Student Self Allocation allows students to select subjects and classes through the Student Portal, based on the Units of Study structure configured for their enrolment.
This feature is designed for academic courses where students need to be allocated to subjects and classes within a defined study structure.
Depending on the setup, students can:
-
Select both subjects and classes
-
Change their selections during the allowed allocation period, before the selection is confirmed by the college
Student selections are not final until they are confirmed by an administrator in eBECAS/EDMISS.
Student Self Allocation requires a Units of Study structure. Courses that do not use Units of Study are managed through the standard enrolment and class allocation process, without Student Self Allocation.
Understanding Units of Study
Student Self Allocation is based on the Units of Study structure. In eBECAS/EDMISS, Units of Study are used to structure an academic course into Units, such as semesters, terms, blocks, or study periods.
Each Unit represents a defined part of the course.
Subjects can be linked to specific Units when the course requires predefined subjects for each study period. Alternatively, subjects can remain available for selection without being predefined for a specific Unit.
When Student Self Allocation is used, this structure helps determine which subjects and classes can be made available for students to select through the Student Portal.
For detailed information about Units, Course Intakes, and managing Units of Study at the Course level, refer to Units of Study.
How Student Self Allocation Works
Student Self Allocation follows this general process:
-
Administrators configure the Faculty settings for Units of Study and Self Allocation.
-
Students with Units of Study enrolments under that Faculty can complete Self Allocation from the Student Portal during the allowed allocation period.
-
Depending on the setup, students select subjects and/or classes.
-
After a student submits a selection, administrators review the request from Confirm Student Selections in eBECAS/EDMISS.
-
When the selection is confirmed, the student is assigned to the selected class.
If Canvas integration is used, Canvas enrolment is processed after the administrator confirms the student’s selection and the student becomes Class Assigned.
Requirements for Student Self Allocation
Student Self Allocation can be used when the required academic structure, portal access, and class setup are in place.
The following conditions are required:
-
The Faculty must be an Academic type Faculty with the Units of Study option enabled.
-
The Course must have Units of Study configured and the required subjects available.
-
Student Portal access must be available for students who need to complete Self Allocation.
-
The Faculty must have the required Self Allocation settings configured, including subject and/or class allocation windows.
-
The student must have an enrolment that uses Units of Study under the relevant Academic Faculty.
-
Classes must be set up for the subjects available to the student.
-
For on-campus classes, the class must be at the same Location as the student’s enrolment.
-
Class schedules must be configured with a Class Room so students can review class times and identify timetable conflicts.
-
Room Capacity must be configured for each class so the Student Portal can show only classes with available places.
-
If the class is Online, no Class Schedule, Class Room, or Room Capacity is required, and the class Location can be different from the student’s enrolment Location.
Step 1: Configure Faculty Settings for Student Self Allocation
Student Self Allocation starts from the Faculty setup. The Faculty must be an Academic type Faculty, and Units of Study must be enabled before Student Self Allocation can be used.
Faculty settings control whether courses under the Faculty use Units of Study and Self Allocation. They also define when students can select or change subjects and classes through the Student Portal.
For detailed setup instructions, refer to Step 1: Configure Faculty Settings for Student Self Allocation
Step 2: Prepare Units of Study and Course Settings
After the Faculty settings are configured, the Course settings define the Units of Study structure used for Student Self Allocation.
Units of Study are managed at the Course level. This step determines which Units are used for the course and whether subjects are assigned to specific Units or made available for students to select through the Student Portal.
Course Intakes can also be reviewed or prepared in this step when predefined start dates and course durations are required.
For detailed setup instructions, refer to Step 2: Prepare Units of Study and Course Settings for Student Self Allocation
Step 3: Create the Enrolment and Manage Subject Slots
When the enrolment is created for a course that uses Units of Study, the relevant Units of Study structure is applied to the student’s enrolment. If a Course Intake is used, it can help determine the course dates and Unit dates for the enrolment.
From the Enrolment UoS tab, administrators can review the student’s Units, manage Subject Slots, and assign or clear subjects where required.
For detailed instructions, refer to Step 3: Create the Enrolment and Manage Subject Slots.
Step 4: Student completes selection in the Student Portal
Students complete their available allocation tasks from the Class Selection menu in the Student Portal. Depending on the setup, students may select subjects and/or classes during the allowed allocation period.
After the student submits a class selection, the selection must be reviewed and confirmed by an administrator in eBECAS/EDMISS.
For detailed information, refer to Step 4: Student completes selection in the Student Portal
Step 5: Confirm Student Selections
After a student submits a class selection, the selection is sent to the Confirm Student Selections menu for administrator review. The submitted selection is not final until it is confirmed by an administrator in eBECAS/EDMISS.
When the selection is confirmed, the student is assigned to the selected class and the Result Status changes to Class Assigned. If the selection needs to be cancelled, administrators can delete the submitted selection and allow the student to submit another selection where required.
Related Student Portal activity can also be reviewed from the Student Portal Activity Log menu, where administrators can check the student’s submitted activity and mark the activity as actioned where required.
For detailed instructions, refer to Step 5: Confirm Student Selections
Step 6: Track and Manage Allocation Progress
Administrators can use Units of Study Results, Confirm Student Selections, and the Student Portal Activity Log to monitor Student Self Allocation progress. These tools help identify students who still need to complete selections, selections waiting for confirmation, and students who have already been assigned to classes.
For detailed instructions, refer to Step 6: Track and Manage Allocation Progress.