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The Application Management module allows the dematerialization of all procedures and forms related to the management of the establishment.
It is aimed at all types of users (parents, students, staff, teachers, speakers, company payers, etc.) and is highly customisable to suit different uses, presented in this online help.
Operating principle: update and validation requests
The Request Management module integrates 2 functionalities: update requests and validation requests .They differ in particular by the point at which the request is initialized :
Updatesinstitution-initiated application who solicits parents, staff, etc. to fill out a form for a specific topic
Validationsuser-initiated request(applicant: parents, administrative staff, teachers, etc.) on the basis of a generic application template made available by the institution - the application is then subject to a validation process.
A difference that also distinguishes these two components: as far as requests for information updates are concerned, the school can create as many requests as it wishes per year at no extra charge. Conversely, for the creation of new types of validation requests (for example to set up the management of school trips in Eduka), please contact the Eduka Software sales department for more information about the pricing of this module.
The "Validations" function in the Eduka platform offers the possibility for staff or parents to submit a request to the school on various subjects through forms created by the administrator.
Forms can be created for :
The administrative service: request for leave, request for overtime, request for a badge ...
The pedagogical team: request for organization of school trips, material, incident report, organization of supervised homework, change of schedule...
Parents: request for access badge to the school, to the car park, stickers for the persons authorized to pick up the children...
Each form integrates the possibility to assign several people to validate a request and, at each step, to send email notifications in order to follow up on the request.
This function also uses form creation, the main difference with the "Validations" module is that the "Update" form comes from the institution and is sent to allow data collection. Depending on the information collected, the Eduka database is updated automatically.
It allows us to precisely target the people requested for updating: parents of a class, secondary school teachers, staff of a particular department, etc... Thanks to the precise targeting of the persons concerned, this functionality makes it possible to follow the progress of the seizures and to follow up the persons who did not answer.
This function can be used, for example, for parents or staff members to :
Updating student data (health, address, contact)
Collect authorizations for travel/exit participation
Manage school supply inventories by asking teachers to take an inventory of their classrooms in preparation for the purchase of school supplies.
Each time an entry has been made and returned, an email can be sent to the initiator of the information update for verification and validation.
Gains from using the module
The use of this module has several advantages:
Dematerialization offers a financial gain (paper/ink cartridge) and reduces the physical space related to paper archiving needs.
Standardize and centralize internal procedures within the institution.
Track and keep a history of requests.
Makes it less time-consuming for administrative officers to manage requests.
For the "Update" function, the collection of information from parents by teachers or administration is automated, therefore more efficient.
Since a recent update of the platform and with the possibility to create entry points at the base by external persons, it is now possible to create forms to propose for example the online posting of unsolicited applications.
Operation and parameterization guide
Complete tutorials cover all the parameterization steps involving these two mechanisms:
Tutorial for organising a school trip, involving a request for validation (initialisation of the project by the teacher) and a request for updating (request for participation in the trip to the destination to be filled in by the parents of the classes concerned)
Validation requests can be used for different types of use and for different types of population.
To the administrative department
Validation processes can be made available to the Administration department
Leave and overtime requests
Request for supply/material
Request for intervention
Sample requests can be made available on the Parents portal so that parents can initiate online requests from their Eduka access, following a template of fields to be filled in:
... Request for a school access badge or access card for persons authorised to collect children ...
Request for administrative documents
For the educational team
For the pedagogical team, validation requests can be used to dematerialize processes requiring hierarchical validations:
Request to organise a school outing
Request for supervised homework assignments,
Examples of update requests
The scope of use of the update requests is also very wide, since it allows you to request any type of user referenced in Eduka.
The school can solicit parents, on a well-targeted population, by creating a form to be filled in by these people.
For example, this system can be used to :
Ask parents to update contact information at the beginning of the school year
Asking parents of students in a particular class to update health information and passport copies prior to a school trip
Asking parents to enter information about other contacts of your choice, such as emergency contacts, authorized persons to pick up the child, etc
Participation in an event: when you organize an event (general assembly, school trip, one-off event), send a form to parents to ask them if they wish to participate
Solicit parents on schooling choices (see Dialogue Sheet process):if you wish to limit the amount of information requested when registering or re-registering pupils, you can make sure that you ask for part of the information when the parents fill in these files, and then, for example at the beginning of the school year, ask to fill in another set of information
For facility staff
Internally, update forms can be sent globally or targeted, for example for :
Request to update contact information for staff members and post a copy of the criminal record online
Make an inventory of supplies for teachers
Organize an internal audit to find out the needs for computer equipment