Setting-up module diets - University of...

(Module Diets and Online Module Selection v 9.6.0.0 — last updated 21/02/2019 1

MODULE DIETS AND ONLINE MODULE SELECTION

(SET UP VIA SRS)

INTRODUCTION TO SETTING UP AND MAINTAINING MODULE DIETS .............................................................. 3

WHERE TO FIND OTHER INFORMATION ON MODULE DIETS AND ONLINE MODULE SELECTION ...................... 3

WHICH PROGRAMME WILL THE DIET BE GENERATED FOR? ............................................................................. 3

NEW STUDENTS (DIETS GENERATED AT TIME OF ENTRY) .................................................................................................. 3 RETURNING STUDENTS (DIETS GENERATED FOR NEXT ACADEMIC YEAR) .............................................................................. 3

LOGGING INTO THE ONLINE DIET FUNCTIONALITY .......................................................................................... 4

CREATING A NEW DIET .................................................................................................................................... 5

NAVIGATING TO THE DIET CREATION PAGE ................................................................................................................... 5 HOW TO SET UP A NEW MODULE DIET RECORD .............................................................................................................. 5

AMENDING AN EXISTING DIET ....................................................................................................................... 10

STEP-BY-STEP INSTRUCTIONS ................................................................................................................................... 10

COMPULSORY MODULES ............................................................................................................................... 11

ADDING INDIVIDUAL COMPULSORY MODULES TO A DIET — STUDENT CANNOT ALTER THESE CHOICES ..................................... 11 ADDING A GROUP OF COMPULSORY MODULES TO A DIET — STUDENT CAN CHOOSE WHICH COMPULSORY MODULES TO TAKE ..... 13

OPTIONAL MODULES ..................................................................................................................................... 14

STUDENT HAS TO CHOOSE FROM A PRE-DEFINED SELECTION OF OPTIONAL MODULES (FORMED MODULE COLLECTION) ............. 14 SETTING UP A NEW FORMED MODULE COLLECTION (FMC) AND ADDING IT TO A DIET ........................................................ 15

Instructions — creating/adding a new Formed Module Collection (FMC): ................................................. 15 SEARCH FOR AN EXISTING FORMED MODULE COLLECTION (FMC) BY NAME ..................................................................... 18 ADDING AN EXISTING FORMED MODULE COLLECTION (FMC) TO A DIET .......................................................................... 20

DELETING INDIVIDUAL MODULE(S) AND FORMED MODULE COLLECTIONS (FMC) FROM A DIET .................... 22

DELETING OPTIONAL /COMPULSORY MODULES AND FORMED MODULE COLLECTIONS (FMC) FROM A DIET ............................ 22

EDITING A FORMED MODULE COLLECTION (FMC) ......................................................................................... 23

HOW TO NAVIGATE TO THE FMC EDIT SCREEN ............................................................................................................ 23 DELETING INDIVIDUAL MODULE(S) FROM A FORMED MODULE COLLECTION (FMC) ........................................................... 24 ADDING INDIVIDUAL MODULE(S) TO AN EXISTING FORMED MODULE COLLECTION (FMC) ................................................... 25 EDITING / CREATING THE FMC USER HELP ................................................................................................................. 25

MODULARITY ................................................................................................................................................. 26

ADDING MODULARITY TO A DIET .............................................................................................................................. 26

USER HELP ..................................................................................................................................................... 29

WHAT IS USER HELP? ............................................................................................................................................. 29 EXETER/PENRYN MODULARITY ........................................................................................................................ 29

Added to a diet via SRS (Diet set up/edit function) ..................................................................................... 29 Added via SITS ............................................................................................................................................. 29

TO ADD OR EDIT THE USER HELP TO A FMC OR MODULE (ON AN INDIVIDUAL DIET BASIS): .................................................... 29 LINKING TO A WEB PAGE: ........................................................................................................................................ 30 SETTING UP AN EMAIL LINK ..................................................................................................................................... 32 OTHER EDITING FUNCTIONS .................................................................................................................................... 34


MODULE RULES — PRE-REQUISITES, CO-REQUISITES AND NON-REQUISITES ................................................. 34

PREVIEWING THE DIET INFORMATION........................................................................................................... 34

GENERATING MODULE DIETS ......................................................................................................................... 36

CHECKS PRIOR TO RUNNING THE DIETS ...................................................................................................................... 36 WHEN TO GENERATE MODULE DIETS ......................................................................................................................... 37

Existing students ......................................................................................................................................... 37 First-year students (UG and PGT) ................................................................................................................ 37

HOW TO RUN THE DIETS ......................................................................................................................................... 37 Retrieving the students — GSD screen ........................................................................................................ 37 BEFORE progression .................................................................................................................................... 38 AFTER progression ....................................................................................................................................... 39 Running the diet .......................................................................................................................................... 39

RELEASING ONLINE MODULE SELECTION TO STUDENTS ................................................................................ 42

OPENING ONLINE MODULE SELECTION ..................................................................................................................... 42 CLOSING ONLINE MODULE SELECTION ...................................................................................................................... 44

REPORTS ........................................................................................................................................................ 44

LIST OF STUDENTS WHO HAVE NOT COMPLETED ONLINE MODULE SELECTION ................................................................... 44 LIST OF MODULE CHOICES — WITH RANKED OPTIONS WHERE APPLICABLE ........................................................................ 45 CREDIT CHECKING ................................................................................................................................................. 46

CONFIRMING MODULE CHOICES TO STUDENTS ............................................................................................. 46

EMAIL STUDENT (E) FUNCTION ................................................................................................................................ 46 Warning/Error messages ............................................................................................................................ 46

RESENDING EMAIL CONFIRMATION TO STUDENTS — R FUNCTION ................................................................................... 47

DEALING WITH CHANGES OF PROGRAMMES, WITHDRAWALS AND INTERRUPTIONS .................................... 48

RESET STUDENT MODULE REGISTRATION — SMEU SCREEN ......................................................................................... 48

APPENDIX 1: ERROR MESSAGES WHEN RUNNING DIETS ............................................................................... 50

APPENDIX 2: SCREEN SHOTS OF ONLINE MODULE SELECTION (STUDENT VIEW) ............................................ 50

APPENDIX 3: YOUR MODULE SELECTION CHOICES EMAIL (SENT EACH TIME STUDENT HITS THE CONFIRMS SELECTIONS DURING OMS) ............................................................................................................................ 51

APPENDIX 4: YOUR MODULE PREFERENCES EMAIL (E FLAG USED IN MODULE SEL FIELD IN SPR) .................. 52

APPENDIX 5: YOUR MODULE PREFERENCES EMAIL (RE-CONFIRMATION — R FLAG USED ON MODULE SEL FIELD IN SPR) ................................................................................................................................................. 53

APPENDIX 6: ONLINE MODULE SELECTION FLOW DIAGRAM .......................................................................... 54

Updates to notes: February 2015 — general update to course notes

19/03/2015 — added Appendix 3 and amended the emails on appendices 3 and 4 as the wording and title changed for March 2015, added info to ‘Checks prior to running diets’ (page 44), updated ‘Checking level of credits’ (page 55).

