CREATING LINKS USER GUIDE
Contents
1. PG Tutor SAM The Personal Tutor and Dissertation Tutor are existing categories used by some departments to record Tutor details and make it available to tutors via CIES The 4 SAM categories listed above can be used for the 1 to 1 system although it is recommended that users limit themselves to one if at all possible This is because they all operate in exactly the same way and any future amendment is easier the fewer the number of link types used It is only worth using all these categories if you wish to set up a sophisticated system of permissions for the notes field in the system 1 Page In the following example the user is in the department of BMS and wishes to create links between staff and students as PGR Admin From Bulk Link Creation click on PGR Admin SAM On the left hand side of the screen should be a list of academic staff in your department to view ALL staff click twice on Search Click on Student List the green down arrow on the toolbar to move the cursor into the students block and click on Search In the example below the user has entered BMSR where R research students and wildcard in the Programme field and 10 in Occurrence Click Search All Research students in BMS will then be listed Other search criteria would include BMST for all PGT students BMSU for UG s etc P oracle Developer Forms Runtime Web J Ble Ee Pe FEES SDEP0003 Bulk Link Creation N Supervisor Role PoaDM Sor2. CREATING LINKS October 2012 CREATING LINKS USER GUIDE OVERVIEW Links between staff and students for use in the 1 to 1 attendance monitoring system can be created in CIS using the Staff Student Links facility Supervisors wishing to use the system to record data for their PGR students should already have the required link and so will not need to do anything further Similarly personal tutors in departments already using the CIS Staff Student Links facility will have links already in place and can use the 1 to 1 system to record attendance data for their students should they wish to do so Staff Student Links in CIS is used to link students to a member of staff so that central systems like the 1 to 1 system can recognise the relationship Usually the Links facility will be administered within a department by the Attendance Monitoring contact Departmental SAM contact details can be found at http www shef ac uk ssd sam deptcontacts It may also be used in departments where for example attendance monitoring is the responsibility of a PG Administrator and not individual PGR supervisors In this instance the administrator will need to be linked to all PGR students in the department From the CIS main menu click on Applications then Departmental then Links From here click on Bulk Link Creation the following menu options will appear Personal Tutor Dissertation Tutor PGR Admin SAM Head of Dept SAM Exams officer Sec SAM
3. EIS ot Rees Name Prog msr Period a Oce Reg No iv Code fi0016769 Staff Cat TECH Dept Bms Student Start Date 0 0cT 2012 Pov Atul oe E sor CONSUUnE Gn eos R Name Prog EMM Period fa Oce gRaD YR 10 Reg No 100279443 Code fiooo1a70 Staf Cat TEGH Dert ms Student DONGRE SA SIDHARTHA ANIL 0 Start Date 09 OCT 2012 Prov 0 Actual fo Total m View Links Staff COLLINS JJANE JANE Reg SiR Code Staff Cat BaP Dept Bms Student Start Date 0 00 2012 2 ovp o e ot Eoo Name Prog femsR31 Period AD Oce Reg No fioozs6019 jm a340 Staff Cat ACAD Dept Bms Student Start Date oa ocT 2012 Pov ay Aha Tool E SH FRI Record 4 11 Click on the name in the left hand staff column to highlight it and then click on the tick box to the right of the students to be linked to that member of staff In the example above students Allison Beattie and Dongre have been linked to Jane Collins Once all students have been linked in this fashion click on Save then Confirm Links the screen will refresh and the only remaining students will be those with no confirmed PG Admin link VIEWING AND AMENDING LINKS For amendments and other changes it is generally easier to use the individual links STUDENT STAFF LINKS To view the links to a particular student navigate to Student Staff links in CIS Applications gt Departmental gt Links gt Student Staff Links enter the registration number and click search or enter the sur
4. NKS To view links to a particular member of staff navigate to Staff Student links in CIS Applications gt Departmental gt Links gt Staff Student Links enter the surname followed by in the Query Name field and click Search Student records linked to this member of staff will show in the Student List tab Creating a link To create a student link to this member of staff select the Student tab click on the Create Student Link icon green plus button and enter the Registration Number if known Select the Role Type e g PGADM enter the start date and Save If the Registration Number isn t known click on the drop down list and search by surname followed by and or Programme to find the student Highlight the student required and click OK End Dating and Deleting a link Click on the Student tab Use the Next Supervisor and Previous Supervisor icons green left and rights arrows to navigate to the required record and enter an end date This student will no longer appear in the SAM system listings for this member of staff but the historical record i e that there used to be a link will remain To delete a link created in error identify the required record within the Student tab click on the Delete Student Link icon red minus button and Save There will be no historical record if the link is deleted in this way Page 4
5. name followed by in Query Name and click search The Tutor List tab lists all staff links held to that student in CIS Alternatively to scroll through a cohort from the Student Staff Links screen enter the Programme and Period codes in the appropriate boxes e g BMSU01 and A and click search Wildcards can also be used e g entering BMSR and A will identify all research students in BMS in Period A If a cohort has been selected clicking on the Next Student icon right arrow moves on to the next student Page 3 Creating a link To create a link between the chosen student record and a member of staff click the Tutor tab then the Create New Tutor icon green plus button Select a link type from the drop down list in Role Type e g PGADM PGR Admin SAM and a member of staff from the drop down list in Person Code Enter a start date and Save End Dating and Deleting a link Click on the Tutor tab and scroll through the records by using the Next Tutor icon green right arrow until the required record is found Enter an end date and Save This student will no longer appear in the SAM system listings for this member of staff but the historical record i e that there used to be a link will remain To delete a link created in error identify the required record within the Tutor tab click on the Delete Tutor icon red minus button and Save There will be no historical record if the link is deleted in this way STAFF STUDENT LI
6. t Option E Supervisors Name COLLINS J JANE JANE Students Prog m sR Period E Oce a10 E Reg No JC Code 132974 Staff Cat ADMIN Dept aus Prov fo Actual T Tota T Name Code 10001440 Stafi Cat EXTR Dept Prov o Actual g Tota fo Name Code fi0016769 Staff Cat TECH Dept Prov o Actual J Total fo Name Code fi0001470 Staff Cat TECH Dept Prov o Actual J Tota fo Name Code 0018826 Staff Cat ExTP Dept Prov o Actual J Tota fo View Links Name Code 4ggg40 Staff Cat ACAD Dept Prov Actual fo Tota fo Enter a query press Ctrl F11 to execute F4 to cancel Record 1 1 Enter Qu stf SSNS Student sor To Prog E Period E Occ Student sor Student sar Tn Student a L Student sor ne Start Date B Reg St D reon TE Reo No M neo No M neo No M E Reo s S neo No M Once the list of students has appeared on the right hand side of the screen you may link them to a staff member Page 2 P oracle Developer Forms Runtime Web Bele BIE wi a lea a ee Espero Bulk Link Creation N 9 Oct 2012 Supervisor Role Poom Sort Option 7 Documentation Supervisors Students Name COLLIN JANE CANE ao Poo SSR Peroa AY oe Feo No faae 7 Code 132974 Staff Cat ani JMN Dept Bms j Student Start Date o9 ocT 201 A Pov Atua Toll E sar GONSE Ress Name Prog msr Period K Oce Reg No r Code fiooo1a4o Staff Cat BaP Dept Bms Student Start Date og 0cT 201 2 Prova hel o
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