1. NERDUG 2011 – Session 11049 The Power of Person Restrictions: Notifications in Datatel’s Portal Suzanne M. Dennis, Registrar Brooklyn Law School suzanne.dennis@brooklaw.edu

2. About Us Brooklyn Law School Private Institution Established in 1901 Urban Setting Enrollment of 1,450 UNIX Colleague R18; Datatel Portal 2.6 BLSConnect Live in August 2009

3. About You Session Attendees End Users? IT Personnel? Using Datatel Portal? Implementing or Thinking About Datatel Portal? Currently Using Person Restrictions for Notifications?

4. About This Session From 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 settings Assigning Restrictions to individuals and in Person Restrictions (PERC) and portal display flag Batch Assign, Change and Delete Restrictions (ACDR) Viewing Notifications in Datatel Portal

5. 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

6. Transitioning from Internal to External From 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

7. Notifications Set-up Steps for creating Notifications in Datatel Portal REST – Restrictions PERC – Person Restrictions ASDR – Assign/Change/Delete Restrictions

8. REST – Restriction Codes REST settings required to display as Notifications Portal Settings for this Restriction flag = X Display this Restriction to Portal Users? Set to Yes Description as Seen by Portal Users Detailed Description and Follow-up Action Follow-up Hyperlinks Follow-up WebAdvisor Process

9. REST – Portal Settings Flag No Severity set. Office Level Security set in Office Codes. Detail here to code portal settings.

10. RPRS – Restrictions Portal Settings Enter “Y” to display notification in Portal. Enter Display Name for the Restriction here. Detail here to view entire comment.

11. RPRS – Detailed Description Link to email address for contact person. Link to information page in Portal.

12. RPRS – Follow-up Hyperlinks & WA Process Follow-up hyperlink provides easy navigation to WebAdvisor account information. Message includes email link to Student Accounts.

13. PERC – Person Restrictions PERC – Assign Restriction to an individual Enter Restriction code Start Date defaults to current date Set Display Portal flag to Yes When action has been taken and student is in compliance, enter end date

14. 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.”

15. ACDR – Batch Process for Restrictions ACDR – Batch assign, change or delete restrictions Enter Saved List Enter individual students Set Display Portal flag to Yes When action has been taken and student is in compliance, enter end date Use to alert students to upcoming deadlines when there is not “violation”

16. ACDR – Start Date but No End Date

17. ACDR – Start Date and End Date

18. Displaying Notifications in Portal Once 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

19. Portal Notifications Web Part – Collapsed View Notifications can be expanded by clicking + Notifications can be expanded by clicking link

20. Portal Notifications Web Part – Expanded View Link to WebAdvisor Process

21. Current Uses of Notifications Current Registrar’s Office Immunization Hold Exam Number Hold No cell phone number on file Credit Overload Graduation Application Office of Student Accounts Student Account on Hold Established in 1901 Urban Setting Enrollment of 1,500 R18 Datatel’s portal

22. Future Uses of Notifications Future Registrar’s Office Upcoming registration start date alert Registration deadlines Graduation Application filing dates Cap & Gown measurement filing dates Faculty preference form filing dates Faculty submission of type of exam form Established in 1901 Urban Setting Enrollment of 1,500 R18 Datatel’s portal

23. Questions?