August 2015 — new type of module rule added (pre-requisite or co-requisite), see page 55.

February 2016: o updated screen shots and instructions due to the introduction of an overarching min/max rule

capability and creation of module assessment groups when diets are run.


o updated screen shots in the Diet Details section due to field name changes

February 2018: o Updated screen shots with new look SRS.

August 2018: Minor amendments.

February 2019 – ‘Credit Check’ section removed and standalone document created.

INTRODUCTION TO SETTING UP AND MAINTAINING MODULE DIETS Programmes tend to have a number of modules which are compulsory for a particular stage/level 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 referred to as a module diet.

For example, BSc Psychology (3 years) will have 3 diets set up, one for each year of study. These notes describe how a module diet is created and/or maintained, as well as how a diet is allocated to students on a particular programme/stage. It allows you to register all students on a particular stage of a particular programme on the same set of compulsory modules in one allocation exercise, rather than having to manually register each student on each module in the SMO (Module Taking) screen. Most of your College’s existing programmes have associated module diets already set up. 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 ‘amending an existing 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 ‘creating a new module diet’. Module diets are usually only set-up for full-time modes of study as there can be 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.

WHERE TO FIND OTHER INFORMATION ON MODULE DIETS AND ONLINE MODULE SELECTION All reference documents can be found on the SITS > How do I? > Module Selection page.

WHICH PROGRAMME WILL THE DIET BE GENERATED FOR?

New students (diets generated at time of entry)

The diet generated for the student will be based on the value in the Programme field in the SCE screen, which identifies which programme the student will be registered on in the current academic year.

Returning students (diets generated for next academic year)

The diet generated for the student will be based on the value in the Next Programme field in the SCE screen, which identifies which programme the student will be registered on in the next academic year.

http://as.exeter.ac.uk/it/systems/sits/howdoi/moduleselectionon-line/


Student Records populate these fields for returning UG students in February, ahead of Online Module Selection.

Students who have had a change of programme approved for the following academic year will have their new programme populated in the Next Programme field (see below), therefore these students will have their diets run for their ‘next’ programme of study, allowing them to select their optional modules for their ‘next’ programme of study online, during Online Module Selection.

LOGGING INTO THE ONLINE DIET FUNCTIONALITY You can log into the online diet functionality in one of 2 ways:

1. via SRS — https://srs.exeter.ac.uk, or

2. via SITS > Help > e:Vision Login In both cases, once you log in, you will be brought to the following view (see Web Reports container > On-Line Module Selection).

https://srs.exeter.ac.uk/


CREATING A NEW DIET

Navigating to the diet creation page

1. Click on the Diet set-up link

2. You will be brought to the Create or Edit a Diet page:

The Create a Diet sub-section (top section) is used to create a brand new diet.

How to set up a new module diet record

1. The information you need to have before you start is: Programme code (on SPR or PRG) Route code (on SPR, VCO or PRG > Other > Programme Route) List of compulsory modules for each stage of study List of optional modules for each stage of study


2. When you have the above information, complete the following fields in the ‘Create a Diet’ sub-section: Note: You will have one diet (diet code) per programme code and per level. For example:

A 4-year UG programme (e.g. with European Study) will have 4 diets set up against it, one for each level.

A standard full-time 12-month PGT programme will have one diet set up against it, as all modules are taken at level 1.

FIELD NAME DESCRIPTION

Diet Code Module diet code needs to be unique and should be 12 characters long. Use following coding structure:

First 10 characters = characters 3-12 of the programme

11th character = F (full-time) or P (part-time)

12th character = stage of the programme the diet applies to (e.g. level 1, 2, 3, 4…)

Example: the diet code for full-time, stage 1 students of the programme UFS3SBESBE01 would be S3SBESBEF1. Note: If you enter an existing diet code, you will be given the option to edit the existing code – see step 4 below for details of this message.

Programme Complete with the programme code (e.g. UFS3SBESBE01).

Block Stage/level of programme (e.g. 1 for stage 1, 2 for stage 2, 3 for stage 3).

Occurrence Enter an occurrence value of ‘A’. Exception: Keypath programmes will need to enter a value of AUTA, AUTB, SPRA, SPRB, SUMA or SUMB.

Route (each programme code has a unique route code)

Complete with the route code (e.g. BAARC) — found on VCO screen or PRG > Other > Programme Route (new programme) or SPR (existing programme) If the route is not found, try entering some of the code followed by an asterisk and click on the List button, find the correct route in the list and select it.

Use existing diet as template? (two options)

1- Leave as BLANK_DIET if creating diet from scratch.

2- Enter the diet code for the diet you would like to use as a template for your new one (all modules/setting from template diet will appear, which you can edit as needed).

Automatic or Online? Recommended option for all diets is Online

Online — used for Online Module Selection (requirement if you wish to apply registration groups/overarching minimums and maximums) Automatic — used for stages where it is 100% compulsory (student has no choices to make but Online will work for these students as well).

3. Click the Create button (under the Automatic or Online button?). One of 2 things will happen:


a) If you selected to use an existing diet as a template or if the system locates a diet that it believes to be similar to the one you are trying to create, you will be asked whether you would like to edit that existing diet:

If you choose to edit the above, click on the Edit link and skip to the section about amending existing diets section. As all of the details from the ‘template’ diet will have been carried forward, ensure that you update it as needed for you new diet.

b) If the system identifies the diet you’re trying to create as brand new, it will display the below screen (with a similar message) and the user can either continue to create a new diet or go back to the previous screen. Proceed to step 4 if you select Continue.

4. When choosing to Continue, you will be taken to the Make Changes to the Diet screen.

5. The first section of the diet that you can amend is the Diet Details. You can do so by clicking on the

Edit Diet Header button.


6. Amend the details that will appear in the Diet Details section by editing the data in the Pathways Diets Data section as needed.


Diet Code (non-editable field)

Unique module diet code that was entered in step 2.

In Use?

Tick

Auto/Manual Diet Generation (click on appropriate radio button to make a selection — recommended option for all diets is Online)

Online — used for Online Module Selection (requirement if you wish to apply registration groups/overarching minimums and maximums) Manual — used to ‘disable’ a diet Automatic — used for stages where it is 100% compulsory (student has no choices to make but Online will work for these students as well)

Programme of Study code (non-editable field)

Complete with the programme code (e.g. UFS3SBESBE01)

Route (non-editable field)

Complete with the route code (e.g. BAARC)

Course code (optional field)

Can be left blank or complete with the course code found in VCO

Block Stage of programme (e.g. 1 for stage 1, 2 for stage 2, 3 for stage 3, etc.)

