Profiles - what to do about comment banks?
We use SIMS .net for profiles. Currently I maintain all the comment banks. For security reasons (ie to stop staff deleting them from SIMS .net), curriculum leaders do not have access to the comment banks module.
Therefore, what happens is, at the beginning of the year, I export all the comment banks to be used that academic year, and store them in a shared area to which all staff have read access, and selected staff have write access. During the course of the academic year, the staff charged with the task edit comment banks as necessary, then just before I open the reporting session, I import them all back in.
Then the staff actually get reading the comment banks and want to correct the errors!
In the past we used a Sharepoint workspace for this. This meant that I could set the system up to send me an e-mail if changes had been made, so I could go back in and reimport comment banks with changes. Staff liked this system and felt that it was automated - it wasn't, there was a SIMS monkey working in the background, but they don't need to know that!
However, our Sharepoint licence has expired, so this year I'm storing the comment banks on a shared drive on our network. This system was fine for changes up until the day that I import the banks and open the session, but staff are forgetting to e-mail me with changes after the event.
Is there any way I can get notification of a change to contents on a shared drive on a Windows network? Otherwise, what methods do you use? Do you allow staff access to the comment banks module to make changes there? Does that work reasonably well?