March 9th, 2019

  • Minor improvements to the Batch Import feature. The system now displays the date when the batch import was first created and the dates & times when the document was last uploaded & parsed, and when the document was last processed for import. When looking at the parsed data, you can also see when each line was imported and this date & time will match the created date & time of the corresponding College Office record that was created in the database.
Changes to Reports
  • Added more filtering options to the Transactions report
  • We updated the pricing page to reflect a 50% decrease of the data storage fee.
  • We added a new help topic explaining how the data storage space is computed for billing: it only includes external documents which are uploaded to our server when they are attached to classes, student records or emails.

February 20th, 2019

  • You can attach documents to an email message broadcasted to a target group: for each attached document a hyperlink is added at the bottom of the email that lets the recipient directly download the document from our server. Check the improved Message Edit Form.
    • Warning: any person to whom the links are forwarded will also be able to download these documents!
  • You can add basic HTML formatting to the emails sent from College Office as well as to the email signature of your institution. College Office does not render the HTML tags in the application, but the recipients will receive an HTML formatted text.
  • You can see all the notices to which a person is required to consent in order to use College Office from the improved Person View Form.
  • You can see all the emails sent to a person from the improved Person View Form.
Changes to Reports
  • Fixed a security issue which would have permitted a hacker to download documents such as class documents uploaded by an instructor (syllabus, readings, etc.)

February 8th, 2019

  • Added a Note field to the Admission Status History screen so that a user can enter a note when assigning a new admission status to a student. See improved Status Of Admission Edit Form
Changes to Reports
  • Changed the Student Transcript II report so that is a student is set to graduate at a future graduation date when the report is printed, then the transcript does not show the graduation date nor the credentials awarded. This change means the Show Graduation Date parameter was no longer necessary and has therefore been removed.

January 24th, 2019

  • We added an Ignore flag to the Admission Status History to indicate that a particular Admission Status History should be ignored by the system when setting the current student admission status and should be ignored by processes which analyze the history of a student admission statuses such for example as the NSLDS report. See the improved Admission Statuses History Form and the Status Of Admission Edit Form.
  • The 'Admissions' batch import template now lets users import the student National ID if available (SSN in the USA)
Changes to Reports
  • Financial Statements have been modified to include a running balance (plus some minor cosmetic changes)
  • Fixed issue whereby the current admission status of a student was not properly updated when the most current Admission Status History record was deleted.
  • System now prevents users from creating active products with duplicate names (importing batches of financial charges created duplicate charges when the charges were referencing a product with duplicate entries)
  • Fixed issue with batch import of Admission records whereby the Admission Status was not properly set.

December 16th, 2018

  • We added various fields that let us create reports for the National Student Loan Data System (NSLDS). Contact us if you need to generate these reports for your institution.
  • We improved Admission Statuses by showing the status effective date and changing the way Admission Statuses are recorded. See the improved Admission View Form.
  • We can now create custom fields upon request in order to adapt to the specific needs of your institution. Contact us for more details.

November 10th, 2018

  • You can create Notices that College Office users will be required to consent to in order to continue using College Office. The notice is targeted to the specific user roles you select such as Administrator, Registrar, Instructor, Student ... College Office will record the date and time (US EST) that a user has consented to a notice, and you can review the list of users who have consented and not consented. Users can access the list of notices they have consented to from their portal. A possible use of this feature is to require your users to consent to your institution Data Privacy Policy and document when they consented to it. (This is the same feature that we use to require our customers and their users to consent to our legal documents.)
  • Improved auditing of changes in the database.

October 21st,2018

  • You can create the classes of a term by duplicating the existing classes of another term with the option of also importing the schedule and/or the instructors of each class. Check the improved Classes page of the Term View Form.
  • Lists can now be marked as active or inactive and can be filtered by name, campus and/or active status. Check the improved Lists and List Edit Form.
  • Only current members of a list are now listed by default, but members can be filtered by date and/or name. Check the improved List View Form.
  • The members of a list can now be imported from another list (you can clone a list). Check the improved List View Form.
  • The texts of the emails for login credentials and password reset requests are now in English, French, and Spanish.

