SEQTA syncs data from external systems using the 'Ccode' as the unique identifier. Due to this, it is important to be aware of the impact changes can have before making them. This is particularly important with 'Staff', 'Student' and 'Class Codes'.
Issues that may arise from Code Changes:
- Classes missing from teacher's timetables
- Timetable sync may fail
- Log in issues
- Students historical data not being visible
- Programmes missing from classes
- Parents unable to see student information in SEQTA Engage
Issues that may arise from 're-using' Staff and Student Codes:
Admin systems have a unique indicator (as SEQTA does) that it uses to uniquely identify each student and staff member. However, if the system is not configured correctly, and it reallocates codes used for previous students or staff, to new students and staff, the information from the previous persons account will be visible.
Managing changes to Staff and Student Codes:
When a staff code, or student code, is changed in the School's Administration System, ensure the code is also changed in SEQTA - on the same day (before the next sync runs).
If this is not done a second record will be created in SEQTA which may result in various issues, for example, they may not be able to log in, or may lose their permissions.
Please report any instances of people with multiple records in SEQTA to the SEQTA Service Desk requesting they be merged, be sure to include the persons old code and their new code.
Changing Staff or Student Code in SEQTA
- Go to Administration Workspace > Data Management.
- Select the applicable person type (i.e. Staff or Student).
- Find the persons record using the search box, then click to edit the record.
- Change code to match the one in the admin system and click Save.
Class Code Changes
Changing class codes mid timetable period will result in the old classes being archived and new classes being created. The new classes will not have the teacher's programme attached and the previous attendance recorded will not appear on the Attendance roll page.
If class code changes are necessary, please contact the SEQTA Service Desk with the old and new codes prior to making any changes in the Timetabling system so we may co-ordinate to ensure no issues arise.
Guardian Code Changes
When a Guardian code is changed, the link between the old guardian record and the student record will be removed. Should the guardian then log in, they will not be able to see any information pertaining to their student.
To correct this issue:
- Revoke Account Access for the old account
- Provision the New Account or for accounts managed in an external system enter the username into the new account.
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