Lists of Students


  1. What are the 'lists of students' good for?

    The lists of students represent an application a teacher can use to create a set of topics/variants for his/her students to sign up for. These lists can bear the names of projects, papers, theses, etc.

    [1] Select the topic you want to edit

    Each list (topic/variant) is created under a so-called package, which has the following specifications:

    • name and note
    • period during which students are allowed to enroll in its topics
    • maximum number of topics in which a student may enroll within one of his/her programmes of studies
    • enrollment pre-requisites for the topics/variants (not usually used)
    • type of information the teacher wants to record with the topics/variants making up the package (e.g. defence date, thesis/ dissertation submission, etc.)

  2. Who is allowed to enroll in a topic/variant?

    It is only the students registered for or enrolled in the course under which the topic/variant has been created that may enroll in it. The students who have not completed their registration yet (those whose registration record is red) may be enrolled in the topic by a teacher of the course.
    For each topic, the teacher can also specify the maximum number of students allowed to enroll in it.

    If the option of 'enrollment in the topic must be approved by its supervisor' has not been enabled for a topic, the application allows every student of the course to enroll in it on the first-come- first-served basis (provided there are still vacancies). Provided you have enabled the option, you should use the path below to specify which students you allow to enroll in the topic.

    Personal Administration → Teacher → Lists of Students .. Enroll and cancel enrollment of students, close a variant

    [1] Application used for enrolling students in topics and allowing/disallowing them to edit these

  3. Is there any way of importing (copying) topics created under an existent package into a new one?

    Yes, there is. To do so, use the application the path to which is as follows:

    Teacher → Lists of Students ... Work with packages and topics/variants → Create and edit topics/variants

    Select the package into which you want to import the topics and then click on 'Import topics from another package'.
    Finally, you should do the following:

    • Select the appropriate term as well as faculty and enter the code of the course that you want to import the topics from. Provided you wish to use a package created for the whole faculty as a source, select All-faculty package (instead of a term), enter its code and click on 'Search'.
    • Select the package whose topics you want to copy into the new one.
    • Click on 'Copy the topic(s)' or 'Copy the topic(s) into the target package, which is not empty' (the latter applies to the situations where the target package already contains some previously created topics).
    • Complete the operation by clicking on 'Yes, I really wish to import the topic(s)'.

    As implied above, you may find the copying operation useful particularly in the situations where you need to create new topics (under a new package) that you want to be identical with the ones created under some other package used in the past.

  4. What is the recommended way of working with the package enabling students to create and edit its topics?

    The packages of this kind are used to facilitate the communication between teachers and their students in that they allow the latter to create and edit topics under them. This option is quite new. That is, untill recently it was only teachers who were allowed to create and edit topics.

    Once a student creates/edits a topic, he/she is notified by the Information System of the fact that its supervisor must approve the student's enrollment in it and/or the changes made for the student to be considered officially enrolled in it.

    Students often edit the topic-related information more than once. The application allowing them to do so instructs them to inform their supervisors of all the modifications they have made to it. Despite the aforementioned fact, all this information is checked every night and the topic supervisor(s) is (are) informed of any change made to it by a person other than him (them) by e-mail.

    After the student creates a topic he/she wants to enroll in, the application prompts him/her to do so (the application does not consider him/her enrolled in it merely on the grounds of its creation).

    In some situations, you may only want to allow the student to change the bibliographical information or alter (provide) the name of his/her thesis. The topic supervisor(s) is (are) notified of the changes of this kind by e-mail as well.

  5. What shall I do to enable students to create their own topics under a package?

    To do so, use the following path:

    Teacher → Lists of students ... Work with packages and topics/variants → Create and edit packages

    Finally, check the students are allowed to create topics option.

    As a result, the students enrolled in the fields of study the package has been created for will be allowed to create topics in it during the period specified for the package. They will be able to perform the operation using the Create new topic reference available in the application which they normally use for enrolling in topics.