October 12th, 2018

  • Users can optionally upload their profile picture, and/or edit their primary email address, and/or edit their primary phone number via the improved View My Profile screen. Those options are turned on or off via the My Institution Edit Form.
  • We made it easier for Registrars and Advisers to access the student's primary email and primary telephone by displaying them on the Admission View Form and the Term Enrollment View Form. Just click on the student email address to send them an email via your personal default email client software. See the improved Admission View Form and Term Enrollment View Form.
  • Students can be assigned a Term Adviser. There are therefore 3 kinds of advisers a student can have: a global adviser (at the admission record level), a program adviser (at the student program enrollment level) and now a term adviser (at the student term enrollment level). See the improved Term Enrollment View Form, Term Enrollment Edit Form and Staff View Form.
  • Advisers can see their advisees academic data from the instructor's portal. If they are a global or program adviser to the advisee, they can see the entire academic data (all terms) of their advisees. If they are a term adviser to the advisee, they can only see the academic data of the terms for which they are the student adviser. See the improved Instructor Term Screen.
  • We added a new Ok To Email field to the person's record. People for whom this field is set to No will be excluded from any targeted email you send. See the improved Person Edit Form.
  • We added new filtering options when searching for people: on top of the previous options you can also filter on username, on whether people have online access and on whether people can receive emails. See the improved People screen.
  • The Account page of the My Institution screen now displays the email address associated with the iDrive account used to share your daily backup. See the improved My Institution screen.
Changes to Reports
  • Modified the Students Directory report so that when filtering on Delivery Method the report will list students with the selected Delivery Method either at the Term Enrollment level or at the Class level.
  • We made cosmetic corrections that improve the look of College Office in Google Chrome.
  • We fixed a bug whereby downloading documents from Apple devices (Mac or iOS) was returning gibberish.

September 3rd, 2018

  • We have updated our Privacy Policy to reflect that Semafox is now Privacy Shield certified
  • We created a new batch import type to import Charges & Credits
  • You can print a transaction receipt from any list of financial transactions: click the blue Print link on the right.
  • When broadcasting a message, you can target the recipients by grade level, see the improved Message Edit Form
Changes to Reports
  • You can print a transaction receipt from any list of financial transactions: click the blue Print link on the right.

August 28th, 2018

  • An instructor can clone the assignments and/or documents of one of their classes to another of their classes in the same term and with the same course: check the import button on the Assignments page of the improved Class View Form.

August 21st, 2018

  • Instructors can now view and edit the note/memo field of a student enrollment record in their class
  • Instructors can now view the student email address from the Class Student Screen and send an email by clicking on it.
  • Added a feature that lets an administrator reset the assignment types of a class or of all the classes of a term, to conform to the current default values of the assignment types. Check the improved Assignment Types screen.
  • New Attendance Report which shows the attendance of all the students of a class for all sessions and which can be printed, along with the Grade book Report, directly from the Print button of the Class View Form
Changes to Reports
  • Added a new parameter the various class roster reports so that you can choose to hide from the roster the students who have withdrawn from the class before the date on which you print the report. The affected reports are: Class Roster, Class Roster With Contact Info, Attendance Collection Form (Single Session) and any custom class roster report developed for certain institutions.
  • New Attendance Report which shows the attendance of all the students of a class for all sessions and which can be printed, along with the Grade book Report, directly from the Print button of the Class View Form
  • Corrected a bug whereby a registrar could not edit the Assignment Types of a class.

July 30th, 2018

  • College Office will now automatically preserve the history of changes made to the admission status of a student: check the improved Admission View Form and the new Admission Statuses History Form. You may now view all the former statuses with their effective date, rather than just the current status (just click on the purple current status of the student in the Admission View Form)
  • In accordance with our Customer Terms of Service, we have added a new Account page on the My Institution setup form to let you record the name, tel, email and postal address of both the Account Administrator and the Billing Contact referred to in section 2 of the Customer Terms of Service.

June 12th, 2018

  • Minor cosmetic changes
  • Documented the new Batch Import feature that was released on May 14th.
  • Published a new video tutorial to show how Batch Import works.

May 30th, 2018

  • Corrected a bug introduced in the May 25th release whereby a Registrar could no longer access the Grades button on the Students page of a Class.

May 25th, 2018


Deployed changes related to the new European data privacy law (GDPR)

  • A user can now access all the personal information stored about them by clicking their name on the upper left corner of the Home page.
  • We added a feature that enables us to post notices that certain users must consent to in order to use College Office. This is currently only used for European institutions.