User Help (see screen shot below)

Text that is specific to the diet as a whole, e.g. general instructions for the amount of credits they need to choose, link to programme structure, etc. This text will appear to students when they log into OMS.


How to edit the user help: Click on ‘Edit Help text’ to add/edit. Once you have used the text editor to enter and update any text you wish the student to see, click Store to go back to the Diet Details page. For more details, see the User help section.

Example:

7. Remember to save any changes you’ve made on the Pathway Diets Data by clicking the Store button.

8. To finish with the Diet Details page and to return to the main diet record, click the Back button (next to the Store button).

Never use the Back button on your browser:

9. You have now set up the main diet record. You now need to add compulsory and optional modules (including collections of modules) to the diet. To do this, see the sections entitled:

Compulsory modules


Optional modules

Modularity

AMENDING AN EXISTING DIET

Step-by-step instructions

1. Click on the Diet set-up link

2. You will be brought to the Create or Edit a Diet page.

3. To edit an existing diet, complete the following field in the Edit a Diet section (see above screen

shot):

Programme Code Complete with the programme code (e.g. UFA3HPSHPS01)

4. Select the relevant existing diet (taking note of the block, i.e. stage, for each) and then click on the

Edit button to view and amend the existing diet.


5. You will be brought to the ‘Make Changes to the Diet’ (main) page where the diet can be edited as needed. See sections entitled:

Compulsory modules

Optional modules

Modularity

Pre-, co- and non-requisites — Module rules

Deleting individual module(s) and Formed Module Collection(s) (FMC) from a diet

Editing a Formed Module Collection (FMC)

COMPULSORY MODULES

Adding individual compulsory modules to a diet — student cannot alter these choices

Navigate to the Make Changes to Diet page (main page) to add compulsory modules to a new or existing diet. Don’t forget to add your non-credit bearing modules (e.g. employability, Freshers’ Week).

1. In the Module/Collection field of the Add an Existing Module or Collection section:

Enter an individual module code to be added to the diet, or

Enter part of a module code followed by the gold star * and then press the ‘List’ button to retrieve a collection of modules (e.g. POL ·* to bring up all of the Politics modules). Select the one you want by highlighting it and pressing the ‘Select’ button.


2. Before you can add the module to the diet, you need to specify how the module should be added to the diet by completing the Diet Details section as follows (see screen shot below table): FIELD NAME DESCRIPTION / POSSIBLE VALUES

MAV Occurrence Exeter modules A A or B

Tremough modules T

Module Selection Status (value to appear in C/O field in SMO screen)

Select C (for compulsory) — this will be the status of the module in SMO (Student Module Taking)

Period (optional)

Complete with the period (term) that the module should be taken in (recommended that this field is be left blank unless your module runs in different terms)

Should module be applied to record or does the student have the choice?

Select Compulsory (non-editable by student — must take module) — this means that the student has no choice / must take the module / cannot edit the selection.

Credits or Modules? Ignore / (leave as Credits) — because the module is compulsory

Min Ignore / leave blank — because the module is compulsory

Max Ignore / leave blank — because the module is compulsory

Include Rank? Ignore (leave as No) — because the module is compulsory

3. Return to the Add an Existing Module or Collection section and click the Add Module/Existing

Collection to Diet button to add your module according to the parameters set in step 2.

4. One of 3 things will now happen:


i. If the module doesn’t have a MAV record set up in the academic year that you are creating the diet for, the following message will appear:

The user can then choose to Confirm or Cancel the adding of the module. If confirmed, see sub-step 3) Note: You can set up a diet without the MAV record being set up for the coming academic year, but you will not be able to run your diets without a current MAV record. You need to ensure that you set up your MAV records before the diets are run.

ii. If any incorrect module code has been entered (no MOD and no previous MAV records exist), the

following message will appear.

iii. If the MOD and MAV records exist, the compulsory module will be added to the Compulsory Modules section on the Make Changes to Diet page.

5. Repeat this process for all of your compulsory modules.

Adding a group of compulsory modules to a diet — student can choose which compulsory modules to take

If you want the student to be able to choose between 2 or more compulsory modules, you can set up a Formed Module Collection (FMC), which is a pre-defined list of modules that the student can choose from.


Example from a programme specification — student can choose between 2 compulsory modules, BEA3001 or BEA3008 (but must choose at least one):

To set this up, follow the instructions for Optional modules > Setting up a new Formed Module Collection (FMC) and adding it a diet.

The set-up is the same except that: o Module Selection Status field will be set to Compulsory (= C/O value in SMO) o Min and Max fields will need to be completed to ensure that the student is required to make a

choice before submitting their module selections.

OPTIONAL MODULES

Student has to choose from a pre-defined selection of optional modules (Formed Module Collection)

Optional modules can be presented to students within a group (Formed Module Collection — FMC) as opposed to setting up individual module entries. You can place requirements on these FMCs groups, forcing the student to choose at least XX credits, but no more than XX credits, from a pre-defined list of modules. To begin with these will probably need to be set up for all diets, and then the FMCs can be maintained thereafter. This is how it would appear to the student during OMS, allowing the student to select from a list. The min/max for the FMC is set to 30/60, as specified in the user help below.


Setting up a new Formed Module Collection (FMC) and adding it to a diet

If you are unable to locate a relevant FMC (it does not contain the required modules), you will need to set one up. It is recommended that the coding used to create a FMC is as follows:

Characters 1 – 3 relates to the programme/discipline code

Characters 4 – 6 relates to the stage of the modules within the collection

Characters 7 – 10 represents the optional group

For example, POLYR1OPT1 would translate as/is called Politics Year 1 Optional Group 1. The name (description) given to the FMC will display to the student during Online Module Selection so give that some thought when setting these up.

Instructions — creating/adding a new Formed Module Collection (FMC): 1. From the Make Changes to a Diet page, go to the Add a New Collection to Diet section and populate

the following fields: a. FMC Code — enter a new module collection code in the FMC Code field, following the proposed

naming convention above. b. FMC Description — give the collection a suitable name. Note: The students will see this given

name in OMS so it is important that it makes sense.


