Supervisor - Student

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Add a supervisor
Manage Supervisor records
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This sub-item from the Enrolment & Progress related item for a Student record is used to record supervisor details for each course enrolment for the student. If the supervisor doesn't exist in the system, a new supervisor record can be created.

Each supervisor must be associated to an enrolment record.

Menu path: RME > HDR Students > Student (Search) > Student > Enrolment & Progress > (Course) > Supervisor

Add a supervisor

You can only add if the related enrolment is current.

1. In the Student record, open the Enrolment & Progress related item and select the relevant course enrolment from the grid. If the student has more than one current enrolment, the list will show all the current enrolments available to be associated with the supervisor.

2. Open the Supervisor sub-item.

3. At the far right of the grid, click Add.

4. Complete the fields, using the table below as a guide. All Name fields and the Gender field are editable if adding a new supervisor, and read only when adding an existing supervisor.

5. Complete the workload details and External Affiliation, if required.

6. In the toolbar, click Save. To go back to the previous page, click it in the breadcrumb trail or use your browser Back button. When you save the basic details, an option become available: Contact Details. Complete as required.

Supervisor: Fields

Default Field Label	Description
Active?	Yes by default Indicates if the supervisor is currently active If the supervisor is no longer active, slide this to No.
Campus	May default from the Personnel record but can be changed Campus location for the person Source
Contact Details	Fields to capture contact details for the supervisor See Contact Details below.
External Affiliation	Fields to capture details of an external organisation that the supervisor is involved with See External Affiliation below.
Gender	Gender the person identifies with, from a defined list Source
Order *	Mandatory Determines the order of this supervisor in the list of supervisors Change this number to change the position in the list. The default order is the order in which investigators were added.
Position	Supervisor's position, from a defined list Source
Preferred First Name	Person's given name that they prefer
Preferred Full Name	Person's entire name that they prefer When entering a new person's details, it automatically defaults to values in the Preferred Title, First Name, Middle Name and Last Name fields.
Preferred Last Name	Person's surname that they prefer
Preferred Middle Name	Person's middle name that they prefer
Preferred Title	Person's title, such as Mr, Ms, or Dr, from a defined list Source
Primary?	Indicates if the supervisor is the primary supervisor for the course • Only one person can be the primary supervisor. • If you want to change the primary, edit the current primary to slide this to No, then set the new one as the primary. More than one primary shown? View the Multiple primary records tip to fix it.
Supervisor Code *	Mandatory Lookup to search for and add an existing supervisor You cannot add a supervisor to the course enrolment if they have been added before and the previous record is still current. If you can't find the supervisor and the Create link is available in the lookup, use this to create a new Personnel record.
Supervisor Name	Name of the selected supervisor
Type	May default from the Personnel record but can be changed Supervisor type
Workload Details	Fields to capture the amount of time the supervisor spends with the student See Workload Details below.

Workload Details

Default Field Label	Description
H/week with this Student	Number of hours the supervisor is allocated to the students per week
H/week with other Students	Number of hours the supervisor is allocated to other students per week
FTE/EFTS with this Student	Time spent on this student The value in this field and the below FTE/EFTS with other Students field must total 1.0. Example: If the person will spend one day a week with the student, enter 0.2.
FTE/EFTS with other Students	Time spent on other students The value in this field and the above FTE/EFTS with this Student field must total 1.0. Example: If the person will spend four days a week with other students, enter 0.8
Involved From	Date from which the supervisor is involved in the project
Involved To	Date to which the supervisor is involved in the project

External Affiliation

These fields are only editable after saving the record, or at least completing and saving the Supervisor Code field. One of the fields may be populated by details in the Personnel module, if available.

To edit, you can use either the Ext. Org. Code or Organisation field (not both), as follows:

• In the Ext. Org. Code field, use the lookup to search for and select an external organisation from the list of existing organisations. Once you select an organisation from the lookup, the Organisation field is cleared (if previously populated) and becomes read only.

• If the external organisation you want is not available from the lookup, enter the name in the Organisation field. You can also change the populated details. If you want to use this field but it is read only because the Ext. Organisation field is populated, remove the entry in the Ext. Organisation field first by clicking the x at the start of the entry.

• You can enter notes about the external organisation in the Comments field.

Contact Details

The contact details may be automatically populated from the Personnel record. For an external supervisor, this information is read-only and cannot be edited.

Edit contact details or add contact details for a new person in the Personnel module. If you do not have access to the Personnel module, contact your RME Administrator.

Manage Supervisor records

You manage sub-items in the related item. Click the Add, Delete and Export links in Enrolment & Progress.