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SITS Training Manuals

Additional Needs

Purpose of Document:The purpose for this document is to provide detailed instructions to Schools of Study regarding recording and accessing information on special requirements during examinations for additional needs students.  The additional needs of a student will be inputted by the Disability Team.  The Schools are then required to record the specific requirements against each module taken by the student.

The data will be recorded on a specifically designed database using a web-based interface screem.

Intended Audience of this Document

This is intended for:

Staff who have responsibility for arranging detailed requirements for additional needs students:

  • School Staff:

  • Aston Business School

  • Engineering & Applied Science

  • Languages & Social Sciences

  • Life and Health Sciences

  • Combined Honours/Interdisciplinary Studies 

 Award Rules

Purpose of Document: This training manual explains how to set up the rules for processing students to their awards. Using the rules is covered by the manual PRE/POST BOARD MODULE PROCESSING.

Intented Audience for this Documents

This document is intended for:

Staff who have responsibility for the setting-up of award records:

  • School Staff

  • Aston Business School

  • Engineering & Applied Science

  • Languages & Social Sciences

  • Life and Health Sciences

  • Combined Honours                                                     

 Basic Training & Navigation

Purpose of Document: This manual is an in and is intended for use by all users of SITS

It contains and explanation of:

  • SITS access and icon download

  • Usernames and Passwords

  • How to log on and access the menu options and how to log off

  • Main menu and menu options

  • Explanation of the pull down menus:

    • File
    • Edit
    • Goto
    • Misc
    • Other
    • Help
  • How to navigate using the different types of menu

  • How to use QSV (Quick Student View), STUT (Full Student Details), STU (Student),

  • How to use SCE (Student Course Enrolment) and SPR (Student Programme Route)

Celcat

Purpose of Document:To provide detailed instructions to University staff on the procedures for creating the Celcat events records which will subsequently produce personalised induction student timetables.  The student data in SITS is exported to Celcat by use of a Plugin.  A single corporate installation of Celcat is used.

The Teaching Facilities Manager (Registry and Planning Services) has access to book University rooms.  This will require on-going communication and coordination between the Schools with the Teaching Facilities Manager.

Intended Audience for this Document

This document is intended for:

Staff creating student induction timetables.

 Creating Standard Letters and Labels

Purpose of Document: The documentation will detail how to create standard letters, emails and labels in SITS.   The underlying purpose of the course is to give a high level of confidence in the use of the Standard Letter facility, and allow the user to manipulate this feature of the system to their maximum advantage.  The Standard Reports and Letters (SRL) screen is where a letter, report, email or label can be defined. The top part of the screen is used to control the letter, while the bottom half of the screen defines the contents of the letter using text and “fields” or “variables” from related entities/tables and from the standard letter parameters table.

The letters, reports, labels, emails are created within the context to which they are relevant e.g. offer letters (ACD) are generated from within the Decision Stage screens, course enrolment letters (SCE) are generated from within the Student Course Enrolment record.  Topics will include:

  • Creating a standard Letter, email etc.

  • Formatting

  • Alignment

  • Indent

  • Bold & italics

  • Uppercase and lowercase

  • Mathematical expression

  • Generating & Printing

  • Defining a label

  • Creating a label

  • Generating and printing a label. 

Creating and Maintaining Modules

Purpose of Document: Before modules can be attached to students it is important that the base data is accurate and available for the appropriate academic year.  It is compulsory for the following four main tables to be set up before any modules are attached to students.

  • MAP (Module Assessment Pattern)

  • MOD (Module)

  • MAV (Module Availability)

  • MAB (Module Assessment Body)

These tables must be updated or completed as it is an essential requirement for the assessment process. Each module must reference an assessment pattern (MAP) which describes both the weighting and methods by which a module is to be assessed e.g. coursework 50% and a 2 hour exam 50%.   The MAB record defines the number and content of assessments which make up an assessment pattern.   Module availability records (MAV) must be made available for the appropriate academic year.  A module is an agreed unit of teaching, learning and assessment comprising 100 hours of notional student effort for 10 credits.  Integer multiples of the standard module are permitted but fractions are not.  

Defining & Creating Student Module Diets

Purpose of Document: The aim of the Student Module Diet process is to create the compulsory modules for a set of students.  Compulsory modules are automatically generated as Student Module Taking (SMO) records.  The modules are “prescribed” on the basis of certain characteristics of the student, e.g. programme, route and start date.  If necessary, a student’s “diet”, or set of modules, can be edited separately.  The module diet process involves two main stages:

  1. Define module diets - module diets are defined in the DMD (Define Module Diet) screen

  2. Generate module diets - the GSD (Generate Student module Diets) screen is a process screen which generates Student Module Taking (SMO) for groups of students based on defined module diets.  Diets are generated through SPR and are defined by programme and year.

