User manual | SSTU0027(6(Teaching(Allocation( Corporate(Information(Systems( %

Corporate(Information(Systems(
http://www.sussex.ac.uk/its/help/bishelp.php%%
%
%
SSTU0027(6(Teaching(Allocation(
%
To(Find(Modules(
%
To(find(a(specific(Module(
Enter%the%module%code%into%the%'Code'%textbox.%You%can%enter%all%or%the%first%part%of%the%module%code.%To%
enter%any%other%part%of%the%code,%you%must%precede%it%with%a%%.%%
For%example,%to%find%code%L1234,%you%could%enter%any%of%the%following:%
•% L1234%
•% L1%
•% %23%
%
If%you%don’t%know%the%code,%you%can%search%by%module%title.%Put%in%the%beginning%of%the%title%or%use%key%
words,%each%preceded%by%a%%%symbol.%%%
%
If%you%can’t%find%a%module,%check%that%you%aren’t%excluding%it%by%the%settings%in%the%dropJdown%boxes%
(term,%department,%etc.)%
%
%
To(view(all(modules(for(your(department(
Select%your%department%from%the%dropJdown%list%and%click%%Find%.%You%can%vary%your%search%by%selecting%
from%the%other%dropJdown%boxes.%
%
%
%
…%or%search%by%title.%
%
Put%in%the%first%part%of%
You%can%retrieve%a%
the%module%title%OR%
%
single%module%by%the%
module%code%…%
You%can%change%the%
year%and%term%
use%key%words,%each%
preceded%by%a%%%
Your%School%and%
Department%may%be%
selected%for%you%
Click%on%%Find%%or%
press%the%Enter%key%
to%start%the%search%
%
%
%
Click%%Find%%to%view%a%list%of%matches.%
%
page%1%of%13%
If%more%than%one%
module%matches%your%
search,%they%are%listed%
here.%Click%on%a%
module%title%to%select%it%
This%column%shows%the%
number%of%students%
currently%on%the%
module%
%
%
%
%
%
%
A%list%of%matches%is%displayed.%The%'Students'%column%shows%the%number%of%students%currently%on%the%
module.%From%this%list,%click%on%the%title%of%the%module%you%want%to%work%on.%
%
%
%
%
Tabs(Overview(
The%teaching%allocation%screen%has%five%tabs%
List(Students(
•%
View%the%students%on%a%module.%You%can%sort%them%by%name,%programme,%or%department.%%(
•%
Add%/%remove%individual%students%from%a%module(
•%
Record%students%leaving%a%module%early%or%starting%late(
•%
Add%cohorts%of%students%to%a%module,%selected%by%department,%programme,%and%year%
•%
Record%a%student%as%‘auditing’%a%module%
(
Syllabus(
•%
View%the%programmes%to%which%a%module%is%attached%
(
Teaching(Groups(
•%
Record%the%different%ways%in%which%students%are%taught,%for%example%lecture,%seminar%
•%
Record%which%tutor%is%teaching%which%students%
•%
Record%students%moving%between%groups%
•%
Flag%the%terms%in%which%tutorial%reports%are%required%
(
Check(Students(
•%
View%the%number%of%tutorial%reports,%assessments%and%teaching%groups%for%each%student%
(
List(Applicants(
•%
View%module%applicants%
(
(
(
page%2%of%13%
List(Students(tab(
(
All%five%tab%pages%have%the%same%header%
block.%This%shows%some%basic%information%
about%the%module:%level,%credits,%the%terms%in%
which%the%module%runs,%the%module%
convenor%and%the%number%of%students%on%the%
module%
Select%'All'%from%this%
dropJdown%box%to%
include%students%who%
have%left%the%module%
%%%%%%%%%%%%%%%%%%%%
Use%these%radio%buttons%to%
change%the%sort%order%
Remove%tick%
to%record%%
that%the%
student%is%
auditing%%the%
module((2
%
%
(
(
To(Add(an(Individual(Student(to(a(Module(
1.% Click%the%'List%Students'%tab%
2.% Click%%Add%%%%
%
%
2.%Click%to%
add%
individual%
students%to%
the%module2
%
%
%
!
