Student Management System (SMS) Frequently Asked Questions (FAQs)

Installing SMS on a PC
Installing SMS on a Mac
Computer requirements to run SMS
Requesting Access to SMS
Using SMS from Another Computer
Exiting from SMS on a PC or Mac
SMS Timeout
Configuring Printing on a Mac
Setting Window Size on a Mac
Configuring Importing or Exporting on a Mac
Mac Error Messages like" You Do Not Have Access to Logon"
Multiple SMS Sessions
Accessing SMS from home
Updating or Uninstalling SMS
Network Password and SMS
Mac error message "cannot generate report - Canvas cannot draw."
Launch SMS Help in a new IE Window
Mac OSX Error Message "Mac Cannot create connection file CitrixID"
SMS Expiry Dates
Creating a shortcut for SMS on your desktop


Installing SMS on a PC

To install software on a Windows computer you must be logged in as a member of the Administrator group. If you are not an administrator, or are unsure, contact your local support person or the ITS Service Desk.

Visit SMS Setup on a PC for software and instructions.

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Installing SMS on a Mac

You must have Microsoft Remote Desktop app installed to use SMS on a Mac.

Visit SMS Setup on a Mac for software installation instructions and further information.

Check that the service you require has been added to your SMS main menu.

For example RPS Users will find the RPS Main and RPS Reports menus by clicking on the next to RPS Results Processing System.

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Computer Requirements to run SMS

The minimum standard to run SMS is a networked PC running Windows 7 or later or a Mac running the Citrix Client and OS X 10.6 or later with a screen resolution 800 x 600

The recommended standard to run SMS is that given for new computers on the ITS Hardware web pages

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Requesting Access to SMS

Once you have the SMS software installed you should visit the SMS Access web site to request access to each of the services you require.

When you request access to the real, live services in SMS (Production) you will also get access to SMS (Training) which has the same code as Production but junk data that you can use for training.

SMS (Test) also contains junk, test data but contains the latest features of all the SMS Services which are currently being user acceptance tested. You will need to request access to SMS (Test) separately

Your participation in User Acceptance Testing is most welcome to help produce a robust user friendly service and has the added bonus of giving you a chance to influence the development of the service within the constraints of University rules and resources.

Please note that ITS will never migrate data from Test or Training to Production and that Test and Training data is periodically refreshed to test new features.

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Using SMS from Another Computer

You can easily use another computer with SMS installed if your computer is unavailable.

Mac or PC users can login to SMS from any other PC where SMS is installed with their own usercode and password and get access to their services and data just as if they are using their own computer. If SMS is not installed on that PC and it is a Massey staff computer you can simply go to the SMS web site to install it and then login as usual.

Mac or PC users can login to SMS from a Mac ONLY if the Citirx client is already installed on that Mac and only if they can login to the Citrix client first as the registered Citrix licence user. Installing another copy of the Citrix client will incur another Citrix licence fee.

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Exiting from SMS on a PC or Mac

Save any work in the services you have loaded in SMS and then exit SMS by:

On a Mac you need to select File > Exit from the SMS menu to close the session properly or you may experience problems logging back in. You should not click the X (as you do on a PC) nor close down by selecting File > Quit from the Apple menu.

On a PC you exit by clicking on the X in the top right hand corner of the SMS window or selecting File / Exit from the SMS menu.

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SMSTimeout

After 1 hour of inactivity all SMS users simply have to re-enter their password and click the Login button. You do not have to re login again from scratch and are taken straight back to the screen you were working on.

If you do not wish to go back to SMS yet then select Hide - and when you are ready you can select SMS from the Windows taskbar on a PC or the minimised shortcut on a Mac and log back in to the same screen you were working on.

If you are finished or are ready to shut down your computer then simply click Exit to close down SMS - which means that when you next login you will need to start afresh with selecting an option from the SMS menu.

This timeout is applied because the SMS menu software is used to access internal Admin Systems which, by and large, hold confidential data on students and other University business.

