Part IA Practical registrations
- I'm having problems logging on! HELP!
- Questions and answers for College staff users entering data (including example screenshots)
Questions and answers for Directors of Studies
- Why does the Natural Sciences Tripos have a standardised timetable of registration on-line?
- What is the timetable?
- What information is needed about each student?
- What if I make a mistake about the data I enter or need to change a student's options following the provisional entry?
- Why is there a provisional choice deadline of 19th September?
- Why is the final deadline for student registration 10.30 am on the Tuesday?
- What if I miss the deadline?
- What if a student is undecided about their choices?
- What if a student wants to "try" an additional subject in the short term, or has an irregular choice of subjects?
- What if a student has particular needs and wants to register on a particular day?
- When and how will students hear about their individual timetable?
- What other information will students be told about?
- What if a student wants to change a subject or a practical slot once the allocations have been made?
- What if students can't access their email accounts?
I'm having problems logging on! HELP!
If you can't log on to the registration system through the RAVEN portal, there are two reasons why there may be a problem:
- You may not have been given permission by your College: in the first instance contact the NST administrator by email or phone (UTN: 64853) to check whether you have permission.
- You may not have activated your RAVEN account: please go to the RAVEN site to register for an account and/or password.
Why does the Natural Sciences Tripos have a standardised timetable of registration on-line?
The number of students reading Natural Sciences subjects has led to tight restrictions on when students can take their required practical sessions. There is very little spare accommodation in laboratories, and we therefore operate a system where we inform students of their practical days, expecting them to organise their supervision timetables afterwards.
On-line registration frees time up for students, who will be emailed with an individualised timetable of lectures and practical classes based on information on their subject choices provided by College staff. Colleges are also able to view the timetables of their students.
The allocation system has attempted to take into account a variety of needs: from the College's point of view (and subject to timetable constraints), it will allocate students to practical classes such that (wherever possible):
- students with more than one fortnightly practical will have them allocated on the same days in alternate weeks;
- students with the same subject combinations from the same College will be allocated the same timetable slots.
This year we will continue with the preliminary provisional deadline for colleges to enter their students’ provisional choices. The reason for this change is that there has been increased pressure on the allocation system and the Management Committee has decided that the best way to mitigate the risk of allocations not being available for students at the start of the term is to set this deadline. It is hoped that this process will allow the system to determine areas that are highly subscribed and allow administrators to put contingency plans in place before the allocation is run.
What is the timetable?
|Tue 30 August||
Allocation system made live so that provisional choices can be entered by Colleges,
N.B. this applies to students taking Natural Sciences Tripos, Computer Science Tripos, Mathematical (with Physics) Tripos, Education Tripos.
|Mon 19 Sept||Deadline for initial provisional choices to be entered. They system will remain live throughout the process so that choices can be changed at any time up until the final deadline.|
|Sat 1 Oct - Mon 3 Oct||Matriculating students arrive in Colleges.|
|Mon 3 Oct||Students meet with Directors of Studies to discuss final subject choices within the Natural Sciences Tripos.|
|10.30am Tue 4 Oct||Deadline for on-line entry of subject choices for all students by approved College staff.|
|9am Wed 5 Oct||Students informed individually by email about their lecture and practical timetables.|
|2-4.30pm Wed 5 Oct||NST students attend a 1 hour induction lecture (optional).|
|Thu 6 Oct||Lectures and practical classes start.|
The allocation system is accessible only through RAVEN authentication. Colleges have been asked, via their Senior Tutor, to identify the staff who will input the data: these authorised persons will have been notified separately.
If you would like to know who is responsible for entering data for your College, please contact the NST Administrator (natsci or phone UTN: 64853).
These authorised users will also have access to the timetables of all students in the corresponding College once the allocation has taken place.
What information is needed about each student?
The allocation system needs to record, for each student:
- their CRSID and name;
- their Tripos;
- their subject choices within the Natural Sciences Tripos (including their Maths subject)
There is also a field to add a comment of free text to alert the administrator to any individual needs or problems. Please note that this field should NOT be used for individual timetable requests (see below).
For the initial provisional entry it may be that you will have contacted students to ask them for provisional choices, or you may choose to enter your best estimate of their course options.
For the final entry it is well-recognised that not all students are certain of their future pathway through the NST by this very early point in their career. It is important, however, that a complete set of subject choices (however provisional) is entered for each student to allow the Departments to manage the numbers of students they will have to provide laboratory space for, and to allocate students as efficiently as possible.
If, as Director of Studies, you are yourself responsible for entering this information, please consult with your Tutorial Office to make sure you know of any individual circumstances (e.g. disability, religious requirements) that may require a student to attend practical classes on a particular day, (see below for additional information).
What if I make a mistake about the data I enter or need to change a student's options following the provisional entry?
At any time, you can 'recall' a student's information simply by typing in their CRSID. You can overwrite any information you have already entered (and the system will warn you that this is what you are doing.)
If you have entered information for a student who should not be included (i.e. you want to delete the student), you will need to contact NST Administrator (natsci or phone UTN: 64853).
