onedu 2.0 documentation

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====== Communication ======


====== iRequest ======

===== New Request =====

**Menu Navigation:** iRequest → New Request

This screen serves as a valuable platform for both students and staff to submit requests across various departments, such as certificates, exams, fees, labs, sports, and more. They can easily initiate a new request by clicking on the "Create New" button located at the top-right corner of the screen. To ensure a smooth and efficient process, please make sure to provide all the necessary information in the designated fields while creating a new request

Once you have clicked on the "Apply" button to raise a request, it will be successfully submitted for processing. To keep track of the status of your request, you can use the filters available in the search criteria.

  - Department
  - Types
  - Raised by
  - From Date
  - To Date
  - Status

====== Mentor Mentee ======
===== Mentor Comments =====

**Menu Navigation:** Communication → Mentor Comments

This screen is designed for mentors to easily manage their mentees and upcoming meetings. When a mentor opens the screen, they will see a list of all the mentees assigned to them. On the right side, there will be a display showing the dates and times of the upcoming scheduled meetings.

The screen allows mentors to send SMS messages to their mentees, either to all of them at once or to individual mentees. By clicking on a scheduled meeting, the mentor can see the list of mentees attending that specific meeting. Moreover, when the mentor clicks on a mentee's name, they can access detailed information, including the mentee's attendance, academic report, and previous comments.

The mentor can provide feedback on the mentee in four different aspects: Academic, Placements, Personality Development, and Extra Curricular Activities. To add a comment, the mentor simply clicks on the "Add Comment" button and can input comments for all four aspects. While adding comments, the mentor can also schedule the next meeting date and time. Once the mentor clicks the Save button, the comments will be added, and the new meeting schedule will be automatically updated in the upcoming visiting dates for the mentor.








===== Assign Mentor Mentee =====

**Menu Navigation:** Communication → Assign Mentor Mentee

The main objective of this screen is to facilitate the process of pairing mentees with mentors. It also provides the ability to view and update mentor-mentee pairings. Following are the filters for search criteria:

  - Mentor 
  - Department
  - Subject

To assign a mentee to a mentor, you can easily do so by clicking on the “Add row” button. Simply enter the mentee’s roll number, department and name will be automatically determined. Once you click on the “Update” button, the mentee will be successfully assigned to the selected mentor. 


===== Mentor Mentee Report =====

===== Manage Mentor =====

**Menu Navigation:** Communication → Manage Mentor

This screen is used by the admin to track the mentor mentee process. On the screen the list of departments with the number of mentees will be displayed. On clicking the ‘ + ’ symbol adjacent to the department name, all the mentors and number of mentees assigned to them will be displayed. By clicking on the mentor’s name you will be directed to the Mentor Mentee Comments Screen. If there is lack of activity between a mentor and mentee then, the students profile will be highlighted red. Upon further clicking on the mentee’s name, all the comments made by the mentor will be visible. Admin also has the option to view the upcoming visiting date of the mentor and send SMS to the mentees.

This screen serves as a tool for the admin to monitor the mentor-mentee process. The displays the list of departments along with the corresponding number of mentees associated with each department. By clicking on the ‘+’ symbol next to a department’s name, the admin can expand the view to see all the mentors within that department and the number of mentees assigned to each mentor.

To access more detailed information, the admin can click on a mentor’s name, which will redirect them to the Mentor Mentee Comments Screen, where the admin can view the upcoming visiting dates of the mentor and also has the option to send SMS messages to the mentees, ensuring effective communication between the mentor and mentee.

If there is lack of activity between a mentor and mentee, the mentee’s profile will be highlighted in red.  For a more in-depth understanding, the admin can click on the mentee’s name to see all the comments left by the mentor. This allows the admin to closely  monitor the progress of each mentor-mentee pairing.  



====== Alerts ======

===== Attendance Alerts =====

**Menu Navigation:** Communication → Attendance Alerts

This screen serves the purpose of sending alert SMS to parents regarding student absences. To initiate an alert, simply choose the desired date, and the list of absent students for that specific day will be displayed. For further refinement, you can opt to filter by section, revealing the absentees for that particular section on the chosen day. Below, you will find the pre-written SMS text ready for dispatch. Upon clicking the "Send" button the alerts will be sent to the parents of the selected students. This efficient system ensures effective communication and timely notifications to keep parents informed about their children's attendance.
===== Send SMS =====

**Menu Navigation:** Communication → Alerts → Send SMS

onEdu is integrated with SMS gateways and can be used to push alerts to students, staff and parents. Open text SMS can be sent at present, but this may be discontinued in the near future based on TRAI govt regulations. 

Else, templates can be setup and approved by TRAI for use on a regular basis. 

**Open Text SMS **: Select the filter criteria to list the users that should get this SMS alert. You can use the following criteria.
  - College
  - Department
  - Program
  - To (Role)

You can then choose to select either all the users that meet the filter criteria by 'select all' or choose one or more of the users manually. 

{{:screenshot_2021-02-24_at_6.27.28_pm.png?800|}}

** Template SMS **: This will become the norm going forward as TRAI tightens the regulations in sending open text SMS. The selection criteria is the same as above. 

Along with the results, the available and active templates are returned. You can only select one of the templates available there for an SMS. Template message may contain variables that can be used to tailor the message for specific situations. For example, see the screenshot below. 

