Class Redistribution Guide, NSTP Redistribution Mode

Class Redistribution Guide, NSTP Redistribution Mode CRS Team [email protected] August 16, 2013

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Introduction

During the First Semester, AY 2013-2014, UP Diliman registration procedures changed for the implementation of the NSTP Law IRR1 . According to the agreed-upon flowchart of processes2 , students need to be transferred from the NSTP generic classes to the actual NSTP program component classes after the completion of the 25-hour common module. These transfers can be done by forcing the affected students to undergo Change of Matriculation procedures; however, the procedure is reserved for students who wish to take an NSTP program component different from those offered by the unit where he/she initally enlisted his/her original NSTP common module and NSTP generic pair. The Class Redistribution module enables units to do the transfers without forcing students to undergo Change of Matriculation procedures, as well as print forms to complement the originally-printed Form 5 that was rendered outdated by the change(s).

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Glossary

Before proceeding, we must define the following terms. • Class Redistribution. Colloquially known as “redistribution” or “redist”, the act of transferring students from one class to another without making students undergo Change of Matriculation procedures. It is also the name of the module that should be used to do the operation. • Redistribution group. Two or more classes that are grouped together such that students in each class belonging in the same group can be redistributed with each other. Each group has its own reference number and corresponding set of forms. Redistribution groups are subject to several restrictions, discussed in Section 3.2; necessary procedures on how to make and manipulate them are likewise explained in Section 3.3. • Form 26A-1. Also known as the Class Redistribution Form, a form that complements the now-outdated Form 5. This is required to be generated for paid students, and should be submitted to its intended recepients (more on Section 3.3.3). • NSTP Classes. Class offerings under the National Service Training Program. To implement the NSTP Law IRR, it was deemed necessary to define several types. – NSTP Common Module. The 25-hour common module. 0 units. 1 NSTP Law: http://www.chanrobles.com/republicactno9163.html#.UgrSBx8vDVM. kampo-uno.com/index.php?option=com_content&view=article&id=43&Itemid=11. 2 The flowchart may be downloaded at https://crs.upd.edu.ph/downloads.

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IRR: http://www.

Class Redistribution Guide, NSTP Redistribution Mode

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– NSTP. Also referred to as NSTP Generic, a placeholder class for NSTP enlistments. Can be 3 or 6 units, depending on the unit. Note that in this document, the terms NSTP and NSTP Generic are used interchangeably. – NSTP Program Component. The program components referred to in the NSTP Law, namely, CWTS, LTS, and ROTC. Actual units depend on the offering unit. Note that NSTP Common Module and NSTP classes are forcibly linked; that is, they cannot, and should not, be offered separately. NSTP program components, on the other hand, are solo classes. During the pre-enlistment and registration periods, students enlist in these forcibly-linked classes, and after the 25-hour common module ends, they are then redistributed from the NSTP generic class to their corresponding program component. More details are provided on sections 3.1 and 3.3.

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Procedures

The general Class Redistribution process is depicted on Figure 1. Each procedure is described in their own subsections.

Figure 1: Class Redistribution Flowchart

3.1

Modes

This module has two modes, each activated at predefined times. For restrictions on what and what cannot be redistributed, please see Section 3.2. • Normal Redistribution Mode. Activated during the registration period, this enables classes to be redistributed to each other. However, redistribution between NSTP Generic classes and their corresponding NSTP components are not allowed on this mode. • NSTP Redistribution Mode. Activated after the 25-hour NSTP Common Module has been completed, this enables redistributions between NSTP Generic classes and their corresponding NSTP components. However, non-NSTP classes are not allowed to be redistributed on this mode.