2. Before you can add this new FMC to the diet, you must specify how the FMC will be added to the diet. Complete the Diet Details section as follows (see screen shot below table):

FIELD NAME DESCRIPTION / POSSIBLE VALUES

MAV Occurrence The Occurrence of the module(s) as set up in the MAV screen:

A = Exeter modules

A or B = Exeter modules where a module runs twice in one academic year

T = Tremough modules

Module Selection Status (value to appear in C/O field in SMO screen)*

The status that will be attributed to the module in SMO (Student Module Taking) when selected by the student:

C (for Compulsory)

O (for Optional)

PO (for Provisional Online) — use of enabling ranking

TR (for Transcript Only)

If modules within the FMC are compulsory on the programme of study (even if student can choose amongst them), set this field to Compulsory (so will be set to C in SMO).

Period (optional)

Recommendation is to leave blank otherwise if modules within collection are not in specified term, student will receive an error message during OMS. e.g. if TRM1+2 selected, it will only display 30-credit modules, not modules running in term 1 or term 2 only.

Should module be applied to record or does student have the choice?

Select Optional — so that students can choose which modules they want from the list. Do not set to Compulsory otherwise students will not be able to make a choice and all of the modules within the FMC will all get added to their SMO record.

Credits or Modules?

Credits — if you want the students to make their choices based on the amount of credits they have to choose from, as specified in the Min/Max fields below. Modules — if you want the students to make their choices based on the amount of modules they have to choose from (ensuring that the number of modules selected will correspond to the number of optional credits that they have available overall).

Min* Minimum value the student has to choose from the FMC (adjust depending on selection made in ‘Credits or Modules?’, e.g. 1 module minimum or 15.00 credits minimum). Student will not be able to submit selections unless the Minimum has been met for each FMC.

Max* Maximum value the student can choose from the FMC (adjust depending on selection made in ‘Credits or Modules?’ i.e. 2 module maximum or 30.00 credits minimum). Student will not be able to submit selections if the Maximum for the FMC has been exceeded.


Include Rank? If you want the students to rank their choices, tick this box.

Ensure Module Selection Status is PO (provisional online).

Increase ‘Max’ as needed to allow for many choices.

* If modules within the FMC are compulsory on the programme of study (e.g. student has to choose 1 of 2), ensure the Min and Max fields are set to values that will require the student to choose one module and no more than 1 module (e.g. Min = 1.0 and Max = 1.0 or according to number of credits the modules are worth). If Min and Max are both set to 0 credits/modules, no restrictions will be applied (can choose as little or as many as they want).

3. Return to the Add a New Collection to the Diet section and click the Add a New Collection to the Diet button to add your FMC according to the parameters set in step 2.

4. The following screen will appear, where you must assign individual modules to the created FMC. This

is where you input the choices to be presented to the students.


5. Enter the module code that you wish to add to the FMC in the ‘Add the following’ field (see

arrow on screen shot above) and then click on the ‘Add’ button.

6. The module has now been added to the FMC. Remember to generate the MAV records for all modules that will run, otherwise they won’t appear to the student during Online Module Selection.

7. Continue adding modules until the FMC is complete. Should you with to edit the contents of the FMC later, see:

a. Adding individual modules to an existing Formed Module Collection (FMC) b. Deleting individual module(s) from a Formed Module Collection (FMC).

Search for an existing Formed Module Collection (FMC) by name

If a list of modules already exists that meets your needs, you can re-use it on multiple diets and simply specify the rules that will apply to that FMC on each diet. The user help that is attached to the FMC will be individual to each diet as well. In order to find the right FMC, you may want to perform a search by its name (description), which can only be done in SITS. 1. In SITS, go to the FMC screen (for alternative method, see step 6).

2. Perform a search (using wildcards as needed) in the Code, Short Name or Name fields and then

retrieve (F5).


3. The above search yielded 3 Formed Module Collections.

4. To view the modules contained in each, select the FMC in question and then select Other > Element.

5. This is the list of modules in the FMC LIBARTS DRA2:


If this FMC is applied to a diet, the students will be able to select the above modules, as long as the MAV records for the modules have been generated for the year that the students are selecting their modules. Those with missing MAV records simply will not appear to students.

Adding an existing Formed Module Collection (FMC) to a diet

1. From the Make Changes to the Diet page, in the Module/Collection field under the Add a New

Collection to Diet section, either type the existing FMC code or use the wildcards and press ‘List’ to retrieve a collection of modules (e.g. POLYR·* to bring up all Politics collections)

2. Before you can add this FMC to the diet, you must specify how the FMC will be added to the diet. Complete the Diet Details section as follows (see screen shot below table):

FIELD NAME DESCRIPTION / POSSIBLE VALUES

MAV Occurrence The Occurrence of the module(s) as set up in the MAV screen:

A = Exeter modules

A or B = Exeter modules where a module runs twice in one academic year

T = Tremough modules

Module Selection Status (value to appear in C/O field in SMO screen)*

The status that will be attributed to the module in SMO (Student Module Taking) when selected by the student:

C (for Compulsory)

O (for Optional)

PO (for Provisional Online) — use of enabling ranking

TR (for Transcript Only)

If modules within the FMC are compulsory on the programme of study (even if student can choose amongst them), set this field to Compulsory (so will be set to C in SMO).

Period (optional)

Recommendation is to leave blank otherwise if modules within collection are not in specified term, student will receive an error message during OMS. e.g. if TRM1+2 selected, it will only display 30-credit modules, not modules running in term 1 or term 2 only.

Should module be applied to record or does student have the choice?

Select Optional — so that students can choose which modules they want from the list. Do not set to Compulsory otherwise students will not be able to make a choice and all of the modules within the FMC will all get added to their SMO record.

Credits or Modules?

Credits — if you want the students to make their choices based on the amount of credits they have to choose from, as specified in the Min/Max fields below.


Modules — if you want the students to make their choices based on the amount of modules they have to choose from (ensuring that the number of modules selected will correspond to the number of optional credits that they have available overall).

Min* Minimum value the student has to choose from the FMC (adjust depending on selection made in ‘Credits or Modules?’, e.g. 1 module minimum or 15.00 credits minimum). Student will not be able to submit selections unless the Minimum has been met for each FMC.

Max* Maximum value the student can choose from the FMC (adjust depending on selection made in ‘Credits or Modules?’ i.e. 2 module maximum or 30.00 credits minimum). Student will not be able to submit selections if the Maximum for the FMC has been exceeded.

Include Rank? If you want the students to rank their choices, tick this box.

Ensure Module Selection Status is PO (provisional online).

Increase ‘Max’ as needed to allow for many choices.

* If modules within the FMC are compulsory on the programme of study (e.g. student has to choose 1 of 2), ensure the Min and Max fields are set to values that will require the student to choose one module and no more than 1 module (e.g. Min = 1.0 and Max = 1.0 or according to number of credits the modules are worth). If Min and Max are both set to 0 credits/modules, no restrictions will be applied (can choose as little or as many as they want).

