Student Admin - Automated Student Matching Part 2 (Student Site Selector)

Step 1 – Review status of the Student Site Selector 

To prepare for automated matching based on student choices:

Step 2 – Manage Exceptions 

It is recommended that you manage exceptions to automated matching before using the ASM feature. See the Knowledge base page entitled Student Site Selector for the detailed steps to withhold a site from matching. Exceptions may include:

• Withholding Sites from ASM, in case they are needed as a "backup" or for students with special considerations;
• Manual student assignment if needed, for example to:
  • Respond to a request for special considerations;
  • Meet the curriculum needs of students with missing requirements.

Step 2 – Click Cohorts / Assignment Worksheet  or  for the course to be matched. Click the students tab.

PR Status:

Select which statuses of requests should be matched to students:

• Accepted or Confirmed - for final matching of students to available placements that are already accepted by receiving sites;
• Any active status – for "pre-matching" of students while awaiting acceptance (includes requests that are New, Sent, or Redirected in addition to Accepted and Confirmed).

Allow swapping assignments to increase matching percentage

Clear this checkbox to match students strictly based on their selections in ranked order. When enabled, students may be assigned to one of their lower-ranked choices to allow a higher-ranked placement of theirs to be assigned to another student who would otherwise be unmatched. Clearing this checkbox may result in a lower overall matching rate.

To view all Automated Match algorithms see the Appendix at the bottom

Upon Submit, you will present with a popup window of the ASM Match Results.

At this point you want to look through the results and see what is the best match.

#4 looks like a good match as 9 of the students have their first choice. What you want to make sure of is are all the students accounted for. Look at total automatic matches row for that. Since there was 13 students and only 12 were matched with #4, that is not a good match.

#1 is the good match as all students were matched and the majority received their 1st choice.

Click Save Preferred Result

The next screen will give you the option to create a CSV file of the match results. Click Print Details if you require that report. Your report will be generated and displayed in the same screen. Click the ASM Placements link to download your report.

Click Close Window to see the results on the Assignment Worksheet.

You will now see the match results on the Students tab of the Assignment Worksheet.

You will see the number 2/4, 1/4 on the far right of each student. This tells you that the student received his 2nd or 1st choice out of the 4 that they had chosen.

REMINDER: at this point the assignments are "draft" only, and are not confirmed (or visible to sites or your students) until you finalize them.

Finalize Assignments

2. If you need to manually change a student's automated match at any time, click Edit  and change their automatic assignment to "blank" (for manual reassignment later) or select another placement from the dropdown. Click Save All to continue and view the results.

To Undo the Match, click the Automated Student matching Results link

When the Summary results window opens, click the Undo Match button.

Your results will now be removed from the Assignment Worksheet.

Multiple ASM Results

In the example, some students were matched successfully, but the remaining students were not matched because their choices were not available. Perform these steps for running ASM again to assign the remaining students to placements that are still available.

2. Confirmed students will disappear from view; mark the checkbox to "Show confirmed students" if you want to view all students.

3. Open the Automated Student Matching Results window and click  Undo Match to clear the current match results. If you want to retain the first set of confirmed matches, do NOT mark the checkbox to "Include students with Confirmed ASM assignments".

4. Students that were confirmed after the first match will now display of 1/4 Final or as such.

5. Select the remaining unmatched students and run ASM again, using the same or a different algorithm.

6. Select one of the five match results and click Save match Results to assign the selected students.

7. The second set of randomly matched students will now display "Current match results" icon  while students from the first match will display the 1/4 Final or as such.

8. Repeat steps 1 to 7 to run another partial match, or apply the action "Un-assign students" to clear assignments for any student.

Reporting

To run the Student PR Selection Report, select all students and in Action, choose Student PR Selection Report and Submit.

This report will only show once Site selector is closed.

Your report will generate at the top of the Students tab.