Campus Solutions Capabilities to Support Institutions’ Covid-19 Policies for Students

March 13, 2022 | 9 minute read
Steve Brawn
Director Product Strategy – Oracle Higher Education Development
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I. Introduction

Oracle is proud to have a broad and diverse higher education customer base around the world utilizing our PeopleSoft Campus Solutions application as their Student Information System.  During this unprecedented time, we have been in contact with many of you, our customer institutions, to understand how we can support the institutional and regulatory policies that are being encountered at your institutions in response to the global Covid-19 pandemic.  It has become clear to us that, while there are similarities and patterns to institutional responses around the globe, the responses and solutions employed by our customer institutions are as varied and unique as the students and regions they support.

After careful consideration, we have determined that it would be difficult for us to deliver a Covid-19 management capability for students in PeopleSoft Campus Solutions that would account for most of the identified use cases, and stay within the general bounds of the purpose of a Student Information System - without bleeding into capabilities of other purpose-built applications, such as health management systems.  Our synopsis concludes that this extreme differentiation in responses among institutions is exacerbated and supported by the reality that student populations are less affected by broad Covid-19 federal regulations, policies, and standardization, as opposed to other populations, such as employees.  Additionally, we have determined that leaving much of the policy decisions for student populations up to individual institutions and local governments has greatly contributed to the broad differentiation we have seen. 

However, to support our Campus Solutions institutions, we have decided that the best approach is to help guide institutions on how they can utilize delivered product capabilities to respond to their unique Covid-19 related regulations and policies.  This blog aims to highlight delivered PeopleSoft Campus Solutions capabilities that institutions can deploy to provide solutions to most of the common use cases our customer institutions have expressed to us.  While this blog does not cover all delivered capabilities that can be utilized, it focuses on functional configuration based capabilities and frameworks that can be employed to support the identified use cases.  In addition to highlighting capabilities that support use cases within the bounds of the general purpose of a Student Information System, we also acknowledge additional use cases outside of the scope of SIS and provide information to other external applications and products that we are aware of and cover additional use cases.

 

II. PeopleSoft Campus Solutions Capabilities

How do I collect vaccination and testing data from students?

Student Activity Guides:

Student Activity Guides offer PeopleSoft Campus Solutions institutions the ability to collect vaccination and testing data from students, one-time, or on a recurring basis.  Institutions can configure an Activity Guide to provide a modern user experience to intuitively step students through a guided process to collect data, acknowledgements, and answers to questionnaires matching their unique requirements.  Additional flows or actions (such as adding an enrollment hold) can also be triggered following the completion of a step or the full Activity Guide, and can be universal, or based on particular responses or attributes of collected data.  To simplify and streamline the process for creating Student Activity Guides, administrators can utilize the Activity Guide Composer.

For more information, please refer here: Student Activity Guides and Activity Guide Composer

Questionnaire Framework:

Questionnaire Framework offers PeopleSoft Campus Solutions institutions the ability to provide questionnaires to students and collect answers to questions (anonymized or tracked) about their vaccination and testing status, one-time, or on a recurring basis.  Institutions can configure a questionnaire and associate it as a step in a Student Activity Guide to collect answers to simple questions from students.

For more information, please refer here: Questionnaire Framework

Acknowledgement Framework:

Acknowledgment Framework offers PeopleSoft Campus Solutions institutions the ability to collect acknowledgments from students, indicating that they have read and understand your institution’s Covid-19 policies.  Institutions can configure an acknowledgement and associate it as a step in an Activity Guide to collect a student’s acknowledgment that they understand certain outlined policies, etc.

For more information, please refer here: Acknowledgment Framework

Immunizations Data Model:

The immunizations data model offers PeopleSoft Campus Solutions institutions the ability to store a student’s vaccination record.  Institutions can configure an immunization type specific to Covid-19 vaccinations. While the delivered immunizations data model is not exposed on a delivered student self-service Fluid UI, institutions can utilize the application developer tools to build their own Fluid UI and expose the data model, as applicable.