%
page%3%of%13%
3.%select%'UG%Students'%or%'PG%Students'%
4.%Enter%the%name%or%
registration%number%
and%click%%Find%
5.%Click%Find((2
6.%Click%on%the%
required%student%2
%
%
%
3.% In%the%'Add%Individual%Student'%screen,%select%'UG%Students'%or%'PG%Students'%from%the%'Level'%dropJ
down.%
4.% Enter%the%student's%surname%(preferably%followed%by%a%space%and%an%initial)%or%registration%number%
5.% Click%%Find%%%
6.% Click%on%the%required%student%
7.% The%student%will%be%added%to%the%list%
%
%
%
%
7.%The%student%will%be%
added%to%the%list%2
8.%To%remove%
a%student%from%
the%module,%
click%on%the%
name%and%on%
Delete%
9.%Click%here%to%record%a%
late%start%or%early%finish%
on%the%module%
10.%Save%changes%
%
%
%
To(Remove(a(Student(from(a(Module(
!
8.% From%the%list%of%students%on%a%module,%click%on%the%name%and%on%%Delete%%
%
%
%
page%4%of%13%
%
%
To(Record(a(Late(Start(of(Early(Finish(on(a(Module(
9.% Click%%Amend%Dates%%to%record%that%a%student%has%taken%part%of%the%module.%This%option%will%usually%
only%be%used%for%withdrawing%students:%
•%
if%a%student%temporarily%withdraws%but%has%completed%one%or%two%terms%and%will%not2be%
repeating%this%part%of%the%module,%use%this%option%to%split%the%module%record%between%years.%%
•%
if%a%student%permanently%withdraws,%you%may%want%to%date%close%the%module%records%to%
leave%information%for%references,%etc.%
•%
however,%if%a%student%changes%options%or%transfers%programmes%after%the%term%has%begun,%
you%will%usually%remove(them%from%their%modules,%and%add%them%in%the%usual%way%to%their%
new%modules.%All%data%relating%to%the%old%module%(attendances,%marks%etc.)%will%be%deleted.%
%
Leaving(partial(module(records(on(the(system(unnecessarily(is(confusing(and(unhelpful(
%
%
%
%
To(Add(Cohorts(of(Students(to(a(Module(
The%'List%Students'%tab%lets%you%select%cohorts%of%students%and%add%them%to%a%module.%You%can%select%
by%
nd
•%
department(and(year%%%
e.g.%Informatics%2 %years%
•%
programme(and(year%%%
e.g.%Drama%&%Media%Studies%1 %years%(N.B.%to%use%the%
programme%selection%you%must%first%specify%a%department)%
•%
department,(subject,(year%%% e.g.%all%students%studying%French%in%the%Chemistry%department%
rd
e.g.%3 %year%students%across%the%University%who%are%studying%Art%
History%
You%can%also%limit%the%search%to%students%on%single%major,%major/minor%or%joint%major%programmes.%
A%year%of%study%must%always%be%selected.%%
•%
subject(and(year%%%
st
%
%
Click%on%%
%Add%Group%
to%search%
for%the%
group%of%
students%
you%wish%to%
add%
%
page%5%of%13%
Leave%as%default%
and%click%%OK%%
%
%
%
%
Sorting%students%by%
their%programme%or%
department%may%help%
you%refine%the%selection%
%
This%search%is%
for%2nd%years%
studying%%
Sociology%
across%the%
University%on%
Programme%
L3015U%
Tick%here%to%select%all%
students,%or%tick%boxes%
for%individual%students%
Click%%Save%%
%
%
%
%
%
%
To(Set(up(Teaching(Groups(
You%will%usually%need%to%set%up%teaching%groups%for%a%module.%
%
A%group%represents%a%set%of%students%meeting%with%a%tutor%for%a%type%of%teaching,%such%as%a%lecture,%a%
