Module Selection and Enrolment Module diet set-up, maintenance and allocation

Transcription

1 Module Selection and Enrolment Module diet set-up, maintenance and allocation CONTENTS INTRODUCTION...3 SETTING-UP AND MAINTAINING MODULE DIETS... 3 KEY SCREENS... 3 DMD DEFINE MODULE DIET... 3 MDL MODULE DIET LIST... 3 GSD GENERATE STUDENT DIET... 3 CREATE NEW DIET/AMEND EXISTING DIETS... 3 AMEND/VIEW EXISTING DIETS... 4 CREATE NEW DIET... 4 ADD/DELETE COMPULSORY MODULES ON A DIET... 5 VIA DMD... 5 Add module to diet...6 Delete module from diet... 6 VIA MDL... 6 Add module to diet...7 Delete module from diet... 7 ADD OPTIONAL MODULES ONTO A DIET... 9 VIA DMD ) STUDENT HAS TO PICK FROM A PRE-DEFINED SELECTION OF MODULES ) STUDENT HAS THE OPTION TO INPUT THEIR MODULES PRE, CO AND NON REQUISITES GENERATE MODULE DIETS WHEN TO GENERATE MODULE DIETS? BEFORE PROGRESSION AFTER PROGRESSION GENERATING MODULE DIETS RUNNING THE DIET RELEASING ON-LINE MODULE SELECTION TO STUDENTS REPORTS LIST OF STUDENTS WHO HAVE NOT COMPLETED ON-LINE MODULE SELECTION LIST OF MODULES DEALING WITH CHANGES OF PROGRAMMES, WITHDRAWALS AND INTERRUPTIONS APPENDIX 1: ERROR MESSAGES (updated May 2009 v S.Silverman) 1

2 APPENDIX 2: SCREEN SHOTS OF ON-LINE MODULE SELECTION APPENDIX 3: FLOW DIAGRAM (updated May 2009 v S.Silverman) 2

3 Introduction The module diet functionality in SITS can be used to register students on their compulsory modules and allow students to selection their Optional Modules On-Line. It allows you to register all students on a particular stage of a particular programme on the same set of modules in one allocation exercise, rather than having to register each student on each module. The first step is to define which modules are compulsory for which stage in a specific programme in SITS and how you wish to set up the students selection choices. The second step is the actual allocation process. Many of your School s programmes will have a number of modules which are compulsory for a particular stage in a programme as well as a list of Optional Modules the students can select from. These sets of compulsory and optional modules are applicable to a particular programme and stage and are called a module diet in SITS. These notes describe how a module diet is set-up and maintained in SITS and how the diet is allocated to students on a particular programme and stage. Setting-up and maintaining module diets Most of your School s existing programmes have associated module diets already set-up in SITS. This means that the basic module diet record exists and that, at most, the modules the diet consists of will need amending. For the purpose of these notes, this will be called maintaining a module diet. However, each year many new programmes are accredited for which no module diet record exists in SITS. It will be your responsibility to set-up these records and to maintain them in future. For the purpose of these notes, the initial creation of a new module diet record will be called setting-up a module diet. Module diets are usually only set-up for full-time modes of study as there is too much variation amongst part-time students to automate this process efficiently, however, diets for part-time students can also be set up if needed. Key screens DMD Define Module Diet Create new diet, amending existing diets MDL Module Diet List View diet information, add or delete modules from an existing diet GSD Generate Student Diet Run diets to register students on the modules Create New Diet/Amend Existing Diets (updated May 2009 v S.Silverman) 3

4 Amend/View Existing Diets Go to DMD screen Click here to view modules in this diet In DMD screen, complete the following fields: Programme Complete with the programme code (e.g. UFAGOAGOA07) Block (optional) stage of programme (e.g. 1 for stage 1, 2 for stage 2, 3 for stage 3) Retrieve Click arrow by Module Diets to view list of modules Create New Diet When a new programme is accredited, you may want to set-up a module diet record from scratch. The information you need to have before you start is: Programme code (on SPR) Route Code (on SPR) Course code (on SCE or VCO) List of compulsory modules for each stage List of optional modules for each stage When you have the above information Go to DMD screen, complete the following fields: (updated May 2009 v S.Silverman) 4

