My Institution

Go to Setup -> My Institution to review and edit specific settings for your institution.

Click the Logo button to upload the logo for your institution.
Click the Edit button to make changes to the other settings.

My Institution Edit Screen, Details page:

Name: Record the full name of your institution as it should be printed on reports.

Short Name: This is the code/abbreviation which has been assigned to your institution.

Generate ID: "Yes" if you would like College Office to auto generate the person identifier "Person ID", "No" otherwise.

Next Person ID: Next value of the numerical part of the person identifier if College Office is auto generating this value.

ID Format: Formatting string used by College Office when generating the "Person ID". This is an advance feature, contact us for more information or refer to the Microsoft documentation on formatting numeric strings.

Default Class Duration (minutes): This value is used to pre-fill the duration of a class when creating a class schedule. This is only a default value, it can be overridden.

Full Time Credits: Number of credits a student must be taking in a term to be considered a full-time student. This is currently not used by the system, but it may be used in a future release to automatically determine the full-time versus part-time status of a student in a term.

Instructors Record Attendance by Default: When assigning an instructor to a class, should the instructor be set by default to take attendance or not? The choice you make here is used to pre-fill the corresponding field in the Class Instructor Edit Form where it can also be overridden.

Instructors Record Final Grades by Default: When assigning an instructor to a class, should the instructor be set by default to record final grades or not? The choice you make here is used to pre-fill the corresponding field in the Class Instructor Edit Form where it can also be overridden.

Auto Attendance: this feature is used to reduce the work of instructors when taking attendance. Attendance records are always assigned by default to Unknown and it is normally the instructor's responsibility when taking attendance to set them to either Present, Late or Absent. With this feature, you can instruct College Office to automatically set Unknown attendance to either Present, Late or Absent a set number of days after the class session has happened (this number of days is set via the Auto Attendance Delay in Days field below.) So, if you want you instructors to only record Late or Absent students and assume all others are Present, set Auto Attendance to Set to Present so that all records marked Unknown will automatically be set to Present. Set Auto Atendance to Do Nothing if you do not want to use this feature.

Auto Attendance Delay in Days: the Auto Attendance described above runs daily shortly after midnight EST. If you want the process to set the attendance of class sessions that happened the day before, set Auto Attendance Delay to 1 (or 0, it will have the same effect), if you want the process to set the attendance of class sessions that happened 2 days before, set Auto Attendance Delay to 2, etc...

My Institution Edit Screen, Contact page:

Use this page to record basic contact information for your institution as you want it to be printed on reports or displayed to students.

My Institution Edit Screen, Email page:

College Office sends emails to students and instructors to let them know their login credentials. By default, these emails are sent from the noreply@collegeoffice.com email address, and it will remain so if you do not make any change to this page. We recommend though that the emails would be sent from an email account that you own for 2 reasons:

  1. If an email fails to reach a student because of a typo in the email address, you will be alerted via an email sent to your email account.
  2. Using your own email account lets College Office send emails from an email address more representative of your institution.

Check with your email service provider for the correct values to use for SMTP Server, SMTP Port, Use SSL, SMTP Account, SMTP Password and Email From or leave those fields blank to continue sending emails from collegeoffice.com. To check that your settings are correct: save the information, then go to the Email page on the My Institution view screen and click the Test Email button to send a test email to your own email address (the one in your own Person record) using the settings you have entered.

Email Signature: Independently of whether or not the emails are sent from collegeoffice.com or from your own account, use this field to enter a signature text which will be appended at the bottom of any email sent by College Office.


© 2017   College Office • Updated: 09/25/17
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