practical,%or%a%seminar.%A%group%may%meet%any%number%of%times%in%the%term%(e.g.%weekly,%three%times%a%
week,%twice%a%term,%etc.)%and%more%than%once%in%a%day.%
%
Groups%run%for%some%or%all%of%the%terms%of%the%module.%If%students%will%largely%stay%in%the%same%groups,%
set%groups%to%run%the%length%of%the%module,%moving%individuals%between%groups%as%required.%If%a%module%
has%a%core%element%in%one%term%and%then%splits%into%options,%reflect%this%by%creating%separate%groups%for%
each%part%of%the%module.%
%
If%tutorial%reports%are%required,%you%need%to%record%this,%otherwise%the%tutor%will%not%be%able%to%write%
reports.%The%terms%selected%control%the%data%that%is%used%in%creating%the%report,%for%example%a%Spr/Sum%
report%will%use%data%from%both%terms.%
%
LIFESCI%sometimes%require%their%tutors%to%set%up%their%own%teaching%sessions.%%This%can%be%set%up%by%
selecting%the%PJTutor%option%in%the%teaching%group%type.%
%
N.B.%Sometimes%groups%may%need%to%be%set%up%solely%for%recording%marks.%
%
Select%the%'Teaching%Groups'%tab%…%
%
%
page%6%of%13%
%
%
%
Click%to%set%up%or%amend%
teaching%groups%
%
%
%
%
Use%the%drop%downs%to%set%
up%the%groups%needed%
Click%%Add%%to%
create%another%
group%
%
%
%
%
%
%
To(Set(up(Teaching(Sessions(
Use%check%boxes%to%
record%the%terms%for%
which%tutorial%reports%
are%required%
To%set%up%teaching%sessions,%
%
select%the%group%for%which%you%
want%to%set%up%the%sessions%and%
click%here%
As%shown%above,%select%the%group%for%which%you%want%to%set%up%the%sessions%and%click%on%%Teaching%
Sessions%.%
%
The%following%screen%is%displayed:%
%
%
page%7%of%13%
To%add%
teaching%
sessions%one%
at%a%time,%
click%Add%%
Then%
complete%the%
data%using%the%
dropJdown%
lists%%
%
%
The('Quick(Set(Up'(screen(
To%add%multiple%
teaching%sessions,%
click%%Quick%Set%Up%%%
%
Use%the%dropJ
downs%to%select%
time%and%location%%
Use%the%tickboxes%
to%set%up%multiple%
sessions.%The%
boxes%along%the%
top%of%the%tickbox%
grid%refer%to%the%
weeks%in%the%term%
%
%
page%8%of%13%
%
Checking(Whether(Teaching(Sessions(Have(Been(Cancelled(
(
If%a%session%
has%been%
cancelled%in%
Sussex%Direct%
a%C%will%appear%
against%the%
teaching%
session.%%Click%
on%the%C%to%see%
cancellation%
information.%
(
%
To(Associate(Students(and(Tutors(with(Teaching(Groups(
%
Students((
If%Students%are%to%be%taught%in%small%groups,%divide%them%up%between%groups%of%the%same%type,%e.g.%
Seminar%1,%Seminar%2,%and%Seminar%3.%Students%can%only%be%in%one%group%of%the%same%type%in%any%
term.%
%
Tutors(
Adding%Tutors%to%a%group%gives%them%access%to%the%records%of%students%in%those%groups%for%recording%
attendances,%etc.%%If%the%tutor%for%a%group%changes,%you%can%set%start%and%end%dates%for%the%tutor%records%
accordingly.%Up%to%five%tutors%can%be%recorded%for%any%one%group.%
%
Make(sure(you(choose(the(right(person(when(recording(tutors,(and(not(someone(wth(a(similar(
name,(otherwise(the(tutor(will(not(get(access(to(the(group.(
%
Once%teaching%groups%have%been%set%up%they%are%listed%under%the%'List%Students'%tab.%You%can%limit%the%
list%by%term%or%group%by%using%the%dropJdown%menus.%
%
%
%
%
page%9%of%13%