5 Diet Generation Type Module diet code needs to be unique. Use following coding structure: enter the characters 3-12 of the programme code followed by F for Full-time and the stage of the programme the diet applies to (e.g. the diet code for full-time, stage 1 students of the programme UFA3GOAGOA07 would be A3GOAGOA07F1) Online (click the radio button) Route (click the radio button). Do not use the tab key to go to Programme code, but use the mouse. If you do use the tab key, a message Pathway can not be entered for a route diet may appear. Tick leave blank Complete with the programme code (e.g. UFAGOAGOA07) Complete with the route code (e.g.baarc) leave BLANK Complete with the course code (Can be left blank) In Use Pathway Programme Route Year Course Block stage of programme (e.g. 1 for stage 1, 2 for stage 2, 3 for stage 3) Occ (optional Enter A SCE must exist Tick this box Period TERM (Unless PGCE or DLL) User Help Text that is specific to the Diet as a whole Store the record You have now set up the main diet record. You now need to add modules to it (see below) (NOTE: Alternatively to above, retrieve an existing diet for a similar programme, and make a copy of it using File->Release, then amend Diet code and rest of details to new diet, and Store) Add/Delete Compulsory Modules on a diet There are 2 screens you can do this in: DMD (Use for adding modules to new diets or amending existing diets) MDL (Use only for amending existing diets. If the diet has not modules attached, the screen will not let you add new modules to the list) Via DMD Retrieve diet in DMD screen Click on the button to the right of Module Diets (bottom right hand corner of screen). The prescribed diet modules screen will pop up: (updated May 2009 v S.Silverman) 5

6 The field on the left allows you to retrieve a list of modules. The module(s) on the right are ones that are currently in the module diet. Add module to diet Click in the field on the left hand side and type either an individual module code or use the wildcards to retrieve a collection of modules (e.g. HIH * to bring up all History modules) Click Retrieve button Click on module you want to add Click Add to List button Click Store button When you add the first module to a diet, a parameters window will open. Check that the MAV occurrence is A for Exeter campus or T for Tremough. Click on the Apply button to close this window. Click Store when all required modules have been added to the list. Delete module from diet Click module you want to delete (from list on right hand side) Click Remove from List button Click Store button NB: Make sure that Rank is left blank Via MDL Retrieve diet in MDL screen (updated May 2009 v S.Silverman) 6

7 Add module to diet Click in bottom Module Collection box Click Add Module button Click in empty Module collection box Detail, add criteria (e.g. HIH * to bring up all History modules), Retrieve Click on module you want to add Hit Tab until cursor in Choice field Enter C for Compulsory module, Hit Tab Ensure that Rank is left blank Click Store button Note: Period can be left blank if the module only runs once in an academic year (i.e. has 1 MAV record for an academic year) Delete module from diet Click module you want to delete Click Delete Module button Click Store button [NOTE: If you delete all modules from the list in MDL screen, you will need to go to DMD screen to add new modules. To use MDL screen only, you need to add new modules then delete old modules] (updated May 2009 v S.Silverman) 7

8 For each Compulsory Module click on the double chevron button Element Page: to open up the Diet Ensure that the following fields have been completed: Type Mav Occurrence Student Module Selections A (For Exeter) T (for Tremough) (updated May 2009 v S.Silverman) 8

9 Add Optional Modules onto a diet Via DMD Retrieve diet in DMD screen Click on the button to the right of Module Diets (bottom right hand corner of screen). The prescribed diet modules screen will pop up: 1) Student has to pick from a pre-defined selection of Modules Optional Modules can be presented to students within a group i.e. the student is required to pick 3-4 Modules out of a Group of 8. Users will need to set up Module Collections according to the Diet, which become the electives for the students. Formed Module Collections (FMC s) are used to represent individual modules and to group modules together and to begin with will probably need to be set up for all Diets. If you are unable to locate a relevant Module Collection you will need to set one up. It is recommended that the coding used to create these Module Collections the first 3 characters relate to the Programme the following 3 the Stage and the next 4 characters represent the Optional Group i.e. HISYR1OPT1 would translate as History Year 1 Optional Group 1. Once you have entered your code double click it. If it does not exist in the Database already (which is highly likely if On-Line Module Selection has not been used for this Programme before) a warning message will appear like below: (updated May 2009 v S.Silverman) 9