May 14th, 2018

  • Admission documents: you may now attach documents (or hyperlinks) to student admission records. You may give students permission to download some of those documents and/or to upload documents that get attached to their admission record. See the improved My Institution, Admission View Form, and Student Home Screen.
  • Class documents: instructors can now attach documents (or hyperlinks) to their classes and/or assignments for students to download. See the improved Class View Form and Assignment View Form.
  • Batch imports: you can import batches of records into College Office. See the new Import Templates screen in Setup and Batch Imports screen. Check the video tutorial that shows how Batch Import works.
  • You may now decide if instructors are allowed or not to modify assignment types for their classes (one global default setting that can be overridden for each instructor in a class). See the improved My Institution and Class Instructor Edit Form.
  • We have made it easier to delete classes: you no longer need to manually remove assignments and students before deleting a class.
  • College Office will no longer allow you to record an assignment grade which is greater than the maximum To value of any grade as defined in Grades
Changes To Reports
  • Corrected a cosmetic bug whereby the averages on the Class Assignment Type View Form were not properly refreshed after recording assignment grades.
  • Corrected bug where student class records with a grade marked as "Exclude From Transcript" where still showing up on Transcripts
  • Corrected bug whereby the settings of an instructor in a class were not properly derived from the default settings defined in My Institution.

February 27, 2018

  • New tutorial videos for registrars accessible from the help system (the videos for instructors were released earlier.)
  • When matching an average to a letter grade, College Office used to round the average to the closest integer and then compare this value to the Lower and Upper integer values assigned to each grade (for example if a student got and average of 88.654 in a class, College Office would round this to 89 and match it to a B grade if the B grade had been defined with Lower = 80 and Upper = 90.) The new logic remains the same, except that the rounding is now done to 2 decimal points: 88.654 is rounded to 88.65 and is matched with a B if B has been defined with Lower = 80.00 and Upper = 89.99. See the improved Grades and Grade Edit forms.
  • Minor bug corrections

February 19, 2018

  • The student average in a class based on the grades received for each assignment is now automatically computed as assignment grades are recorded or new assignments are created or modified.
  • The student average in a class is now more readily visible to students, instructors and registrars.
Changes To Reports
  • The Gradebook report can now be directly printed from the Class screen without having to navigate to the reports section of the application.
  • The Gradebook report has been improved to display the student averages in the class.
  • New report: Satisfactory Academic Progress (SAP) Report computes completion % for each student.
  • Fixed a few cosmetic bugs where computed values were not refreshed in a timely manner.

February 14, 2018


February 10, 2018

  • Students can now view all their financial records directly from the web portal without having to view them under a specific term (semester.)
  • New tutorial videos for instructors accessible from the help system

February 2 218

Changes to Reports
  • Improved Transactions Report so user can filter Payments by Payment Method and charges by Product or Product Type.

January 24th, 2018

Changes To Reports
  • New report: My Attendance Collection Form for instructors to print a class attendance collection form which students can sign,
  • New report: My Gradebook for instructors to print a cross-reference table of all students and all assignments with grades when applicable.
  • New report: Transactions Report to print a list of all financial transactions between 2 dates.

January 8, 2018

  • Users who have forgotten their username can now recover it via email.
  • The details of your College Office subscription (price & anniversary date) and all related charges and payments posted after 1/1/2018 are now visible from the the new Subscription page of the improved My Institution form.
Changes To Reports
  • New report: My Financial Statement for students to print from the student access module.

