Significant Events - HDR Student

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The Significant Events related item stores information about all the events, tasks or milestones that are considered significant to the student. Significant Events can help office administrators and students to track progress to completion. Emails can be added to notify or remind those responsible for a task or action.

Notes for administrators

•        Access to events can be controlled by event category in Users > Roles > Role Sig Event Access. See: Role Sig Event Access

•        Custom event types can be set up as categories. See: Set up an event category below.

•        HDR Student Significant Event emails can be linked to a specific eForm template so that a direct link to it can be included in an email.

•        When you save a Progress Review type of Significant Event, the Responsible Party field is automatically set to Student. This is ensure that it displays in the Calendar widget for students, if this is used.

•        Automated updates can also be set up in Scheduled Tasks via the Action option. Using this feature, RME administrators can automate updates to records for HDR students, such as when a student is on leave, when they complete a course or submit a thesis.

•        A note about layout customisation
The default page layout includes sections to group together fields for a particular use. If customising the layout, avoid changing the section structure; only remove fields that you don't use, or relabel them if needed.

Menu path: RME > HDR Students > Student (Search) > Student > Significant Events


There are two major components for all Significant Events:

1) The Significant Event, which includes the event details, occurrence, completion details and email details.

2) Email sub-item, to create email notifications for the event.

You may be able to perform a number of actions for the Significant Event, such as:

•        Create sub-tasks for a milestone event using a parent event

•        Create an event that occurs more than once by specifying the recurrence interval

•        Batch the Significant Event details to other records

•        Add a Calendar widget to a dashboard that displays events to which the person is linked. See: Calendar widget

 

Notes for administrators

•        Access to events can be controlled by event category in Users > Roles > Role Sig Event Access. See: Role Sig Event Access

•        Custom events can be set up as categories to be selected in the Event dropdown. See: Set up an event category below.

•        You can also configure the Application Trigger to automatically create or update Significant Events based on defined criteria.  See the video.


Create a Significant Event: Video

This video shows you how to create a basic Significant Event.

 

Create a Significant Event: Steps

  1. In a Student core record, go to the Significant Events related item.

  2. At the top right of the grid, click Add.

  3. Fill in the event details, using the tables below as a guide.
    - If the event occurs more than once, indicate how often in the Interval field and define either the No. of Times or End Date.
    - Add details about who is responsible for the event in the Responsible Party and Responsibility fields, if needed.
      These fields also determine if the event is shown in the Calendar widget for the defined person.

  4. In the toolbar, click Save.

  5. To add an email for the event, open the Email sub-item and click Add.

  6. Ensure that access is given to all the roles that will use the Significant Event. See: Role Significant Event Access

Significant Event: Fields

The field tables below display the default labels. Fields are divided into sections in the default page layout, which groups fields about a particular area together. The page can be customised by your institution so the layout and sections may vary.

Event details

Default Field Label

(in alphabetical order)

Description

Action Date *

Mandatory

Date the event will occur, or has occurred

If there is an attached email, this is also when it will be sent or has been sent.

Completion Date

Date the event occurred or was completed

Day(s)

Read only; Only if Completion Date is completed

Calculated number of days between the Date of Action and Completion Date

eForm Template

Only if the HDRCM eForm template is configured to allow linking

Specific eForm template to link to the event, from a list of current, published eForm templates for the module

Linking to an eForm template will allow you to include a link to the defined email template in a related Significant Event email.

Enrolled Course

Course for which the student Significant Event is related

This displays the current primary course for the student, if one exists, unless the Significant Event has a parent event that is a progress review. In that case, this field will display the course related to that event.

Est. Completion Date

Estimated completion date for the event

Event *

Mandatory

Event category, from a list of events defined as categories for the module

Access to all events in this dropdown may be controlled by Role Sig Event Access by your administrator.

Source

Event Details

Long text field for a more detailed description of the event

Event Name *

Mandatory

Detailed name for the event

Event Type *

Mandatory

Event group, from a defined list of general system event groups

Examples: Email, Meeting, Milestone, Progress, Task

Source

Parent Event

Event that is the parent event to the event you are creating

When specifying a parent event, the record will be shown in a timeline as a sub-event.