10 If On-Line Module Selection before it is likely the codes already exist and they will just need to be updated and maintained. In these cases the below message will appear instead when the code is double clicked: In both cases click Yes to go to the Formed Module Collection (FMC) Screen: If this is a brand new Collection in the Short Name copy the FMC Code and in Name give the Collection a suitable name i.e. History Year 1 Option Group. NB. It is very important you think carefully about what naming convention you use because this will be displayed to the students when they select their Modules On-Line. Store the record (updated May 2009 v S.Silverman) 10

11 Once the record has been stored go Other Elements to get to the Formed Module Element (FME) Screen: In the Formed Module Element Screen you enter all the Modules you wish the student to choose from: FME Code Scheme Level of the Module e.g. HIH1559 EX e.g. 1, 2 etc. To add a record click File Add To delete a record highlight the record you wish to remove and click File Delete and say yes when presented with the warning message saying Warning Delete current record? NB: Never leave the FMC Code blank as SITS will regards this as a wildcard and will list all relevant MAV records to the students!!! Once complete Store the record. Press F4 to the quit the Screen twice until you get back to the Diet Elements Page and then add the newly created Module Collection Group to the Diet in the normal way. In the Diet Elements Screen make sure that Sts is set to PO (Provisional Option) so you will know exactly which Modules have come through the On-Line Module Selection Process. Also make sure that Rank is left blank. Once finished press F6 to store. (updated May 2009 v S.Silverman) 11

12 For each Selection Group click on the double chevron button to Element Page: open up the Diet Ensure that the following fields have been completed: Type Mav Occurrence Registration Method Include Rank? (Optional) Selection Data Minimum Value Maximum Value User Help (Optional) Student Module Electives A (For Exeter) T (for Tremough) List available modules (this will only show students the Modules within your selection group which have a valid MAV record) If you want the students to rank their choices tick this box Select Module if you want the students to make their choices based on the amount of Modules they have to choose from or Credits if you want the students to make their choices based of the amount of Credits they have to choose from Minimum value the student has to choose from the Selection Group Maximum Value the student has to choose from the Selection Group If you have any specific instructions for the students based on the Selection Group (updated May 2009 v S.Silverman) 12

13 2) Student has the Option to input their Modules Optional Modules can be presented to students within a group i.e. the student is required to pick 3-4 Modules out of a Group of 8. Users will need to set up Module Collections according to the Diet, which become the electives for the students. Formed Module Collections (FMC s) are used to represent individual modules and to group modules together and to begin with will probably need to be set up for all Diets. If you are unable to locate a relevant Module Collection you will need to set one up. It is recommended that the coding used to create these Module Collections the first 3 characters relate to the Programme the following 3 the Stage and the next 4 characters represent the Optional Group i.e. HISYR1OPT1 would translate as History Year 1 Optional Group 1. Once you have entered your code double click it. If it does not exist in the Database already (which is highly likely if On-Line Module Selection has not been used for this Programme before) a warning message will appear like below: (updated May 2009 v S.Silverman) 13

14 If On-Line Module Selection before it is likely the codes already exist and they will just need to be updated and maintained. In these cases the below message will appear instead when the code is double clicked: In both cases click Yes to go to the Formed Module Collection (FMC) Screen: If this is a brand new Collection in the Short Name copy the FMC Code and in Name give the Collection a suitable name i.e. History Year 1 Option Group. NB. It is very important you think carefully about what naming convention you use because this will be displayed to the students when they select their Modules On-Line. Store the record (updated May 2009 v S.Silverman) 14

15 Once the record has been stored go Other Elements to get to the Formed Module Element (FME) Screen: In the Formed Module Element Screen you enter all the Modules you wish the student to choose from: FME Code e.g. * (to allow completely free choice), HIH1* (to restrict just to Level 1 History Modules) Scheme EX Level of the Module e.g. 1, 2 etc. to restrict to a certain Level Once complete Store the record. NB: Never leave the FMC Code blank as SITS will regards this as a wildcard and will list all relevant MAV records to the students!!! Press F4 to the quit the Screen twice until you get back to the Diet Elements Page and then add the newly created Module Collection Group to the Diet in the normal way. In the Diet Elements Screen make sure that Sts is set to PO (Provisional Option) so you will know exactly which Modules have come through the On-Line Module Selection Process. Also make sure that Rank is left blank. Once finished press F6 to store. (updated May 2009 v S.Silverman) 15