3. Return to the Add an Existing Module or Collection section and click the Add Module/Existing

Collection to Diet button to add your FMC according to the parameters set in step 2.

4. If some of the MAV records for the modules within the existing FMC have not been set up for the

academic year in question, a similar warning will appear:


You can then choose to Confirm or Cancel the adding of the FMC. If confirmed, see step 5. Note: You can set up a diet without the MAV record being set up for the coming academic year, but you will not be able to run your diets without a current MAV record. You need to ensure that you set up your MAV records before the diets are run.

5. If you confirmed the addition (if the MAV warning appeared), the FMC will be added to the Optional Modules or Compulsory Modules section of the Make Changes to the Diet page, depending on what was specified in the ‘Should module be applied to record or does student have the choice?’ section.

DELETING INDIVIDUAL MODULE(S) AND FORMED MODULE COLLECTIONS (FMC) FROM A DIET

Deleting optional /compulsory modules and Formed Module Collections (FMC) from a diet

To delete individual modules or groups of modules/Formed Module Collections from your diet, regardless of whether they are optional or compulsory, follow these instructions. 1. Click on the Edit and Delete Lines from Diet button found under the Compulsory Modules section on

the Make Changes to Diet (main) page.


2. You are brought to the page where you can view all of the modules/FMC on the diet and their parameters. This is also where you can edit and delete entries.

3. Select the module(s)/FMC(s) you wish to delete by placing a tick in the first column and then clicking

the Delete button.

4. You will be asked to confirm the deletion request:

If you wish to proceed with the deletion, click on the Confirm button:

If you do not wish to proceed with the deletion, click on the Cancel button.

5. You are returned to the previous page (Diet Details/Pathway Diet Module Data), regardless of the option chosen. To return to the main diet record, click the Back button at the bottom of the page.

EDITING A FORMED MODULE COLLECTION (FMC)

How to navigate to the FMC edit screen

There are 2 ways to amend the modules of an existing FMC. You can either: 1. Click on the Edit and Delete Lines from Diet button from the Make Changes to Diet screen, navigate

to the Pathway Diet Module Data section and then select the Edit Collection link. Note: Edit Collection link is in the very last column (you must use the scroll bar at the bottom of the page to reach it.


(scroll right)

2. From the main Make Changes to Diet page, select the FMC to be edited in the Edit Modules in Collections section and then click on the Edit Modules in Selected Collection button.

To edit your FMC, follow the below instructions for Deleting individual module(s) from a Formed Module Collection (FMC) and/or Adding individual module(s) from a Formed Module Collection (FMC).

Deleting individual module(s) from a Formed Module Collection (FMC)

In the ‘Modify the Diet Module Collection’ screen that you are brought to by following the steps above (How to navigate to the edit screen), you can delete modules from a Formed Module Collection (FMC) as follows:

1. Select the module(s) that you wish to delete (tick) and then click on the ‘Delete’ button.


2. Confirm or cancel the delete operation.

3. You are returned to the ‘Modify the Diet Module Collection’ page. Repeat the operation as needed.

Adding individual module(s) to an existing Formed Module Collection (FMC)

Once you have navigated to the Modify the Diet Module Collection screen (see How to navigate to the FMC edit screen steps above): 1. Enter the module code that you wish to add to the FMC in the ‘Add the following’ field and then click

on the ‘Add’ button.

2. The module has now been added to the FMC.

3. Repeat the above steps to add another module(s).

Editing / creating the FMC user help

See the User Help section.


MODULARITY To make it easier for students to choose modules outside of their programme, there will be a central option group set up and maintained by the Student Records Team (email [email protected] if you would like a module added to the list), where students will be able to select Foreign Language Centre and English Language Centre modules (plus any other nominated modules). Depending on where the programme is running, one of two Formed Module Collections will apply:

1) EXETERMODULARITY – if the programme is running on an Exeter campus. 2) PENRYNMODULARITY – if the programme is running on the Penryn campus.

It is highly recommended that this central list be attached to any module diet for students to choose from where Modularity will apply.

Adding modularity to a diet

If the EXETER/PENRYNMODULARITY option group has not been added to the diet a user can easily add this optional group by: 1. Clicking the Add Modularity button (under the Compulsory Modules section of the Make Changes to

Diet page. Note: The Add Modularity button will not appear if EXETER/ENRYNMODULARITY has already been added to the diet.

2. Confirming that you wish to add the optional group.

3. If you click Confirm, you will be brought to the Pathway Diet Module Data section (Edit/Delete Lines

from Diet view): By default, the fields are updated as follows, which you can edit.


Select By Default value = Credits Can be amended to Modules if you want student to choose X number of modules

mailto:[email protected]


(note most modules, but not all, are worth 30 credits). Don’t forget to alter the Min/Max fields as appropriate.

Min * Default value = 0 (may need to amend if changed Select By field to Modules)

Max * Default value = 30 (as students are permitted to take a maximum of 30 credits outside of their College) (need to amend if changed Select By field to Modules)

Occ DO NOT EDIT!

Refers to the MAV Occurrence. Default value = A+|B for EXETERMODULARITY

= T for PENRYNMODULARITY

Status (becomes value in C/O field in SMO)

Refers to the status that the module should have in SMO (C/O field) when the student selects it. Default value = O (for Optional) Can be modified as follows: C (for Compulsory), O (for Optional), PO (for Provisional Online), TR (for Transcript Only).

Period DO NOT EDIT!

Refers to the term that ALL modules in EXETER/PENRYNMODULARITY are running in. Default value = blank Leave blank otherwise modules that don’t match the term you select will not appear to the students.

Type DO NOT EDIT!

Refers to whether the student has a choice in which modules they take or not (i.e. compulsory means the student cannot edit the choice and optional means that the student can choose the module they want from the list provided). Default value = Optional (student has choice) Do not change to compulsory otherwise all of the modules in EXETER/PENRYNMODULARITY will be added to the student’s SMO record.

Module Assessment Group (optional)

If you wish to attach this module to an assessment group that will be set up in MAB (Agr field), input that value in this field. The value in this field will automatically be added to the AG field in the SMO screen (Module Taking record) when the diet is run. For more details on assessment groups, see the Module Assessment and Reassessment Set-Up course notes (for details on how to create assessment groups in MAB) and Assigning students to assessment groups via module diets for implications on SMO records when added via the diet. Before you generate your SMR records (SAS option 1b), you will need to ensure that the assessment group that the student are attached to in SMO exists in MAB (otherwise an error message will be generated).