CRS Team

August 16, 2013


3.2

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Restrictions

When creating redistribution groups and redistributing students, it is important to note of the following restrictions; otherwise, you may be frustrated why you cannot create the group and redistribute students. This guide only deals with restrictions when the NSTP Redistribution Mode is active; other document(s) will be supplied for the Normal Redistribution Mode. • Redistributing classes that are part of other redistribution groups are not allowed. If class A and B are already part of redistribution R1 and it is desired to redistribute class C to class B, then instead of creating a separate redistribution entry class C can just be added into R1. This restriction is effective starting AY 2012-2013. • Redistributing classes with different units are not allowed. Thus, redistributing Chem 300 THXY, 6u with Chem 300 WFXY, 3u is not allowed. This restriction is effective starting AY 2013-2014. • Only NSTP Generic and NSTP Component classes are allowed to be redistributed in NSTP Redistribution Mode. Non-NSTP classes are not allowed to be redistributed, as well as redistributions between NSTP Common Module classes. This restriction is effective starting AY 2013-2014. • Under NSTP Redistribution Mode, there should be at least one NSTP Generic and at least one NSTP Program Component class in the group. Redistributions between NSTP generic classes only or NSTP program components only are not allowed under this mode. This restriction is effective starting AY 2012-2013.

3.3

Operations

Clicking on the Class Redistribution tab in the CRS site brings up a screen similar to Figure 2. The following sections describe how to add and modify existing redistributions, transfer students from one class to another, and print the necessary forms.

Figure 2: Class Redistribution sample homepage, dmmm account, NSTP Redistribution mode.

CRS Team

August 16, 2013


3.3.1

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Creating and Modifying Redistributions

Creating new redistribution groups. To create new redistribution groups, click on the Add a new entry link. A screen similar to Figure 3 will show up.

Figure 3: Adding redistribution groups, NSTP Redistribution Mode, dmmm account. To create a redistribution group: 1. Select a class from the dropdown. 2. Click Add . The added class will be added in the Classes to Redistribute table, and will disappear from the dropdown. The remaining classes will be filtered according to the number of units of the added class. 3. Select other classes as desired. Note that at least two classes are needed to create a redistribution group. 4. You may also remove already-selected classes using the Remove button. The removed class will be returned to the dropdown. 5. Indicate the reason for this redistribution, if any. 6. Click Redistribute Classes to save the group. If successful, the newly-created redistribution group will have its own reference number. If not, the appropriate error message will be shown. For NSTP Redistribution Mode, you can only redistribute NSTP generic and NSTP program components, and at least one NSTP generic and at least one NSTP program component must be present. Thus, you cannot redistribute only NSTP X and NSTP Y classes under this mode; a program component (CWTS, LTS, ROTC) must be present. Conversely, you cannot redistribute only CWTS A and CWTS B classes; an NSTP generic class must be present in order for the redistribution group to be valid. CRS Team

August 16, 2013


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Modifying redistribution groups. Sometimes, it is desired to edit an existing redistribution group, mainly to add new classes to the group or removing already-redistributed subjects. To do that, click the Add/Remove Classes link. A screen similar to Figure 4 will be displayed.

Figure 4: Editing existing redistribution groups, NSTP Redistribution Mode, dmmm account. We add CWTS 1 -Engg MMME THQ-1 to this redistribution; CWTS 1 -Engg MMME THA will be removed on save. To modify the redistribution group: 1. To add a new class, select it from the dropdown and click Add . The added class will be added in the Classes to Redistribute table, and will disappear from the dropdown. The remaining classes will be filtered according to the number of units of the added class. 2. Select other classes as desired. Note that at least two classes are needed to create a redistribution group. 3. You may also remove already-selected classes using the Remove button. The removed class will be returned to the dropdown if it was added from the dropdown; otherwise it will be removed on save, and can be undone by clicking the Undo button. 4. Indicate the reason for this redistribution, if any. 5. Click Modify Redistribution to save changes. Adding and removing classes are the same as in creating new redistribution groups. However, removing classes only apply to classes without already-redistributed students; that is, a class must not have students from it transferred to other classes or students transferred into it from other classes in order for it to be removed. If this conditioned is not satisfied, Cannot remove appears in the Action column.

CRS Team

August 16, 2013


3.3.2

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Redistributing Students

After creating the redistribution group, we can now transfer students. Clicking on the Redistribute link brings up a screen similar to Figure 5.

