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Adjust the allocation of student sets to activities

You can choose a different activity to allocate a particular student set to. For example, if two activities were created from an activity template, you can switch a student set's allocation from one activity to the other. You can also unallocate student sets from an activity, or allocate student sets that are currently unallocated.

About this task: When you adjust the allocation of a student set, you are changing the allocation of its students as a group. After your change, students remain in the same student set and remain allocated to the same activities as each other. However, due to the manual adjustment, each distinct student might no longer be allocated to a set of activities that best satisfy your allocation preferences. To adjust the allocation of students individually, see Reallocate students.

Remember: Allocating a student set to activities places a scheduling constraint on those activities; they must remain clash-free in the timetable. Also, making the allocation also specifies a group of activities that will influence each other's scheduling. For example, in Enterprise Timetabler, you might set your scheduling preferences to specify that the activities that a student set is allocated to must be spread evenly across the week.

To adjust allocation, follow these steps:

  1. Open an activity template list.
    • To open a list of all activity templates, click Activity Templates in the View menu.
    • To open a list of activity templates that is filtered by department, click the Department box in the toolbar above the Enterprise Course Planner dashboard, select a department, then in the Templates section of the dashboard, click Show (beside the Total value).
  2. Select the activity template whose activities you want to work with, then click Template Allocator in the toolbar. The Activity Template Allocator window opens, and it contains the following elements:
    • A table. The rows (see 1, below) represent the student sets that are associated with the module that the activity template belongs to. The numbered columns (2) represent activities that have been created from the template. With each row, a tick (3) indicates which activity the student set is allocated to.
      • Note: If activities have been scheduled, blank cells in a row (4) indicate activities that the student set cannot be allocated to. Allocation is prevented because allowing it would cause a scheduling problem, such as an activity clash in the student set's timetable, or a violation of a time-based constraint (for example, a constraint that ensures that students get a lunch break).
      • Tip: If Enterprise Timetabler is running, and you have the appropriate permissions, you can open a student set's timetable in Enterprise Timetabler. Right-click on the student set's name in the Name column, then click Show Timetable.
    • Each student set's Real Size (5) and Total Size (6).
    • In the Allocated column (7), an indication of whether the student set is allocated to an activity created from this template.
    • A row (8) below the table, which contains cells that each correspond to a column of the table. Each cell displays the Total Size of the activity first, which will match the template's Planned Size unless the activity's Planned Size was adjusted after the activity was created. Then, after a "/", the cell displays the Real Size, which is the sum of the Total Size of the student sets that are allocated to the activity.
    • The Show Jointly Taught Student Sets button in the toolbar. It is possible that some of the activities displayed in the Activity Template Allocator window will be jointly-taught with activities that were generated from a different template that belongs to a different module. If that is the case, you can choose whether the student sets that are allocated by virtue of the related jointly-taught parent activities are displayed. If you do this, you can discover the collective total size of the student sets that will be taught together.

    Figure 26: Activity Template Allocator window

  3. Depending on your task, do one of the following actions:
    • Switch a student set's allocation to another activity. In the student set's row, select the box in the column that corresponds to the activity that you want to switch the student set to. Selecting a box automatically clears other boxes in that row.
    • Unallocate a particular student set from an activity. In that student set's row, clear the currently selected box. To indicate that the student set is not allocated to an activity, Enterprise Course Planner clears the Allocated box at the end of the row, and displays the student set name in bold text. Tip: To later identify all unallocated student sets, sort the table on the Allocated column.
    • Unallocate multiple student sets from their activities. Select the student sets that you want to unallocate; to select multiple student sets, press and hold Ctrl, then click the relevant rows of the table, or press Ctrl+A to select all rows. Then, click Unallocate (see 9, above).
    • Manually allocate a currently unallocated student set to an activity. To do this, select that activity's box in the student set's row.
    • Automatically allocate student sets to activities. Enterprise Course Planner allocates all student sets that are listed in the Activity Template Allocator window, and are not currently allocated to an activity in that window.
    • Copy a pattern of allocation from one activity template to another.