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Updating student identity details in both Synergetic and ENROL programs

You may need to edit the student details in the New Zealand Ministry of Education's ENROL web program and Synergetic if there is a mismatch between ENROL and Synergetic data.

In the following example, the student's:

ENROL Differences for NSN (cut down)

Note: For a simpler example, see Updating student identity details in Synergetic.

To update student identity in both Synergetic and ENROL:

Checking and correcting student details in Synergetic

To check and correct student identity details in Synergetic:

  1. Search for the student in Synergetic. See Searching for existing students in the Current students manual.

    The Personal tab of the Current Student Maintenance window is displayed.

    Current Student Maintenance - Personal tab (cut down)

  2. Click the NZMOE tab.

    The NZMOE tab of the Current Student Maintenance window is displayed.

    Current Student Maintenance - NZMOE tab (cut down)

  3. Click Test Connection button, if required.

    The following dialog window is displayed, if a successful connection is established.

    information - connection established successfully

    Note: If not successful, check the configuration. See SMS data exchange set up and configuration in the Roll returns manual.

  4. Click Get/check NSN button.

    The ENROL Differences for NSN window is displayed.

    ENROL Differences for NSN window

  5. Click Cancel button.
  6. Click the Personal tab.

    The Personal tab of the Current Student Maintenance window is displayed.

  7. Correct any incorrect student information in Synergetic.

    In this example, the student's Gender has been corrected.

    Current Student Maintenance - Personal tab (cut down)

  8. Click the NZMOE tab.

    The NZMOE tab of the Current Student Maintenance window is displayed.

  9. Click Get/check NSN button.

    The ENROL Differences for NSN window is displayed as there is still data that needs correcting. In the following example, the Gender fields match but the Date of Birth difference still needs resolving.

    ENROL Differences for NSN window

Correcting student details in ENROL

The following procedure provides a brief overview of updating student details in the ENROL application. Consult the ENROL Schools User Guide for details.

To correct student identity details in the ENROL web program:

  1. Start your web browser. For example, Internet Explorer.
  2. Connect to the ENROL web program.

    Note: Click here to login...

    The following window is displayed.

    LeadSpace Login (ENROL system)

    Tip: Save the URL (web address) to your favourites for next time.

  3. Type your User ID and Password for ENROL.
  4. Click OK button.

    You are logged into the ENROL web program and can manage student data for your organisation.

  5. Switch back to the Synergetic window.

    The ENROL Differences for NSN window is displayed.

    ENROL Differences for NSN window

  6. Click Copy to Clipboard button.

    The URL (web address) for the student's ENROL record is copied to the Windows clipboard.

    Tip: Alternatively, you can use the Launch button button at this stage.

  7. Switch back to your web browser.
  8. Click in the address bar.
  9. Right click.

    The following menu is displayed.

    Paste URL into web browser

  10. Select Paste.

    The URL is pasted into the address bar.

  11. Press Enter.

    The Find a Student tab is displayed for the selected student. In the following example, the Date of Birth field is incorrect.

    ENROL - Find a Student tab

  12. Click Change Details button.
  13. Update the student details as required and save the changes when done.

Confirming identity details match

To confirm student identity details are matching in Synergetic and ENROL:

  1. Switch back to the Synergetic window.

    The NZMOE tab of the Current Student Maintenance window is displayed.

  2. Click Get/check NSN button.

    The following dialog window is displayed.

    Information - Student ID with NSN is correct

  3. Click OK button to end.

ENROL Differences for NSN window key fields and buttons

Fields

Field

Description

URL

Universal resource locator (web address) that opens the student's ENROL record, using your web browser.

ENROL - Find a Student tab

Confidential

Determines whether the last school information is displayed if a student is either:

  • enrolled at another school
  • not currently enrolled at any school.

In the following example, the Confidential flag is cleared and the student's last school is displayed, along with their start and end dates.

ENROL Differences for NSN (cut down, student not enrolled)

If this field is selected, the following fields cannot be disclosed:

  • Last School
  • Start Date
  • Last Attendance.

ENROL Differences for NSN (Student not enrolled at this school, privacy)

Last School

If present, the school is either the one that the student:

  • Is currently enrolled at. See Last Attendance below.
  • Was last enrolled at.

The following message is displayed if the Confidential flag is selected: Different - but details suppressed.

ENROL Differences for NSN (Student not enrolled at this school, privacy)

If the Different - but details suppressed message is displayed and you are enrolling the student at your organisation, you can either:

  • enrol the student individually using ENROL, so that a task is created for the other school to withdraw the student
  • contact the New Zealand Ministry of Education to contact the school if you believe that their batch withdrawal has not been completed.

    Note: A student can only be enrolled at one school at a time.

Start Date

If present, the starting date of a student at their last school if the student is either:

  • enrolled at another school
  • not currently enrolled at any school.

Last Attendance

If present, it indicates that the student is currently enrolled at another organisation. If you are enrolling the student at your organisation, you can either:

  • enrol the student individually using ENROL, so that a task is created for the other school to withdraw the student
  • contact the school directly if you believe that their batch withdrawal has not been completed.

    Note: A student can only be enrolled at one school at a time.

Buttons

Button

Description

Copy to Clipboard button

Copy the URL (web address) for the student's ENROL record to the Windows clipboard.

This can be used to quickly find a student's ENROL record, if you are already logged in to the ENROL web program.

Launch button

Launch your default web browser using the URL displayed.

If you are:

  • not yet logged into ENROL, you are presented with the ENROL log in screen and once logged in, the student details
  • logged into ENROL, the student details are displayed for the selected student.

Update button

Update Synergetic values using the values retrieved from the ENROL database.

Confirm changes to Community information window

If several differences are listed and some of the values are correct in Synergetic, see Updating student identity details in both Synergetic and ENROL programs.

Clear button

Clear the NSN and URL fields on the NZMOE tab.

You can start again and search for the relevant student in ENROL. See Retrieving National Student Numbers.

Current Student Maintenance - NZMOE tab (cut down)

Cancel button

Cancel the current changes and return to the NZMOE tab.

Last modified: 8/04/2015 11:00:54 AM

See Also

Managing New Zealand student NSNs and identity details

Retrieving National Student Numbers

Adding student records using the ENROL web program

Checking National Student Numbers and identity details

Updating student identity details in Synergetic

Printing ENROL Get/Check NSN reports

© 2015 Synergetic Management Systems. Published 6 May 2015.

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