Module Grading - HESA

The module grades are defined in the Mark Scheme table which is used at two levels. One that controls which marks and grades that can be given to a piece of assessment (Assessment Mark Scheme) and one which controls how a Module Result is calculated and the outcomes that are possible (Module Mark Scheme). This means that there is at least two Mark Schemes associated with each module.

 The other major difference between the Assessment Mark Scheme and the Module Mark Scheme is that the assessment scheme sends signals and the module scheme receives signals during the calculate process. This allows an event at Assessment level to have an impact on the calculated Module Result in a controlled way e.g. an EX (extenuating circumstances grading can result in a student and module being held in re-assessment at attempt 1.

 Overleaf is a list of grades, their definitions and the outcome of attributing individual grades.

Pre and Post Board Mod Processing

Prizes and APELS 

Quick Reference - Transfers

Research Management

Purpose of Document: To inform staff of the processes and procedures associated with the management of research students on SITS.

Intended Audience for this Document

 This document is intended for:

  • School Staff

  • Aston Business School

  • Engineering & Applied Science

  • Language & Social Sciences

  • Life and Health Sciences

  • Registry Staff

Revised Withdrawals, Transfers, MoA-Block Changes

 Purpose of Document:This document provides detailed instructions for carrying out the following processes on MAP for Staff.

Transferring students to another degree programme

Withdrawing students from the University

Changing a student’s Mode of Attendance

Changing a student’s Block (Year of Study)

Changing a Route of study

This automated process enables the appropriate fields in SITS to be updated accurately and consistently on the main student registration screens: (SCE, SCJ and SPR).  The user also has the opportunity to review and confirm the module data in the SMO and SMR records.

Standard Letters

Purpose of Document:To provide documentation that details how to create standard letters and labels in SITS.   The Standard Reports and Letters (SRL) screen is where either a letter, report, email, report or label can be defined. The top part of the screen is used to control the letter, while the bottom half of the screen defines the contents of the letter using text and “fields” or “variables” from related entities/tables and from the standard letter parameters table.

The letters/reports/emails must be generated and printed within the context to which they are relevant e.g. offer letters (CAP) are generated from within the Decision Stage screens, course enrolment letters (SCE) are generated from within the Student Course Enrolment record.

This SRL functionaility in SITS provides the user with the facility to create letters, emails, reports etc. using the data from SITS and does include options to include conditional text, print styles etc.

 Intended Audience for this Document: This document is intended for: All SITS Users.

Student Personal Details (SPD)

Purpose of Document: The Student Personal Details (SPD) screen allows the user to record additional information about a student. The types of data held are defined in the Personal Detail Type table (PDT).  The data contained in this table may be password protected to allow limited access to selected users. Passwords can be applied to SPD records of a certain detail type, at an individual SPD level, or both. SPD can be accessed via the Other menu bar on the STU record, and is also a top level screen.

UG Progression Main Document

Purpose of Document: Student progression is determined by the Examination Boards. After the examination board it is important to record the decisions accurately and as quickly as possible. Student’s progression results are sent by the Registry to Local Education Authorities (LEA’s)/ Department for Education and Science (DfES)/ Scottish Awards Agency (SAAS) on an academic summary report AS1. When a student has not satisfactorily proceeded an AS2 form is returned indicating the reason for non-progression. LEA’s/DfES/SAAS assess the level of tuition fee and student loan support a student has based on the students financial situation and satisfactory academic progress. It is vital that LEA’s/DfES/SAAS are informed of any change to a student’s academic progression in an accurate and timely manner.

All categories of undergraduate students are to be processed on SITS through a web interface screen. 
The Aston Progression icon will need to be installed onto desktops before staff are able to
access the software.

Intended Audience for this Document

This document is intended for:

School Staff:Aston Business School

Engineering & Applied Science

Languages & Social Sciences

Life and Health Sciences

Combined Honours

Up to Speed

Useful Tips and Shortcuts

 Purpose of Document:This training session will cover the following topics  

  • Retrieving records

           - Use of conditions to restrict retrieva

           - Use of gold star

           - Typing search strings in a field

-  Retrieval Templates

  •  Manipulation

            - Goto

            - Quick Analysis

            - Mathematical analysis

            - Cross reference analysis

  - Quick Analysis Templates

  • Sorting records
  • Dropping records
  • Accessing postcodes from addresses
  • Drilling
  • Exporting
  • Useful screens and tables

Intended Audience for this Document: This document is intended for: All SITS users at Aston University.

 

 

Employable Graduates; Exploitable Research