    Here is a description of a typical use:
    A student creates a topic of a certain name (e.g. that of his/her thesis), enters a name of its supervisor into it and enrolls in it. The topic automatically becomes the one that has to be approved by the supervisor (tagged with 'enrollment in the topic must be approved by its supervisor'). The supervisor either approves the topic and the student's enrollment in it using the reference 'Edit the list of students enrolled in the topic/variant (including topic termination)' or removes it. The whole path to the application allowing him/her to do so is as follows:

    Teacher → Lists of students ... Enroll and cancel enrollment of students, close a variant → Edit the list of students enrolled in the topic/variant (including topic termination)

    Students are even allowed to create topics in which they themselves may enroll some other students. This option proves particularly useful when the students, for instance, need to be divided into project groups.

    Tip: You might want to use the Note section in the Create and Edit Packages application to specify the conditions on which students are allowed to create new topics (e.g. a prior approval issued by a teacher, the area the topics should be related to, etc.).

  6. What shall I do to allow a student to edit the information related to a certain topic?

    To enable a student enrolled in a topic to edit the information associated with it (e.g. add some bibliographical data to it), use the following path:

    Teacher → Lists of students ... Enroll and cancel enrollment of students, close a variant → Edit the list of students enrolled in the topic/variant (including topic termination)

    and select

    'Allow / disallow the student to edit the topic (its name, description, recommended reading, etc.)'

    The topics edited by students are tagged as 'requesting approval'. You can approve these using the reference 'Edit the list of students enrolled in the topic/variant (including topic termination)'.

  7. Is there any way of sending an e-mail message to all the students enrolled in a certain package?

    Yes, there is. The owners of the s_studium right can thus use the application for filtering out students. Provided you are one of the owners, select 'Students enrolled in a package' in the application the path to which is as follows:

    Personal Administration → Study-Related → Select a batch of students using your own criteria

    The application returns the students who have enrolled in a topic(s) of the specified package on their own, or who have been authorized to do so by you (or any other teacher of the course).

    An alternative way is sending the message only to the students enrolled in a concrete topic/variant. To do so, please use the following path:

    Personal Administration → Studies → Browse Packages of Topics/Variants

    After entering the section, go to the appropriate package and click on 'work with the list of students enrolled' listed under the appropriate topic/variant. Finally, click on 'Send e-mail to the students enrolled in the topic'.

    The last alternative is that of sending the e-mail after activating one of the following two filters available in the Teacher's Notebook. Provided you are already in the application, click on 'change filter' situated at the top of the page and then send the desired e-mail using the Send mail reference. The filters one of which you should select are:

    • enrolled in the topics of course Packages of Topics to be selected
    • enrolled in the topics of the faculty's Packages of Topics to be selected
  8. How do the lists of students which are not related to any course work?

    The lists of students related to no particular course work in a similar way. Please use the path below:

    Personal Administration → Studies → Lists of Students

    The path takes you to the section where you can also find the topics created for other purposes than just the course-related ones such as selection of a thesis/dissertation topic, collection of applications submitted for various out-of-school activities, etc. The packages hosting such topics/variants are usually created by the users authorized to do so (i.e. owners of the s_vyuka right), who also inform teachers and thesis/dissertation supervisors about deadlines for setting up their topics/variants, confirming the reception of the students' applications, etc. The packages of this kind usually involve large numbers of students (e.g. all of those enrolled in the same field of study).

    The package topics created for the purpose of allowing students to select a topic of their thesis/dissertation appear to be the most frequent representatives of this family. That is, these are created by the supervisors themselves, who thus offer their students thesis/dissertation topics to choose from and provide them with some other information. Last but not least, the packages of this kind are utilized by the Office for Studies who, prior to defense procedures, collect all the information they contain to use it for printing diplomas and to perform other operations with it.

    Some further information on all the available features of this IS application can be found in a separate help file. To access it, please use the following path:

    Personal Administration → Studies → Lists of Students → Thesis and Dissertation Records - Tips
  9. What types of faculty packages not related to any particular course can I encounter?

