.
1.18.6	Education			Enter the Post Secondary or High School Graduate Information Here
		1.18.6.1	Post Secondary One	Check to enable fields (Institution Name, Post Secondary One From/To Date, Credential Earned, Notes).
		1.18.6.2	Post Secondary Two	Check to enable fields (Institution Name, Post Secondary Two From/To Date, Credential Earned, Notes).
		1.18.6.3	High School Graduate	Check to enable fields (High School Grad Year, High School Name, High School Notes)
1.18.7	Emergency			Enter the Student Emergency contacts here.
		1.18.7.1	Emergency Contact One	Enter the Name of Emergency Contact One
		1.18.7.2	Relationship	Select from Friend, Grandparent, Parent, Sibling, Significant Other, Spouse, Other
		1.18.7.3	Address One	Enter the Address One
		1.18.7.4	Address Two	Enter the Address Two
		1.18.7.5	City	Enter the City
		1.18.7.6	Prov / State	Enter the Province/State
		1.18.7.7	Country	Select the County
		1.18.7.8	Postal Code / Zip	Enter the Postal Code / Zip
		1.18.7.9	Phone	Enter the Phone
		1.18.7.10	Phone Alt	Enter the Alt Phone
		1.18.7.11	Emergency Contact Two	Enter the Name of Emergency Contact Two
		1.18.7.12	Relationship	Select from Friend, Grandparent, Parent, Sibling, Significant Other, Spouse, Other
		1.18.7.13	Address One	Enter the Address One
		1.18.7.14	Address Two	Enter the Address Two
		1.18.7.15	City	Enter the City
		1.18.7.16	Prov / State	Enter the Province/State
		1.18.7.17	Country	Select the County
		1.18.7.18	Postal Code / Zip	Enter the Postal Code / Zip
		1.18.7.19	Phone	Enter the Phone
		1.18.7.20	Phone Alt	Enter the Alt Phone
1.18.8	Employer			Enter the Student Employer or Placement information here.
		1.18.8.1	Employer	Enter the Employer Name
		1.18.8.2	Address One	Enter the Address One
		1.18.8.3	Address Two	Enter the Address Two
		1.18.8.4	City	Enter the City
		1.18.8.5	Prov / State	Enter the Province/State
		1.18.8.6	Country	Select the County
		1.18.8.7	Postal Code / Zip	Enter the Postal Code / Zip
		1.18.8.8	Web	Enter the Website URL
		1.18.8.9	Contact	Enter the Contact Name
		1.18.8.10	Phone	Enter the Phone
		1.18.8.11	Email	Enter the Email
		1.18.8.12	Position	Enter the Position
		1.18.8.13	Position Type	Select the Position Type (Full Time, Part Time)
		1.18.8.14	Start Date	Select the Start Date
		1.18.8.15	Salary	Enter the Salary
1.18.9	Status			Shows the Current Status of the Student. Add New Status as required. To customize this list See - Status (3.12.9).
1.18.10	Notes			Enter Notes on the Student Here. Note Revisions are displaying by expanding the + icon.
1.18.11	Contracts			Click New Contract To Select a Contract and Add to the Student. See - Contracts Guide.
1.18.12	Documents			Upload Docs specific to the Student. Any WebForms or Forms that collect Docs will automatically be added to this section.
1.18.13	Forms			Create and Send Forms to the Student. You must create Form(s) to do this. See - Forms Guide.
1.18.14	Groups			Edit Groups that the Student is a Member of.
1.18.15	Reports			If you need Custom Reports that are specific to Students than you can generate these here.