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Configuring Printing from a Mac

Click here for instructions, which you can print and follow

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Setting Window size on a Mac

Click here for instructions, which you can print and follow

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Configuring Importing or Exporting files on a Mac

OS X Mac users, please click here for instructions, which you can print and follow

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Mac Error Messages like "You Do Not Have Access to Logon"

You will received an error message such as "You do not have access to logon to this session." if you have not been granted a Citrix licence to access SMS from your Mac.

Please check that you have completed the entire SMS Registration process as mentioned below from the FAQs on the SMS web site.

If so, and you continue to have SMS problems, please report them to the ITS Service Desk as the SMS Services (such as MMATS and RPS) support staff cannot assist you until you have SMS successfully installed and configured.

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Multiple SMS Sessions

You can login to SMS Services (Production) and (Training) and (Test) at the same time on the same computer but you cannot login to multiple sessions of each system. That is, you can only have one session of say SMS (Production) running at the same time.

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Accessing SMS from home

You can access SMS from home via Virtual Private Network (VPN) as described on the ITS Services web site.

You will not be able to use SMS from home if you use other Internet Service Providers (ISPs) such as Xtra or Clear unless you are registered to use VPN, as SMS is behind the Massey firewall.

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Updating or Uninstalling SMS

Periodically the SMS software will be automatically updated on your computer the next time you log in.

PC users can also force an update of the software by selecting Update The Application from their Windows Start > Programs > Massey University folder.

Existing SMS users with a very old version of the software will need to first uninstall SMS. From the Start menu of your Windows taskbar, select Settings / Control Panels and then select Add / Remove Programs. Then select and Remove the Massey University Administration Applications Framework program and then close the Control Panel to return to this screen.

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Network Password and SMS

SMS enforces the requirement to set you network password to be 6-8 characters long. If you find that when you enter your password and the login button stays inactive (greyed out) and your password not does fit these requirements then please fix it using the Change Password for staff link on the ITS web site and then try to login to SMS again.

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Mac error message "cannot generate report - Canvas cannot draw."

Solution:
1. Save all work and exit out of any opened programs.
2. Check that the Citrix Client is configured correctly for printing. Click here for instructions.
3. If the printing settings are correct then follow the instructions below.
4. Double click on the Hard drive icon. Find and open the Citrix Client Folder.
5. Find and select the Citrix ICA Client file.
6. Press the "Apple" and "I" keys.
7. In the Show box click the drop down menu and select Memory.
8. Increase Memory size by typing a 1 in front of the values for Minimum Size and Preferred Size.
Note: If you are unable to edit these values move to the next step and edit them in the ICA PrintSpooler file.
9. Exit out of the window.
10. Find and select the ICA PrintSpooler file.
11. Repeat steps 6 to 9.
12. Restart Mac.

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Launch SMS Help in a new IE Window

  • Select Internet Options from the Tools menu of Internet Explorer
  • Click on the Advanced Tab
  • Uncheck the box "Reuse windows for launching shortcuts"
  • Click OK

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Mac OSX Error Message " MacCannot create connection file CitrixID"

Solution to the problem displaying the following error message:

Error Message "Cannot create connection file "CitrixID" .

Error number: 31

To resolve this fault delete the following folder " Citrix ICA Client " on the Macintosh concerned.

  • Path as follows: "Your Hard Drive Name"\Users\"Your User Name"\Library\Preference\Citrix ICA Client
  • Delete folder and re-launch the Citrix client software.

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SMS Expiry Dates

Currently a user has access for 12 months at most before they have to have their access renewed. In March every year ITS review all people expiring in March and extend them for another 12 months (most expiry dates are 31 Mar) and further extend those people who have used the system in the previous 6 months but don't have a March expiry to the March of the next year. This means that there are some people that are missed and need to be extended manually as they don't fall into one of the above categories by the SMS Access Administrators listed in the Contacts document of each SMS available from the SMS web site.

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Massey Contact Centre Mon - Fri 8:30am to 5:00pm 0800 MASSEY (+64 6 350 5701) TXT 5222 contact@massey.ac.nz Web chat Staff Alumni News Māori @ Massey