Timetable and training services
Student Options - online hosted process for schools

Student Options - hosted service

Overview


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The TOOLS (TimeTabler Options On-Line System from October Resolutions Ltd, school needs a current licence for Options) solution is designed to allow parents and students to access an account using a username and password that has been provided to them in letter format directly from the school, whether that is posted or delivered via the student. When the parent has successfully logged in they can select the subjects they would like their son or daughter to study within the new academic year. It has been designed in such a way that very little personal information about a student is actually required, and all the data that is stored is mentioned later.

 

To set up the TOOLS system, it requires access to a school server with a MySQL database, and permission to install PHP files and be accessible to parents. It may be that it is not possible or not convenient for your IT Manager to do this, so MIST Services are offering an alternative.

 

MIST Services is offering the service to create an empty database that is capable of storing the student name and subject choices along with hosting the TOOLS web pages. The information is completely under the control of your school as the student and subject data has to be uploaded by the school, and we take seriously our role in storing that data on your behalf. MIST Services changes the default password on installation to ensure security. The following, details the data content, how it is created and stored. This document relates specifically to Student Data uploaded to the host server by the school or by MIST Services under the direction of your school.

 

The web address provided will be a https address meaning it is using SSL encryption, the certificate is issued by RapidSSL CA.

 

 

What Student Data is used?


The following data is stored within the TOOLS database for each student that is uploaded:
• First Name
• Last Name
• Registration Group


Additionally, a record of the subject choices that a student selects is stored.


Why is Student Data needed?


Student Data is required to allow a unique log-in to be created for the parents, as well as to personalise certain information on the webpages.

 

How is Student Data created?


Initially, Student Data is exported from the Options program into a text file that can be uploaded into TOOLS by a school user who knows the administrator password.

 

Who controls Student Data?


Your school controls the Student Data, as you upload the student and subject data.

 

MIST Services only stores the data while there is a formal agreement between us – as a subscriber to the service. The school provides the date when they wish TOOLS to be removed (in September if no date provided) and all the data and storage will be deleted immediately from the web host. It is the schools responsibility to ensure the data has been exported to Options prior to this date.

 

Who controls usernames and passwords?


The school will be provided with an empty TOOLS system initially, although the default password on the Admin account will have been changed for added security. The Admin password will be communicated to the school either in an email or if preferred over the phone. MIST Services recommends this password is changed immediately to a school defined password.

 

The school generates the student username and passwords within Options and uploads them into TOOLS. Any issues regarding parents not being able to log-in are to be dealt with by the school. A contact name, telephone or email address can be added to the home page if specified.


Testing the TOOLS system?


The school must test the TOOLS system as per the TOOLS documentation to ensure they are happy with the functionality it is providing (in your chosen browser) and that the data is being stored and ultimately exported. Any issues please report to MIST Services who will either resolve them or liaise with October Resolutions (creators of TOOLS). If a solution is not found whilst the school is in its testing phase (5 days after the site is released to the school by MIST Services) then MIST services will communicate with the school and where appropriate not invoice for the service.


Domain name?


Your school TOOLS system will be accessible by knowing the direct web address e.g. www.studentoptions.co/schoola As a school you may wish to provide a link from the school website directly to the page, or embed the page within the school website. Appropriate web expertise within the school is required to do this.

 

The ‘schoola’ (directory name) can be defined by the school, typically it should be short and will be unique. On application MIST Services will check availability, should it have been reserved by another school you will be informed.

 

Should your school wish their logo to be placed on the home page then please provide the artwork to mist@mistservices.co.uk

 

Availability of service?


Due to the nature of it being a hosted solution there may be times when unexpectedly the service provider is 'down' for a short period of time. To reassure you of the 'up' time please contact us as it is tested every thirty minutes!



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