Tessy for course staff
Run a course year: open each phase, check topics and requests, and follow the registrations. Everything is under Courses › your course › the year.
A year, step by step
Set up
Add the year: programmes, plans and research groups are copied from the last one. Check them under Programmes and Research groups.
Publication
Open topic publication under Phases & sessions and send the publish link to the promotors.
Validate
Topics › awaiting validation: Validate and go to next unvalidated. An edited topic comes back here.
Selection
Open topic selection and registration, and send the browse link to the students.
Requests
Promotors answer them. You validate custom topics, and answer when all promotors are external.
Registrations
Follow them under Registrations: search by topic, student, promotor or supervisor, export, edit, or register a student directly.
Topic selectionOpen
Open or closed by hand, or between two dates.
Each phase is open or closed, by hand or between dates. Closing one stops what it allows (adding topics, requesting them, …); as staff you can still do everything.
Phases: publication (promotors add topics), revision (they only edit them), selection (students browse) and registration (students request).
Each exam session: juries and the schedule
Open
Open the session under Phases & sessions: students ask to defend, their promotors get a mail.
Juries
Under Juries: open the jury round, set members needed and rules, and Ask promotors to compose their juries.
Setup
Scheduling › Setup: defense days (click several in the calendar), rooms, tracks with their default chair. Use in the other sessions copies the tracks, or the schedule settings.
Availability
Ask everyone on a jury for their availability; enter it for students or external members yourself.
Board
Let the scheduler propose, then drag cards within their track; ✎ edits the jury, room, chair and slot, × takes one off. Highlight someone to see their defenses. Red: a hard conflict. Vertical / Horizontal puts the days below or next to each other; next to each other you can zoom in and out.
Publish
Everyone involved gets their defenses by mail. After changes: Send them the changes.
Load
Under Juries › Load: how many juries each person is on. Red: more defenses than slots they can attend.
C
Chairs
Each track has a default chair; set another on single defenses under Juries (tick them, then set the chair).
Until published
Invitations can be answered and availability entered until you publish; closing the jury round only stops promotors from changing juries.
Good to know
Custom topics
A student's own topic waits for you before it reaches the promotors: validate it, or send it
back with a message (under Requests). Sent again, it needs validating again.
external
External promotors
People outside the VUB get no e-mails and can't sign in. When all promotors of a topic are
external, its requests come to you.
Registering directly
Under Registrations, in the Register a student directly card, you register a student without a request; the student and the
promotors get an e-mail, and any pending request of the student is cancelled.
Seeing Tessy as someone (admins)
Impersonate… in your menu (or the icon on Local users): you see and use
Tessy as them, e-mails included, until you click Exit in the yellow bar.
E-mails from Tessy
- A student sent a custom topic to validate.
- A request for a topic whose promotors are all external, and when its student asks to defend.
- A defense on the published schedule was withdrawn.
Everything else shows as a count on your pages: topics awaiting validation, pending requests, incomplete juries.