    Some lists of students are of a special character in that they contain, for instance, the names of the students who are to defend their theses, information that is to be copied into the accreditation materials of the faculty, information that is made public, etc. The packages under which these lists are subsumed have the following names:
    • Bachelor's theses
    • Master's Theses
    • Dissertations
    • Final papers
    • Projects
    • Minor papers
    • Other

    All the packages mentioned above are accessible to the academic community. The packages of the Other type are not made public.

    The information recorded with each package comprises its name, note, the name of the department under which the package has been created, fields of study it has been created for, and the period during which students may enroll in its topics/variants. It is also possible to specify the pre-requisites that must be met for the students to be allowed to access the package and maximum numbers of students that may enroll in its individual topics/variants. The packages also allow those who administer them to attach to them some additional information such as the names of thesis supervisors, readers and other people involved in the evaluation process, names of theses (including their English translations) to be printed on diplomas, preliminary and official descriptions, information pertaining to related literature, address of a related Web site, etc. Moreover, it is also, for instance, the due date for thesis/dissertation submission and date of defence that can be recorded.

    Provided you would like to record some other information with the packages and their topics, please contact the System administrators.

  10. Who is allowed to administer the packages not related to any particular course and their topics/variants?

    Each package is administered under a certain faculty department. It can be created and its properties edited by an owner of the s_vyuka right valid for the department at that time. As regards the topics, they can be created by all the members of the department and, provided the package has been created at the faculty level, all the doctoral students as well. The existent topics can only be edited by the users listed under them as supervisors, readers, and other people involved in the evaluation process as well as the owners of the s_vyuka right.

    Note: The owner of the s_vyuka right with the attribute of r only can browse the package contents, but not edit them.

  11. What enrollment restrictions is it possible to place on a topic/variant?

    In some situations, it is desirable to limit some students' access to a package. One of the restrictions that can be deployed in this respect is the specification of the field(s) of study whose students are allowed to access the package.

    Moreover, it is possible to specify the pre-requisites that the students must meet to be allowed to enroll in the package and the period during which they can do so. The enrollment can be carried out on the first-come- first-served basis, or the package administrator can wait for all the applicants to enroll and then sort them out (the option 'enrollment in the topic must be approved by its supervisor' can be utilized for this purpose). Finally, the package administrator can specify the maximum number of students allowed to enroll in the topic/variant.

    The restrictions described above apply to students only and they can always be bypassed by the topic supervisor, or an owner of the s_vyuka right, who is allowed to enroll any student. Provided the package has been created under a course, it is only possible to enroll the students who have registered for the course.

  12. Tips Regarding Packages and Their Administration at the Faculty:

    Here is a faculty model of package use and administration:
    • An owner of the s_vyuka right (a vice-dean or his/her assistant) creates the main faculty packages to be used for collecting theses/dissertations/final papers. In most cases, it is students of one or more fields of study that can select (enroll in) their topics.
    • Teachers (or their secretaries) post the topics.
    • The topics are opened for enrollment for a certain period of time or the whole term depending on which of the options the faculty authorities consider more convenient.
    • A person appointed as a coordinator informs teachers about the fact that they can also create their own packages under their courses using their Teacher's Notebook.
    • Doctoral students can be requested to provide the topics of their dissertations on their own.

  13. What can I use the reference 'Export data related to the students enrolled in topics' (situated in the Teacher's Notebook) for?

    The reference takes you to the application allowing you to generate a file containing information describing the students enrolled in the topics created under the currently selected course, which can be used in the preparation of some official documents (e.g. thesis defence applications). This information is usually printed out by the students themselves, their supervisors or any other authorized users. To export the data only related to the students sharing certain characteristics, please utilize one or more of the filters offered on the page used for selecting the courses that you wish to work with.


Provided you have failed to find the information you were searching for, you can contact us at jamuis(zavináč/atsign)fi(tečka/dot)muni(tečka/dot)cz.

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