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Online Option Choice 2011

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Online Option
Choice 2013
Process and system overview
Curriculum and Timetabling Team
April 2013
Open period
• Continuing
students
Monday
15 April
Friday
3rd May
Caption for the image
should be placed in a clear
area on the image to
ensure it is legible
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What do students see?
• To log in, students should use the SUSSED portal
• From the home tab, select Students
• Then select �Your Student Record’
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• Log into the Student Record System
• Click on Optional Module Choice to choose their modules
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•
The first screen asks the user to confirm their academic details. This is to
ensure that a student is registered on the correct programme of study and
where 1 or more programme is studied to select the programme they wish to
indicate their options preference. The user should tick the Confirm check box.
They will then be presented with appropriate optional modules.
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The next screen will display a list of the compulsory modules
for the part (year of study)
Underneath it will display available optional modules for that
programme and part (year of study).
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Rules for selection of optional modules can be viewed above the available
choices, these may be in groups depending on the regulations of the
particular programme of study
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FREE Electives / Subject Electives
• If the programme of study includes either a FREE elective
or Subject elective, it will be displayed as below showing
either FREE or the subject code and the number of credits
• If this module is set to yes, a further screen will be
presented to the student to either select the relevant Subject
code (FREE electives) or select the relevant module
(Subject electives)
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Validation
If the choices a student submits are not within the rules specified for the
programme, an error message will be displayed and the student will not be able to
continue until this is resolved
The system will also check whether the optional modules selected have any pre or
co-requisites and alert the student if they do not meet this requirement
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Confirmation and Comments
Once a set of modules that meets the programme requirements has been selected
by the student, they are taken to the Confirmation and Comments screen to
review the choices they have made
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Confirmation & Comments ctd.
• Once the user is satisfied with their choices they can use the Comments
box to add any further comments relating to their choices selected
• The student has to click on Confirm and Submit to confirm the
optional module choices
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Modules Capping
• Module capping is only used on continuing students
modules where it has been requested by the Faculty for
educational reasons
• The cap will be applied on a first-come, first served basis.
• If a module is core/compulsory it will be added to a
student’s record regardless of the cap
• If a course is full, students will need to click on the Go
back to change options button and reselect
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• Once options have been submitted, a confirmation message will appear
and the students will also receive an email confirming the choices they
have made
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Accessing the Online Programme Catalogue
• All academic staff have access to the Online Programme
Catalogue which shows the same information that students
see in the Online Option Choice System
• Log in via SUSSED and select Banner Self Service (on the
right-hand side
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• Log into the Student Record System
• Click on Programme Catalogue to view the details
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You can now select the Academic Year, Faculty and Level of
Study (UG/PC/PR) that interests you
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Programmes are listed in alpha order (including the
qualification name). You can search in the displayed list, by
clicking Ctrl & F and entering either the programme code or
part of the programme name
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Clicking on the programme code will take you through to a
page showing the Parts and Themes assigned to that
programme
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Clicking on the relevant part will display the compulsory and
optional modules for that programme
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Clicking on the relevant module will return information about
pre and co-requisites, as well as a link to the module web page
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FREE Electives / Subject Electives
• If the programme of study includes either a FREE elective or Subject
elective, it will be displayed as below showing either FREE or the
subject code and the number of credits
• Clicking on the link �Show Electives’ will display the list of modules
available to students under this list.
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What actions to Faculty staff need to undertake in the
Online Option Choice open period?
Before:
•Check the programme regulations (SZAPGST / Online
Programme Catalogue);
•Confirm which programmes should be excluded;
•Check for missing module link;
•Write to students to advise them of Online Option Choice –
suggested text available at:
http://www.southampton.ac.uk/studentadmin/curriculum/o
ptionchoice/staff/studentcommunication.html
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What actions to Faculty staff need to undertake in the
Online Option Choice open period?
During:
•Monitor progress using Discoverer report 5.009 and 5.011;
• Check for oversubscribed modules;
•Manually update registrations in SFAREGS where modules
have multiple CRNs;
•Check prior study pre-requisites;
•Send reminder email to students who have not completed
their option choice (use the third worksheet in 5.009 to
identify these students.
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What actions to Faculty staff need to undertake in the
Online Option Choice open period?
After:
•Manage numbers on modules – manually process student
module changes in SFAREGS;
•Manually update registrations in SFAREGS where modules
have multiple CRNs;
•Check prior study pre-requisites;
•Allocate students who did not select their options online to
modules
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What reports should I use?
• Discoverer 5.009 Online Option Choice
• Discoverer 5.011 Prior Study Check by Module
• Discoverer 5.015 Module Demand Report
You might also find the following report useful:
• Discoverer 5.014 Programme to Module cross-tab
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Where can I get help?
• Website for staff:
http://www.southampton.ac.uk/studentadmin/curriculum
/optionchoice/staff/forstaff.shtml
• Curriculum and timetabling team: curriculum@soton.ac.uk
• Telephone ext 23506
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