Callista Attend – Frequently Asked Questions by alendar

VIEWS: 13 PAGES: 8

More Info
									                                                        Callista Attend – Frequently Asked Questions

     o The following are some of the most common questions encountered when using Callista Attend. Please read the solutions carefully.
     o If you need further assistance, please use the contact information at the end of this document.
     o This information has been compiled by the Callista Helpdesk /Student Management Systems Group. We welcome comments and suggestions
       on how to improve this documentation. Please contact us on the details at the end of this document.

ID        Category                                      Question                                                            Solution
 1      General             What is Callista Attend? What is Celcat?                         •      Callista Attend is a module of Callista, the University’s student
                                                                                                    management system.
                                                                                             •      Callista Attend has been integrated with Celcat, the University’s
                                                                                                    timetabling software, administered by the Office of Facilities
                                                                                                    Management.
                                                                                             •      Combined with MyInfo, the online student enrolment system,
                                                                                                    Callista Attend provides students and administrators with a
                                                                                                    centralised activity selection and management system.
 2      General             Why is Callista Attend being rolled out?                         •      Callista Attend is a centralised system for selecting and managing
                                                                                                    activity enrolments. Students can choose and manage their
                                                                                                    activity enrolments for all their timetabled activities in the same
                                                                                                    place as their unit enrolments (MyInfo).
                                                                                             •      In the past, some good systems have been developed for Unit Co-
                                                                                                    ordinators to manage their activity enrolments, but these have not
                                                                                                    been universally available across campuses and for multiple units.
 3      General             Am I required to use the Callista Attend to enrol and manage     •      Callista Attend and the Activity Sign Up system on MyInfo have
                            students in activities?                                                 been mandated by Academic Council as the University’s activity
                                                                                                    enrolment system from Semester 1 2007.
                                                                                             •      Students have been advised that they are required to use the
                                                                                                    system to select and maintain their activity enrolments for
                                                                                                    timetabled internal unit offerings.




CALLISTA ATTEND 2007 – Frequently Asked Questions.doc                                      2/2/07                                                   Page 1 of 8
ID        Category                                      Question                                                             Solution
 4      General             What activity types are available for selection using this        •      All timetabled activity types are available. These include:
                            system?                                                                      o Lectures
                                                                                                         o Tutorials
                                                                                                         o Labs
                                                                                                         o Workshops
                                                                                                         o Seminars
                                                                                              •      Lectures are included to assist students in making practical
                                                                                                     timetable choices. Choosing lectures will not be mandatory, as in
                                                                                                     many cases it is possible to choose alternative methods of getting
                                                                                                     lecture materials (e.g. via iLecture/Lectopia). Students are
                                                                                                     advised that it is their responsibility to complete the required
                                                                                                     learning components in their enrolled unit(s).
 5      Dates &             When will activity enrolments be available for students using     •      Commencing from Semester 1 2007, Activity Enrolment on
        Deadlines           MyInfo?                                                                  MyInfo is available as follows:
                                                                                                         o Part II units - Monday 22nd January 2007
                                                                                                         o Part I units - Monday 12th February 2007
                                                                                              •      Activity availability for other teaching periods depends on a
                                                                                                     combination of the start date of the teaching period and the
                                                                                                     existence of timetabled activities in Celcat.
                                                                                              •      Units run in teaching periods that commence in the second half of
                                                                                                     2007 are not yet available for selection.
 6      Dates &             When does online activity enrolment close for students?           •      Students can add or change activity enrolments until the closing
        Deadlines                                                                                    date for enrolments in the context unit offering.
                                                                                              •      For example, for Semester 1 2007, the closing date for student
                                                                                                     activity enrolments is the last day of Week 2 (2nd February 2007).
                                                                                                     MyInfo Activity Enrolment closes on the same day.
 7      Dates &             When does activity enrolment close for unit coordinators and      •      Using the Callista screens, Unit coordinators can add, change and
        Deadlines           other administrative staff?                                              download reports of unit activity enrolments as long as is
                                                                                                     necessary. Access is not restricted for administrators in the same
                                                                                                     way as it is for students.




