Choice: Communicate Subjects granted to students by email

Modified on Thu, 23 Apr at 7:18 AM

TABLE OF CONTENTS

Preamble
Requirements before emailing subjects granted
What students will see
Steps
Example of email received
Email history

Preamble

Schools can communicate subjects granted to students in two ways:

by email communication
by displaying a screen to students when they log on to my.edval.education

This document explains the process using option 1: by email, and is intended for schools using Choice for subject selections.

NOTE
For option 2, refer to Choice: Display My Subjects to students

If your school did not use Choice for subject selections, please contact our Timetable Specialists for assistance with using this feature through 'Get Help!'.

Requirements before emailing subjects granted

Student subject choices have been collected
Lines have been generated
Lines have been approved by school leadership
Classes have been created

Only after these steps are complete can the school email students their subject allocations for the following year.

IMPORTANT
Email addresses must be included in the .etz file before students can be emailed their subjects granted.
If needed, refer to: Importing Student data from a spreadsheet.

TIP
Delay communication as much as possible. Ideally, after a draft timetable for the next academic year is prepared, as staffing or timetable construction issues may require returning to line generation which will change subject allocations.

What students will see

Subject name and Course code only (no class identifiers)
No teachers associated with the subjects
Only subjects included in the sycned online Choice forms
No subjects outside of the Choice form, e.g. core subjects that are not included in the subject selections

WARNING 
Classes will not appear in the Subjects Granted email if: The Course code was changed after creating classes and no longer matches what was synced in Elective Data. 
Ensure the Course code (without the Class Identifiers) matches Elective data. See screenshot below.
Do not add class identifiers to Elective data as they are added during the class creation.
Classes were moved to a different year level after classes are created. 
Ensure classes remain in the same year level as they were set up in Elective data.
Class list changes were made and the etz was not re-synced. 
Sync the etz again before sending the email.

TIP
Tick Split class code in Class data >View to easily see if Course codes (no Class IDs) match Elective data > Courses.

Steps

Step 1: Collect student preferences 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 and approved.
Classes are created. At this point Students > Student data will be populated with the students' classes.

Step 3: Sync class list data

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 for the following academic year. The date range is 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.
3. 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:

a. Template: Select the template

b. Select 'Send Emails'

c. Reply to: enter an email address students can reply to. If left blank, replies will be sent to an unmonitored address

d. Select Email me sample to see how the email looks.

e. Click Send.

NOTE
Click Print PDF instead if you prefer to generate PDFs of subjects granted.

Example of email received

Email history

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