Due to a number of factors the pressure on the allocation system has been increasing over the past years; the number of places available in Laboratories are close to capacity in some instances, and due to the restricted timetable for allocations there is a danger that a satisfactory allocation solution will not be available for the start of teaching. The NST Management Committee have therefore decided to continue the preliminary deadline so that the allocation system can determine areas of potential over subscription, resolve individual timetable needs, identify problematic subject choice combinations and a solution can be determined for these issues.
Why is the final deadline for student registration 10.30 a.m. on the Tuesday?
The deadline has been chosen to meet a number of conflicting needs of the Departments and the Colleges. Obviously, Colleges need time to discuss with their students their final choice of subjects they wish to study but equally Departments need time to prepare for practical classes which may start on the Thursday. The allocation process takes time to run and those running the process need to have time to consult with Departments where there is pressure on capacity.
The live system allows you to correct inputted information, so it is possible to enter provisional information in advance providing this is corrected by the deadline.
What if I miss the deadline?
The allocation process will run as soon as the deadline has passed.
The allocator only works effectively if all of the student details have been entered, which is why it is so important for all the information to be entered by the deadline. If student details are not included by the time the allocation process is run, they will not be allocated practical classes for any of their subjects. Students and Directors of Studies will then be responsible for arranging registration with the individual Departments and/or course organisers. If you discover that information has been omitted please contact NST Administrator as soon as possible (natsci UTN:64853).
What if a student is undecided about their choices?
For the first provisional deadline we ask that you enter your best guess at the student's choices but we are aware that this might change following discussions with Directors of Studies and fellow students.
It is important that (at least) a provisional set of subject choices for each student is entered by the College by 10.30 a.m. on the Tuesday. A number of students do change their minds in the first weeks of the Michaelmas Term and they will continue to have to negotiate these changes via their Directors of Studies (see below for additional information).
If a student changes their mind before the Tuesday deadline, you can simply overwrite the existing subject choices by entering their CRSID again. The system will warn you if you are overwriting existing information.
Most combinations of subjects are permitted (apart from Biology of Cells and Computer Science) although some produce minor clashes for which solutions will be provided. A small number of relatively unusual combinations lead to a more difficult timetable. When necessary an individual email will be sent out which will indicate how a student can work around these clashes.
What if a student wants to "try" an additional subject in the short term, or has an irregular choice of subjects?
The on-line registration system will not allow students to register for more than the formal number of subjects to be studied. The number of places on practical classes has become too tight to allow students to undertake this freely. If students wish to register for an additional subject, they may be able to do so by contacting the individual Department or course organiser after the allocation has been completed, but only if there are places available.
The system will only allow you to enter permitted combinations of subjects for that Tripos. If an irregular combination (or number) of subjects needs to be entered, you will need to contact the NST Administrator (natsci or phone UTN: 64853).
What if a student has particular needs and wants to register on a particular day?
Special requests for practical classes on particular days (or avoiding particular days) will only be allowed in extenuating circumstances and for good educational or pastoral reasons. Examples of this would include students with limited mobility or other related issues, students with particular religious requirements, students from the Education Tripos with conflicting timetables etc.
These students will have their practical classes 'hardwired' before the allocation process starts.
If you have a case that requires pre-registration, please contact the NST Administrator (natsci or phone UTN: 64853) as soon as you can preferably by the provisional choice deadline of 21st September, it is vital that we have this information at least 24 hours ahead of the deadline with precise details of the required timetable. You may find it helpful to refer to the online timetable at https://www.timetable.cam.ac.uk/
When and how will students hear about their individual timetable?
All NST students will be informed by email of their individualised timetable by 9 am on the Wednesday before lectures start at the latest. This should allow them time to arrange supervisions and collect any material required prior to lectures starting.
Students from the Computer Science Tripos, Education Tripos or Mathematical Tripos with Physics taking NST subjects will receive an email with information on the NST components of their course.
Students from the Computer Science Tripos who are taking NST Mathematics and a paper from the Psychological & Behavioural Sciences Tripos will have been logged in the system, but will not appear on student lists. They will receive a separate email.
Students from the Psychological & Behavioural Sciences Tripos taking NST subjects will not be logged in the system but will receive details of the NST components of their course by email.
What other information will students be told about?
Students will receive an email on the Tuesday afternoon about induction sessions and practicalities such information on lab coats, calculators etc. The timetable email will include subject specific information where relevant.
What if a student wants to change a subject or a practical slot once the allocations have been made?
Students are asked to consult with their Directors of Studies before any changes are negotiated. Directors of Studies will be provided with a web link to a webpage where they can see free practical slots and see the contact details of those who need to be contacted to request changes. It is important that all subjects are kept informed of any changes – including those that a student may no longer be taking. Practical Coordinators try to be as accommodating as possible but it is possible that some practical slots will have reached capacity.
You may find it helpful to look at the online timetable at: https://www.timetable.cam.ac.uk/
What if students can't access their email accounts?
Authorised College personnel will be able to access timetable information for each of their College's students, and may choose instead to alert them to their timetable if they are unable to access their email by the Wednesday morning.