December 20, 2017

  • Instructors can now click on a student in their class to view and record at once all attendance and assignments data for that student.
  • Audit students in a class (students which have been assigned a non-credit grade) are now excluded from the gradebook (they were already excluded from the attendance.)
  • You can assign at once the same grade to all the students of a class. Check the Students page of the improved Class View Form.
  • You can create a grade that can be marked as "Exclude from transcript". Student class records with such grade are excluded from the student transcript as well as from any GPA, Points and Credits computations. Check the improved Grade Edit Form.
  • Improved grade book module so that you can define assignment types which determine the way College Office computes student final grades. College Office can now compute the average of a student for all assignments of the same type within a given class, as well as compute the final student average in the class as a weighted average of the assignment type averages. Check the improved Class View Form, Assignment View Form, Assignment Edit Form and the new Assignment Types form. We have created 2 Assignment Types for your institution: Test and Homework, but you can add other ones as needed. Check the Gradebook and Assignment Types article in the knowledge base.
  • The improved Class Enrollment Edit Form now lets you see and grade all the assignments of a student in a class (previously you could see & grade all the students for an assignment, but not not all assignments for a student,) as well as see & record attendance of a student for all class sessions (previously you could see & record the attendance of all students in a class session, but not of all sessions for a student.)
  • Added Price History for Products and made a few other background changes as we prepare to release an improved billing module in the future. Check the improved Product Edit Form.
  • Navigation improvement: check the changes in the Classes page of the Admission View Form and of the Term Enrollment View Form. When clicking on a class there used to be a popup screen asking you to select between viewing the class information or editing the student class enrollment record, this has been replaced by a one click operation: click on the purple class name to view the class, click somewhere else in the tile to edit the student class enrollment record.
  • Navigation improvement: check the changes in the Students page of the Class View Form. When clicking on a student there used to be a popup screen asking you to select between viewing the student information or editing the student class enrollment record, this has been replaced by a one click operation: click on the purple student name to view the student information, click somewhere else in the tile to edit the student class enrollment record.
  • Minor navigation changes in the Setup form.
Changes To Reports
  • Modified Student Report Cards, Student Transcripts I, Student Transcripts II and Student Transcript - Compact so that they ignore student class records with a grade for which "Exclude From Transcript" is set to true.

November 11th,2017

Changes To Reports
  • Modified Student Directory report: added Date Of Birth.

October 24th, 2017

Changes To Reports
  • New Active Students for Billing report. This report lists the names of all students considered as active between 2 dates for billing purposes. Use this report to understand the bill you receive from us.

October 10th, 2017

Changes To Reports
  • Modified Last Presence Report report: added Admission Status and Term Status.

October 5th, 2017

Changes To Reports
  • Modified Students Directory report to filter by credit or audit status of the students. You may now filter by students who take at least one class for credit, students who take at least one class for audit, or students who only take classes for audit.
  • Modified Term Academic Results report to show the grand total of credits tried, credits earned and financial aid credits.

September 29th, 2017

Changes To Reports
  • Modified Student Transcript II report to optionally show cumulative stats by term.

September 18, 2017

  • Added a Financial Aid Credits field to the Courses (see the modified Course Edit Form).
  • Modified the Term Academic Results report to include the total of Financial Aid Credits received by each student.
  • Modified the Strudent Transcript II report to optionally show Financial Aid Credits

September 15, 2017

  • Audit and Withdrawn students no longer show when taking attendance of a class session.
  • Added option to target email broadcasting by gender.

September 8, 2017

  • Greatly improved the email broadcasting feature: you can target recipients based on their term, class, program of study, graduation, status (admission status, term status, program status or class status) or membership in a list. Check the Messages help topic for more details. (Note: this feature is still in beta testing and will be released later to all institutions.)
  • Added a filter by Gender to the Students Directory report.
  • Replaced "Points Earned" by "Quality Points". Points Earned were computed only including earned credits (student has a passing grade) while Quality Points are computed including credits from failed classes. Quality Points can only differ from Points Earned if you have failing grades with a Grade Point Value greater than 0.

August 1, 2017

  • I added email broadcasting functionality: you can easily broadcast an email message to all students of a term (by the registrar) or all students of a class (by the registrar or the instructor.)
  • You can see all the students enrolled in a program from the Program View Form.
  • The instructor can now record all assignment grades at once. Check the improved Assignment View Form.
  • The Student Program Progress Report can now be printed either for a single student or for all the students of a term.

July 9, 2017

  • Adding a holiday or changing the date(s) of a holiday will now cause College Office to delete all already existing class sessions which fall on this date or between these dates (student attendance records are automatically updated accordingly.) Previously, the holiday had to already exist before creating the class schedule and adding the holiday afterwards was of no effect.

June 26, 2017

  • First release of this new help system.
  • Modified College Office so that it integrates with the new help system by providing context sensitive access to the help system (just click on any screen.)
  • Deployed the new grade book functionality which enables instructors to post assignments for their class, record assignment grades and, if they so choose, automatically compute the final grade from the weighted average of all assignments (check the Assignments page in the improved Class View Form)

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