Eduka offers you, via its Request Management module, to reproduce the Shuttle File process in a dematerialized way.

Principle of operation

Shuttle bus and choice of courses

The Shuttle Card allows parents to be asked for a choice of teaching for the following year, in parallel with the registration or re-registration process.

You will be able to allow parents to make online :

• Their choice of school branch (Level, Section..)
• Their choice of options associated with the chosen branch of study
• The entry of any additional information or comments concerning these choices of courses

The establishment will thus be able to:

• Collect schooling wishes for the child (school subjects and options)
• Validate the wishes entered in an adapted interface
• Retrieve captured schooling choices while the process is underway
• Keep a history of wishes and changes made

Integration with the Admission module and the student's actual schooling

The Shuttle Form is integrated with the Admission module in order to feed the student's school curriculum, whether it be in the student'sadmission (enrollment/re-enrollment) or of the actual schooling of the student if the student is already admitted for the following year.

The diagram below shows the different possible cases, with as entry point the entry of the Shuttle File by the parent from his portal:

Entry of the record by the parents

Access to the file by the Parent

As soon as the parent has been notified that the Shuttle Form has been put online, a banner will appear for each of the students concerned by the entry of the Form. By clicking on the banner, the parent accesses the form.

By clicking on the banner, the parent accesses the form being entered.

Choice of courses

The parent is invited, for each of these children targeted for the form, to enter teaching choices for year N+1.

• Choice of the school branch: entry of the desired level, section, etc. The school subjects proposed to the parent may be restricted according to the school subject for the current year (see section Parameter setting / Choice of proposed lessons).For example: a child enrolled in the 2nd European Year can only choose the desired school branch of the 1st European Year.
• Choice of options: once a school branch has been selected, the parent will see the choices of compulsory or optional options available for that branch.

Submitting the form Shuttle

Once all the data, school branch and mandatory options have been entered, the parent can submit the form.

Processing of the Shuttle Form by the establishment

Go to the files

Access to the Shuttle files by the staff concerned is done through the icon Request Management. From this module, the Dashboard gives you an overview of the entries.

You go to the details:

• Either by clicking on the number corresponding to the type of entries you wish to consult
• Either by clicking in the left side menu on the title of the request (here Shuttle Form)

Consultation and update of the data entry

From the list of entries, click on the desired line:

You will then see appearing the elements entered on the Form, as well as the validation task set up.

The administration has here the hand to carry out modifications on the elements entered by the parent. All the modifications are historized (History button).

Changing the status of a task

Upon submission of the form by the parent, the validation task defaults the status to pending.
Different statuses can be set to reflect and track the progress of the application.

Validation / Return of the Shuttle File

The validation of the Shuttle Form can be done:

• Individually from the validation task
• En masse, from the list of entries, by ticking the students and then clicking on Validate

It is also possible to Resend an entry individually or en masse. This will return the hand in seizure to the parent of the student on its portal Parents.

Extraction of data from the Shuttle File

From the Request Management module

From the Request Management module, you can access all the entries concerning the Shuttle Master. This list proposes different filters, according to the status of the entries or for each column present in the list.

Here you have the possibility to add more columns to this list, in particular to include the schooling choices entered on the form. To do this, click on the Columns button, and select the desired data (those coming from the Shuttle Form are in the Requests category):



Finally, the Download button will allow you to retrieve the list displayed on the screen :

From the Lists and Searches module

From the Lists and Searches module, all the schooling choices recorded on the Shuttle Card can be retrieved by creating a student list:

Generating a Shuttle File Document

If you need to formalize the schooling choices entered in the Shuttle Form in the form of a printable PDF document, you can use the Generate functionality of the Document Management module.

Beforehand, you will have to define a document template, which will include the data saved on the Shuttle Form :

Once the template has been defined, you can generate the :



And get, for example, a PDF file in the form :

Interactions between the Shuttle Form and the Admission module

The schooling data entered on the Shuttle Form remains segregated in the Request Management module until it is validated.

The validation of a student's Shuttle Form has different consequences depending on the child's situation:

• Case #1: If the student has a "pending" registration file :

• The choices entered on the Shuttle Form will be carried over to the next step on the application form as soon as the Shuttle Form has been validated by the school

• Case #2 : If the student has a re-enrolment file "in progress". :

• The choices entered in the Shuttle Form will be carried forward on the re-registration file as soon as the Shuttle Form has been validated by the school

• Case #3: If the student does not yet have a re-enrolment file for the year N+1 :
  • If a Shuttle Form was registered for the student in year N+1, when the re-enrolment file is initialized, the schooling (branch and options) will be initialized with the values recorded on the Shuttle Form
  • Note: in this case, even if the Shuttle form has not been validated, the school branch entered and recorded on the Shuttle form is taken over

• Case #4 : If the student is already registered or re-registered (validated file) on the year N+1 :
  • The choices entered in the Shuttle Form will be carried forward to the next step on the registration/re-registration file AND on the actual schooling of the student (Schooling tab of the Pupil File)

As soon as the validation of the Shuttle Form has an impact on a student's registration, re-registration, or actual schooling, the changes are traced in the student's schooling history.

• At the level of the registration/re-registration file :

• On the student record:

Parameter setting of the Shuttle Form

Initialization of the request Shuttle Form

The Shuttle File process is set up in Eduka as an update form in the Request Management module.

This one will have several particularities:

• Using the "Student" mode: a different entry for each student, rather than by family
• Inclusion of schooling elements in the form: school branches and options
• Validation of the Shuttle Form: at the validation, interaction with the actual schooling or during the admission process of the student

To initialize a new request of type " Shuttle Form ", go to the school year for which the school information is requested (N+1), and create a new request in Student Mode, in order to generate one form per student.

Then enter the general parameters of the request :

Then click on Configure the form.

Configuring the form

You will define here the information requested in the Shuttle Form.

The specificity of this form compared to a classic update form, is that you will be able to include here sections :

• Choice of the pupil's curriculum: will result in the selection of a school branch, linked to the school structure of the year in which the Shuttle File has been initialized
• Choice of student's options: will result in the different choices of options related to the selected school branch

It is also possible to display any type of data on this form, read-only or in modification, for example:

• Display of a section containing the child's current schooling, by the inclusion of "Dynamic Information" type fields (read only):

• Added a free text area to collect a comment from the parent

It is also possible to request a document in support of the Shuttle Form (to be created beforehand in the Document Management / Repository module).

Various customizable texts are proposed:

Targeting the students concerned

Select the students who will be the subject of a Shuttle Ticket:

Notify parents

In order to notify parents of the form to be completed, several options are available.





The option "Display a warning zone on the home page of the Eduka platform..." allows you to display on the Parents portal the zone below to access the form.

Choice of courses offered

For pupils already enrolled in school during the current year, it is possible to restrict the school branches selectable by the parent.

For example: a child in the 2nd year of ^European school can only choose the desired branch of the 1st year of European school.

This parameter setting is to be made in the School structure module, menu Tree, select the current school year. Then access the details of a school branch (magnifying glass icon on the finest level of the school branch), and finally the N+1 Correspondence tab.

The options are proposed according to the choices attached to each school branch in the School Structure module.

Add an internal processing task from the Master Record

In order to perform a review of the forms and to validate the parents' data entry, it is necessary to configure a processing task for the Shuttle Form:

• Add a new task
• Selecting who is "Responsible" for the validation, it is possible to indicate several Eduka users
• You can also add fields that will only be visible internally, in order to insert a comment on the choice of the parent, for example

Once the task has been added, it will appear on the Dashboard, allowing you to follow the validations more closely.