keele university procedures · ps – period sequence default of 1 sw – begin week number,...

KEELE UNIVERSITY PROCEDURES

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BUSINESS PROCESS: Module Registration

PURPOSE: Provides guidance on how core modules are assigned to students (through diets), how students are registered on other elective modules and how to record changes in module registration

SCOPE: All Undergraduate and Postgraduate modular programmes

PROCESS OWNER: Academic Registry

INVOLVED: Student and Course Information (Academic Services) Electives Office (Academic Services) Postgraduate Taught Office (Academic Services) CPE Office ( Academic Services) Academic Schools

Module Registration Process Flow

School Administration / Electives Office Check student module choice is acceptable in terms of the programme of study

Check correct number of credits have been allocated

School Administration / CPE Office (Hard copy registration only)

Update SCIMS to record optional modules

Student(Hard-copy or On-line)

Complete Module Registration form for optional modules (core/mandatory modules pre populared)

Complete Module Change form for module transfer / change

School Administration / Electives OfficeFinal Checks: Check choice is acceptable in terms of the programme of study;

correct number of credits have been allocated

Student and Course Information (SCI) / PGT Office Assign students to Core / Mandatory Modules

Generate student module records


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To Note: When using SCIMS you must use the number keypad on your keyboard to input numbers and symbols (such as *) and use the Enter key rather than the return key.

IDENTIFYING WHICH MODULES RUN IN A GIVEN ACADEMIC YEAR

Responsible Parties: SCI, PGT Office Before the beginning of each academic year Module Availability (MAV)

Records are set up, which identify which module is running and when. Some modules have different occurrence codes, to indicate whether they

are running as an elective, or to indicate different cohort of students taking the module, sometimes undertaking different types of assessment. The latter is determined by the mark scheme which is recorded in the MAV record in the field called MKS SCH.

New MAV records can be set by importing the data from a spreadsheet, or

by entering them manually into the MAV table. To Note: SCI extract information from SCIMS based on module diets for each academic year and create an export, which is then imported to create the MAV records

To enter a new record manually, if the module has not run in a previous year:

o Click File, Add o Type in the module code – please note the MOD must have been

set up before this can be done. If you do not know the exact code, double click on the module code field to access the list of module codes.

o Enter data into the following fields, by keying the correct data or double clicking on the field to identify the appropriate value from the look-up table:

OC – Occurrence Year – Academic Year


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Period – e.g. SEM1, SEM2 Status – A (available) or P (provisional) S – Value of Y to say it runs in the specified period E – Value of Y to say it ends in the specified period PS – period sequence default of 1 SW – begin week number, default of 1 because SCIMs is not

used for timetabling SW – end week number, default of 17 for SEM1 or 20 for

SEM2 because SCIMs is not used for timetabling Ass Pattern – MAP code (automatically populated from MOD) MKS SCH – Mark Scheme(automatically populated from

MOD) Module Tutor – double click to see look up table to identify

the relevant staff ID code Target – maximum number of students that can be taught on

this module occurrence. The default is 499 but some schools chose to specify a particular figure.

VLE? – tick if you wish to have this module on the VLE. To enter a new record manually, if the module has run in a previous year:

o Retrieve the record for a previous year, by entering the module and year. Click on the relevant record if there is more than one and press F5. Now just the single record should appear.

o Select File, Add o Follow the same procedure above o Store the record.

ASSIGNING STUDENTS TO CORE/MANDATORY MODULES BASED ON MODULE DIETS

Responsible Parties: SCI and PGT Office 1. Define module Diet: to name a diet and define which group of students

(which programme, route, level etc) the diet applied to. From main menu, type DMD + enter. In the DMD screen, click the ‘In use’ box and enter details: programme,

route and block codes. Retrieve records.


