Web site logical path: [www.psy.gla.ac.uk] [~steve] [this page] [Doodle] [Pic gallery of a class]
[Studentbase]     [MC student]     [Advising]

Ways to search for a student

This page collects and compares ways to search for a student's details, given some of them. (Someone else's list of search facilities: link)

First it discusses a set of alternative facilities with some details of what they do and how to use them. Then a list of possible user tasks with brief statements of which facility to use for that task. Then other notes including where to find (online) lists of codes etc.

(One of the roles supported here is that of Adviser of Studies. To see notes on how to use Doodle to arrange appointments with Advisees, see here.)

Facilities (operating)

• Dept. marks database
• Studentbase         Studentbase direct
• MyCampus
  •       Restarting after Mycampus upgrade
  • Start point 1 (home, menus)
  • Start point 2 (Favorites list open)
  •       Start point 3b (Campus Community menu open)
  • Start point 3 (Records & Enrollment open)
  • Start point 4 (Lookup a student)
  •       Start point 4b (Lookup a student)
  • back up entryway
  • Change of server from 'mycampus.spa.gla.ac.uk' to 'uogstaff.mycampus.gla.ac.uk' 14 Feb 2013
  • Change of Mycampus version.   13 Feb 2018
• bugReport       help       access applic.       ID number format      
  Some things don't work (Java) in some browsers. IE (v.8 onwards) is the only one recommended.
  • SLP Infrastructure Team recommends:
    • Internet Explorer 8 on Microsoft Windows
    • Internet Explorer 9 on Microsoft Windows
    • Firefox 3.6 and 4 on Microsoft Windows, UNIX, Linux, and Mac OS X.
    • Apple Safari 3, 4 and 5 on Mac OS X.
    • Chrome 6.0
    • iPad
  • Search for MC Query names (and go direct to my "favourites" list of queries).
    • UOG_EXCHANGEIN_ENRL great query for current visiting students
    • HM_WLM_COURSES Can get nmb of credits for ALL courses in GU
    • UOG_CM_COURSES_BY_COLLEGE_1 Can get nmb of credits for all courses in each college (run 4 times and concat).
      • UOG_CLASS_ENRL_STATS_BY_SUBJ credits per course per subject area
      • UOG_COURSES_BY_SUBJECT ditto (active subjects) [GLSGW -- PSYCH ] Good to list courses and credits; in any area.
      • UOG_PLANNING_FTE_CRSE_ENROL_V2 shows grades per student, and all courses in one college (but not credits)
      • UOG_PLANNING_QV_FTE_PUBLIC shows credits and FTEs per stud, all courses in one college (college of student not of the course).
    • UOG_CRSE_ENROL_STATS [GLSGW -- 2015 -- PSYCH] totNmb enrols per course code, in one subject area.
    • UOG_EMAIL_LIST_COURSE_EVASYS [GLSGW -- PSYCH -- 4006 -- 2015 ] Produces 1 col. of student email addresses: for evasys surveys; with numbering which you need in Evasys for total. You currently have to add a col1 and fill it with your Evasys name for the course: easiest if you use the coursecode
  • Reports on Advisees   See all the enrolments for all Advis-ees with this query:
    OG_SR_MYADVISEES_ENROLMENTS [also in Favourite queries]
    swd2t -- 2016 --- Advisor role: "Adviser of Studies (UG)"
    SS lists one row per enrolment, for all Advisees.
  • UOG_STUDENT_BY_ADVISER [Adviser of Studies (UG) -- my nmb 2001938] Gets list of my advisees; but could look up other people's Advising   MyNmb: 2001938   (9136031)
    • Advising   MyNmb: 2001938   (9136031)
      • AdvisingScreen
      • Advisees Format 1: doesn't work. Query page     Results direct
      • Advisees Format 2: poor fields BUT click through each student   Query page     Results direct
      • Advisees Format 3: good fields BUT no click through.   Query page     Results direct   Last Results from format2/3 w/o typing
      • AdvisORs list (route 4): see other advisers AND click through to self or others (format 2). 30700000   Query page   Last results w/o typing
      • find an Advisor (paste in an Adv nmb e.g. 2002897)
    • Find a student (personal,   grades,   courses enroled)
            [From:- mycampus::MainMenu::Records and enrolment::Student Summary]
      Fill in matric to first field "emplID";
      Press "View student contact details" if required.
      Scroll and press "View Full academic history" to see enrol in tutorials, list of "classes", credit totals, etc.
      Find a student (registration) nbsp;       Student login
      timetable
    • Student enrolment dates: http://www.gla.ac.uk/services/registry/support/registration/#tabs=1