Registration These fields govern the application of overarching minimums and maximums to

http://as.exeter.ac.uk/media/level1/academicserviceswebsite/it/documents/sitscoursenotes/Module_assessment_reassessment_setup.pdf

http://as.exeter.ac.uk/media/level1/academicserviceswebsite/it/documents/sitscoursenotes/Module_assessment_reassessment_setup.pdf

http://as.exeter.ac.uk/media/level1/academicserviceswebsite/it/documents/sitscoursenotes/Assigning_students_to_assessment_groups_via_module_diets.pdf


Group Group Minimum Group Maximum Operand Open Brackets Close Brackets (completion of this section is optional)

groups of modules, to ensure that the student cannot submit any more or any less during Online Module Selection. For example, if the student has 30 credits of optional modules to choose from, but can do so from 3 different FMCs, you can apply an overarching min/max of 30 credits via the use of a registration group. Students will not be able to submit more or less than 30 credits of optional modules. Min/max will need to be applied to individual FMCs, as usual, to ensure that the student is respecting the limits of those groups. Not recommended if ranking is being applied. See Overarching minimum and maximum on diets for details on how to use this.

User Help (Edit Text link)

When EXETER/PENRYNMODULARITY is added via the Diet Set-Up functionality in SRS, pre-defined wording will be automatically added to the user help. The wording attached to each of these modularity groups can be found in the relevant modularity user help documents on the SITS > Module Selection On-Line page. However, if EXETER/PENRYNMODULARITY was already on the diet and was added via SITS, you may want to review it (via the Edit Text link) and edit as needed. To view the recommended help text for this group of modules, see the Exeter Modularity user help and/or Penryn Modularity user help on the SITS > Module Selection On-Line page. Should you wish to add additional information to the default/recommended text, you can also do so. For help with using the Text Editor tool in the Edit text link, see the User Help section within this document.

*Note: You will need to consider carefully the minimum and maximum values of your other optional groups to ensure that students are able to ‘drop’ up to 30 optional credits from their normal programme to enable them to take up to 30 credits in the Modularity option group. If students wish to choose a module outside the ones listed in the Modularity Group, and their programme permits Modularity, the diet should still be set up to allow students to ‘drop’ 30 credits. The student should then consult both with their home College and the College offering the module to obtain permission and if the student is allowed to take a module this should be entered manually onto their record outside of the Online Module Selection process. The Registration Group fields can help with this, allowing you to apply an overarching min/max to the diet, preventing the student from exceeding an overall limit.

4. If you make any changes to the above fields, store your changes by clicking the Store button at the

bottom of the page.

5. Once modularity has been added, the Add Modularity button will disappear from the Make Changes to the Diet (main) page.

Should you wish to remove Modularity from the diet or edit its parameters, you will need to do so via the Edit and Delete Lines from a Diet button from the Make Changes to a Diet page. See Deleting individual modules and Formed Module Collections from a diet.

http://as.exeter.ac.uk/media/level1/academicserviceswebsite/it/documents/sitsfaq/Overarching_minimum_maximum_diets.pdf





USER HELP

What is user help?

If you have any specific instructions for the students on a certain programme about a Formed Module Collection (FMC), an individual module entry or for the diet as a whole, you can specify this in the user help. Although one Formed Module Collection (FMC) or one module can be added to multiple programmes, the User Help attached to the FMC / module on your diet will not carry forward to all of the diets that the modules/FMCs are associated to, i.e. you can have different user help on each FMC.

Example: If FMC POLYR1GRP1 is on BA Politics and on BA Economics and Politics, while the modules contained within the FMC will be the same, the User Help will not be the same for each programme (unless you manually add it), nor will it automatically get attached to the FMC.

EXETER/PENRYN MODULARITY

Added to a diet via SRS (Diet set up/edit function) When EXETER/PENRYNMODULARITY is added to a diet via SRS (Diet set up/edit function), predefined

wording (and formatting) will be applied to the user help.

The wording attached to each of these modularity groups can be found via the SITS > Module Selection

page.

Added via SITS

The suggested user help wording to use for EXETER/PENRYNMODULARITY is as per the above links. To

use the above wording and to maintain the formatting, see the Exeter Modularity user help - text and

instructions on how to update document on the SITS > Module Selection page.

Simple instructions on how to update the wording in order to maintain formatting and links is provided.

To add or edit the user help to a FMC or module (on an individual diet basis):

1. Click the button from the Make Changes to Diet screen, and then select the ‘Edit Text’ link.


http://as.exeter.ac.uk/media/level1/academicserviceswebsite/it/documents/sitsfaq/EXETER_MODULARITY_user_help.docx

http://as.exeter.ac.uk/media/level1/academicserviceswebsite/it/documents/sitsfaq/EXETER_MODULARITY_user_help.docx



2. Use the Text Editor to enter and update any text you wish the student to see, click Store to go back to the Diet Details page.

3. To finish with the ‘Edit and Delete Lines from Diet’ and go back to the main diet record click ‘Back’.

Remember that you have only edited the user help for the FMC/one module on this diet. Repeat on other diets as needed.

Linking to a web page:

1. Navigate to the webpage you would like to link them to and copy the URL address.

2. Return to the Update User Help box and highlight the text that you would like to link the student

from (text you want to become the hyperlink).

3. Then click on the Link button on the toolbar —


4. The Link dialog box will appear.

5. Select the appropriate type of link you’re inputting from the Link Type dropdown — in this case,

you’re linking students to a webpage, so select URL:

6. Paste your URL into the URL field, amend the Protocol field as needed, and then click OK.

7. Your hyperlink has now been inserted.


8. Should you wish to remove the link without deleting the text, place your cursor in the link/text and

select the Unlink button --

Setting up an email link

1. Highlight the text that you would like to link the student from (text you want to become the email

link.

2. Then click on the Link button on the toolbar —

3. The Link dialog box will appear:


4. Select E-mail from the Link Type dropdown:

5. The options appearing beneath the Link Type field will change according to your choice.

Compulsory — in the E-mail Address field (compulsory), type the email address that the email

should be sent to when the link is chosen so that it will auto-populate in the To line of the

student’s email.

Optional — in the Message Subject and Message Body fields, type in any default text that you

wish to appear in the email’s subject and body (which the student can subsequently edit).

Click OK once done.

6. The email link has now been inserted.


7. Should you wish to remove the link without deleting the text, place your cursor in the link/text and

select the Unlink button --

Other editing functions

Most functions are the same as in other word processing software. Here are a few functions you might not be familiar with:

— maximise the screen (click again to return to previous view)

— view text in HTML (click again to return to previous view)

— undo

— redo

MODULE RULES — PRE-REQUISITES, CO-REQUISITES AND NON-REQUISITES Refer to the Module Rules document on the SITS > Module Selection website.

PREVIEWING THE DIET INFORMATION The section after the ‘Diet Header’ allows the user to preview what optional and compulsory modules are currently attached to the diet.



