Student records
Programmes, subjects, the curriculum and the student record, every change kept.
Records and admission
Campuses
One school, several places it teaches in. Where a student studies is the campus of their enrolment, an office role can be limited to its campuses, and documents name the campus they were issued at. A school taught in one place sees none of this.
- Nothing changes until there is a second campus
- The campus limit checked by the API, not only the screen
- One student, one record, whichever office serves them
What it does
- A campus is a place the school teaches in: its code and name, its address, its office’s telephone, e-mail and hours, the national code of the place of delivery where the country’s reporting has one, and the town or building the timetable knows it by. One campus is the main one — the school’s seat.
- Where a student studies is their enrolment’s campus, so a student may change campus between years and the record still says where each year was studied. The students list gets a campus column and filter; where only one campus delivers a programme, an enrolment takes it by itself.
- Programmes per campus, in every mode of study or in one only — part-time only, for example. An enrolment at a campus that does not deliver its programme is asked about, never refused.
- On documents and reports. A student’s certificates and decisions print their campus’s town as the place of issue and its address under the school’s name, and the national report sends the campus as the place of delivery — in Slovenia, eVŠ’s kraj izvajanja.
- On the student portal, “My campus” shows the campus office’s address, telephone, e-mail and office hours.
On every screen that needs it
- Finance. A campus bar on every finance list and on the files for accounting, with the counts and totals following it. An invoice belongs to the campus where its student was enrolled in the year it is for; a payment to the student’s campus now.
- Exam records. A record is held at the campus of its room’s building or town; without a room, where its subject’s programme is taught.
- The timetable. Rooms and bookings are administered by campus, and the public timetable offers a campus choice that narrows the programmes, groups and rooms it shows. The choice stays in the page’s address, and a calendar (ICS) subscription follows it.
- The public API. A key for the school’s own systems can be limited to some campuses — see integrations.
How a school adds its second campus
Make the campuses
On the Campuses screen, among the school’s settings: the main campus, then the others, each with its address, its office and the timetable’s town or building. The screen says what will change before the second one is saved.
Say what is taught where
Tick the programmes each campus delivers. A programme tied to no campus may be enrolled at any of them.
Place this year’s enrolments
Enrolments made before the school had campuses count as the main campus until they are placed. They are placed in bulk, by campus and programme, after a preview of what would move.
Limit the roles
On the Roles screen, tick the campuses each role sees. A role with no campus ticked sees them all.
Rules and rights
- A role limited to some campuses sees and changes only the students of those campuses — their records, enrolments, transcripts, accounts, requests and enrolment forms, and the work queue’s rows about them. The API refuses the rest, so the limit holds whichever screen or address is used.
- A role without a limit wins. With two roles, a person sees both roles’ campuses; whoever administers Wise Ed at the school sees every campus.
- Asked, then logged. A clerk limited to one campus who saves an exam record held at another is asked “This exam is held at … — continue?”, and continues with a reason the record’s history keeps.
- Rows without a student are the school’s. A bank statement line nobody has matched yet is seen by every clerk, so whoever recognises it can match it.
- One school, one invoice series, one bank account. A student who moves campus stays whole for the new office, the earlier years and their invoices included.
- A choice of one is not a choice. A school with no campus or one campus sees no campus column, filter, selector or limit anywhere, and every page stays exactly as it was.
Questions about campuses
We teach in one place. Does any of this get in the way?
No. Until a second campus is made, no screen, document or timetable page shows a campus, and everything works exactly as before.
A student moves to the other campus. What happens to the record?
The next enrolment is at the new campus; the earlier years stay where they were studied. The new campus’s office sees the student whole, invoices from the earlier years included.
Can a clerk at one campus see the other campus’s students?
Not when her role is limited to her campus: the API refuses those students, not only the screen. A student with no enrolment yet stays visible, so nobody is stopped between saving a new record and enrolling it.
Do we need a second invoice numbering for the second campus?
No. The school keeps one invoice series and one bank account; the campus bar shows each office its own invoices and totals.
Works with
Each module works on its own. These are the ones it does more with.
Finance
Price list, instalments, invoices with a payment QR code, payments, aid and payouts.
Exams and grades
Exam records, online grade entry, rules that say why, sign-off and the transcript.
Administration
Switching modules, roles per menu item, code lists, campuses and languages.
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.