{{:screenshot_2021-02-24_at_6.33.02_pm.png?800|}}

===== Manage Notifications =====


===== Manage Circulars =====

**Menu Navigation:** Communication → Alerts → Manage Circulars

Circulars can be sent to various stakeholders in onEdu. 

onEdu allows search of previous circulars by the following criteria:
  - From Date
  - To Date

Circulars that meet the search criteria are returned in the results. 

{{:screenshot_2021-02-24_at_6.35.18_pm.png?800|}}

Each one can be further clicked through to view the details, or unpublished or deleted. 

{{:screenshot_2021-02-24_at_6.36.32_pm.png?800|}}

New circulars can be created in onEdu. The following screen shows the detail required in creating a new circular. 

{{:screenshot_2021-02-24_at_6.39.48_pm.png?800|}}

Once the message has been drafted, it can then be sent to selected users in onEdu. See screen shot below. 

{{:screenshot_2021-02-24_at_6.41.47_pm.png?800|}}

===== View Circulars =====


===== Reset Password =====

**Menu Navigation:** Communication → Alerts → Reset Password

Password of any user can be reset by the administrator role, as long as the user has a valid mobile phone number. Passwords that have been reset are automatically generated as six digit numbers and sent by SMS to the mobile phone associated with the user. 

Users can be selected by using the following filter criteria:
  - College
  - Department
  - Program
  - Section
  - To (Role)

Once the above filter criteria is selected, administrator can choose to select one or more or all users that meet the filter criteria and reset the password. 

{{:screenshot_2021-02-24_at_6.43.14_pm.png?800|}}

===== Parent Letters =====

**Menu Navigation:** Communication → Parent Letters

This screen can be used to generate letters addressed to parents, providing them with their children's academic data. To create the letter, you can apply various filters as search criteria:

  - Report Type
  - Department
  - Section
  - From Date 
  - To Date
  - Attendance Criteria

Report Type can include student's attendance details, final marks sheet, sessional scores etc. First select a section, and the system automatically populates the "from date" and "to date" fields with the corresponding academic year dates.Upon clicking the "search" button, the system displays the students' data based on the chosen report type.

On clicking on search, the search results will be display the students data depending on the report type selected. Now on clicking on the print option, each student report will be printed separately with the post address of the student.



===== Parent Letter Setup =====

===== Event Calendar =====

**Menu Navigation:** Communication → Event Calendar 

This screen serves as a calendar event creation interface. To add an event, simply click on the desired date. A pop-up will appear, showing the day, date, month, year, and time for the selected date. You need to fill in the necessary details in the provided fields, such as the event title, start time, end time, venue, and description.

Once you have entered all the required information, click on the "Save Event" button, and the event will be successfully added to the calendar. This newly added event will be visible to all users who have access to the calendar. To easily identify the new event, a red alert marker will appear on the calendar's text in the top-right menu.

====== Reports ======
===== SMS Sent Report =====

**Menu Navigation:** Communication → Reports → SMS Sent Report

This report lists the SMS that have been sent out of onEdu. SMS report can be run using the following search criteria:
  - Recipient ID (login username of the user)
  - Name
  - Mobile Number
  - Status (In Progress, Successful, Failure)
  - Department
  - Section
  - From Date
  - To Date

Search results are displayed in a tabular report with the following columns.
  - S.No
  - Date and Time
  - Recipient ID
  - Name
  - Mobile
  - Message
  - Status
  - Credits
  - Sent by

{{:screenshot_2021-02-24_at_6.52.01_pm.png?800|}}

====== Grievance Cell ======

===== Committee Members =====

**Menu Navigation:** Communication → Committee Members

This screen displays the list of committee members of the grievance cell. This screen allows you to view and add a committee member.

When adding a new committee member, users need to enter the person's name in the designated name field and click on the search button. The search results will then showcase the details of the member (if they already exist in the system). To proceed, users can select the appropriate member by ticking the checkbox adjacent to their name.

To finalize the addition of the new committee member,click on the "Save" button. This ensures that the new member is successfully added to the committee. The committee members can be either students or faculty, as needed
===== Grievance Cell =====

**Menu Navigation:** Communication → Grievance Cell

A grievance can be entered by any stakeholder. It is automatically sent to the grievance cell members that have been setup earlier. 

A grievance is just a short and quick text that can be entered into an text area in the web application of onEdu. 

{{:screenshot_2021-02-24_at_6.57.17_pm.png?800|}}

===== iRequest List =====

**Menu Navigation:** Communication → iRequest List

This screen displays the requests raised by students and staff from the screen "New Request". The handling of these requests follows a step-by-step process, where each request is addressed one step at a time.

For example, if a student raises a request for bonafide certificate. Initially, the request is directed to the department head for review. The department head carefully examines the request, ensuring its authenticity and relevance. If the request meets the necessary criteria, the department head provides approval.

Once approved, the request is forwarded to the institution's office, where an office admin takes charge. The office admin diligently reviews the request, verifying all required details and compliance. Upon successful verification, the office admin gives the green light for further processing.

Next, the approved request enters the certificate printing phase, where the bonafide certificate is produced with accurate information. After the printing process is complete, the student is promptly notified to collect their certificate from the institution's office.