LUT 1 (18) Study Affairs Office 25.10.2011 ------GENERAL INFORMATION ON WebOodi

This is a survival guide that provides support to students using the WebOodi information system.

WinOodi and WebOodi are already in use or being adopted in many Finnish universities in addition to LUT (, , , , Hanken School of Economics, Theatre Academy of , University of Eastern Finland, , ) and form an extremely versatile system intended for different types of users.

WinOodi was adopted in LUT’s Study Affairs Office and Language Centre on 30 November 1999, the student web interface WebOodi was taken into use on 4 September 2000, and there are one or two new versions per year.

USERNAME AND PASSWORD FOR WebOodi WebOodi is accessed using a valid UNIX username and password.

Instructions for obtaining a username for the university network or for activating an old username can be found at the following address: http://www.lut.fi/fi/lut/studies/origo/it/username/Sivut/Default.aspx.

To use WebOodi, the settings on your browser must be adjusted to allow the use of cookies as follows:

Internet Explorer: Tools/Internet options/Security/Custom level... - Allow per-session cookies (not stored)

Netscape Navigator: Edit/Preferences.../Advanced - Accept only cookies that get sent back to the originating server

Mozilla: Edit/Preferences.../Privacy & Security/Cookies - Enable cookies for the originating web site only

WebOodi

- Functions on the following browsers: Explorer 5.0, Netscape 4.7 and more recent versions

- Can be accessed at www.lut.fi/fi/opiskelu/nykyiset_opiskelijat/weboodi.html

Establishing an SSL-secure connection to WebOodi: After opening your browser, you will be asked for New Site Certificate permissions, to which you are free to reply as you wish. You can skip these pages by clicking on the Next button on every page and the Finish button on the last page followed by the Continue button on the Certificate Name Check page.

After this, WebOodi functions as before and requests your username and password in order for you to proceed. The front page can be accessed by anyone on the Internet in order to browse through information from the Study Guide. LUT 2 (18) Study Affairs Office 25.10.2011 ------

USING WebOodi If everything is in Finnish, click on “in English” in the menu on the left-hand side of the window. This will open an English interface for you. You may have to repeat this after logging into WebOodi.

Logging In: Give your username and password in the “Log into WebOodi” frame and click on Proceed.

Username: Your Unix username Password: The password for your Unix username

ATTENTION! In order to use WebOodi, a valid UNIX password is required. Students who do not have a valid UNIX password or who do not remember their password should contact the Learning Centre. IMPORTANT! Passwords are not given over the phone.

Instructions for applying for a username or activating an old username can be found at http://www.lut.fi/fi/lut/studies/origo/it/username/Sivut/Default.aspx.

Your personal front page will appear with your student number and name at the top of the page.

COURSES/EXAMS: Instructions for registering for courses from page 8 onwards.

LUT 3 (18) Study Affairs Office 25.10.2011 ------MY STUDIES: PLANNED STUDIES: Instructions from page 16 onwards. REGISTRATIONS: Instructions from page 11 onwards. RESULTS: Instructions from page 14 onwards. HISTORY: Instructions from page 15 onwards. ORDERING A TRANSCRIPT: Instructions from page 14 onwards.

OTHER FUNCTIONS: PERSONAL PARTICULARS: Instructions from page 4 onwards. TERM ENROLMENT see separate instructions SETTINGS Instructions from page 17 onwards.

HELP : Instructions can be found through the Help link. FEEDBACK: You can submit feedback; the instructions for doing so are on page 17 FINISH: Click on the Finish button in the left-hand menu to return to the front page of WebOodi 2.9.

IMPORTANT! If you do not want to leave any confidential information in the memory of the computer you are using, empty the browser’s cache and page history.

For security reasons, the connection will be closed if there is no activity in the application for 15 minutes.

Log in again.

NB! You can also browse through teaching events or course information without logging in.

ENDING A SESSION: Click on the Finish link. You will return back to the front page of WebOodi.