CALLISTA ATTEND 2007 – Frequently Asked Questions.doc                                       2/2/07                                                   Page 2 of 8
ID        Category                                      Question                                                               Solution
 8      Configuration       Which activities are available for selection using the Callista     •      A unit must satisfy ALL of the following criteria to be available
                            Attend/MyInfo Activity Enrolment system?                                   for selection using this system:
                                                                                                            o The unit offering must exist on Callista
                                                                                                            o The unit activities must be appropriately recorded in
                                                                                                                Celcat
                                                                                                            o The unit activities must not be reserved in Celcat
                                                                                                            o If a student can enrol in the unit offering, they can (and
                                                                                                                are required to) use the Online Activity Sign Up system
                                                                                                                to choose their activity enrolments.
                                                                                                •      Generally speaking, all internal units offered at MURDOCH,
                                                                                                       ROCKINGHAM and PEEL campuses, with timetabled activities,
                                                                                                       are available.
 9      Configuration       How many places are available in each activity type?                •      The number of places in each activity type has been determined
                                                                                                       as follows:
                                                                                                •      Lectures - Venue Capacity
                                                                                                •      Labs, Workshops, Seminars, etc – Event Capacity as advised to
                                                                                                       the Timetabling Office. Note that this may be equal to or less
                                                                                                       than the venue capacity
                                                                                                •      Tutorials – 15 students.
                                                                                                •      These values can be exceeded by administrators (not by students),
                                                                                                       up to the Real Limit of the Activity, which is the maximum venue
                                                                                                       capacity.
                                                                                                •      More information on this is available in this file:
                                                                                                       http://www.murdoch.edu.au/callista/ENRF4200UserNotes2.pdf
                                                                                                •      If you wish to discuss venue capacities, you will need to contact
                                                                                                       the Timetabling Office.
 10     Configuration       Can students from the same unit at another campus enrol in          •      Normally, no. Students can only enrol in activities that have been
                            activities at this campus?                                                 set up as available for their currently enrolled unit offering
                                                                                                       campus. Cross enrolment of students in activities outside their
                                                                                                       unit offering campus is not possible unless it has been made
                                                                                                       available to alternative campuses in Celcat.
                                                                                                •      If you wish to make activities available to students studying the
                                                                                                       unit at other campuses, you will need to arrange this with the
                                                                                                       Timetabling Office.

CALLISTA ATTEND 2007 – Frequently Asked Questions.doc                                         2/2/07                                                   Page 3 of 8
ID        Category                                      Question                                                               Solution
 11     Configuration       I’m not sure how many activities I will need. Can I book extra     •      You will need to contact the Timetabling Office to book all
                            activities and make them available at a later date?                       activities, including ‘reserved’ activities.
                                                                                               •      If any ‘reserved’ activity bookings are subsequently required, you
                                                                                                      will need to contact the Timetabling Office to make them
                                                                                                      available on MyInfo.
 12     Making              I have added another activity offering. How will students          •      Normally, it may take up to 24 hours for changes to activities
        Timetable           know this?                                                                made in Celcat to be reflected in Callista/MyInfo.
        Changes                                                                                •      As soon as the activity becomes available in Callista, it will be
                                                                                                      available to students in MyInfo.
 13     Making              I have changed the time of an activity offering. How will          •      Students who were enrolled in the changed offering will be
        Timetable           students know this?                                                       identified automatically. These students will receive a general
        Changes                                                                                       email advising them that their activity selections have changed,
                                                                                                      and that they will need to check and, if necessary, change their
                                                                                                      selections.
                                                                                               •      This email is designed to supplement information on changes
                                                                                                      given to students by the Unit coordinator.
 14     Making              I have cancelled an activity offering. How will students know      •      You should UNALLOCATE the students in Callista at the same
        Timetable           this?                                                                     time you cancel the activity offering with Timetabling. The
        Changes                                                                                       student will then be able to select an alternative activity.
                                                                                               •      Students who were enrolled in the cancelled offering will be
                                                                                                      identified automatically. These students will receive a general
                                                                                                      email advising them that their activity selections have changed,
                                                                                                      and that they will need to check and, if necessary, change their
                                                                                                      selections.
                                                                                               •      This email is designed to supplement information on changes
                                                                                                      given to students by the Unit coordinator.
 15     Making              I have changed the room of an activity offering. How will          •      Students who were enrolled in the changed offering will be
        Timetable           students know this?                                                       identified automatically. These students will receive a general
        Changes                                                                                       email advising them that their activity selections have changed,
                                                                                                      and that they will need to check and, if necessary, change their
                                                                                                      selections.
                                                                                               •      This email is designed to supplement information on changes
                                                                                                      given to students by the Unit coordinator.



