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Callista Student Management System (SMS) FAQ

Links to sections within this page:

Callista SMS – General

Staff Connect

Callista SMS Forms

Welcome to the Frequently Asked Questions page for the Callista Student Management System (SMS). The list of questions will be regularly updated – however if your query is not covered please contact Avondale Callista Support on extension 246 or via e-mail at [email protected]

Callista SMS has a web based user interface called Staff Connect and a forms based user interface called Callista SMS Forms.

Callista SMS – General

What software do I need to access Callista?

Callista SMS Forms and Staff Connect can be accessed through a web browser such as Internet Explorer or Firefox.

If you are having trouble viewing Staff Connect or Callista SMS Forms , check that you have the right browser.

The following is a listing of supported web browers:

 Supported Web BrowserCompatible With:
WindowsInternet Explorer 9Windows 7 only
Internet Explorer 8Windows XP, Windows Vista and Windows 7
Internet Explorer 7.0.XWindows XP and Windows Vista only
Firefox 4.0Windows XP, Windows Vista and Windows 7
MacintoshSafari 5.04OS X
Firefox 4.0OS X

Browsers must also be JavaScript and CSS enabled with pop-up blockers turned off.

I am unable to log into Callista SMS Forms / Staff Connect

All users of the production Callista SMS Forms and Staff Connect require training as well as a Callista User ID and password before they can access this system.

To obtain your User ID and password you must undergo appropriate training and then forward a completed, signed Callista Access Request form to Callista Support. You will receive an email with login details, including your default password. To log in see : ‘How do I log into Staff Connect?’ or ”How do I log into Callista SMS Forms?’ below.

I have forgotten my login details

To have your password reset, please contact Avondale Callista Support on extension 246 or via e-mail at
[email protected], providing your username and Staff ID number.

How many times can I attempt to login?

Staff Connect and Callista Forms will allow three incorrect login attempts after which your account will be locked preventing you from logging in. To have your password reset and your account unlocked, contact Callista Support. (see above)

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

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

Where can I get training for Callista?

Callista training courses are available as required. Check with Callista Support on extension 246 (or 4980 2246) or via e-mail at [email protected]

What does it mean if the Unit Attempt Status is showing UNCONFIRM?

Units to which the student has been admitted (pre-enrolled), but not yet enrolled, are displayed with the status UNCONFIRM. This can be performed by either an automated pre-enrolment based on a set study plan or by Staff members who are able to add units against a student. If units have this status they are not officially enrolled. Students need to log into Student Connect and enrol in these units through the Online Enrolment Process to be officially enrolled.

Why is a student’s Unit Attempt Status showing INVALID?

This status against a unit will indicate that there is a rule in the system that this student has breached by attempting to enrol in the unit. The rules can be System Wide, Course or Unit rules.
Generally the rules that have been breached have been placed against the unit. Approval must be given by the Course Convenor to waive any rules before a student can enrol in the unit. Once the rule is waived the student needs to be advised to confirm their enrolment in the unit.

For further instruction about how to do this go to: ‘How to waive a unit rule’ in the quick reference guide.

Why is a student’s Course Attempt Status showing INACTIVE?

A student’s Course Status will show INACTIVE in following situations.

  • If the student does not have any enrolled units in the current Teaching Period.
  • The Teaching Period has not yet commenced as per the calendar.

Staff Connect

How do I log into Staff Connect?

  1. Go to the Avondale website.
  2. Click on Staff, and then Staff Connect OR go to
  3. Enter your normal computer username and your Callista password then select Login.

How do I change my password for Staff Connect?

You use the same User ID and password for both Callista SMS and Staff Connect. To change your password you must log into

Callista SMS Forms and follow these steps:

  1. Go to the ‘Action’ menu
  2. Select: Change Password
  3. Enter old password
  4. Enter new password
  5. Re-enter new password
  6. Select [OK]

Why should I use Staff Connect?

Staff Connect provides staff the ability to:

  • find contact details for students
  • look up information about what course(s) and units a student is taking
  • look up student academic progress information to assist with academic advice
  • download up-to-date class lists throughout a teaching period
  • upload results at the end of a teaching period
  • view information about a student’s enrolment and progression

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

Class list search requires the correct Unit code, Academic Period and Teaching Period before it will return a successful result. If you don’t have the correct unit code handy, perform a Unit Search using the unit title to check the ‘Unit Code’. Class list reports, by default, will only return students who are currently enrolled in the unit. Use the other check boxes in the ‘Unit Attempt Status’ line to widen your list, for example, prior to the beginning of a teaching period, you should tick ‘Unconfirmed’ as well, to get a more ‘complete’ list of students who may be in that unit. Please note students with a status of unconfirmed who are studying your unit must be advised to urgently enrol in the unit. A quick way to clear the selection form for a unit class list search it to click on ‘student search’ under the Staff Connect menu and then go back to the ‘Unit class list’.

Is a Unit Code search case sensitive?

No – data entered into a unit code search will automatically be converted to upper case.

My unit results aren’t uploading in Staff Connect – I am getting an error. Why?

Your unit results upload for grades might not be working for a number of reasons.

The most common reasons include:

  • The format of the file is incorrect.
    The format of the file needs to be tab delimited.
    This the default output format of the Unit Class List report in Staff Connect.
  • The file being uploaded has the grades in the ‘Marks’ Column and not the ‘Grades’ column.
    Sometimes when you are copying or adding in the grades you can mistakenly place the grade in the marks column, this will cause an error when you upload the grades.
  • When creating the file you may have removed some of the columns or required data from your file.
    It is important when creating the file for the results upload, that it includes the columns and data as per the Unit Class List Report that is downloaded from Staff Connect.
    For example the Teaching Period, Unit code etc.

Go to ‘How to upload unit results’ for further information on how to upload your results.

Callista SMS Forms

How do I log into Callista SMS Forms?

  1. Open up a web browser such as Internet Explorer or Firefox.
  2. Go to
  3. Enter your normal computer username and your Callista password then select Login.

An enrolled student is missing from my Exam Board Report. Why?

There could be a number of reasons as to why this could occurs.

The most common reasons include:

  • The Grade has already been finalised.
    If a grade has already been finalised and the report has only been run for ‘Recommended’ grades then the student will not show. To fix this, run the report as ‘Recommended and Finalised’. This should produce the report with all students that have a grade regardless of whether they have been finalised.
  • The student may have been enrolled in a different Teaching Period.
    Sometimes you may have a student that completed the unit but they enrolled in a different teaching period to most of the other students. Check the student’s enrolment to confirm if this is the case or not.
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