Example: If the parent event is a progress review meeting, then the sub-event can be a reminder email for the progress review meeting

Access to existing Significant Events listed in this dropdown may be controlled by type via Role Sig Event Access.

Status

Default: Active

Indicates the status of the event

Default options: Active, Cancelled, Closed - Reminder Sent, Completed, Not Completed

Source

Status2

Hidden by default; RME administrators can choose to display this field via Page Views

Intended for custom use and may be renamed

   
   

Occurrence

These fields are used to define how often the event occurs.

Default Field Label

(in alphabetical order)

Description

End Date

Only enabled if a recurring event is selected in Interval

Last day the recurring event will occur

You can edit this if required to change it to either an earlier date or later date. If a later date, additional events will be created until this date based on the recurrence specified in Interval.

Interval *

Indicates if the event is a recurring, from the following options:

•        Once only (default)

•        Weekly

•        Fortnightly

•        Monthly

•        Quarterly

•        Half Yearly

•        Yearly

Other fields are enabled depending on your selection, such as End Date, No. of Times

No. of Times

Only enabled if a recurring event is selected in Interval

Number of times this event will re-occur after the first event (a record will be created for each occurrence and displayed in the confirmation popup)

Example: If the Interval is Monthly and you want the event to occur for 4 months, enter 3.

  
  

Completion Details

These fields are used to record information about the completion of the event.

Default Field Label

(in alphabetical order)

Description

Completion Details

Details about the completion of the event, if needed

Responsible Party

Corresponding entries that match the Responsibility field selected above for the record

Example: If you choose Supervisor, the dropdown will display all the supervisors linked to the record.

This will be blank if there are no matching entries for the record.

Calendar widget

If a Calendar widget is configured for the HDR module for a Significant Event, the event will be displayed in the Calendar widget for a person or members of a committee or other party defined in this field. If no one is defined in this field, the Significant Event will not display in a Calendar widget.

Responsibility

Default: Not Applicable

Entity that is responsible for completing the event

This populates the list in the Responsibility Party dropdown.

Example options: Committee, Not Applicable, Not Specified, Student, Supervisor, Personnel (the latter provides a lookup in the Responsible Party field to search for an add a person from the Personnel module).

Source
    
  

Email

You create emails for a Significant Event in the Email sub-item in the Significant Event page. To create a new email, open the item and select Add.

 

Set up an event category

The options listed in the Event dropdown indicate the type of event for the module. For Student Significant Events, set up custom events in RME > Setup > Categories > HDR Student and Scholarship Related Categories > Common Categories > Student Significant Event Types.

This is in contrast to the options listed in the Event Type dropdown, which are generic and used across core records. These are set up in RME > Setup > Categories > Significant Events > Significant Event Type.

 

Link a Significant Event to an eForm template

Only for HDR Student Significant Events and HDRCM eForm templates, except for the Enrolment and Sch. Application template category

You can include a direct, click-able link to an eForm template in an email notification for a Significant Event to streamline processes and ensure that the correct eForm template is used.

When an HDRCM eForm template is designed in RME Designer, it can be configured to allow linking to a Significant Event (Link to Significant Events? property). If this is configured, when you create a Significant Event for the student in RME , an optional eForm Template dropdown displays, from which you can select a specific template to link to the event. The list includes all current, published eForm templates for the module that have been set for linking to Significant Events. Linking to an eForm template will allow you to include a link to the defined email template in a related email.

Important! If you select an eForm template, the Enrolled Course field must also be completed. This field will display the current primary course for the student, if one exists, unless the Significant Event has a parent event that is a progress review. In that case, this field will display the course related to that event.

Next steps:

•        Make sure the intended recipients have a role that has been given access to the defined eForm template, otherwise they will not be able to open or complete it.

•        When you create an email for the Significant Event, you will be able to add a link in the email body to the eForm template you selected. The recipient will be able to click the link to open RME, log in and open the eForm to complete it. See: Include a link to a defined eForm template

 

Related topics

•        Significant Event Emails

•        Student Details

•        Application Trigger

•        Batch a Significant Event

•        Calendar widget

 

Product Key: Modules - HDR Candidates

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