Figure 5: Sample screen of redistributing students between CWTS 1 -Engg MMME THA and NSTP MXY-3. The highlighted students will be transferred to the CWTS class when the Transfer button is clicked, provided the new class schedule does not conflict with the students’ other classes. To redistribute students from one class to another: 1. Check the box(es) of the student(s) you wish to redistribute to a class. The corresponding row will be highlighted. 2. Select the destination class in the Transfer to: dropdown. CRS Team

August 16, 2013


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3. Click Transfer to perform the redistribution. 4. Repeat for other classes. 5. To lock the redistribution group, click Lock Redistribution . If the redistribution is successful, the student(s) will no longer be in the old class list (the class where they came from) and will appear instead in the new class list (the class where they were transferred to). Approprate error messages will be displayed in case there are students that cannot be redistributed. Note that you can only transfer students one class at a time. Also, as indicated in the flowchart (Figure 1), a redistribution group must not be locked for students to be redistributed. 3.3.3

Printing of Forms

After creating the redistribution groups and transferring students, forms must be printed. There are three forms that can be downloaded from this module, all in PDF format. As detailed in Figure 1, the redistribution group must be locked to generate these forms. • Transferred Students’ Contact List. List of students who were redistributed and their contact information (email and mobile numbers). • Class Redistribution Form 26A-1. The form used to complement the now-outdated Form 5 of the redistributed students. This is only generated for paid students. • Masterlist. The master list of classes with redistributed students. Can be viewed as an abbreviated version of the Form 26A-1. Some important notes: • Students must be informed every time they are redistributed from one class to another. This is to avoid surprising students, especially if the original class they were in was dissolved or if the new class has a different venue and/or schedule from the original one. You can use the Transferred Students’ Contact List form for this purpose. • The Form 26A-1 of each student must be submitted to the proper recepients. As aformentioned, it is used to complement the now-outdated Form 5 of paid students, and thus goes into the Form 10, colloquially known as the student jacket. It must be signed to the student, and copies be passed to the OUR and the College Secretary of the unit responsible for the redistribution. A copy is also provided for the student, and the instructor copy must be given to the instructor of the class the student was transferred to (i.e., the new class of the student), as to avoid suprising the professor of the new class. • Generating the masterlist is optional. However, it does not mean it should not be generated; it can serve as another proof that the redistributed students were informed of the redistribution since they can sign this form. Like the Transferred Students’ Contact List, this form can be generated for all students whether they are already paid or not. 3.3.4

Deleting Redistribution Groups

Deleting existing redistribution groups are also possible, provided that there are no students in each class that have been redistributed to other classes in the group. The Delete link will only appear for applicable redistribution groups. If it is really desired to delete the redistribution group containing classes having alreadytransferred students: CRS Team

August 16, 2013


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1. Return first the transferred students to their original classes (thereby canceling their redistributions). 2. Delete the redistribution group. Not doing the above will prevent the deletion of the redistribution group. 3.3.5

Side-effects

Since redistributing students affect the actual class lists of the involved classes, it may have some side-effects on student records, some of which are enumerated below. 1. Dropping. This is especially applicable when the NSTP Redistribution Mode is active, since students may have already dropped (or tried to drop, has ongoing transactions of) their NSTP Common Module and NSTP generic pairs. For dropping transactions: • Any dropping applications canceled by the student for the source class would be permanently deleted. • Students with paid dropping applications cannot be redistributed, and their paid dropping transactions are retained. • For ongoing transactions, the original class being dropped is replaced by the class where the student was redistributed, and their status before the redistribution will be retained. As a concrete example, consider student A enlisted in Class X. The department offering the class decides to redistribute him to Class Y. The drop history of the student are as follows: • Canceled drop for Class X on June 23, 2013, 10:00 am. • Canceled drop for Class X on June 24, 2013, 10:00 am. • Instructor consent withheld for Class X on July 1, 2013, 8:00 am. • Dropping application for payment for Class X on July 3, 2013, 2:00 pm. After the redistribution, what is left of the student history would be: • Instructor consent withheld for Class Y on July 1, 2013, 8:00 am. • Dropping application for payment for Class Y on July 3, 2013, 2:00 pm. The student will now be, and is now dropping, Class Y. If he then pays his Form 26, he would have successfully dropped from Class Y, not Class X. 2. Unpaid students. Unpaid students cannot be redistributed under NSTP Redistribution Mode. This applies whether if the class is enlisted through batch runs, teacher’s prerogative, or Change of Matriculation procedures. They can only be redistributed after payment of their pending transactions.

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Other concerns

For questions, clarifications, or module access, please email us at [email protected]. ph.

CRS Team

August 16, 2013