For more information, please refer here: Tracking Immunizations and Health Test Data

Common Attribute Framework:

Common Attribute Framework offers PeopleSoft Campus Solutions institutions the ability to do their Covid-19 vaccine and testing management outside of Campus Solutions, in applications built for that purpose, but still integrate with third-party applications and store Boolean (yes or no) statuses for vaccination and testing.  These statuses can be continuously updated from the upstream applications to drive actions in Campus Solutions, such as the assignment or removal of an enrollment service hold.  Institutions can configure a common attribute and associate it to a specific UI or data model to collect or store extended data on delivered UIs and data models without customizing the delivered UIs and database tables.

For more information, please refer here: Common Attribute Framework

 

How do I restrict enrollment based on a vaccination or test status?

Service Indicators:

Services Indicators offer PeopleSoft Campus Solutions institutions the power to restrict a student’s ability to enroll in classes, based on their Covid-19 vaccination and testing statuses.  Institutions can configure a negative service indicator, with an associated enrollment hold impact, and assign it to a student, blocking them from enrolling in classes until the Service Indicator is removed.

The Service Indicator capability enables institutions to maintain positive or negative attributes associated to a particular person.  Institutions have the ability to assign a Service Indicator to a person individually, in mass, programmatically, and through processes and flows.  Additionally, actions or impacts (such as an enrollment restriction) can be configured and associated to Service Indicators and applied to persons when the indicator is assigned to them. 

For more information, please refer here: Service Indicators

 

How do I provide answers to student questions about our Covid-19 policies?

Oracle Digital Assistant:

The Oracle Digital Assistant offers PeopleSoft Campus Solutions institutions the ability to configure chatbots (digital assistants) and create skills to answer simple questions regarding Covid-19 policies relevant to the student interacting with the assistant.  Additionally, skills can be configured to allow students the ability to interact with the digital assistant to indicate their vaccination or testing status and upload documentation.  Institutions can deploy the digital assistant to multiple channels simultaneously, including: Campus Solutions Student Self-Service, Alexa, or institution websites.

The Oracle Digital Assistant is a PaaS application that allows institutions to build their own chatbots and skills.  ODA requires a separate subscription, but is natively integrated with PeopleSoft Campus Solutions, enabling Campus Solutions to be used as both a channel for a digital assistant and as a source for data (both inserting and retrieving). 

For more information, please refer here: Chatbot Integration Framework

 

How do I protect students’ vaccination data?

We recommend employing the industry best practice of data minimization, and only store Personal Identifiable Information (PII), such as a student’s Covid vaccination and testing records, directly in PeopleSoft Campus Solutions if it absolutely has to be there.  If your institution has other applications, such as health management systems, designed to store immunization records, we recommend considering only storing a Boolean value (yes or no) in PeopleSoft Campus Solutions to represent a student’s vaccination and testing statuses.  Institutions should generally ensure that they are in compliance with all applicable regulations and internal data governance policies, and should consider only storing immunization records in an application specifically designed for that purpose, such as a health management system.  However, if institutions deem it absolutely necessary to store students’ vaccination and testing records directly in PeopleSoft Campus Solutions, and they determine that this practice is compliant with their applicable regulations and internal data governance policies, institutions can employ delivered configuration-based capabilities to protect this data through application field data masking and auditing.

Data Privacy Framework:

The Data Privacy Framework offers PeopleSoft Campus Solutions institutions the ability to audit where vaccination and testing records are exposed and used throughout the application.  Institutions can configure their own data governance categories and associate database fields, such as a student’s vaccination record, to identify where data in those categories are exposed and used throughout the application.

The Data Privacy Framework supports institutions’ compliance with legislative statutes and institutional policies by enabling institutions to identify and audit where Personally Identifiable Information (PII) or Sensitive Data is exposed throughout the application.  The Data Privacy Framework allows institutions to audit the objects where specified fields are exposed, and the results can also be cross-referenced with security roles to identify users that have access to certain types of data.  Objects that can be audited include: Components, UIs, Queries, Reports, Search Records, Analytics, and Integrations. 