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If you wish to change the modules linked to a particular year of a course, providing there is a relevant DMD record, you will not need to make any changes in this screen. However, if a new pathway has been created or a new mode of study, then it will be necessary to create a new DMD record. To enter a new DMD record manually, if a pathway has not run in a

previous year: o Click File, Add o Create a diet name o The ‘Diet’, ‘Generation’, ‘Type’, ‘Pathway/Programme/Route’ and

‘Period’ fields are mandatory. o Select whether the diet is generated automatically at enrolment

(default), manual (not normally used) or online (creates SME records and is used for elective modules). If the DMD record is “automatic”, the diet process is run from the 0GSD screen.

o Identify whether the diet is pathway or route based. In the example below the diet is based on route. Normally for dual honours courses the diet will be pathway based i.e. linked to the individual disciplines that make up the programme of study. If the diet is pathway based the pathway value will need to be entered into the relevant field.

o Enter information on: o Course: e.g. UGDH o Block e.g. 0, 1, 2 or 3 for undergraduate o Occurrence: e.g. 09 (September cohort) o Period: e.g. SEM (semester) which is the default.


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When the information has been entered, click the store button.

To enter a new record manually, if there is similar DMD, e.g. for full-time,

but there is now a part-time option to study the course: o Retrieve the record you wish to clone. Click on the relevant record if

there is more than one and press F5. Now just the single record should appear.

o Click on ‘Copy Diet to’ and enter in the new Diet name and tab out of the field. This will create another Diet record.

o On the new Diet which you have created amend the information that is different e.g. mode.

o Store the record. 2. Specify the modules in the diet From the DMD screen, click the button ‘>>’ next to the label Module Diets

(see blue arrow in diagram above) to enter the PDM (Diet Elements Screen). To add a module to the Diet:

o Enter in the module code you wish to add. If you do not know the code then double click in the left hand box ‘Form Module Collections’, identify the relevant record

o When the relevant code is in the box, click the retrieve icon below and information will appear in the ‘Source Collection Description’ field.

o Click the ‘Add to list’ icon and the relevant module(s) will appear in the right hand side of the screen.

To add additional modules: Repeat the above process Store the record when you are ready.


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3. Specify which modules are compulsory /optional/elective in the diet

When you add the first module (see above process) the PDM1 screen will appear automatically. This is where you state whether a module is compulsory/optional etc, which semester the module runs in and whether or not the module should be added when the Diet is run.

The records are checked to ensure that modules set as core have an action to ‘Generate Student Module Selection’ and a type of ‘Student Module Selection’. If the modules are set as optional or any type of elective they have an action to ‘Do not use’ and a type of ‘Student Module Electives’.

4. Specifying batches used to generate module records based on diets. Enter the SPR record and retrieve records for each level of study e.g. all

UG students, level 1, with a start year equal to the new academic year and a current status.


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Check that the correct student records have been retrieved In the first record, enter a batch code specified earlier in the SPR records

(which will be used to generate module diets when the next stage of the process is run) From the edit menu, select global update, to ensure that same batch code

is included in all the records retrieved. Store the changes. Ensure that all new starters in the forthcoming academic year i.e. those

with a start year equal to the forthcoming academic year are given a separate batch number (a unique number for each level the new starters will enter).

5. Generate Student module records based on the module diets.

From the main menu select GSD to enter the Generate Student Diets screen Ensure that the forthcoming academic year is shown in the top right hand

corner of the screen. If this is incorrect, it will be necessary to have the following system parameter amended: 1CAM_CMD_002. Before running GSD check there are no Level 2 SMO records for the

forthcoming academic year Enter the programme, batch, level and mode details to generate each level


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of study in turn. N.B. Do not run this process for those students beginning in the forthcoming academic year, because their modules will be generated automatically when the ATR process is run (see business process: Enrolment and Re-enrolment’ for details about the ATR process). Run all study abroad students with a mode of SA1 and then immediately follow step 5a below, before doing all other undergraduate students. When step 5a is completed for those students, then run processes 5 and 5a for all SA2 students.

To note: for undergraduate students retrieve separately those with a mode of FT and those with a mode of RPTFT. For students with the latter mode, any modules they have already passed/taken will not be included in the diet. In these cases please save a copy of the message buffer (see below) which states the modules they have not been added to.

