Note Types Administration

Overview

Note types permit staff users to enter notes that are associated with the reason for their interaction with a student (e.g. note type) and display on the student record Notes tab.

• By design, Note Types are not visible to students as their purpose is to allow staff to document any type of student interaction in a secure manner and share this with other staff members who are allowed to view the student record and the specific note type.

Note Types ensure that only staff users assigned role-based security access to the specific note type are allowed to view and/or create notes associated with a particular note type.

Attributes

• Notes allow staff to document their student interactions using a role-based note type.
• Messaging is the common method used for communicating between staff and students.
• Notes are only visible to staff who have permission to view the specific note type.
• By design, notes are not visible to students/SS&E users that only have a student function based role/student users that only see an SS&E Student View.
• Note Types are also used in reporting to help with outreach and tasks being performed by institutional staff.
• Staff Initiated Alert and Early Alert note types are no longer used for entering notes and were replaced by comments in 2020.
  • • Staff Initiated Alert and Early Alert note types display in Note Types Administration so that institutions can view historical notes associated with these note types when logged-in with a permitted role and the note type is set to active.

Navigation

Note Types Administration lists all avaialble Note Types and is found at Administration Notes Note Types.

Add A Note Type

To add a note type, select "New" from the top menu bar.

Note Type Fields

Name

The name of the note type.

Active

Whether or not the Note Type is active.

• Only active note types are visible and displayed within SS&E.

Is Key Engagement

Whether or not the specific Note Type represents a "Key Engagement".

• For more information about SS&E Key Engagements, click here.

Manual Entry Enabled

Determines whether staff users are allowed to create notes using this specific note type within SS&E.

• Manual Entry is usually disabled on certain note types when an institution wants to prevent staff from manually selecting specific note types that are associated with notes imported from the SIS.

Permitted Roles

Every Note Type lists which staff roles are allowed to enter a note and view notes that are associated with a specific note type.

This affects which users are able to view notes created with a certain note type, as well as which users are able to create a note for the specific note type.

• Users that are not assigned a "permitted role" will not see the note type listed in the Note Type dropdown when creating a new note.
• If multiple note types are associated with the same note, a user will only be able to see the note if they have access to view ALL of the note types.

For example, if you only want to permit users that are all Managers assigned the "Management" role to be allowed to create and view specific Management notes, you could:

1. Create a Note Type for "Management Notes"
2. Set the Manager role as the only "Permitted Role" allowed access to this specific Note Type
3. No other users/roles will be able to use or view notes that are associated with the "Management Notes" note type throughout SS&E (student record, reporting, note entry etc.).

To add a role to an existing note type: 

1. Click on the Note Type Name.
2. Click on Edit.
3. Click on the Permitted Roles field and select the role from the dropdown.
4. Click on Save.

Source System Id

The Source System ID is an internal identifier within SS&E. When applicable, this will be used for synchronizing notes from external systems such as the SIS with SS&E. 

• The Source System ID field is used for SIS Data Integration.
  • • It should not have to be set when creating a new Note Type manually from within SS&E .
    • It is used to look up a Note Type during the SIS Import process when importing notes from the SIS.

If the Note Type specified in the data extract file cannot be found, the system will look for a Note Type with a Source System ID of 'AVISO.GENERAL_ADVISING' and will use that as the Note Type.

For this reason, there must be a Note Type with a Source System ID of 'AVISO.GENERAL_ADVISING' to ensure Notes are imported correctly.