For more information, please refer here: Data Privacy Framework

Application Field Data Masking:

Application Field Data Masking offers PeopleSoft Campus Solutions institutions the ability to mask students’ vaccination and testing data.  Institutions can configure masking profiles to only display masked vaccination and testing data to users unless a user has the appropriate security privileges to see the unmasked data.

The Application Field Data Masking framework enables institutions to utilize configuration to create and associate masking profiles to any field exposed in a UI or Search Record within PeopleSoft Campus Solutions.  This framework provides multiple masking profile options, as well as the ability to choose to partially or completely mask data.  Masking profiles can be associated with role-based security to further control how different users see data. 

For more information, please refer here: Application Field Data Masking

 

How do I analyze student vaccination and testing data?

Kibana Analytics:
The Kibana Analytics framework offers PeopleSoft Campus Solutions institutions the ability to analyze and drill into student data.  Institutions can configure Kibana dashboards and analytics to support their Covid-19 reporting policies and predict trends in student data.

The Kibana Analytics framework provides a modern user experience for users to visualize, predict, drill into, and action large data sets directly from within the PeopleSoft Campus Solutions application.  This analytics framework is optimized to enable high performance and complex analysis of large volumes of data, including: time series/historic, data trends, and interactive exploration.  Analytics can be presented as an administrative dashboard or analytics can be embedded within application UIs.  Kibana Analytics is a PaaS capability provided by PeopleTools that is included in your license and natively enabled in PeopleSoft Campus Solutions. 

For more information, please refer here: Kibana Analytics

 

How do I integrate with third-party Covid-19 tracking applications?

File Parser:

The File Parser Framework offers PeopleSoft Campus Solutions institutions the ability to batch import vaccination and testing statuses for students from upstream applications, such as health management systems.  Institutions can configure flat-file data import mappings to import transactional data, such as vaccination and testing statuses, in PeopleSoft Campus Solutions and associate the transaction to a person record.  Additionally, the delivered person search/match/post capability can be used in concert with File Parser to ensure that proper person matches are being made and duplicates are prevented.

For more information, please refer here: File Parser and Search/Match

Application Integration Framework:

The Application Integration framework offers PeopleSoft Campus Solutions institutions the ability to integrate with third-party applications, such as health management systems, in real-time.  Institutions can develop real-time APIs to integrate students’ vaccine and testing statuses to support use cases covered by upstream and downstream applications, such as collecting vaccination records or removing building access.

For more information, please refer here: Application Integration Framework

 

III. Capabilities Outside of the Scope of PeopleSoft Campus Solutions

In addition to highlighting capabilities that support Covid-19 management use cases within the bounds of the general purpose of PeopleSoft Campus Solutions and a Student Information System, we acknowledge that many of our customers have use cases outside of the normal scope of an SIS.  To this end, we wanted to provide information on other applications that we are aware of, covering those additional use cases.

CLEARED4:

CLEARED4 is an advanced health management platform that integrates with PeopleSoft Campus Solutions to automate the administration of covid test and vaccine tracking. With a suite of tools including automated reminders, health attestation, access control, contact tracing and an advanced rules engine to customize your compliance requirements, CLEARED4 already works with hundreds of higher education Peoplesoft users across the country. The system takes days not weeks to launch and configure. Once set up, administrators use the tool to import and store existing and new vaccine and test data (including international test and vaccine cards), generate reporting, set reminders and rules and manage testing regiments and schedules. The platform is integrated with testing providers and labs, so new test data is automatically stored in the HIPAA/FERPA compliant platform with no additional work on the administrator’s side. The technology also integrates with access control systems for badge and RFID card management to ensure only compliant students & faculty are allowed on campus. While covid hopefully stays in decline, the CLEARED4 tool helps to future proof organizations by managing many types of real-time health risk data - whether covid or other compliance related data. 

You can meet CLEARED4 at Alliance 2022 in Seattle this week at Booth 110. 

Book a 1:1 with the team here or visit the Stop & Share on Covid Management Monday afternoon at Alliance. 

 

IV. Resources

Steve Brawn

Director Product Strategy – Oracle Higher Education Development


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