MAV details:

AND

Pre-/Co-/Non-requisites:


Optional Group/FMC details:

GENERATING MODULE DIETS

Checks prior to running the diets

Before your module diets are run, check the following details: Module diet is accurate — can be checked via the Diet Review option,

MAV records for modules in a diet:

1. have been set up for the upcoming academic year


2. Target field is set high enough (999 for unlimited) and is not equal to blank (blank = target of 0 so no students can select it).

3. Status field is set to A (for active) – if field is blank, students will receive notification that one of their chosen modules is full, even though none of the modules are full.

Modules in a diet are looking at the correct occurrence of the MAV — e.g. Exeter modules usually look at MAV Occurrence A (with some exceptions), Tremough modules should look at occurrence T.

When to generate module diets

Existing students Module diets can be generated before or after progression, but there are slightly different processes for each. Student Records start progression at the start of August and tend to complete it within a couple of weeks — check with [email protected] for exact dates. Please note that 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. To register students onto the diet, depending on the time of year, follow the ‘Before Progression’ or the ‘After Progression’ instructions below. First-year students (UG and PGT) 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 UGs, this happens at the end of August.

For PGTs, these records may not be created until they register with the university.

In both cases, follow the ‘Before Progression’ or ‘After Progression’ instructions below.

How to run the diets

Retrieving the students — GSD screen 1. Go to GSD screen

o Please note it is also possible to access the GSD screen from SPR. Once you have retrieved a group of students in SPR go to All > Generate Module Diets and simply check/amend the first 2 fields in the tables below.

2. Follow either the ‘Before progression’ or ‘After progression’ sections below.



BEFORE progression 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. In order for this to work the Next fields on the current SCE records need to be populated (although this is done on all students before you run your diets, contact [email protected] if this has not been done). Complete the following fields:

FIELD NAME DESCRIPTION/VALUES TO BE ENTERED

SCE Year Current academic year (should be default value) — e.g. 2017/8

Match SCE for Future Year (next academic year — e.g. if running before Aug 1st 2018, next academic year = 2018/9)

Programme Complete with the programme code you wish to generate the diet for.

Level Complete with the students CURRENT level (the system needs to find their current records, then apply the diet to the next year) — e.g. entering level 2 will generate diets for students who will be at level 3 in 2018/9.

Mode F* (for full-time students) or P* (part-time students)

Status RCE — this is to search for students who are currently registered (enrolment status = RCE). You can expand your criteria by separating individual enrolment statuses by the OR wildcard (e.g. to include interrupted or held ref/def students). Please note that diets cannot be run for students whose status = RDB (debtor).

Next follow Running the Diet instructions below.



AFTER progression


SCE Year Current academic year (should be default value, but check and change if necessary) — e.g. 2017/8

Match SCE for Current Year (current academic year — e.g. if running after Aug 1st 2017 = current academic year 2017/8)

Programme Complete with the programme code you wish to generate the diet for.

Level Complete with the students CURRENT level (students have now progressed onto their new stage)

Mode F* (for full-time students) or P* (part-time students)

Status Enter a string of enrolment statuses, as needed, following by the OR wildcard: RCE or RPR or RHL* or RCD (This is to search for students who are currently enrolled(RCE), provisionally enrolled (RPR), held ref/def or interrupted (RHL*), or conditional (RCD). Please note that diets cannot be run for students whose status = RDB (debtor).

Next follow Running the Diet instructions below.

Running the diet 1. Retrieve the students (F5). All of the students that fit the criteria input in ‘After/Before Progression’

instructions will be displayed.


2. To check that the process will run correctly, do a Trial run on the first few student:

a) Click the red X next to the first 2 or 3 students’ records. b) The ‘Report’ and ‘Type of Run’ fields should default to ‘Detail’ and ‘Trial’ respectively – but check

and modify these fields as needed. c) Click on the ‘Run All Selections’ button.


3. Once this has completed, press F9 to view the message buffer, 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 with the diet set up). The key thing to look for is that the ‘SME Modules Added’ and ‘SMO Modules Added’ match (both read 1 in the below example – If the trial DID work). If you see this message, you can run the diet for real. If you don’t see a COM message, see Appendix 1 for possible errors and how to fix them. If the trial run DID work:

If the trial run didn’t work — sample error:


4. To run the diet for real (once you’ve corrected any errors if the trial failed):

Select all students by clicking at the top of list (first under Select) until it turns to a

Type of Run field — select Generate

Click the Run All Selections button

5. SMO, SMS and SME Records will now have been generated if appears next to each student record.

RELEASING ONLINE MODULE SELECTION TO STUDENTS

Opening Online Module Selection

Important! Online Module Selection needs to be enabled centrally before OMS can be released to students. In March OMS will be released to students centrally for any student who has had a diet run, and will be opened on a pre-arranged date. OMS will be disabled centrally on a given date, however, colleges are able to close OMS earlier should they wish. For the August/September Online Module Selection period for new starters, OMS will be enabled centrally on a pre-arranged date, and it will be the responsibility of the colleges to release OMS to the students. OMS will again be disabled centrally on a given date, with colleges able to close OMS earlier should they wish. Should you want to open OMS to your students outside the April and August/September periods, please get in touch with the Student Records Team via [email protected].



Once you have checked that your diets have run successfully you are ready to release Online Module Selection to your students. To do this you need to place a Y flag in the Module Sel field in SPR to indicate you are ready to release the process. 1. Go to SPR and retrieve the group of students you want to choose their modules: 2. 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 the Global Update function).

3. Store (F6) all the records.

4. When the student next logs into SRS the Module Options portal tab will have appeared which tells them they are now able to choose their modules for the next/current academic year (depending on when OMS opened).


Closing Online Module Selection

In March, this will be done centrally.

In August, you must remove the Y in the Module Sel field to turn off / take away the Online Module Selection facility. This can also be performed via the Global Update function.

REPORTS

List of students who have not completed Online Module Selection

The Reg Status field in the Student Schedule Number (SSN) screen indicates the selection status of a student whose module diets have been run.

