One of the key concepts in the WebEd system is the ability of students to work directly with the system itself. For this puprose every student is provided with an user record and the corresponding login code and password. The most common use of this user account would be checking own schedule but more seniour students will be allowed to perform clinical data maintenance and manipulation. Some common options like changing password and technical support are, of course, also present.

Clinic and Workshop Scheduling

Under the normal data flow through the WebEd system students are supposed to declare which clinics/workshops they will take part in. To facilitate this the system provides different month and week views with different level of details shown. The first step for the student is to apply for attendance to certain clinic/workshop by explicitly requesting a role of either an observer or a participant. In case all the attendance slots are filled the student has the option of putting himslef on a queue of waiting students. This queue will be used when someone cancels or withdraws his request. The college authorities must review all of the requests in order to approve them or not.

Students may freely withdraw their requests before approval, but once approved the only option would be to cancel the approved request. This is generally not a good thing to do especially if one does it a day or two before the actual event. So there is certain period (defaults to the last 24 hours before the event) during which cancelling is not allowed. And, of course, past records may not be changed by the students at all. After or during the event attendance list will be updated so that a proper record for attended and not attended or cancelled students is kept. This is also later used for audit and analysis of student performance.

Reporting and Audit

Every student is also given the options of checking his personal statistics rather than requesting these from the college or trying to keep this data on his own records. Currently two reporting options are available to each student. These will be listed below.

Attendance Report
Using this option a student may check the actual number of hours attended in clinics and workshops for a given period of time. This is a very important for the students since they have certain target number of hours they must meet.

The total in hours is shown in the last column that is not vsible on the screenshot above. This report is also available to the college officials.

Audit Sheet
Using this reporting option a student may look at his clinical audit sheet. Besides the number of attendance hours students must also get all sorts of clinical experience that is summarised in this clinical audit sheet. Audit sheet identical to this one will also be reviewed by the college.

Under normal workflow the numbers in the audit sheet above will be larger. What you see now is just simulated data for the purpose of this presentation.

Clinical Data Access and Manipulation

The way WebEd system is designed generally suggests that senior students must have access to the clinical data in order to update and append it thus freeing the college's staff from this job. College authorities, however, play an audit role in this process by monitoring and confirming some of the sensitive data. For this purpose student are classified into two access groups - junior and senior. It is, of course, a prerogative of the college to assign these however it is suggested that 1^st and 2^nd year students are considered juniors. Only seniors are granted with clinic access.

Increased Security
Recognising that such an access to sensitive medical and personal data granted to a large number of students may pose a serious risk of information leaks we provide the college authorities with increased security option for students. If activated this option will allow senior students to access sensitive data only from authorised terminals. This authorisation may be given by a tutor or some college official. Authorisation is only temporary and can be cancelled at any time, so access to the clinical data is generally granted to senior students during the day and from college terminals only. This may prevent involuntary or voluntary disclosure of confidential data by senior students.