Student records
Programmes, subjects, the curriculum and the student record, every change kept.
Who it is for
For the student office
The office opens Wise Ed and sees what is waiting for it, oldest first, with one button to the screen that settles each row. Students hand in forms and requests online, lecturers enter their own grades and their month, and the bank statement matches itself to the invoices. What is left for the office is the deciding.
- A work queue instead of a pile of e-mails
- The screen asks; the office decides, and the reason is kept
- Every document numbered, with a code anybody can check
The day starts from what is waiting
Every module the school uses adds its rows to one list on the home page: an exam record nobody has signed off, a request past its target, a payment that fits no invoice, a thesis whose committee is not named. Each row says what waits, about whom, and for how long; the late ones are marked. An empty list means the work is done.
What changes in the office
- Nothing is typed twice. Programmes, subjects, the curriculum and this year’s students come over from Wise Timetable, and the students go back into the timetable by themselves.
- Students fill in their own forms. The enrolment form, a change of address and a request arrive online, confirmed with a code by e-mail; the office checks, approves or asks the student back.
- Lecturers do their part. They enter the grades on their exam records and hand in their month from the timetable; the office signs off and approves.
- Money matches itself. The bank statement is imported and each payment is matched by its reference; only what does not fit waits for the office.
- Enquiries look after themselves until somebody must answer. The web enquiry form and the walk-in form put each prospect on one page and give them to an admissions counsellor, who gets one list of follow-ups each morning. See enquiries and campaigns.
- What happens to a student is one action: a transfer, a withdrawal, a pause and the return, each with its date, reason and decision, kept on the student’s file.
- One page per thing. A student, an exam record, a request: everything about it, with its history, on its own page. Every list has a search, pages and an export to Excel.
- The screen asks, it does not refuse. A national ID number that does not add up or a second student of the same name is named under “Before this is saved”; the office chooses Save anyway or corrects it. Only what the data cannot hold is refused.
The modules the office works in
Each has its own page with what it does, how it goes and what it does not do yet.
Enquiries and campaigns
The web enquiry form, walk-ins, campaigns and admissions counsellors with their follow-ups.
Admission and enrolment
Calls, applications, ranking, the online enrolment form and certificates.
Exams and grades
Exam records, online grade entry, rules that say why, sign-off and the transcript.
Finance
Price list, instalments, invoices with a payment QR code, payments, aid and payouts.
Requests and decisions
Students’ requests with attachments, answered with numbered decisions.
Who sees what in the office
Whoever administers Wise Ed at the school builds roles from menu items, each closed, open to view or open to view and change, and limits a role to some campuses where the school has more than one.
- A clerk sees only what her role opens. The work queue shows only rows of screens she may open.
- Nothing is quietly rewritten. A grade is corrected by a new entry, an invoice by a credit note, a document by a new issue; the old one stays in the history with who and when.
- Views of sensitive records are logged, such as a support or disciplinary entry in the student file.
Questions from student offices
Do we still need the forms on paper?
Not for what Wise Ed covers. Students confirm their enrolment form and their requests with a one-time code sent to their e-mail instead of a signature, and decisions, certificates and diplomas carry a verification code that anybody can check without signing in.
What if a student’s case does not fit the rules?
The rules say why and until when, and the office can set one aside with a reason that is kept. Wise Ed does not decide for the office; it makes sure the decision is written down.
How do we learn it?
The guide for the student office walks through the everyday jobs step by step, and the question mark in the office’s top bar opens the PDF guide in your language.
Can we start with only some of it?
Yes. The records, the timetable sync and the settings are always on; every other module is switched on or off in one panel, and switching one off deletes nothing.
See Wise Ed on your own school
Book an online presentation. We will walk through how your student office works today and show you the same job in Wise Ed — with your programmes, not a demonstration dataset.