NERDUG 2011 – Session 11049 The Power of Person Restrictions: Notifications

in Datatel’s Portal

Suzanne M. Dennis, RegistrarBrooklyn Law School

suzanne.dennis@brooklaw.edu

About UsBrooklyn Law School

Private InstitutionEstablished in 1901Urban SettingEnrollment of 1,450UNIXColleague R18; Datatel Portal 2.6BLSConnect Live in August 2009

About YouSession Attendees

End Users?IT Personnel?Using Datatel Portal?Implementing or Thinking About Datatel

Portal?Currently Using Person Restrictions for

Notifications?

About This SessionFrom Inspiration to Implementation

Improving communication by using Person Restrictions for Portal Notifications

Transitioning from internal use of restrictions to external notifications

Creating Restrictions (REST) with Portal settingsAssigning Restrictions to individuals and in Person

Restrictions (PERC) and portal display flagBatch Assign, Change and Delete Restrictions (ACDR)Viewing Notifications in Datatel Portal

Improving Communication Optimizing Datatel Portal Functionalities for

Improved Communication

Goals Decrease information overload by targeting communications Increase student responsiveness when action is required

Outcomes My Notices web part displays targeted alerts to individuals and groups

of students Links to contact person, forms, and WebAdvisor processes streamlines

workflow for students

Transitioning from Internal to ExternalFrom Restrictions to Notifications

Restrictions Alert office staff to restrictions for individuals Track person restrictions with start and end dates Prevent students from completing specific tasks or processes

Notifications Alert students to upcoming deadlines specific to them Alert students to missed deadlines, violations, required forms and/or

processes Allow students to easily resolve problems by linking them to action items

Notifications Set-upSteps for creating Notifications in Datatel

Portal

REST – Restrictions

PERC – Person Restrictions

ASDR – Assign/Change/Delete Restrictions

REST – Restriction CodesREST settings required to display as

NotificationsPortal Settings for this Restriction flag = XDisplay this Restriction to Portal Users? Set to

YesDescription as Seen by Portal UsersDetailed Description and Follow-up ActionFollow-up HyperlinksFollow-up WebAdvisor Process

REST – Portal Settings FlagNo Severity

set.

Office Level Security set in Office Codes.

Detail here to code portal settings.

RPRS – Restrictions Portal SettingsEnter “Y” to

display notification in Portal.Enter Display Name

for the Restriction here. Detail here to

view entire comment.

RPRS – Detailed Description

Link to email address for

contact person. Link to information

page in Portal.

RPRS – Follow-up Hyperlinks & WA Process

Follow-up hyperlink provides easy navigation to WebAdvisor account

information.

Message includes email link to

Student Accounts.

PERC – Person RestrictionsPERC – Assign Restriction to an individual

Enter Restriction codeStart Date defaults to current dateSet Display Portal flag to YesWhen action has been taken and student

is in compliance, enter end date

PERC – Person Restrictions

This restriction displays as a notification in the Portal – Flag set to “Yes” and no

end date.

These restrictions appeared as notifications on the Portal when active. They are end dated and

no longer appear.

This restriction will not display in Portal – No end date but Flag

set to ”No.”

ACDR – Batch Process for RestrictionsACDR – Batch assign, change or delete

restrictionsEnter Saved ListEnter individual studentsSet Display Portal flag to YesWhen action has been taken and student is in

compliance, enter end dateUse to alert students to upcoming deadlines

when there is not “violation”

ACDR – Start Date but No End Date

ACDR – Start Date and End Date

Displaying Notifications in PortalOnce you have flagged a Restriction to display in the

Portal and you have assigned it to an individual or group, no further action is required for it to appear as a Notification in the student’s home page of the Portal

Newly added Notifications appear when the home page is refreshed

Notifications will continue to display until the Restriction is end dated or deleted

Portal Notifications Web Part – Collapsed View

Notifications can be expanded by

clicking +

Notifications can be expanded by

clicking link

Portal Notifications Web Part – Expanded View

Link to WebAdvisor

Process

Current Uses of NotificationsCurrent

Registrar’s Office Immunization HoldExam Number HoldNo cell phone number on fileCredit OverloadGraduation Application

Office of Student AccountsStudent Account on Hold

Established in 1901 Urban Setting Enrollment of 1,500 R18 Datatel’s portal

Future Uses of NotificationsFuture

Registrar’s OfficeUpcoming registration start date alertRegistration deadlinesGraduation Application filing datesCap & Gown measurement filing datesFaculty preference form filing datesFaculty submission of type of exam form

Established in 1901 Urban Setting Enrollment of 1,500 R18 Datatel’s portal

Questions?