SI-net Development
The University of Queensland
Processes & Procedures
Register Class Signon as ‘Staff
Allocation Only’
and
Allocate Students by Class using
Student Groups
Document Purpose
This document steps through he stages required for SoM Class Allocation
Student Groups to be created and populated using Excel to CI inetrface
Version
1.0
Status
FINAL
Status Date
20/05/2013
Document Information
Revision History
Version Description
1.0
Created the document
Author
Date
Bonnie
O’Connor
20/05/2013
Reviewed by
Process Summary
EXPECTED
OUTCOMES
STAKEHOLDERS
RELATED
CONFIGURATION
1. Classes can be set to “Staff Allocation Only’
2. Once set to ‘Staff Allocation Only’ classes will not appear
in students timetables until allocated
3. Students cannot access/change signon for ‘Staff Allocation
Only’ classes
4. Students can be assigned a Class Allocation group in
Student Groups (for SoM this is based directly on their
PBL or CBL group)
5. This Student Group can then be used to manage Allocate
Students by Class
School of Medicine
Student Functional Group
All Faculties & Schools
New Student Groups added in bulk by SFG (iMacro)
Bulk addition of Student Group to Student can be done in
SFG (excel to CI interface)
Document Information .......................................................................................................... 2
Process Summary ................................................................................................................... 2
Staff Allocation Only .......................................................................................................... 4
Description ...................................................................................................................... 4
Example ........................................................................................................................... 4
Register Class as Staff Allocation Only ....................................................................... 5
Student Class Signon View ........................................................................................... 7
Student Timetable View ................................................................................................ 8
Use Student Groups to Allocate Student s by Class ...................................................... 9
Description ...................................................................................................................... 9
Example ........................................................................................................................... 9
Business Process for (Allocate Students by Class) Student Groups ...................... 10
Create the Student Groups (Class Allocation specific) ............................................... 11
Advise Student Functional Group of Student Groups required:........................... 11
Timetable/Class Allocation Student Groups – Naming Conventions (SoM)...... 11
Attach Students to Student Groups ............................................................................... 12
Individual Student Group Allocation ........................................................................ 12
Use Student groups to Allocate Students to Classes ................................................... 13
DeActivate Student Group relationships ready for next year... Error! Bookmark not
defined.
Reporting on Student Groups ........................................ Error! Bookmark not defined.
Staff Allocation Only
Description
The ‘Staff Allocation Only’ enhancement provides schools with a facility to block some
class types so that only they can allocate students. Once a class type is set to ‘Staff
Allocation Only’ the student cannot access it in Signon and it will not appear in their
personal timetable until they have actually been allocated.
If a school registers a class type as ‘Staff Allocation Only’ they are taking on the
responsibility for allocation for the selected class type of all of the students enrolled in
the course. If a student remains Pending Allocation when the Register Class Signon
end date passes for this class – the row will be hidden from the students view.
Example
For example a course may have a teaching pattern of a Lecture, a Workshop and
Clinical Coaching sessions.
The Lecture might offer no choice so there is no need to register this for Class
Allocation. For the Workshop you might be happy for students to select their
preferred times so you Register Class Signon in the usual manner, but for the Clinical
Coaching you might want to manage which students go to which Clinical Coaching
sessions – in this instance you select ‘Staff Allocation Only’ and allocate all of the
students to the Clinical Coaching sessions as required. (In this example there are two
Clinical Coaching sessions, it wasn’t necessary to set both to Staff Allocation only as they are
distinct Class Types)
The effect for the student is that they can see the Lecture in their timetable, they see
all of the available Workshop s in their timetable until they select their preferred
option in Class Signon, they see the allocated times for Clinical Coaching (O01) and
they don’t see the Clinical Coaching (O02) at all until they have been allocated.
Register Class as Staff Allocation Only
Class Signon>Add Signon Registration (or Class Signon>Manage Signon
Registration)
a) Input the Term, Subject Area & Catalog Nbr, CLICK Search
b) Select the Class Type you wish to set to Staff Allocation Only
c) In the Add Signon Registration screen add the required Email Address and
Signon Start and End Time – these fields are mandatory even when students
won’t be signing in
d) Check the checkbox Staff Allocation Only
e) CLICK Next Step
f) Set Class sizes and CLICK Save
g) Signon Permitted/Student View - these fields default to Yes but are overridden
by the ‘Staff Allocation Only’ field – they should be left as Yes
Student Class Signon View
When the student goes to the Signon page they see that the Clinical Coaching classes
are ‘Staff Allocation Only’ and whether allocated or pending allocation, the student
cannot access these classes to change them.
