E10 - Elective data > Courses FAQ: Cancel an elective subject

Modified on Thu, 14 Aug at 1:01 AM

TABLE OF CONTENTS

Preamble
Cancel Courses
Student preferences
Hide requests for cancelled courses

Preamble

During the subject selection process, courses are offered to students, but it may be that not all courses are able to be run. This could be due to staff changes, lack of student interest etc. Edval advises that best practice in this situation is to not delete the courses completely, as then all student preferences will be lost, but simply tell Edval that no classes of the course will run. This way, all preference data is retained, and should the situation change and the course can actually run, all data has been retained.

Cancel Courses

Go to Lines > Elective data F10 > Courses
Find the course that will not run. In the #C field, enter 0 (zero)
Note that the S/C field still shows the number students who selected the course as a main preference. This can be turned off and is explained in the 'Hide requests for cancelled courses' section.

Student preferences

Go to Lines > Elective data F10 > Students
Cancelled courses will still display, and will be highlighted in a cyan colour.
Note that the cancelled courses can be hidden from the Student table and student preferences 'moved up' a level. For example, in the image below, LAWRIE, Jim has chosen 11ART as a main preference, but his Pref 8 (his first reserve preference) of 11CHE will need to be used in order to give him a complete course.
This is explained in the 'Hide requests for cancelled courses' section.

Hide requests for cancelled courses

Cancelled courses can be hidden from view. It is likely that the user may toggle back and forth between these views depending on what data the user wishes to look at at any particular time. It is used to view updated courses preference numbers and student preferences.

Go to Lines > Elective data F10 > Courses
Go to the View menu, and select 'Hide requests for cancelled courses'

Results:

In the Courses table:
1. the S/C (students-per-class) for the cancelled course now displays as zero.
  Note that the preference data for this course has not been lost, it has simply been hidden.
2. the S/C (students-per-class) numbers for other courses readjust to pick up the next preferences of the students who had chosen the cancelled course.
  In the example above, the S/C for 11CHE has updated from 11 to 12, picking up LAWRIE, Jim's 11CHE first reserve pref.
In the Students table:
1. The cancelled courses are hidden from view.
2. All affected students' preferences have moved to the left to fill the gap left by the cancelled course
3. The Reserves have moved into the Main preference area and are now being considered as Main preferences.
  If there is one cancelled course for a student, then the first Reserve pref is considered as a Main preference.
  If there are two cancelled courses for a student, then the second Reserve is also considered as a main preference etc.

TIP: Remember to untick this option when the line generation process is complete.