CALLISTA ATTEND 2007 – Frequently Asked Questions.doc                                        2/2/07                                                    Page 4 of 8
ID        Category                                      Question                                                           Solution
 16     Callista            How do I manage activity enrolments in Callista?                •      For appropriate Callista users, a new menu has been provided
        Access                                                                                     called the “Student Activity Menu”.
                                                                                            •      In this menu are three Callista Screens (sometimes called Forms),
                                                                                                   which enable you to access and manage information about student
                                                                                                   activity enrolments. These are:
                                                                                                        o Activity Student List Inquiry (INQF12G0)*
                                                                                                        o Student Activity Timetable Inquiry (INQF1500)
                                                                                                        o Maintain Student Activity Allocations (ENRF4200)*
                                                                                                   *Help files in PDF format are available for these screens at:
                                                                                                   http://www.murdoch.edu.au/callista/UserInfo.html
 17     Callista            How do I get access to the Callista Attend screens?             •      The Callista Attend screens are accessed through the Student
        Access                                                                                     Activity Menu in Callista. To access these screens, you need to
                                                                                                   be a Callista User with an appropriate user role.
                                                                                            •      Access to these screens is normally granted to Unit Coordinators
                                                                                                   and Unit Contacts who are registered in Callista, and
                                                                                                   administrative staff approved by Divisions.
                                                                                            •      Please contact the Callista Helpdesk if you need further
                                                                                                   information about your access.
        Callista            When log in to Callista I can only see the new screens. How     •      In some cases, creating access to the Callista Attend screens has
        Access              do I get access to my normal Callista menu?                            replaced the standard menu. To reset your preferred default view,
                                                                                                   click on the Select Role Menu button in your Callista session.
                                                                                            •      Select the Role you normally use (usually
                                                                                                   ACADEMIC_USER_REP) from the drop down list and click
                                                                                                   OK.
                                                                                            •      Your normal menu should now be displayed.
        Managing            Who is responsible for checking that classes are correctly      •      Responsibility for managing activities depends on the policy of
        Enrolments          managed?                                                               the School/Division.
                                                                                            •      The Timetabling office should be the first point of contact
                                                                                                   regarding Activity bookings.
                                                                                            •      Technical assistance for students and staff accessing Callista can
                                                                                                   be provided by the IT Service Desk
                                                                                            •      Queries regarding access to Callista and display of information on
                                                                                                   MyInfo should be directed to the Callista Helpdesk.
                                                                                                    Contact details are shown at the end of this document
CALLISTA ATTEND 2007 – Frequently Asked Questions.doc                                     2/2/07                                                  Page 5 of 8
ID        Category                                      Question                                                               Solution
        Managing            How can I get a list of students in a given activity offering?     •      In the Callista Activity Student List Inquiry (INQF12GO) screen,
        Enrolments                                                                                    you can use various parameters to select groups of students within
                                                                                                      a unit or activity, and download them in an Excel-compatible .csv
                                                                                                      format.
                                                                                               •      Help on this screen is available at:
                                                                                                      http://www.murdoch.edu.au/callista/INQF12G0UserNotes.pdf
        Managing            How recent is the data in my Activity List downloads?              •      Information in the screens and downloads reflect the database at
        Enrolments                                                                                    the time you made the query. It is an accurate reflection of
                                                                                                      student activity enrolment choices at that point in time.
        Managing            The Weeks displayed in the Callista screens seem incorrect,        •      Teaching weeks are recorded in Celcat, the Timetabling software.
        Enrolments          why is this?
                                                                                               •      Callista Attend counts and displays elapsed weeks from the start
                                                                                                      of the relevant teaching period. Neither Celcat or Callista Attend
                                                                                                      classifies any week as non-teaching, as there is usually teaching
                                                                                                      activity in all weeks of semester.
                                                                                               •      Please note that for this reason, only the Starting Week of any
                                                                                                      Activity offering is displayed to students in MyInfo.
        Managing            The deadline for students to add activities on MyInfo has          •      Yes. You can use the Callista Attend screen ENRF4200 to add
        Enrolments          passed. Can I still add students to activities?                           activities at any time until the end of the teaching period.
                                                                                                      Students will see the activity selection reflected on the Activities
                                                                                                      Inquiry screen and the Timetable Grid Screen of MyInfo.
        Managing            The deadline for students to change activities on MyInfo has       •      Yes. You can access ENRF4200 to move students between
        Enrolments          passed. Can I still move students between activities?                     activities at any time until the end of the teaching period. Students
                                                                                                      will see the activity change reflected on the Activities Inquiry
                                                                                                      screen and the Timetable Grid Screen of MyInfo.
        Managing            I have several INVALID students in my Unit. Are they taking        •      No. Students whose unit enrolment status is INVALID cannot
        Enrolments          up activity places?                                                       enrol in activities.
                                                                                               •      If a valid student unit attempt is made INVALID by the running
                                                                                                      of a bulk rule check or by adding a conflicting enrolment, the
                                                                                                      student’s activity enrolment is cancelled.
        Managing            What happens if I try to move a student and a clash would          •      If a unit coordinator attempts to change a student’s activity
        Enrolments          result?                                                                   enrolment and a clash would result, the move will be rejected and
                                                                                                      the student will become UNALLOCATED.


