Submissions retrieves data from the student management system to data groups in the staging area. Data groups have records with data and status information. The status information indicates whether the record has been approved and submitted. Data flow describes the flow of data from the student management system through Submissions to TCSI.
The image Student records shows that the records for the Students data group are approved with the status 
, submitted OK, and the date the record was last submitted.
Submissions can approve and submit records automatically. However, you should approve and submit records manually until you are confident that the data is stable, and the common types of issues reported from TCSI are known and understood.
Approve
Before submitting records to TCSI the records must be approved. That is, you must check that the records are correct and mark the records as approved. Records can be approved automatically. For example, the data in the student management system is considered to be correct. Therefore, you do not need to approve the data in Submissions.
Course admissions processes are configured in the student management system to ensure that all appropriate validations are in place. However, the department is not yet comfortable with automatic submission of Course admissions data. Therefore, the Course admissions data group has manual approval. On approving a record, Submissions submits the record to TCSI automatically.
Bulk approve and unapprove
Bulk approve, or unapprove, allows you to approve or unapprove all the records that meet a filter criteria.
Courses of study details are managed by a Curriculum committee and the details are sent from the student management system annually. The data group is not configured to approve automatically. Therefore, once the Courses of study records are sent from the student management system, the reporting officer filters the Courses of study data group for all records that are not yet approved and have the pending update status. The reporting officer can then bulk approve to approve all the records simultaneously. On approving the records, Submissions submits the records to TCSI automatically.
Submit
Submissions can submit approved records automatically or manually. The status icon indicates the whether a record has been submitted, is pending an update, and so on as detailed in the table Record status, which details the status icons, labels, reporting status codes, and descriptions.
|
Icon |
Label |
Reporting status |
Description |
|---|---|---|---|
|
|
Submitted OK |
900 |
Record has been sent and saved in TCSI without errors or warnings. |
|
|
Pending update |
500 |
Record has not yet been submitted. That is, the record is new or requires an update. |
|
|
Historical data only |
910 |
Record contains historical data only and cannot be adjusted in Submissions. To change this record, adjust it in TCSI Data Entry. |
|
|
Warning |
400 |
Record has been sent and saved in TCSI, but with a warning. |
|
|
Processing |
100 |
Record has been submitted and is being processed. |
|
|
Dependency not met |
300 |
Record requires a parent or related record that has not been submitted yet. The data dependency is blocking the submission of the record. |
|
|
Error |
200 |
Record is in error. Click to see the error details in the side panel. |
|
|
Pending delete |
600 |
Record is flagged for deletion. |
When submitting records manually, Submissions checks the data dependencies of the records and alerts you to the records that do not meet the required data dependencies as indicated with the status 
.
The diagram Manual submission example illustrates the Courses of study record with the code A00001 is still pending 
in Submissions and does not yet exist on TCSI. Therefore, submitting the Courses record that links to the Courses of study code A00001 fails with an unmet dependency .
Submissions allows duplicated key values from the student management system, such as E307 Course code, and delays the validation on non-allowable duplicates until submitted to TCSI. The delay reduces the chance of Submissions not being in line with TCSI validations.
When submitting records automatically, Submissions submits records according to their data dependencies. That is, for the example above, when submitting the Courses records that link to the Courses of study code A00001, Submissions would check the Courses of study data on TCSI for the Courses of study code A00001. Then, if the Courses of study code A00001 was not present, Submissions would submit the Courses of study record with the code A00001 before submitting the Courses records.
Records with extensions
For records with extensions, such as Students records with extensions for citizenship and disabilities, each extension is a child record of the Student record with its own status information. For example, in the table Student records with extensions, the Student record with the code E123456 has the status and the records for the extensions Citizenship with codes 1 and 8 also have the status . However, the student record with the code E443457 has the status 
due to an error in the record for the extension Disability with the code 11.
|
Record |
Status |
Extension |
Status |
|---|---|---|---|
|
Student code: E123456 |
|
Citizenship code: 1 |
|
|
Citizenship code: 8 |
|
||
|
Student code: E443457 |
|
Citizenship code: 1 |
|
|
Disability code: 11 |
|
The status information of records is defined by the reportingStatus as detailed in the table Record status. Records with extensions also have a groupReportingStatus that is the overall reporting status of the record and its associated extensions, such as Citizenship, and Disabilities.
For example, the table Group reporting status shows a student record that has been submitted OK, be assigned a UID, but a Disability record is in error. Therefore, the groupReportingStatus is 200, the worst outcome. The reportingStatus of the Student record is 900 and the Disability record has a reportingStatus of 200.
|
Record |
Status |
Extension |
Status |
|---|---|---|---|
|
Student |
|
Citizenship |
|
|
Disability |
|