    • Cancel indicators: clear all This recipe doesn't work but should.
      1. Main Menu
      2. Campus community
      3. Service Indicators (Student)
      4. Fill in:
         • R0[zero]5
         • reason: TODO
         • GLSGW
         • reason: TODO
         • start term: 2016
         • action: Delete

    • Cancel indicators: one by one
      1. Get to my "Advisee Student Center"
      2. Click "general info" tab at top of screen:
      3. That gets to one particular student, and a popup menu of advisees
      4. For the rest, each click jumps to a new screen
      5. Click "edit service indicators"
      6. Click on the code of the indicator [then, with pauses: <CR> <CR> <esc>]
      7. Click on Release or <CR>
      8. Click "OK" or <CR>
      9. Click "cancel" or <esc>

    • Quick enrol: get to the screen (1)
      • Get to student personal record: Main menu -- Records and Enrollment -- student Summary
        Fill in matric; press "Search".
      • Scroll and press "View Full academic history"
      • Scroll down; hit "Quick enrollment"
    • Quick enrol: get to the screen (2)
      • Main Menu -- Campus Community -- Student Services Center;
        (Fill in matric; press "Search".)
      • Tab "academics" should be open (not "student center")
      • Scroll down; hit "Quick enrollment"
    • Quick enrol: get to the screen (3)
      • Main Menu -- Campus Community -- Student Services Ctr (Student)
        (Fill in matric; press "Search".)
      • Favourites:: QuickEnrol EntryPoint (long pause)
      • Tab "academics" should be open (not "student center")
      • Scroll down; hit "Quick enrollment"
    • Quick enrol: Now do it
      • Next to "class nmbr" box hit mag.glass.icon
        (you can search there by courseCode for the class nmb).
      • Fill in "psychology"; catalog nmb. e.g. "4008"; course career="undergraduate"; hit "search"
      • Hit "select class"
    • Students' courses
            When you see the student, click on the right year/term;
            When you see the right year, click on "View all"

    • Audit only enrol
      [ This is a way of getting a person enrolled on a course, so that they see the timetable, get the emails, and have access to the Moodle page, without them earning credits or needing an exam grade returned. ]
      • [Get to "quick enrol" for that student, as above]
      • Put in class nmb e.g. 3956
      • Put in related e.g. 3957
      • Tab "general overrides" -- tick "Time conflict"
      • Tab "class overrides" -- tick "Grading basis"
      • Tab "class overrides" -- tick "Class units"
      • Tab "Units and grade" -- click mag-glass icon -- select "Audit"
        (this puts grade returned to AUD in advance with no upload required?)
      • Tab "Grade basis" -- "Unit taken" -- put "0" instead of (say) "10.00"
        (this puts course credits to zero)

    • Observing Audit only enrolments
      Main Menu -- Campus Community -- Student Services Ctr (Student)
      (Fill in matric; press "Search".)
    • Tab "academics" should be open (not "student center")
    • Scroll down to section "classes" -- column "Grading".