16 For each Selection Group click on the double chevron button to Element Page: open up the Diet Ensure that the following fields have been completed: Type Mav Occurrence Registration Method Include Rank? (Optional) Selection Data Minimum Value Maximum Value User Help (Optional) Student Module Electives A (For Exeter) T (for Tremough) Input available modules (this will only show students to choose Modules that have a valid MAV record) If you want the students to rank their choices tick this box Select Module if you want the students to make their choices based on the amount of Modules they have to choose from or Credits if you want the students to make their choices based of the amount of Credits they have to choose from Minimum value the student has to choose from the Selection Group Maximum Value the student has to choose from the Selection Group If you have any specific instructions for the students based on the Selection Group (updated May 2009 v S.Silverman) 16

17 Pre, Co and Non Requisites Some Modules have specific requirements that will only allow students to take a Module if they pass certain conditions. These rules are known as pre, co and non requisites and can be set up within SITS. These rules will be visible to students via the On-Line Module Selection Process and they will not be able to select the relevant Module and proceed if they do not pass the Module Rule. Go to MOD and retrieve the Module you wish to place a rule against and then go Other Rule to get to the Module Module Rule (MMR) Screen: In this Screen complete the following fields: Code e.g. 001 Scheme EX Level Leave Blank Exist PRE for pre-requisite, CO for co-requisite or NON for non-requisite Class COMP for compulsory Rule Description Enter a brief description of the Module Rule Store the record. (updated May 2009 v S.Silverman) 17

18 Then go Other Rule Element In this Screen complete the following fields: Seq e.g. 001 Stat Enter either T for the has student has to Take or has taken a particular Module or P for the student has had to have Passed a particular Module Min 1.00 Max 1.00 Min/Max Data Select either Modules if the Rule is based on a Modules or Credits if the Rule is based is based on Credits Formed Module Collection Enter the Module Code of the pre/co/non requisite Module Store the record. This will now apply to Module Rule to any student who tries to select it. (updated May 2009 v S.Silverman) 18

19 Generate Module Diets Before any module diets can be allocated the following information needs to be checked: that the module diet is accurate as above (can be checked via MDL [Module Diet List]) that the modules in a diet have a MAV (Module Availability) record for the year, and that the Target number of students on this MAV record is greater than the number of students you are trying to register on it. That the modules in a diet are looking at the correct occurrence of the MAV (Exeter modules should look at MAV Occurrence A, Tremough modules should look at occurrence T). If they are incorrect, use the PDM1 screen to change (In PDM1 screen enter the MAV Occ first, then the module code in the Formed Module Collection field). When to generate module diets? Module diets can be generated before or after progression, but there are slightly different processes for each. Please note, if you generate diets before progression, any students that do not progress or any that change programme, will have incorrect SMO (Module Taking) records, SMS (Module Selections) records, SME (Module Electives) records and SSN (Schedule Number) records which you will need to delete manually. Registry Services complete progression around the end of August check with Registry for exact dates). First year students Diets can only be generated after they have been changed from applicants to students, as the course records (SCJ, SCE & SPR) do not exist until then. For UG, this happens at the end of August. For PG, these records may not be created until they register with the university. To register students onto the Diet, depending on the time of year, follow either the Before Progression instructions, or the After Progression instructions. Generate Module Diets Retrieving the correct cohort of students Go to GSD screen Follow either the Before Progression or After Progression section below. BEFORE progression Enter the following:- SCE Year Match SCE for Programme Level Mode Status Current Year (should be default value) Future Year Complete with the programme code you wish to generate the diet for. Complete with the students CURRENT level (the system needs to find their current records, then apply the diet to the next year) F* (for full-time students), P* (for part-time) RCE Gold RDB (This is to search for students who are Currently Registered (RCE) or Debtors (RDB). [Note: To generate the module diets before progression has taken place, means generating the module diet for the next academic year (e.g. when a student who is now in stage 1, will be in stage 2) before the student has progressed. (Note: this does not change the timing of when compulsory modules can be generated for applicants, which is after the end of August). (updated May 2009 v S.Silverman) 19

