Use this guide to produce a report to review both student submitted choices and allocated choices for their subjects.
Access: The minimum permissions required to access the Options Reports can be found in the Options module from within Config > Setup > Roles & Permissions.
Navigate to Reports > Options > Options Reports.
There are four Options Reports to choose from:
- Submitted Choices – Displays students who selected a subject as either a preferred choice or a reserve choice, by subject.
- Allocated Choices – Displays where students were ultimately placed and whether the allocation was a preferred choice, a reserve choice, or an alternative, by Subject or Class.
- All Students – Displays submitted choices and allocated subjects for all students, indicating whether each allocated subject was a preferred choice, a reserve choice, or an alternative.
- Individual Student – Provides the same information as the All Students report, with the addition of the Block and Class assigned for each allocated subject.
Subject Reports
The Options Reports page has a choice of two Subject reports: Submitted Choices and Allocated Choices.
- Submitted Choices – Displays students who selected a subject as either a preferred choice or a reserve choice, by subject.
- Allocated Choices – Displays where students were ultimately placed and whether the allocation was a preferred choice, a reserve choice, or an alternative, by Subject or Class.
Use the Show Colours toggle to display colour-coding to make it easy to identify allocation and choice types.
- Green – Preferred Choices
- Pink – Reserves
- Blue – Alternatives
Submitted Choices
After selecting an Options Setup Name, Pattern Name and Report by: Subject, choosing Submitted Choices displays a report of students grouped by their chosen subject. Students are shown against a subject where they selected it as either a preferred choice or a reserve choice during the options process.
Colour coding provides a clear visual indication of the choice type, making it easy to distinguish between preferred and reserve selections.
Double weighted subjects will only show once.
Allocated Choices
After selecting an Options Setup Name, Pattern Name and Report by: Subject, choosing Allocated Choices displays a report of students grouped by their allocated subjects.
You can choose to view the report by Subject or Class (and Block Name), allowing you to see either all students allocated to a subject or the specific classes to which they have been assigned.
Colour coding provides a clear visual indication of the choice type, making it easy to distinguish between preferred, reserve and alternative selections.
Double weighted subjects will only show once.
Customisable report layouts
Customise your report in the following ways:
- Column Configurations – Include/exclude columns
- Subject Filters – filter by subjects
- Display: Display either multiple classes or a single class per page
- Subject and class summaries, including total students and gender breakdowns.
- Reorder columns using Drag-and-drop
- Support for combined option setups
Export as Excel and PDF
Reports can be exported as Excel or PDF.
Exports retain applied filters, column ordering, column selections, display settings and colour coding, ensuring exported reports accurately reflect the information displayed on screen.
Student Reports
The Options Reports page has a choice of two Student reports: All Students and Individual Student, allowing you to report specifically on student choices and allocations.
- All Students – Displays submitted choices and allocated subjects for all students, indicating whether each allocated subject was a preferred choice, a reserve choice, or an alternative.
- Individual Student – Provides the same information as the All Students report, with the addition of the Block and Class assigned for each allocated subject.
Use the Show Colours toggle to display colour-coding to make it easy to identify allocation and choice types.
- Green – Preferred Choices
- Pink – Reserves
- Blue – Alternatives
The total number of students, along with a breakdown of male and female students, is displayed in the top-right corner.
All Students
After selecting an Options Setup Name, Pattern Name and Report by: Student, choosing All Students displays the submitted choices and allocated subjects for all students.
Colour coding provides a clear visual indication of whether an allocated subject was a preferred choice, reserve choice, or an alternative.
Individual Student
After selecting a Options Setup Name, Pattern Name and Report by: Student, choosing Individual Student displays the submitted choices made by the selected student, their allocated subjects, and the assigned Block and Class for each allocated subject.
Colour coding provides a clear visual indication of choice types, making it easy to distinguish between preferred, reserve and alternative selections for both submitted and allocated subjects.
Customisable report layouts
Customise your report in the following ways:
- Column Configurations – Include/exclude columns
- Student Filters – filter by students
- Export as Excel or PDF. Exports retain applied filters, column ordering, column selections, display settings and colour coding, ensuring exported reports accurately reflect the information displayed on screen.
- Reorder columns using drag-and-drop
- Sort (All Students report): By Last Name or Tutor Group.
- Sort & Display (Individual Student report): Sort by Last Name or Tutor Group. Display multiple students per page or a single student per page.
- Rename Column: To rename a column, double-click its header, update the name, and select Save. The new header name is only retained for the duration of your current session in that report. Once you leave the report or open a different report, the original column name will be restored.