NB: If you do not want to leave any confidential information in the memory of the computer you are using, empty the browser’s cache and page history. Finally, close the browser.

LUT 4 (18) Study Affairs Office 25.10.2011 ------THE STUDENT’S CONTACT INFORMATION:

Click on the Personal particulars link under Other functions in the left-hand menu:

Student Information (This information can only be altered by the Student Affairs Office)

Student Number You will need your student number at the Student Affairs Office . Status Attending, Non-attending or Abroad Students who have graduated, interrupted their studies or whose information has been removed from the university records do not have access to WebOodi usernames. Name The student’s first name and surname. If you want to be addressed by another of your names, contact the Student Affairs Office where this information can be altered. ID-number/Date of birth Make sure the date is correct! Finnish citizens have ID-numbers, others dates of birth.

Primary Study Right Granted by Always LUT Scope Upper/lower university degree or postgraduate degree Valid Right to study valid from Decree Decree 2005 Degree Studies aiming at a M.Sc. (Tech.), M.Sc. (Econ. & Bus. Admin.) or postgraduate degree Major subject Degree programme or major subject Subject The field of specialisation/minor subject you have chosen

By clicking on the Other Study Rights button, you can view your other study rights including those that are no longer valid.

LUT 5 (18) Study Affairs Office 25.10.2011 ------Study Status Information:

Semester The semester for which you are enrolled Study status The status of your enrolment present/absent Member of the student union Shows whether or not you have paid your student union membership fee (Yes/No) Discontinued studies Shows the time period for which your studies have been discontinued Reg.date Date of registration All study status information From this link you will see all your study status information starting from autumn semester 1999

THE STUDENT IS RESPONSIBLE FOR UPDATING THE FOLLOWING INFORMATION:

ATTENTION! All of the changes will also be added to the Student Affairs Office register, but not to the registers maintained by the library, Aalef or Student Health Services; keeping the information up to date is the student’s responsibility.

Contact Information:

Address Street address Postal code For Finnish postal codes only; the municipality will be entered automatically if the postal number is correctly written Foreign address Foreign addresses must be written in their complete form in this space if there is not enough space in the Address section Country Nationality Current Place of Domicile Your current place of domicile, which is, for instance, required in order for you to be eligible for discounts in public transportation services. Mobile Phone Your mobile phone number (written in the form xxx-xxxxxxx) Telephone Number The landline number for the address above (write in the form xx-xxxxx) E-mail Address The e-mail address to which you want e-mail sent from WebOodi 2.9 / the Study Affairs Office NB! Only one address is permitted!!! Homepage The address of your own homepage Role of Address Always the postal address Validity Always for the time being (starting immediately from the day the change has been made)

Private Information LUT 6 (18) Study Affairs Office 25.10.2011 ------If you need to keep some of your contact information private, please contact the Student Affairs Office in writing. You must have a very good reason to do so, as it makes contacting you very difficult.

Change Click on this button when you want to change any of the information above.

Opening the Change View:

If you do not want to change your information after all, return to the previous view by clicking on the Return button.

If you want to save the changes, click on Save. Once the changes have been effectuated, you will receive the following message:

By clicking on the Return to Contact Information button, you will return to the Student Information view.

Conditions for information disclosure: Which information do you want disclosed to parties outside the university for other than official purposes?

Conditions: My personal and contact information may be forwarded to the LUT Library customer database Box checked = Your personal and contact information will be forwarded to the LUT library database Box not checked = Your personal and contact information will NOT be forwarded to the LUT library database

My personal and contact information may be forwarded to the Lyyra customer database Box checked = Your personal and contact information will be forwarded to the Lyyra customer database LUT 7 (18) Study Affairs Office 25.10.2011 ------Box not checked = Your personal and contact information will NOT be forwarded to the Lyyra customer database Lyyra is the student union card, so it is in your best interest to check to box.

A transcript of records may be sent to the e-mail address given in the student register = Box checked = The student can order a transcript of records from WebOodi / the Student Affairs Office to his/her own e-mail address. Box not checked = The student cannot order a transcript of records from WebOodi / the Student Affairs Office to his/her own e-mail address.

