My Institution Edit Form

This form is used to make changes to the settings of your institution. It has 4 pages: Details, Settings, Account and Email.

Details

Use this page to record the name, OPEID, address, website, email address, telephone and fax that will be either displayed to users or printed on some reports.

OPEID is a US acronym that stands for Office of Postsecondary Education Identifier. Use this field to record the unique ID assigned to your institution by the government of your country (used when generating the NSLDS Enrollment Report.)

Settings

Use this page to record the various settings that affect the way College Office operates.

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

  • ID Format (Microsoft Syntax): 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.

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

  • Users Upload Their Picture: Do you allow users to upload their profile picture?

  • Users Edit Their Email Address: Do you allow users to edit their email address in College Office?

  • Users Edit Their Phone Number: Do you allow users to edit their primary tel number in College Office?

  • Students Upload Documents: Can students upload documents to their admission record?

  • Document Max Size (Kb): Maximum size (in kilo bytes) of a document that can be uploaded into College Office. The larger the amount you allow, the greater your storage needs in College Office could be.

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

  • Teachers Record Attendance: Are, by default, teachers allowed to record attendance? This is only a default value, it can be overridden at the class level via the Class Instructor Edit Form.

  • Teachers Modify Assignment Types: Are, by default, teachers allowed to edit the assignment types of their classes? This is only a default value, it can be overridden at the class level via the Class Instructor Edit Form.

  • Teachers Record Grades: Are, by default, teachers allowed to record grades for their classes? This is only a default value, it can be overridden at the class level via the Class Instructor Edit Form.

  • 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, Absent or Excused. 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 Attendance to Do Nothing if you do not want to use this feature.

  • Auto Attendance Delay: 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...

Account

Use this page to record the contact information of the Account Administrator and Billing Contact as required by section 2 of the Customer Terms of Service.

The page also displays the email address associated with the iDrive account via which we share your daily backup.

Email

College Office can send emails to students and instructors. 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 so that:

  • If an email fails to reach a student because the email address is not valid, you will be alerted via an email sent to your email account.
  • Using your own email account lets College Office send emails from an email address more representative of your institution.
  • Using your own email account is required if you want to use the email broadcasting features of College Office

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.


© College Office, 2019 • Updated: 03/16/19
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