%
%
To(Add(Students(to(a(Teaching(Group(
%
You%can%limit%
the%list%by%term%
or%group%type%
Teaching%groups%
are%listed%here.%%%
Click%to%add%students%
to%the%selected%
teaching%group%
%
%
%
%
%
To%allocate%all%
students,%tick%
this%box%
Or%put%a%tick%
against%required%
students%here%
Save%when%
finished%
%
%
%
%
page%10%of%13%
In%this%example,%
students%are%
now%split%
between%six%
seminar%groups.%
All%students%on%
the%module%are%
in%the%lecture%
group%
To%add%a%tutor%
to%this%group,%
change%the%
dropJdown%to%
'Tutors'%and%
click%Add%
Total%for%
group%is%
updated,%and%
student%
names%are%
displayed%%
%
(
(
(
(
(
To(Add(Tutors(to(a(Teaching(Group(
As%shown%above,%change%the%dropJdown%from%'Students'%to%'Tutors'%and%click%%Add%
(
Search%for%the%
tutor%by%name%
All%matches%for%
your%search%will%
be%listed.%Click%
to%select%one%
%
%
If%a%Tutor%has%more%than%one%Grade%within%your%School%you%will%be%required%to%select%the%grade%for%this%
Module%
%
%
%
%
page%11%of%13%
%
Enter%the%
‘teaching%hours’%
and%the%‘nonJ
teaching%hours’%
and%‘Total%Payable%
hours’%will%be%
automatically%
completed.%You%
can%override%the%
nonJteaching%
hours%if%required.%
%
%
%
%
Moving(Students(between(Teaching(Groups(
%
Students%sometimes%need%to%be%moved%between%groups%or%removed%from%a%teaching%group.%
%
1.% Under%the%'Teaching%Groups'%tab,%click%on%the%group%from%which%you%want%to%(re)move%the%student%
2.% Click%%(Re)Move%%%
3.% Choose%whether%to%Remove%or%Move%the%student%
%
If%you%choose%Remove%
•% you%will%be%asked%to%confirm%removal%if%attendance%or%marks%records%exist.%If%in%any%doubt,%
check%thoroughly%
•% once%removed,%the%student%will%be%available%to%be%added%to%another%group%of%the%same%type%
•% if%you%remove%a%student%from%a%group%and%they%have%previously%been%in%another%group,%they%will%
be%restored%to%the%previous%group%
%
If%you%choose%Move%
•% you%must%select%the%group%to%move%them%to%
•% you%must%select%the%date%of%the%move.%It%is%important%to%get%this%data%right%as%tutors’%access%to%
record%attendance%depends%on%it%
If(a(student(has(been(put(in(the(wrong(group,(and(has(never(attended(the(group(they(are(in,(use(
'Remove'(and(then(Add(them(to(the(right(group.%%
%
%
2.%Click%%(Re)Move%
%
3.%Choose%
whether%to%
Remove%or%
Move%the%
student%
If%you%choose%
'Remove',%you%must%
select%the%group%to%
move%them%to%and%the%
date%of%the%move%%
%
page%12%of%13%
Deleting(A(Group(of(Students(from(a(Teaching(Group(
(
It%is%possible%to%delete%students%from%a%teaching%group%where%there%is%no%teaching%activity%against%their%record.%
%
Where%there%is%any%teaching%activity%(e.g.%attendance%records,%marks%or%tutorial%reports)%then%the%student%can%
be%removed%by%clicking%the%(Re)Move%button.%%%
NOTE:%This%will%result%in%deleting%the%students%teaching%activity.%
%
•% Clicking%on%‘Select%All’%will%tick%all%students%where%there%is%no%teaching%activity%
•% Clicking%on%‘Remove%Selected’%will%remove%the%selected%students%from%the%teaching%group.%%They%will%
still%remain%on%the%module.%
%
%
page%13%of%13%

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