20 In order for this to work the Next fields on the current SCE records need to be populated (contact if this has not been done)] Follow the Running the Diet section below AFTER progression SCE Year Match SCE for Programme Level Mode Status Current Year (should be default value, but check and change if necessary) Current Year Complete with the programme code you wish to generate the diet for. Complete with the students CURRENT level (students have now progressed onto their new stage) F* (for full-time students), P* (for part-time) RCE Gold RPR Gold RDB Gold RHL* Gold RCD (This is to search for students who are Currently Registered (RCE), Provisionally Registered (RPR), Debtors (RDB), Conditional (RCD) or Held students (RHL*). You may wish to omit the RHL* and RCD codes) (updated May 2009 v S.Silverman) 20

21 Follow the Running the Diet section below Generating Module Diets Running the Diet Retrieve. (All students that fit the above criteria will be displayed.) To check that the process will run correctly, do a Trial run on the first few students. To do this, click the X next to the first 2 or 3 students. The Report and Type of Run should default to Detail and Trial respectively, so just click on the Run All Selections button. Once this has completed, click on the Message button to view the results. You will see a list of students and the modules they would be registered on (Trial mode does not actually create the records, it just checks that everything is ok) You should see the following:- (updated May 2009 v S.Silverman) 21

22 The key thing to look for is the bottom line, in this example SMO, SMS added: 5 If you see this message, you can run the diet for real. If you don t see this message, see Appendix A for possible reasons of what s wrong. To run it for real o select all students by Clicking red X at top of list o Select Type of Run = Generate Click Run All Selections button SMO, SMS and SME Records will now have been generated. (updated May 2009 v S.Silverman) 22

23 Releasing On-Line Module Selection to Students Once you have checked that your Diets have run successfully you are ready to release On- Line Module Selection to your students. To do this you need to place a flag in SPR to indicate you are ready to release the process. Go to SPR and retrieve the group of students you want to choose their Modules: In the Module Sel field type Y for each student you want to choose their Modules (if you have a large number of students you may wish to use Global Update). Store all the records. When the student next logs into SRS they will see a new portal tab that tells them they are now able to choose their Modules for the next/current Academic Year. NB: Remember, you must remove the Y in the Module Sel field to take away the On- Line Module Selection facility. (updated May 2009 v S.Silverman) 23

24 Reports List of students who have not completed On-Line Module Selection Retrieve your cohort of students in SPR and run the Report EX-NONSELECT. This will export a list of all students who have not completed the On-Line Module Selection process. The Report looks at the first Student Schedule Number (SSN) Record for that student to see if the Status is set to CON for Confirmed (i.e. they have successfully submitted their choices). If the Status does not match CON it means i) that the student has not started the process or submitted their selections (Status = Diet Ready (GEN)) ii) the student has submitted their choices but they have not confirmed their selections (Status = Entered (ENT)) iii) the student has initially made their selections but has decided to use the Undo Selections facility to made amendments to their choices (Diet = Previously Confirmed (PCO)) List of Modules Retrieve your cohort of students in SPR and run the Report EX-MODCHOICE. This will prompt the User to enter a Module Status (i.e. C for Compulsory or PO for Provisional Option) the User wishes to export. The Report includes the students ranking preferences where appropriate and date stamp of when the Module choice was submitted. Dealing with changes of Programmes, Withdrawals and Interruptions Programme changes that will take affect in the following Academic Year should be notified to Registry Services, who will then update the Next Fields in SCE. This will ensure that the student remains on their current Programme until the change is confirmed but also allows the Diet for their new Programme to be created. This will also enable students to choose their Modules for their new Programme On-Line. NB: Students who access On-Line Module Selection will see their current student details (i.e. their current Programme of Study), however, the optional groups they will choose from will relate to their new Programme. As the student will still be on their current Programme of Study it is vitally important that School are aware of all upcoming Programme changes for the following Academic Year. Otherwise, a Diet for a student could accidentally be created for their new Programme without the knowledge of the new owning School and they may not yet be ready to run the Diet and release it to the student. Therefore, it is critical the Users always run a Trial before generating the Diets and Users carefully check the message buffer after running the Trial to capture any potential problems. There may be instances where a Diet has been created but then subsequently the relevant records created by a Diet will need to be removed. This is expected to occur when students change Programmes, withdraw or interrupt their studies. The Screen SMEU (Re-set Student Module registration) will enable a User to remove all records related with a Diet. The related records are as follows: 1) Student Module Taking (SMO) 2) Student Module Selection (SMS) 3) Student Module Electives (SME) 4) Student Schedule Number (SSN) 5) Student Diet Log (SDL) (updated May 2009 v S.Silverman) 24

