Choice: Communicate Subjects granted to students by email

Modified on Thu, 14 Aug at 12:45 AM

TABLE OF CONTENTS

Preamble
Email history
Troubleshooting

Preamble

Schools that use Choice to manage student subject selection choices for the following academic year will at some stage wish to communicate subjects granted to students. This may be done in two ways:

1) by email communication

2) by displaying a screen to students when they log on to my.edval.education

This document explains how to communicate subjects granted by the first option, by email.

Refer also to: Choice: Display My Subjects to students

If subjects have already been collected and students enrolled without using Choice, please contact our Timetable Specialists for assistance with using this feature through 'Get Help!'.

Scenario: School is preparing a timetable file for the following academic year. They have collected the students' choices, generated lines, created classes, and now wish to email students to inform them of which subjects they were granted for the following year.

Step 1: Collect student choices via Choice

Choice forms are set up in .etz file and synced to the web.
Students log in and submit their selections.
Choice form is closed.
Choices are downloaded into the .etz file.

Step 2: Generate lines & Create classes

Lines are generated.
Classes are created. At this point the Students > Student data page will be populated with the students' classes.

Students will not see class identifiers; only the course code and name of the subject.
Students will not see any teachers associated with the subjects.
Students will only see subjects that relate to the online web forms previously synced; they will not see any other subjects they may be in if the subject was not part of the web form.
1. Changing the course code after creating classes to something that does not match to what was synced in elective data will mean the subjects will not appear in the email to students.
Users can make changes to class lists, and provided the timetabler repeats the sync process, students can be emailed the new information.
Classes should not be moved into another year level after they have been created as they must remain in the same year level as they were set up in Lines > Elective data.

Step 3: Sync class list data

In E10, go to File > Synchronise > Configure.
Select 'Edval web server' from the Sync tab.
In the Connection tab, enter your WebCode for the academic year of the .etz file.
Select OK.
Go to the Sync now tab.
1. Tick 'Student data', 'Classes' and 'Class-list data'.
2. Enter a 'from' and 'to' date range for the following academic year. The date range is really only applicable to timetable data, which is not being sent at this stage, so any date range in the next academic year can be entered.
Click on Sync.

Step 4: Create a document template

Log onto my.edval.education with your admin WebCode for the academic year of the .etz file.
Go to Choice > Document templates.
Create a template to use to inform students of the subjects they were granted.
Refer to Choice: Document templates.
Ensure the Merge field 'The subjects granted to students' is used in the template.

Step 5: Email students

Log onto my.edval.education with your admin WebCode for the academic year of the .etz file.
Go to Choice > Forms.
Select Communicate for the desired form you wish to communicate to students about.
Select all students or just those you wish to email.
Select the Print/Email button from the Actions panel on the right.
Enter the details:
1. Template: Select the template
2. Select 'Send Emails'
3. Reply to: enter the reply to email address that students can reply to. If left blank, reply emails will be sent to an unmonitored address.
  The Email me sample button will display a pop up sample of the email.
Send

PDFs of subjects granted may also be generated.

Sample email received:

Email history

A log of emails sent is recorded in the Admin > Email history screen.
Refer to: Choice: Email History

Email addresses must be included in the .etz file before students can be emailed their subjects granted.

Troubleshooting

Q: No classes are showing on students' emails. Why?

A: If course codes have been altered in the Class data screen, and no longer match the course codes showing in the Lines > Elective data > Courses screen, they will not show. Course codes in Class data must be the same as the course codes in Elective data.

Q: When communicating with student why am I seeing subject granted screen for the students blank?

A: If the classes are not part of the elective data they will not appear in the subject granted because subject granted screen is completely relying on the elective data screen.

Q: No emails are being sent. Why?

A: Check that student's email addresses are included in the .etz file. If not, add the email addresses into the .etz file and follow the sync steps again.