Retrieve the students (F5 or file + retrieve) and check that the correct students are included in the list. To include students, click the red cross next to the record(s) concerned and these will turn to green ticks

Select the Type of Run (Trial/Generate) and the type of Report

(Detail/Summary/Summary with errors). Detail names the Diet(s) being added and reports on each SMS or SME are included; Summary counts the SMS/SMEs being added and /or errors without naming either Module or Diet; Summary with Errors is as Summary but with details given of any modules from any Diet which fail to be added.

To note: it is advised to run in trial mode initially and check the message buffer when the process is run, before running in generate mode.

Click the green arrow labelled ‘Run all selections’. The process will take some time to run, and when it has finished it will note

on the left hand side of each student their process status, either: COM – diet has run and all modules added ERR – diet has run, but some modules have not been added, almost always because the student has either taken the module in a previous academic year, or the diet has already added that module because it is common to both pathways. You do not need to investigate further. NOD – diet has not been found for the student, normally because they do


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not have an SCE in the current academic year. Create SCE record before, re-running process for these students.

Once the process is complete, select the message buffer (F9 or Misc + Message) to review details of the records that have been created. Check these and copy and paste in separate word document and store on the office drive.

To note: This process is run in advance of the forthcoming year and then re-run at the beginning of the first semester to pick up all students whose records have been generated late on in the process. In the latter circumstances, students are identified because they do have blank batch code in their SPR; therefore, the batch code is left blank when the records are retrieved in the GSD screen.

5a. Amending module registrations for study abroad students (SCI only) Students with a mode of SA1 and SA2 (but not SA1-2 or SAY i.e. study

abroad all year) should have their module registration records generated using step 5. From the main menu, enter SMO to go to the student module taking

screen. After running GSD for mode SA1 - Retrieve all Level 2 UG modules

running in forthcoming academic year in SEM1 with the entry date (ie date you added modules) and check that only records for study abroad students are listed and delete these modules (see below for details on how to delete) Then retrieve all Level 2 UG modules running in the forthcoming academic

year SEM*2 with the entry date (ie date you added modules) and enter any character in the field RTS – this is so that when you run the process for SA2 students you do not remove any legitimate SEM*2 modules from the SMO screen After running GSD for mode SA2 – Retrieve all Level 2 UG modules

running in forthcoming academic year in SEM2 with the entry date (id date you added modules) and with a blank RTS field and retrieve these

N.B. If step 5a is not run immediately after all study abroad students’ module records are created, it will be necessary to adopt a different strategy: retrieve all SPR records with a status of C and mode of SA1 or SA2 and then select from the module record (for each student in turn) their module taking records:


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Delete all semester 1 modules for students with a mode of SA1. To delete a module registration record: click into the relevant record, then from the file menu select delete. Click yes when the message box asks to confirm deletion. Delete all semester 2 modules for students with a mode of SA2 once step

5 has been run for those students. Retrieve all level 2 modules with a character in the RTS field and then

blank out this field (you can use global update to blank this out in a batch) and store Advise the schools that they will need to enter manually module

registrations for the study abroad module the students are actually taking in the partner universities.

ASSIGNING UG OPTIONAL MODULES TO ALL LEVEL 1 NEW ENTRANTS USING E-VISION (2009/10 ONWARDS) Responsible Parties: Students (1) and Schools (2) To Note: The on-line module selection process was launched in September 2009 for all level 1 entrants. This facility will be available to both level 1 and level 2 students in the summer of 2010 and then to all undergraduate students from summer 2011 onwards. It is envisaged that in the future this facility might also be developed for postgraduate students as well. In 2009/0 students, other than those, in level 1 registered for modules manually (see Manual Module Registration section below). 1. On-line module selections by Students