To identify any students that have not completed the Online Module Selection procress:

1. Retrieve your cohort of students in SPR 2. Run the EX-NONSELECT report.

The report looks to the Student Schedule Number (SSN) record and retrieves any students whose Reg Status is not set to CON for Confirmed (i.e. they have successfully submitted their choices). Running EX-NONSELECT from the SPR screen will identify all students who:

Have not made any selections yet / not submitted their selections yet (have not hit the ‘Submit Selections’ button) — Reg Status = Diet Ready (GEN)

Have submitted their choices but have not confirmed them (they need to hit the ‘Confirm Selections’ button in the final screen for their choices to get carried across to SITS) — Reg Status


= Entered (ENT)

Confirmed an initial set of selections but then logged back in, selected the ‘Undo Selections’ facility in order to change their selections, but then did not confirm the new selections. Their initial selections will not be lost (they will remain in SITS), but the student will need to re-confirm the selections in order for the changes to carry across to SITS, if they want them to — Reg Status = Previously Confirmed (PCO)

If communicating with the above students, you might also want to remind students that once they’ve chosen their modules that they need to complete these 2 steps to ensure their choices get carried over to SITS:

1. Hit the ‘Submit Selections’ button. This which will bring them to the ‘Confirm Selections’ page.

2. From the ‘Confirm Selections’ page, the student needs to hit the ‘Confirm Selections’ button. If

they don’t, the choices will not have been sent across to SITS.

There is a student user guide on the Module Selection page that can be shared with them as needed.

List of module choices — with ranked options where applicable

Retrieve your cohort of students in SPR or SMO and run the report EX-MODCHOICE. If the report is run from:

- SPR – this will prompt the user to enter the academic year, module status (e.g. PO for Provisional Option) and module code (optional) that the user wishes to export.

- SMO – the user will not be prompted in any way so students must be retrieved using the

appropriate criteria (e.g. module prefix, academic year and selection status)



The report includes the students’ ranking preferences where appropriate and date stamp of when the module choice was submitted.

Credit checking

For details on running credit checks please refer to the ‘Credit Check guidance notes on the SITS > Module Selection web page.

CONFIRMING MODULE CHOICES TO STUDENTS

Email student (E) function

This will only work for full-time students. See R function (section below) for part-time students. Once a student has 120 credits (for UG) or 180 credits (for PGT) in the Student Module Taking (SMO) screen that have one of the following values in the ‘C/O’ (compulsory/optional) field:

C — Compulsory

O — Optional

PM — Provisional Module, College owns the module

PS — Provisional Module, College owns the student

Blank Colleges can use an automated facility to delete any remaining SMO records with a C/O status of PO (Provisional Module Online) for that academic year and email the student confirmation of the allocation. In the Module Sel field in SPR, place an E (email student) and store the record.

When the record is stored this triggers an automated process that checks to see if the student matches the above criteria. If the student passes the conditions it deletes any remaining PO status SMO records and emails the student with their module choices. The UDF8 field on SPR will also be completed with the text CONFIRMED16 (for 2016/7 academic year) and the Module Se’ field in SPR will be blanked out. See a sample email that the student will receive in Appendix 4.

Warning/Error messages College users can potentially see an error message when trying to store a record with an ‘E’ in the ‘Module Sel’ field in SPR:

If a student does not match the credit criteria when the College user tries to store the record the following message will appear:

https://as.exeter.ac.uk/it/systems/sits/howdoi/moduleselectionon-line/

https://as.exeter.ac.uk/it/systems/sits/howdoi/moduleselectionon-line/


If a student fails the credit criteria an ‘F’ for Fail will also be placed into the Module Sel field so that Colleges can easily retrieve groups of students to check why they did not pass the credit criteria. If a user attempts to run the process again and an email has already been sent they will see the following message:

Running the process again when an email has already been sent will also not result in PO status SMO records being deleted.

Resending email confirmation to students — R function

If a user needs to resend an email confirmation due to subsequent changes to the student SMO records in the Module Sel field in SPR or because the initial attempt failed (E changed to F), Colleges place an R (for resend email to student) and store the record.

This can also be used to confirm choices to part-time students. They must meet a credit criteria of 60 credits for UG and 90 credits for PGT. This process will not:

show any warning messages if the student does not match the credit criteria or if the student has already received an email.

delete any PO status SMO records. Instead, if the student has the correct number of credits it will send an email to them and will include this text as it will be assumed that student has already received the email once: *** This e-mail has been re-sent to you. Please check the attachment carefully as there may have been a change to your selections ***

If the student does not match the credit criteria, the following message will appear:


See a sample email that the student will receive in Appendix 5.

DEALING WITH CHANGES OF PROGRAMMES, WITHDRAWALS AND INTERRUPTIONS Programme changes that will take effect in the following academic year should be notified to Student Records ([email protected]), 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 online. Note: Students who access Online 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 College 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 College 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.

Reset Student Module Registration — SMEU screen

The SMEU (Reset Student Module Registration) screen 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)


To use this facility: 1. Go to SMEU 2. Enter the following information:


SPR Code Individual student number

Year/Period Select relevant academic year to clear from the dropdown list

Reset Mode Remove ALL records Note: 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.

3. Check the Record Counts (right side of screen) to ensure that the correct numbers of records have

been retrieved. 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.

4. Once the user has confirmed the records should be removed click ‘Reset Records’ button and say

‘Yes’ to the below message:

Note: 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.


APPENDIX 1: ERROR MESSAGES WHEN RUNNING DIETS The message buffer will give a description of why 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 does not have a valid SCE record for the year the diet is being run for. Solution: Contact Student Records ([email protected]) or your SITS contact (via [email protected]) 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: Delete the student’s diet via the SMEU screen — see Reset Student Module Registration – SMEU screen in section above for instructions. If you have accidentally run the diet for real on a large number of students, contact your SITS support contact to delete the records for you. 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: NOD (no diet) — 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 the diet 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 ONLINE MODULE SELECTION (STUDENT VIEW) Screen shots of the entire process of Online Module Selection from a student’s perspective can be viewed on the SITS website: http://as.exeter.ac.uk/it/systems/sits/howdoi/moduleselectionon-line/ There is a document to share with students, as well as a staff user guide to help troubleshoot student queries.





APPENDIX 3: YOUR MODULE SELECTION CHOICES EMAIL (SENT EACH TIME STUDENT HITS THE

CONFIRMS SELECTIONS DURING OMS)


APPENDIX 4: YOUR MODULE PREFERENCES EMAIL (E FLAG USED IN MODULE SEL FIELD IN

SPR)


APPENDIX 5: YOUR MODULE PREFERENCES EMAIL (RE-CONFIRMATION — R FLAG USED ON

MODULE SEL FIELD IN SPR)


APPENDIX 6: ONLINE MODULE SELECTION FLOW DIAGRAM

Diet Set-Up (SRS)

Diet Elements (PDM/PDM1)

Formed Module Collection (FMC)

Formed Module Element (FME)

Create/maintain module diets

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)

Student Module Selection (SMS) (option records created)

Student Module Electives (SME) (deleted)

Student Schedule Number (SSN) (Status set to Confirmed)

Student Diet Log (SDL) (audit of which records have been added/deleted, etc. via the Online Module Selection process)

Release Online Module Selection

to students

Student submits their choices

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