If at the end of the Class Signon period (as set in the register Class Signon dates
fields) the student isn’t allocated to a class i.e. Clinical Coaching (O02), it will no
longer be visible in the Class Signon Screen.
Student Timetable View
The student’s timetable will now show:





All of the Workshop instances until he chooses one in Class Signon
Only the Clinical Coaching 1 classes that he is attending because he is
allocated
None of the Clinical Coaching 2 classes because he isn’t yet allocated
All of the Lectures
The Clashes that occur will resolve when he chooses a Workshop
Use Student Groups to Allocate Student s by Class
Description
The need to be able to bulk allocate students based on previously defined groups
became apparent when working through the issues facing the School of Medicine
who manage allocation for all of their first and second year students into all of their
various activities. In the SoM example students have already been divided into small
PBL groups and attend all of their activities as a part of the same predefined group.
By implementing a Student Group selection in Allocate Class by Student staff are
able to select the Student Groups they wish to allocate rather than search for
individual students in the ‘unallocated’ list.
To implement this school staff must first decide on the Student Groups required and
communicate their Student Groups to SI-net Help before Signon Registration
commences – for SoM who require large volumes of Student Groups this should be
before the commencement of the calendar year.
Example
For example once I have setup a Student Group with the Short Description starting
with TT (see Naming Conventions) this group code will appear in the Student Group
column. By clicking on the Student Group for 1 student I select all of the students in
the list who are attached to that Student Group. If any one of the students is attached
to two TT student groups a second column will appear to display the details.
I can still select individual students as well, or deselect any from the Student Group
that I don’t want.
Business Process for (Allocate Students by Class) Student Groups
Create the Student Groups (Class Allocation specific)
Advise Student Functional Group of Student Groups required:
a) Decide group requirements for class allocation purposes. Naming
Conventions below are for School of Medicine but offer a guide – note that
the Short Description MUST start with TT to be picked up in the Allocate
Students by Class function.
b) Provide Student Functional Group with a spread sheet listing the new groups
to be created – through a SI-net Help request. The format must be:
Student Group (4)
Short Name (10)
TT
TT
Description (30)
c) SFG create groups in the Master Configuration environment – overnight
process provides security access to all.
Class Allocation Student Groups – Naming Conventions (SoM)
Student
Group
P401
C423
Short
Description
TTP2014_01
TTC2014_23
Description
Timetable Med PBL2014_01_STLUC
Timetable Med CBL2014_01_IPS
P = PBL (first years) C = CBL (second years)
4 = year (2014)
01 , 23 = PBL or CBL number – up to 99
TT = denotes a timetable group – only
groups with this at the start of the Short
Description will appear in the Allocate
Students by Class function
This is 30 characters and should describe the
Student Group sufficiently to avoid the
wrong student allocation and also wrong
inactivation of a Student Group
Attach Students to Student Groups
Bulk Student Group Allocation
The Student Functional group can run a bulk process to allocate students to Student
Groups where the numbers are too big for the school to manage. This is done by
providing the details to SI-net Help in a spread sheet before Class Signon is open to
students. The format is simply:
Student Number
Group
P301
42664194
P301
43046322
P301
43075555
Individual Student Group Allocation
Records and Enrolment>Career and Program Information>Student Groups
a) Input the student id or search for the student and CLICK Search
b) Click on the + to add a new row and type in the Student Group, CLICK Save
Use Student groups to Allocate Students to Classes
a)
b)
c)
d)
e)
Go to Class Signon>Allocate Students by Class
Input the Semester/Year
Input the Course Code or Input details in the Search panel
CLICK Search
CLICK on Next Step
f) Select the Change Allocation link for the Class you wish to allocate
g) CLICK on the Change Allocation link for the Unallocated Students
h) CLICK on the Student Group for one of the rows – this will then check the
boxes for all students active in that Student Group (in this class)
i) You can select more than one Student group
j) If Students are Active in two class allocation student groups the second will
be listed in Student Group 2 – both links work to select the Student Group
k) CLICK the checkbox for any other students you wish to allocate
l) You can uncheck individuals that were checked by the Student group link
m) CLICK on Next Step
n) CLICK on the session you wish to allocate this group too.
o) CLICK Save.