25 To use this facility go to SMEU: Enter the following information: SPR Code Year/Period Reset Mode Individual Student Number Select relevant Academic Year from the drop down list Remove ALL Record (NB: This option will delete all SMS, SMO, SME, SDL and SSN records for the Student and Year Specified. Including any SMS and SMO records which were added manually or via another process.) Check the Record Counts to ensure that the correct numbers of records have been retrieved. Remember this process will retrieve all SMS, SMO, SME, SDL and SSN records for the Student and Year Specified. Including any SMS and SMO records which were added manually or via another process. It is therefore possible to accidentally delete records which have been manually added, or that the student wishes to take as part of their new Programme. The User should be certain and check that all records should be removed because the removal of these records is permanent. Once the User has confirmed the records should be removed click Reset Records and say Yes to the below message: If you are unsure about any of the above process please get in touch with your SITS Contact. Remember, it is also possible to manually delete all the related Diet records (i.e. SMS, SMO, SME, SDL and SSN records) if you decide that you do not want use the SMEU facility. (updated May 2009 v S.Silverman) 25

26 Appendix 1: Error messages The message buffer will give a description of why SMO records have not been created Error: Unable to locate a MAV starting in the specified PDM year/period Explanation: No MAV record exists for the module. Solution: Check the MAV record(s) for the module(s) and add or amend as necessary. Error: Year parameter for use with SCE match has not been defined. Explanation: the student has not got a valid SCE record for the year specified Solution: contact Registry Services (registry@ex.ac.uk) Error: Not Added: Module already setup on SMS Explanation: the diet has been run already and failed, but set up part of the background records. Solution: go to SMS screen, retrieve on the student and year. Delete the records. (If you have accidentally run the diet for real on a large number of students, contact your SITS School contact to delete the SMS records globally. (Find out who is your SITS Contact for your School please refer to the following website website: Error: PDM year of 3 invalid for use with SCE match Explanation: the Yr field in the actual DMD, module list is populated with something other than 0 (e.g. 1 or 2, etc). This field should be set to 0. Solution: Change the Year field to 0. Error: No PDTs located for this student Explanation: The system can t find a Module diet for this programme/stage/student. Solution: check that the programme, route, course and course block and occurrence fields on the SCE; the programme, route and level fields on SPR and the programme, route, course, course block and occurrence fields on DMD match up. Error: Neither SMS nor SMO created - MAV Target would be exceeded Explanation: MAV target has been set too low or has reached to projected upper limit Solution: Check the MAV record(s) for the module(s) and amend target as necessary. Appendix 2: Screen shots of On-Line Module Selection Screen shots of the entire process of On-Line Module selection from a student s perspective can be viewed and downloaded from the SITS Website: Screen shots outling some of the in house developments can also be viewed on the above Website. (updated May 2009 v S.Silverman) 26

27 Appendix 3: Flow Diagram On-Line Module Selection Flow Diagram Define Module Diet (DMD) Create/maintain Module Diets Diet Elements (PDM/PDM1) Formed Module Collection (FMC) Formed Module Element (FME) Generate Student Module Diets (GSD) Generate Diets for students Student Module Taking (SMO) (compulsory Modules only) Student Module Selection (SMS) (compulsory Modules only) Student Module Electives (SME) (Elective Modules only) Student Schedule Number (SSN) (Status set to Diet Ready) Student Module Taking (SMO) (option records created) Release On-Line Module Selection to students Student Module Selection (SMS) (option records created) Student Module Electives (SME) (deleted) Student Schedule Number (SSN) (Status set to Confirmed) Student submits their choices Student Diet Log (SDL) (audit of which records have been added/deleted etc. via the On-Line Module Selection Process) (updated May 2009 v S.Silverman) 27