Up-to-date guidance for students on how to register their module selections on-line prior to the beginning of the academic year is provided by the electives office at: 2http://www.keele.ac.uk/electives/ukstudents/how2register.htm

http://www.keele.ac.uk/electives/ukstudents/how2register.htm�


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When students log into E-vision, they will be pre-registered onto their compulsory or core modules, based on the work documented above. They will be asked to pick from prescribed lists of optional programme modules (e.g. they may need to pick 2 modules from a list of 4 options) and then when all programme modules have been selected they are given a pick-list of elective modules, to make up the remaining credits that have not yet been allocated. The list of available free-standing electives is determined by timetabling constraints associated with their core and programme modules. This activity is monitored and checked by the Electives Office, who work

with students and schools to ensure that all students have the correct number of credits, have fulfilled the requirements of their chosen programme of study, and to handle any changes to module selections discussed with the Electives Office or a student’s personal tutor after they have arrived. 2. Amendments to the selections made by students (Electives Office for

elective modules or Schools for optional core modules) Following a request from a student to change a module, check that the

proposed change will be acceptable in terms of the requirements of their programme of study (e.g. will they still have the requisite number of credits in their main discipline to ensure they meet progression and future awards criteria and does their timetable allow the change?).

Only the electives office or trained administrators at the electives helpdesk, which is run at the start of the academic year, can change elective modules on student records. A student cannot change elective or option modules for the Autumn semester after week 3 of the autumn semester without approval of the School or subject tutor of the module that they wish to change to. A student cannot change elective or option modules in the spring semester after week 3 of the spring semester without approval of the school or subject tutor of the module that they wish to change to.

Checking if a 1st year student can take an elective module

Go to the electives website 3www.keele.ac.uk/undergraduate/electives Click on modules Select students degree programme A list of approved programme and free standing electives appears that they

can take

Checking if a continuing student can take an elective module Go to the electives website 4www.keele.ac.uk/undergraduate/electives Click on modules Select Continuing students section Select module to see if they are barred from taking a module in either

barred combination or pre-requisites boxes. ASK the student if they have studied a similar module (either principal or

CSP) to the elective they are trying to choose. If so they CANNOT take the elective and will need to choose another one.

http://www.keele.ac.uk/undergraduate/electives�

http://www.keele.ac.uk/undergraduate/electives�


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In cases where the change is permitted, follow these steps:

Adding an Elective or option Module Electives can only be added or removed by the electives office or trained administrators at the electives helpdesk. Option modules can be added by the School Offices You MUST add an elective module using this process and NOT via the other module taking add screens you may already be used to. This is because electives have limited availability and to ensure that caps are not exceeded you MUST follow these instructions for input. To add optional core modules you may use either the process detailed here or the process detailed in section 2 of MANUAL MODULE REGISTRATION: ASSIGNING OPTIONAL MODULES TO ALL OTHER STUDENTS (2009/0 level 2-4, 2010/11 levels 3-4)

From the main menu, select SPR to enter the Student Programme Route screen. Enter the student number and retrieve the record (F5 or file+ retrieve) From the current menu, select the ‘Schedule Timetable’ option and then

the ‘Exchange Module’ option

You will enter a new screen, where you will need to enter the following information:

Under the Remove Heading, provide details of the module you wish to delete o Academic Year – e.g. 2009/0 o Period – e.g. SEM1 (Autumn), SEM2 (Spring), SEM1-2 (both

semesters) o Module Code – the module you wish to delete o Occurrence – Y (for electives) or A (for options)

Under the Add Column, provide details of the module you wish to add in place of


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the other module: o Academic Year – e.g. 2009/0 o Period – e.g. SEM1 (Autumn), SEM2 (Spring), SEM1-2 (both

semesters) o Module Code – the module you wish to add o Occurrence – Y (for electives) or A (for options)

Select the ‘Elective’ or Option choice from the SES Code drop-down box Then click the green arrow (blue arrow below denotes it)– you will be

asked if you want to the replace the specified module

The message buffer will appear – check that the student has been added.

If the maximum number of students (as specified in the MAV – see above) has been reached, you will be advised that the module is full. Please note that you MUST use the above screen to delete individual

modules, by just filling in the ‘remove’ part of the screen. As long as no results have been entered for the module being removed. This ensures that the module is also removed from the SMR screen. If you need to remove a module from one semester and add a module into

a different semester you will need to use the remove function first and then return back to the Exchange student module screen (XRSM) and add the module separately. To prepare a confirmation letter for the student at the start of the academic

year, return to the SPR screen (by closing the menu buffer and the module exchange screens) From the current menu, select the ‘Gen+Print letters’ option


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In the letter code box, type ‘EL51:ELCONF’ and press the ‘Generate’ button. This prints a letter confirming all elective modules a student is registered for and can be handed to the student.

