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Frequently Asked Questions

Welcome to the Frequently Asked Questions page for Callista SMS and Staff Connect. The list of questions will be regularly updated however if your query is not covered please contact the Help Desk on ext 4777 or via e-mail at help-sims-studsys@uwa.edu.au
Logging In
Academic Records
Unit/Class Lists
Using Staff Connect

I can’t get my report to appear

When should I use Callista SMS and when should I use Staff Connect?

How do I share a Person ID Group (PIG) for “viewing only”?

What does “Selection date” mean?

Do I have access to view a student's financial obligations?

How does the student see their liability/fee?

Is there a way to identify what unit relates to what degree in a combined degree?

How do I request a new report or enhancements to existing reports?





I am unable to log into Callista SMS/Staff Connect

It is necessary for all University staff who require access to Callista SMS/Staff Connect, including those who previously had access to SRS, to complete an application form and forward it to SIMS Support. Application forms can be downloaded here. Applications require approximately 24 hours for processing once they have been received and a notification email is sent to the user once the application has been processed.

Prior to accessing Callista SMS/Staff Connect for the first time, all users must change their password in Pheme, the account management system. The password which they specify in Pheme will be the password they use to gain access to Callista SMS/Staff Connect. Pheme can be accessed here.

Some users inadvertently try to access the Sandpit, the Callista SMS/Staff Connect training database. Most users will be unable to log in to the training database using the same details as they do to log in to the live database. SIMS Support suggests that all users only access Callista SMS and Staff Connect from the main SIMS Support website.


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When I try to log into Callista I get a message saying that my account has been locked

After too many incorrect login attempts your account will be locked, preventing you from logging into Callista. The lockout period is one hour, following which you will be able to log into Callista again. If you require immediate access please contact the Help Desk.


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When I click on 'Login to Callista' nothing happens – the Internet Explorer window stays open but remains blank

Make sure you have the latest version of JInitiator (1.3.1.9) installed on your computer.


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Whenever I try to log into Callista SMS I get a message telling me to restart Internet Explorer

Try clearing your JInitiator cache. To do this:

1. Go to your Start menu.

2. Choose Settings -> Control Panel.

3. Double click on JInitiator 1.3.1.9. The JInitiator Control Panel will open.

4. Click on the Cache tab at the top.

5. Click on the Clear JAR Cache button. A message will appear asking if you want to delete files - click on Yes/OK.

6. Close Jinitiator Control Panel and then close the main Control Panel.

You should now be able to log into Callista.


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The internet explorer window opens and closes when I try to log on

Do you know if you are blocking pop-ups? You will need to disable any pop-up blocking software which has been installed on your machine. Consult your IT support person for assistance.


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All I have is a student’s name, can I search for them in Staff Connect?

It is possible to search for a student purely by name in Staff Connect. Following are some tips which may help you to retrieve results from your name searches:

1.    When entering details in the "Given Names" field it is necessary to enter in ALL the student's given names (that is, entering "Kate" in the Given Names field will not retrieve a match for a student whose given names are "Kate Louise"). If you only have particulars of a student's first name, it will be necessary to put a wildcard (that is, the % symbol) after the student's first name in the "Given Names" field.

2.   The wildcard can also be used in the "Surname" field if you are uncertain of the spelling of the student's last name. This is especially useful when searching for names containing punctuation, which can sometimes prevent you from retrieving results (eg, you should enter "%Sullivan" rather than "O'Sullivan").

3.  The one aspect of Course Details which you will need to pay attention to on the Search Page is Course Attempt Status. By default, Staff Connect will only search for students with a currently enrolled or inactive course attempt status. If you are searching for a student who has completed their course or if you are uncertain as to their current status, you should tick all the checkboxes corresponding to "Course Attempt Status".


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When I click on the Academic Record link in Staff Connect I get a blank page

Academic Records accessed through Staff Connect will open in a pop-up window in Adobe Reader. If you are getting a blank page after clicking on the Academic Record link you may:

1.    have pop-up windows blocked on your machine. If you are taken to a new Staff Connect screen when you click on the link but no new window opens on top of that screen, this is most likely the problem. Contact your IT Support Person for assistance in disabling any pop-up blocking software which may be installed on your machine;

2.   not have the most recent version of Adobe Reader installed. The most current version of Adobe Reader is 7.0. If your version of Adobe Reader is not up to date, please contact your IT Support Person for assistance in obtaining an upgrade.


