Eduka's Request Management module enables you to reproduce the Shuttle File process in a paperless environment.

How it works

Shuttle form and choice of courses

The Fiche Navette (shuttle form) is used to ask parents for a choice of courses for the following year, in parallel with the enrolment or re-enrolment process.

You can enable parents to make their choice online:

• Their choice of school branch (Level, Section, etc.)
• Their choice of options associated with their chosen subject
• Enter any additional information or comments concerning their choice of subjects

The school will then be able to :

• Collect the child'sschooling wishes (school subjects and options)
• Validate the wishes entered in an appropriate interface
• Extract the schooling choices entered, even while the process is underway
• Keep a history of wishes and changes made

Thanks to the advanced parameters of the School Structure module, you can establish limitations in terms of teaching choices according to various criteria, including the curriculum and options currently followed by the student. For more information on these rules :Learning path and schooling option selection rules

Integration with the Admission module and the student's current course of study

The Fiche Navette integrates with the Admission module to provide information on the student's schooling, both in terms of admission files (enrollment/re-enrollment) and the student's actual schooling if he/she has already been admitted for the school in question.the Fiche Navette integrates with the Admission module to feed the student's school curriculum, both in terms of admission files (enrolment/re-enrolment) and in terms of the student's actual schooling if he/she has already been admitted for the following year.

The diagram below illustrates the various possible scenarios, starting with the parent's entry on the Navette form via his or her portal:

Data entry by parents

Access to the form by the parent

Once the parent has been notified that the Shuttle Form has been put online, a banner will appear for each student whose form has been entered.

Entering teaching choices

By accessing the form, parents are invited to enter their teaching choices for year N+1.

• Choice of subject : enter level, section, etc.
• Choice of options: once a subject has been selected, the parent is shown the choices of compulsory or optional options available for this subject.
• Input fields can be added, for example to collect a comment from the parent.

The choices available for entry can be specifically configured to limit the choices available to parents, depending on the schooling currently followed by the student.

Submitting the Shuttle form

Once all the information has been entered, respecting any selection rules that may have been set, the parent can submit the form.

Processing of the Navette form by the school

Access to forms

The staff concerned can access the Shuttle forms via the Request management icon.
from this module, the Dashboard gives you an overview of all entries, then you can access the details:

• Either by clicking on the number corresponding to the type of entry you wish to consult
• Or by clicking on the request title in the left-hand side menu (in this case, Fiche Navette)

Consultation and updating of entries

From the list of entries, click on the desired student, and you'll see :

• Elements entered by parents, including curriculum and options information
• The Tasks tab shows the validation task(s) set to process the entry.

here, the administration has the power to make modifications to elements entered by the parent. All modifications are logged ( History button).

change task status

when a parent submits a form, the validation task defaults to pending status.
Different statuses can be set to reflect and track the progress of the request.

Validation / Return of Shuttle form

The Shuttle form can be validated :

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

It is also possible to resend an entry individually or en masse. This will return the input to the parent on his or her portal.

Extracting data from the Shuttle File

From the Request Management module

From the Request Management module, you can access all entries concerning the Shuttle File. This list offers various filters, depending on the status of the entries or for each column in the list.

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

Finally, click on the Download button to retrieve the list displayed on the screen:

From the Lists and Searches module

From the Lists and Searches module, all the schooling choices saved on the Shuttle File can be extracted, by creating a list of students:

Generating a Fiche Navette document

If you need to formalize the schooling choices entered in the Shuttle File in the form of a printable PDF document, you can use the Generate function in the Document Management module.before doing so, you'll need to define a document template, which will include the data recorded on the Shuttle File:

Once the template has been defined, you can generate the document for the selection of students concerned: Generate a document from a template

Interaction between the Shuttle File and the Admission module

Schooling data entered on the Fiche Navette remains locked in the Gestion des demandes module until it has been validated.

Validation of a student's Fiche Navette has different consequences depending on the child's situation:

• Case #1: If the student has an enrolment file "in progress". case #1: If the student has an enrolment file "in progress": the choices entered on the Shuttle form will be transferred to the enrolment file once the Shuttle form has been validated by the school
• Case #2: If the student has an "in progress" re-enrollment file the choices entered on the Shuttle form will be transferred to the enrolment file once the Shuttle form has been validated by the school
• Case #3: If the student does not yet have a re-registration file for year N+1 :
  • If a Navette file has been registered for the student for year N+1, when the re-enrolment file is initialized, the schooling (branch and options) will be initialized with the values registered on the Navette file
  • Note: in this case, even if the Navette form has not been validated, the school branch entered and recorded on the Navette form will be adopted
• Case #4: If the student has already been enrolled or re-enrolled (file validated) for year N+1: the choices entered on the Fiche Navette will be carried over to the enrolment/re-enrolment file AND to the student's actual schooling (Schooling tab on the Student File)

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

• In the enrolment/re-enrolment file :
• 
• On the Student File (for changes made after the enrolment/re-enrolment file has been validated for the corresponding year)
• 

Shuttle Form settings

Initialize Shuttle File request

The Fiche Navette process is set up in Eduka as an update form in the Gestion des demandesmodule.
For more information on how to send an update form,see the detailed article Creating a data update request for parents

This will have several special features:

• Use of 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 Navette form: on validation, interaction with the student's actual schooling or current admission status

To initiate a new "Fiche Navette" type request, go to the school year for which the schooling information is requested (N+1), and create a new request in Student Mode, in order to generate a form for each student.

Next, enter the general parameters of the request:

Then click on Configure form.

Configure form

This is where you define the information required on the Shuttle File form.

What makes this form different from a standard update form is that you can include sections here:

• Choosing the student's curriculum: this will result in the selection of a school branch, linked to the school structure of the year on which the Shuttle File was initialized
• Pupil's choice of options: this will show the various options linked to the school branch selected

You can also display any type of data on this form, in read-only or editable mode, for example :

• Display a section including the child's current schooling, by including a "Dynamic information" field (read-only):

• Addition of a free text zone 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 available:

Target students

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

Notify parents

Several options are available for notifying parents of the form to be completed.


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

Choice of courses

For students already enrolled in the current year, it is possible to restrict the school subjects that can be selected by the parent.

Example: a child enrolled in ^2nde Européenne will only be able to choose the desired branch of ^1ère Européenne.

This setting is made in the School structure module, Tree structure menu, 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 Correspondence N+1 tab.

Options are offered according to the choices associated with each school branch in the School Structure module. Precise selection rules can be implemented to control the consistency of data entry. For more information on these rules: Educational path and selection rules for schooling options

Add an internal processing task to the Form

By default, the Update Request created includes a validation task. This is necessary to review the forms and validate the parents' entries.
To access its settings :


It is necessary to refine the settings in order to :

• Select who is " Responsible " for validation; it is possible to indicate several Eduka users
• Add fields that will only be visible internally, to insert a comment on the parent's choice, for example

Distribute Shuttle File information to teachers

Thanks to the Class Life portal, which can be opened to teachers, information entered on the Shuttle File can easily be distributed.
To do so, you can add Shuttle File information to the Classroom Life module configuration