CALLISTA ATTEND 2007 – Frequently Asked Questions.doc                                        2/2/07                                                     Page 6 of 8
ID        Category                                      Question                                                                  Solution
        Managing            What happens if I try to move a student and the Real Limit           •      If a unit coordinator attempts to change a student’s activity
        Enrolments          (Venue Capacity) would be exceeded?                                         enrolment and the Real Limit (Venue Capacity) would be
                                                                                                        exceeded, the move will be rejected and the student will become
                                                                                                        UNALLOCATED.
        Managing            I wish to add more students to a tutorial, but this would take       •      The number of students in Tutorials has been set at 15. If the
        Enrolments          the number of students past the limit of 15. Can I have more                venue has capacity above this limit, you can exceed this in
                            than 15 students in a tutorial?                                             ENRF4200. See the document
                                                                                                        http://www.murdoch.edu.au/callista/ENRF4200UserNotes.pdf for
                                                                                                        detailed help on this.
                                                                                                 •      NOTE: Students will still see the activity as FULL once the
                                                                                                        limit of 15 has been reached. The ability to exceed the
                                                                                                        Published tutorial enrolment limit is restricted to users of this
                                                                                                        screen (i.e. Administrators)
                                                                                                 •      Other activities have different enrolment limits
        Managing            A student has contacted me with a problem regarding unit             •      In the Callista Student Activity Timetable Inquiry (INQF1500)
        Enrolments          activity enrolment. How can I see a list of the activities for a            screen, you can see list of all enrolled activities for a particular
                            particular student?                                                         student.
        Managing            Can I make changes to students in units other than those which       •      Yes. It is possible, using the screens provided, to change the
        Enrolments          I co-ordinate?                                                              enrolments of students in other units. You should not modify the
                                                                                                        activity enrolments of students in other units under any
                                                                                                        circumstances.
                                                                                                 •      All changes are logged for audit and tracking purposes.
        Managing            I think someone else has changed my students’ activity               •      If you think this has happened, please contact the Callista
        Enrolments          enrolments. What can I do?                                                  Helpdesk for assistance.




CALLISTA ATTEND 2007 – Frequently Asked Questions.doc                                          2/2/07                                                      Page 7 of 8
ID        Category                                      Question                                                                 Solution
        Student             My students can’t see their activities on MyInfo? What can I         •      Students having technical difficulties accessing the Activity
        Queries             do?                                                                         Enrolment Screen of MyInfo should normally be directed to the
                                                                                                        IT Service Desk.
                                                                                                 •      If the student can see other activities, there may be a problem
                                                                                                        with the set-up of the activity within the timetabling application
                                                                                                        (Celcat). You should contact the Timetabling Office to see that
                                                                                                        the activity has been correctly booked, and is offered.
                                                                                                 •      If the activity has been correctly established in Celcat, you will
                                                                                                        need to contact the Callista Helpdesk to check that the activity has
                                                                                                        been updated in Callista.
                                                                                                 •      Please be aware that transfer of activities from Celcat to Callista
                                                                                                        is run as a batch process (i.e. it is not instantaneous), and changes
                                                                                                        made in Celcat may take up to 24 hours to be displayed in
                                                                                                        MyInfo/Callista.
        Student             A student has discontinued their unit enrolment. Do they have        •      Discontinuing (Withdrawing from) units automatically cancels
        Queries             to withdraw from activities?                                                activity enrolments. The places are now available to other
                                                                                                        students.
If you need further assistance, please use the following contact information:
             Problem Type                            Office/Section                         Phone                                      Email/Web
o Accessing the Callista Login screen
o Students with problems accessing                  IT Service Desk                    9360 2000                      http://www.murdoch.edu.au/itservicedesk/kb/
    MyInfo
o    Adding, reserving, changing or                     Timetabling (Office of        9360 6292 or
                                                                                                                               timetabling@murdoch.edu.au
     cancelling teaching activities                     Commercial Services)           9360 7396
o    Request a Callista account
                                                                                                                     http://www.murdoch.edu.au/callista/index.html
o    Request a new password                              Callista Help Desk            9360 7500
                                                                                                                              CHelpdesk@murdoch.edu.au
o    Assistance with using Callista




CALLISTA ATTEND 2007 – Frequently Asked Questions.doc                                          2/2/07                                                     Page 8 of 8

								
To top