To prepare a confirmation email for the student at the start of the

spring semester: Go to the SCE screen enter the student number and retrieve the

record (F5 or file+retrieve) From the current menu select the Gen+print letters option In the letter code box type EL56:JANCONF and press the generate

button Click send email – a preview screen appears – you have the option

to amend or send the email. MANUAL MODULE REGISTRATION: ASSIGNING OPTIONAL MODULES TO ALL OTHER STUDENTS (2009/0 levels 2-4, 2010/11 levels 3-4) Responsible Parties: Schools, CPE Office To note: This manual process is being phased out as on-line module registration is introduced to each year of students on the new degrees structure (which began with level entry in 2009/10). Only optional modules are assigned using this manual process because all core/compulsory modules are assigned based on module diets (see above). To note: this process is also followed by the CPE Office to register students on individual short courses, denoted by different module codes. 1. Completion of hard-copy forms by students

Schools provide students with hard-copy module registration forms. Students are asked to identify a number of modules in order of preference. An example module registration form is at Annex A. Then based on these preferences and other factors (e.g. have some

students needed to change options because a module has been withdrawn), school staff assign students to the module based on the number of available places.


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2. Recording the optional module choices on SCIMS

From the main menu select MAV to enter the module availability screen. Enter details of the module that you wish to register students on:

o Academic Year – e.g. 2009/0 o Period – e.g. SEM1 (autumn), SEM2 (Spring), SEM1-2 (both

semesters) o Module Code o Occurrence – Y (for electives), A (other modules)

Retrieve the record (F5 or File+ retrieve) Check the number of students registered (in the ‘actual’ field) compared to

the target number (in the ‘target’ field) to determine how many places remain. From the ‘Other’ menu, select the ‘Student Taking’ option to view the SMO

(module registration) records From the ‘File’ menu, select the ‘add’ option

A blank student box will appear. In there type in the SPR number of the

student you would like to add to the module. Press tab to move across the row. Some information about the module will

appear automatically. Enter any missing details (e.g. type). Store the information (File + Store) Repeat as necessary for any additional students. When you now enter the SMO screen directly from the main menu or via

the SPR screen, the student will have the new module among their list of module registrations for the academic year.


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SUPPORTING BUSINESS PROCESS FORMS:

Annex A – Example Module Registration Form (each School has their own)

TIMESCALE OF PROCESS: Prior to and at the beginning of each academic year

EXISTING QUALITY CONTROLS / AUDIT CHECKS:

System password protected and access restricted.

DATE PROCESS APPROVED: April 2010

DATE PROCESS TO BE REVIEWED: April 2011


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Annex A – Example Module Registration Form (School of Psychology) Special option choices for 2009/10 Student Name_______________________________ Received by School Office Time ____________ Date._____________ Student Number_____________________________ 1 st

choice 2nd choice

3rd choice

4th choice

PSY- 30011: Social Development in Children PSY- 30018: Disclosure processes in children and adolescents

PSY- 30022: The Social Self PSY- 30023: Influences on human cognitive performance

PSY- 30031: Thinking about Knowledge and the Mind

PSY- 30036: The Psychology of Memory: PSY-30038: Key Readings in Human Memory: Theory and Application

PSY- 30041: Peer relationships in childhood and adolescence

PSY- 30042: The Perception of Time PSY- 30043: Research in Music Psychology PSY- 30060: Ecopsychology: Our relationship with the natural world

PSY- 30062 Recognising and Remembering Words

PSY- 30068 Cognitive Neuropsychology PSY-300XX Societal psychology PSY-300XX Behaviour Analysis in Clinical Psychology

Please complete this form indicating your 1st, 2nd, 3rd and 4th choice of option. Forms will be accepted at the Psychology School Office from 9am on Monday 18th May. Please be advised that places on modules are limited and some modules will fill up very quickly

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