  • MyCampus course lookups
      QuickEnrol   catalog (put in "GLSGW" and "SOCIO", and it gets course codes.)
    • startPoint, then use menu correction:
      Main menu -- Records and enrollment -- enroll students -- search for classes   (e.g. put in HISP, 1008)
      I.e. put in coursecode, get "class numbers" for all components of that course (copy them to .txt).
      Equally, this is how to lookup the MCampus idea of rooms booked for a course
      try this -- select 'search for classes' from menu; fill in drop-down menus: (2012-13, Psychology, 4022)
  • Course catalogue     • head     • psych     • search     • Programme specs     • my own list of course codes
    Using search, you can get a long list (concat set of entries) filtered for level, credits, semester, etc, in HTML; but not in simple text ready for extracting just course-code and credits. Filtering (from html to ascii) might be possible; can get whole catalogue in one go.
  • You could also get at some course and programme codes indirectly, by looking up the record of a student whose ID number you know, then looking at what courses they are registered for.

  • Class lists (rosters)
    • Studentbase direct
      • Fill in coursecode e.g. "PSYCH4003"
      • Select "Text" (not Text and Graphics)
      • Press "Query". [You get Table list of class on screen]
      • Select "Details -- CSV" (not Images - self extracting ..)
      • Press "Download". [You get prompt page]
      • On link "click Here" <Ctrl> - pressAndHoldMouse
      • Select (and release) "Download linked file As ...." (not Download)
      • (Getting the CSV on screen as a web page doesn't help, doesn't hurt.)
    • Mycampus Fill in:-
      • Subject Area: PSY
      • Catalog Nbr: 4013 (i.e. course code)
      • Term: 2011 (i.e. session 2011-12)
      • institution: GLSGW
      • Class Section: LC to (hopefully) restrict to helpful list with rooms;
      • then click on retrieved class to see list of students;
      • then click first on arrow/zoom icon (pops up table window with list)
      • then click on chessboard icon to download SS format

  • AbsenceReports by advisor (fast, no medicals)     my advisor nmb: 2001938.   term: 2013
    UOG_ABS_ADHOC_REPORT_ORG_CRSE
    by course (or org or subject)
    UOG_ABS_ADHOC_REPORT_PROG_PLAN (by Plan)
  • Student absence records entry This one says I'm not authorised.

  • Foreign / Visiting students: Fast
    • Click to run MC query on visiting students:     "UOG_EXCHANGEIN_ENRL"
    • (Query won't look at past years; does have grades if available, and credits.)
    • ("UOG_VISITING_STDNTS_BY_SCH - Visiting Student Crses by Schl" can get at past years, but less detail)
    • Fill in Term: e.g. "2012" for academic year 2012-3.
    • and Fill in subject code, as in coursecodes, e.g. "PSYCH" or "%" for all. Must be exact code, not a substring.
    • Click button "View results"
    • You can inspect the results on screen
    • Then click link at top of page: "Download results in: ... CSV Text File"
    • Running this for PSYCH, and simply loading the .csv into a SS, and deleting the unwanted columns is probably what is immediately useful in the dept. Empty marks are those needing to be returned; I coloured these green and sorted on cell colour to get them to the top.

    • Me: Get csv file and use Unix to extract.
      • Drag file from Downloads to Unixdropbox
      • In Unix, exec mkforeign2
      • Produces various summary analyses.
    • Post-process the CSV on your desktop

  • Foreign / Visiting students: Full notes
    • Doesn't work in Safari: use Firefox (unless done direct as above)

      Medium Speed

    • Run to show query     OR On any Mycampus screen --> Favorites --> VisitingStuds
    • Click "Run to HTML"

      Slow Speed

    • Main Menu --> Reporting Tools --> Query --> Query Viewer --> UOG_EXCHANGEIN_ENRL
    • Put query name in box; press "Search"
    • On the query retrieved: Click "Run to HTML"
    • Click at top of page of data: "Download results in: .... CSV Text File
  • Fields
    • ID [matric] student number   • EmplID [matric] ditto
    • Term [2011] session
    • Subject Area [PSY] school/dept/subject
    • Catalog Nbr [4013] course code;   • Course ID [103528]
    • Class number [14283] unique instance: one year, multi-sections
    • Units [20] credits
    • School [30700000]
• Studentbase         Studentbase direct
• Websurf         Websurf old direct         MIS renewals         Websurf direct
• Student emails, wstudaddr
• Script 'course': searching on course names
• Arts-Chief-Adviser@glasgow.ac.uk       SocSci Chief Adviser: socsci-ma@glasgow.ac.uk