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When I print pages from Staff Connect they appear “cropped”

You will need to adjust your print margins in your internet browser to enable pages in Staff Connect to print properly. You can do this in Internet Explorer by selecting Page Setup in the File menu. By default, your margins will be set to about 20mm. This can cause pages in Staff Connect to print like this:

Staff Connect with default margins

Adjusting your margins to 5mm will allow Staff Connect pages to fit more neatly on standard size paper.

Staff Connect with adjusted margins


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No students are showing up in my Unit Class List but I know there are students enrolled

Make sure you have the correct teaching period. There are more than 100 teaching periods to choose from so consult your handbook for the correct one before running your class list.

Users should also be aware that class list reports, by default, will only return students who are currently enrolled in the unit. If you are searching for a list of students who have taken a unit which has finished you will need to tick the appropriate boxes in the Unit Attempt Status field.


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I’ve sorted a class list and now I can’t find some of the names

When alphabetically sorting a class list or any other list which has not been locally developed (that is, they are NOT prefixed by the letters UWAR or UWAJ) those surnames containing a lowercase prefix (such as "von Bergheim") or punctuation (such as "O'Neil") will appear at the foot of the list. This is a programming error. A workaround is to extract the list to an Excel spreadsheet and then sort the list which will order the names correctly.


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I can’t get my report to Appear

Check that you have the latest Adobe Acrobat reader version installed (version 7).


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Is there provision for academic statements to be ordered online?

Yes, for students, in Student Connect.


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Are students still be able to view their “unofficial" Academic Record?

No. The internal academic record available through Staff Connect & Callista SMS is only available for internal staff use. Students can view their details through Student Connect or order a formal Academic Record through Student Administration.


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When should I use Callista SMS and when should I use Staff Connect?

Staff Connect is designed for viewing information and running reports, lists, and labels. Callista SMS is designed for inputting and changing information such as admission and enrolment etc. Callista SMS is also used for running specialised reports and executing specialised jobs. In general use Staff Connect to view and gather information and Callista SMS to input and change information.


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How do I share a Person ID Group (PIG) for “viewing only”?

Currently Person ID Groups can only be shared between staff using Callista SMS. Access IDGF1100 and click on Group Security. Enter or look up the person you wish to share with. If you wish to limit their access to “view only” leave “Insert”, “Update”, and “Delete” boxes unchecked.


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Is there a Staff Connect only version for power users?

 

No. Access to functions in Staff Connect is determined by your security level. Staff Connect access to reports and jobs usually reflects the user’s role in Callista SMS. (eg a power user in Callista SMS would usually have the same reports available in Staff Connect where the system design allows it).

 


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What does “Selection date” mean?

 

When the unit/course was selected.

 


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Do I have access to view a student's financial obligations?

 

No. Only restricted users in Student Administration and related areas have such access.

 


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How does the student see their liability/fee?

 

Students can click on and view Outstanding Balance, Payment, Received Payments, Commonwealth Assistance Notice and Notice of Liability.

 


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How can you check the numbers of students in a unit?

 

Select Unit Enrol Stats (ENRRC600) and follow the prompts to get overall student numbers. Choose output HTML and you can click directly on the class link which will lead you to Class List (INQRC005) to get details on individual students.

 


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What are the differences between the “Match On” options in DIY Reports?

 

“Match on person” gives you all the data available for that person ID and is available for all extracts.

 

If you are searching using Student Course Attempt or Student Unit Set Attempt "Match on Person/Course” is the default.

 

Selecting “Match on Person/Course” will eliminate multiple entries. ie a student Person ID will only be listed once in the data you extract. The records will show only student information that relates directly to your selection set.

 

If you select “Match on Person” for Student Course Attempt or Student Unit Set extracts then you will receive data for all of the units the student is enrolled in eg you may get four records for each ID each one showing a different unit code even though you only asked for students doing one particular unit.

 

If you choose Student Unit Attempt then the default is "Match on Person/Course/Unit". This gives you data that only relates to the person, course and unit you choose.

 

Match on Person/Year and Person/Semester will give you entries for all the units the student is enrolled in for that year or that semester.

 

These matches also allow you to eliminate multiple entries. eg a Person/Course/Unit  match would only give you records relating to the course and unit you specified in the selection set. 

 


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Is there a way to identify what unit relates to what degree in a combined degree?

 

There is no distinction between which units relate to which degrees however there may be information under course notes.

 


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How do I request a new report or enhancements to existing reports?

 

All report requests must be made by submitting a Change Request Form and then presented at a meeting of the SIMS Operational Priorities Group. For more information about the SIMS OPG please click here.

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