Enrolments App

What is the Enrolments automation

Students at AIE exist in multiple systems:

1. Axcelerate
2. Canvas
3. Active Directory

The data in each of these systems need to be keept in sync. Data conflicts can occur as a result of editing user records from any of these systems. The enrolments automation helps keep this data in sync.

Who will use this tool

• IT Support staff
  Will use this tool to help diagnose and resolve data conflicts that require an update to canvas or active directory.
  
  
• Admin staff
  When everything is runing smootly - you do not need to use this tool, your standard processes for updating and maintaining student records in axcelerate remains the same.
  However, you can choose to use this tool to:
  1. Reset a users password
  2. Send or Re-Send login details
  3. Diagnose an issue that requires a change in axcelerate.

How the enrolment tool works:

1. Enrolments system is notified of changes to an aXcelerate contact when:
   1. A new contact is created
   2. Clicking "Update Contact" from the contact page
   3. When the enrolment status changes for a workshop or qualification.
2. Enrolments system pulls data from Axcelerate, Active Directory, Canvas and own internal storage
   
   
3. Information is compared, and a list of suggested changes are generated.
   1. In most cases - no changes is required
      
      
   2. Changes to Active Directory and Canvas will be applied automatically if there are no conflicts. aXcelerate is considered the "source of truth" with the other systems being updated to reflect the information.
   3. If we've identified conflicting data (Ie student id's not matching), no email etc... the user is added to approvals list for an admin or IT staff member to resolve.

Approval List:

1. This is a list of users where a human needs to verify and correct data in the external tools....
2. If a suggested change failed due to a bug, the users will be added to the approval list.

Things to note

This is an internal tool therefore:

• Changes will be rolled out frequently
  • Changes to the UI may be different when you login to the project day to day.

• Bugs will happen
  • We're working with data in Accelerate, Canvas, Active Directory, and our own internal data storage. Some of this data can be edited and is not perfect, therefore as problems arise, we may need to debug and roll out changes to cope with different scenarios, or to reflect changes to business procedures.

https://enrolments.apps.aie.net.au/

• Authentication: Users with the following canvas roles can now login and access the system
  • AccountAdmin
  • IT Support
  • Administration
  • Head of School
  • Head of Faculty

Refer to the Administration Handbook for creating contacts in axcelerate.

What happens:

1. An active directory login will be created for the contact
   1. the Username and Default password fields in aXcelerate will be updated to reflect
      
      
2. A Canvas account will be created with 2 logins
   1. Using the students personal email entered in axcelerate
      (required for canvas to sync grades with accelerate)
      
      
   2. Using the students login
      This allows the student to login to canvas using their student ID.

Common Issues:

1. The email address is not unique - this can occur when students use a shared email - eg their parents email address. In this scenario, the new contact will be added to the approval list to be updated. The active directory and canvas accounts will not be created.
   
   
2. Duplicate Contacts
   If a new student is added to axcelerate for a second time using the same email, the enrolment tool will not create an active directory or canvas user. This duplicate contact will be added to the approval list. The contact will be reviewed, and likely will be merged with the original 

Other Issues:

1. Sometimes (rarelly) the enrolment tool will update a contact whilst it's still open in a users browser. If the contact is saved via the browser some details may be overriden, and will result in the user being added to the approval list. The missing data is:
   1. Custom field - Username: 
   2. Custom field - Default password

When the contact's email is updated in axcelerate

What happens:

1. Email details in canvas will be updated to match

Common Issues:

1. Axcelerate does not enforce uniqueness on email address. If the newly entered email conflicts with an existing user, than the modified user will be added to the approval list.
   
   
   1. The email will need to either be changed back to the original, or updated to a new unique email.

Updating contact name

When the contacts First, Middle, Last or Preferred Name is updated

What Happens:

The "Preferred name" replaces the "First name" in canvas and active directory.

1. The associated active directory name fields will be updated
2. The associated canvas user's name will be updated.

Screenshot 2:
Shows the name has been updated in the appropriate systems

Refer to the Administration Handbook for enroling contacts into a course within axcelerate.

What Happens:

1. For "In Progress" courses, Canvas is updated to include the associated course.
   Note: canceled or completed courses do not yet influence any changes to a course in canvas. Therefore, once enrolled, removing access will need to be manually actioned. In future, we will "conclude" courses in canvas based on a defined criteria, but this is not yet implemented.
2. Students will be enrolled in the "Welcome to AIE" course if they have any "in progress" course.
   
   
3. For first time enrolments:
   1. Login details will be sent to students within 10 days of the start date for the course... If the start date is in the past - the login details will be send sometime that same day. An Email and SMS will be sent, and a note will be recorded in accelerate.

Screenshot 2:
Shows the student has been added to the appropriate course in canvas

Screenshot 4:
A note has been added to the students accelerate profile showing the email/sms

Screenshot 5:
Shows the email that was sent

Screenshot 6:
Shows the sms that was sent

Setting contact "Active Status"

The Active Status Filed in axcelerate can be set to either:

• not set
• Active
• Deactivated

What happens:

The associated active directory account will be "enabled" or "disabled".
A "disabled" account will not be able to login to teams, outlook, classroom pc's or canvas.

• not set: No Change will occur the the associated active directory user
• active: Will ensure the associated active directory account is "Enabled"
• deactivated: Will ensure the associated active directory account is "Disabled"

Resetting a contacts password

If a student has forgotten their password, or if they have not received their login details, we can reset the password for them. Their new password will be automaticly generated.

This password will affect:

• Login to classroom pc's
• Login to teams, outlook and other office 365 products
• Login to canvas

Students are encouraged to "CHANGE THEIR PASSWORD"
The default password displayed in accelerate reflects their automatically generated password, If a student changes their password - that will not be visible in axcelerate.

To reset a student's password

1. Click the ... icon next to the "Active Directory" user
2. Click "Reset Student Password"
3. The new password will be displayed, and will update the axcelerate profile
   1. you can now inform the student of their new password.

Note: The "Reset Password" feature does NOT email or SMS the student these details.

Screenshot 2:
Shows the "Reset Password prompt"

Sending login details email

You can Send or Re-Sent the students login credentials.

1. Click the ... icon next to the "Active Directory" user.
2. Click the "Send login details Email and SMS" 
3. A confirmation window will be shon
   1. clicking "send

Screenshot 3:
A Log item will be recorded to indicate the email was sent