Facilities (notes)

1. Studentbase

   Current students only, data 24 hours old. Bigger pics. Wild cards for name searches, course searches; but exact matric only.
   Registration: Apply to Elizabeth McAlavey

   It is generally quicker than Mycampus, and no login timeouts; but only shows currently registered students, and their current enrolments. However it does do individual and class rosters; does do picture gallery printouts of a class, or of any hand-assembled collections of matrics. Has handy network set of links: so you put in one student ID; get their list of classes, click on the link for each class to see the roster of that class, etc. Quick download of Spreadsheet of data for a class/roster, without pics.

2. Picture gallery of a class

   It is often handy to have a printout of the photos of the students in a class. E.g. 6 per row, each with the photo, with their name and ID number underneath. If you have a studentbase login then you can do this, with a little difficulty.
   1. You start with the class course code. Usually though, to get the printout order you want (not the obscure one that is the default), it is best to use a spreadsheet (class roster) of the course and sort that into the order you want: e.g. alphabetic by surname; or in sections for different groups of students (e.g. different coursecodes, or ...); then copy the column with the sorted student ID numbers, and paste it into Studentbase by clicking on "Custom" (not "Matric No") and pasting as is into the small box it offers. It seems able to handle a simple paste of hundreds from a column in a spreadsheet into this small horizontal box.
   2. Under "Display format" select (not "text and graphics" but) "Tiled- 6 images per row". Then press "query".
   3. You get the tiled picture layout, but with major defects: the pictures are of all different sizes. You also don't have page breaks in sensible places if you print the display. The following instructions are one way to improve on this. Basically:
      1. to fix the URLs to point back into Studentbase;
      2. to add some CSS to improve the control over picture size.
      3. Remove unwanted navigation elements on the pages
      4. Add page breaks as required.
   4. Get your browser to show the underlying HTML code for the page; and save it as a text file to your desktop. Because the HTML uses frames, this can be trickier than you expect. In Safari-10 (quite different in different browsers / versions):
      • Develop -- "Show page source" (<CMD><ALT> U) [new window opens]
      • Click "Resources" till left hand sidebar / panel shows a list of code files
      • (Below "index.html") Select (don't open) "searchbymatricrange.cgi"
      • Save its code to desktop:
        1. Click in main panel with the code;
        2. Select all
        3. Open a new textEdit doc on your desktop
        4. Paste in the text
        5. Save as .html
        6. (Save file NOT as Unicode8 BUT as "Western MacOS Roman".)
        7. On Mac, copy / drag it to a unix window, and use "vi"
        8. or on Mac desktop, get TextEdit to open it in plain text mode which it will be in if you pasted into a new empty file.
   5. In Unix, use "vi"
      or on Mac desktop, get TextEdit to open it in plain text mode.
      1. Insert the following into the <HEAD>

         <BASE href="http://studentbase.gla.ac.uk/staff/">
         
         <STYLE type="text/css">
         img {max-width: 13em;  max-height: 10em;  Qborder: 1px solid blue; }
         td,th { vertical-align: bottom;  text-align: center; Qborder: 1px solid green;}
         table {  margin: 0 auto;    Qborder: 1px solid orange;  }
         </STYLE>
         

      2. CSS included above This CSS works roughly, though it hasn't been tested over many browsers and different numbers of students per row. The chief issue is how to control for unusual heights (as well as widths) of the photos.
      3. Deleting navigation stuff at bottom of the web page: At the bottom there is: <center> ... </center> <table> ... </table> Delete both these together.
      4. Where required, insert: <P style="page-break-before: always; ">
         Bear in mind that (who knows why) rows are grouped into sets of 3 rows, each with their own < TABLE>
         Only insert a page break before such a table, which you can locate by searching for "name" or "Page" (editor FIND command) to find this type of HTML phrase: <a name="Page7"></a>
   6. In your browser, File-- Open the edited .html file, and see the result. The ID numbers (and the images themselves) are live links, so you can go from this to student's individual records when using this web page.
   7. If you are happy with digital versions of the gallery only, then just save the .html file.
   8. otherwise: Print this page out from the browser into PDF.
      You may need to experiment with the scale when printing; adjusting spacing between adjacent photos so there is a little, but only a little, white space between them, and no photos missing off the right hand size of the page.
      The ID numbers are still live links, so you can go from this to student's individual records when using this PDF document.
   9. Insert page breaks so no rows/photos are split across pages, and re-print.
   10. You should end up with a set of PDF pages, showing rows of 6 students each, continuing across pages neatly. You may perhaps wish to crop the pages. And print them.

3. Mass student email

   Description of new CLASS email systems

   Examples

   • class--PSYCH1001@gla.ac.uk
   • "class--LAW1001+LAW1002"@glasgow.ac.uk
   • "class--U_1&F_ARTS" @glasgow.ac.uk // first year AND arts college
   • "class--qvpsych&w_vist" @glasgow.ac.uk // All visiting studs enroled in any PSY course.
   • I have, and postmaster can resupply updated versions, a list of psy-related qualification codes (42 of them).
           e.g. class--Q_C800-2208&U_1@glasgow.ac.uk // All first years with qualification aim "Psychology,BSc"

4. Websurf

   (Websurf home page)
   Websurf direct
   Old students as well as currently registered?
   Registration: goes through humans, takes days.
   Exact matric, or partial names (but gives no info on what the wild card chars are). Wild cards for name searches; but exact matric only, exact course codes. Searches all past students as well as current ones. Nice, but ...

5. Old lists of student email addresses   wstudaddr

   (The link goes to UoG web pages, slow access (probably only slow with IE5); script wstudaddr is faster and can search all pages (whole alphabet) at once.)

   The data: This is the only place it is possible to look up a student email address. Because of marriage, and error in Registry records, a few students do not have an email that can be predicted from their matric and surname. Current students only: in fact only students with an email: this lingers after they leave for some months, but level 1 students don't get one for a while.

   It is also the only place you can search by a partial matric number (even though there is naturally a high number of typos due to poorly hand-written matric numbers).

   The web pages: Gives you the email, given the surname. Can take a long time to load (this bug may only be IE5 parsing simple tables). Requires a close knowledge of surname and even then you may not be able to tell which one from initials and faculty and matric, because it shows only surname (not first name) and matric.

   My unix script 'wstudaddr': is superior because:

   • Avoids slow display in IE5 browser
   • Allows search of all web pages (all the data) and so allows searches other than by exact surname
   • In particular can search partial matric. number (only way to do this?)
   • Can search partial surname e.g. both MacX and Mcx, and indeed x at the same time.
   • Given valid email address, can look up name from it.
   
   The script is indifferent to case. Examples:
   Use 'wstudaddr name' for whole or the start of a surname, get fast search.
   Use 'wstudaddr -sub lean' for part of name (slower, but get McLean, Maclean, Lean, etc.)
   Use 'wstudaddr 3455' for all students with matrics containing this: typically 2-4 only, in fact.
   Use 'wstudaddr 20.752' to express a single unknown digit i.e. wildcard. I.e. RE syntax is passed through, and no quotes needed unless shell reacts.

6. Script 'course': searching on course names

   My unix script 'course' searches a list of course names (titles, codes, departments; case indifferent), and presents the hits on a web page.

   Examples:

   • course psych -- all those in PsyDept AND those with 'psych' in title
   • course Kant
   • course 'level 3'
   • course 88 -- all those with 88 as part of the course code.

Tasks: Searches a user might want to do

Find a student and/or their details from:

Case insensitive (! esp. useful for course codes)
In studentbase, get text (not picture) default by doing first search
like that.