Contact information can be submitted to student interest groups = Box checked = The student’s contact information will be available to student interest groups. Box not checked = The student’s information will not be available to student interest groups.

Contact information can be transferred to LUT’s electronic telephone directory = Box checked = The student’s contact information will automatically be updated in the electronic telephone directory and will be available to anyone. Box not checked = The student’s contact information will not be updated in the electronic telephone directory.

Contact information can be forwarded to employers for recruitment purposes = Box checked = The student’s contact information will be available to employers. Box not checked = The student’s information will not be available to employers.

NB! If your contact information is private, contact the Student Affairs Office!

Change Click on this button when you want to modify the disclosure conditions.

Opening the Edit view:

If you do not want to change your information after all, return to the previous view by clicking on the Return button

If you want to save the changes you made, click on Save. Once the changes have been effectuated, you will receive the following message:

NB! Deletions will take effect the following night!

By clicking on the Return to Contact Information button, you will return to the Student Information view. LUT 8 (18) Study Affairs Office 25.10.2011 ------

REGISTERING FOR TEACHING

This is only one way to register. You can find the most convenient way for you through the links Find teaching events or Study guide or the different views available using the Register button.

From the left-hand menu under Courses/Exams, click on the Search for Teaching Events link, which opens the following view:

You can search for teaching events/courses:

by name or part of the name or by code; make sure you check the correct course codes from the most recent edition of the study guide by type (course, exam, mid-term exam) by organisational unit (Not the best way) by start/end date with combinations of the above and then click on Search for Teaching Events/Search for Courses

If you cannot register for any teaching events for the course you selected, it will not be displayed. Make sure that you have the right course name and code! NOTE! New codes from the newest Study Guide! Check the teaching schedule to verify whether lectures will be organised for the course during the upcoming periods or the examination schedule for whether there will be examinations for the course. Finally, remember to check that the deadline for registration has not passed yet.

Moreover, with any problems you may have, you can (and should) always contact the Student Affairs Office.

LUT 9 (18) Study Affairs Office 25.10.2011 ------If a course or its exams are open for registration, the course in question will be displayed.

To register, click REGISTER , which opens the Teaching Event view :

Check the Add box for the examination/course for which you want to register and then click on SAVE. LUT 10 (18) Study Affairs Office 25.10.2011 ------You will receive the following message:

NOTE! Now you can see the registration date and time and also ”Identification” for further use .

The Check your registration button takes you to the My Studies/Registrations view where you can verify that your registration was successful. Please check that you have registered for the right exam on the right day!

The To your studies button opens the view to Registrations.

Your registration was successful if the Add field is still checked.

The status of your registration is “Actual registration” until registrations are confirmed after the cancellation deadline three days before the exam.

Cancelling your registration successfully:

Check the Remove box and click on SAVE.

You will receive the following message:

LUT 11 (18) Study Affairs Office 25.10.2011 ------

REGISTRATIONS:

Clicking on Registrations under My studies opens the following view:

Registrations can be sorted by course code, course name and time.

The link Ordering of a transcript takes you to the Ordering a transcript view Registration-History takes you to the Registration History view Removed registration takes you to the Registration information view

Code Displays a description of the course (according to the study guide) Course Name The name of the course (according to the study guide), link to teaching events Credits The number of credits awarded for the courses (according to the study guide) Type The type of teaching event and registration. NB! From autumn 2005 onwards the types are Exam, Course or Mid-term exam instead of Main teaching event. Status The status of the course Time The date from which the course is valid

Functions: To history Hides the line from the view (not from the database) The system will ask you:

Hidden courses are taken to the Registration history view from which they can be returned by clicking on the Retrieve button. LUT 12 (18) Study Affairs Office 25.10.2011 ------

Return without hiding takes you back to the Registration view.

Reg.Inf.:

Here you can see when your registration was made and by whom.

Browsing Examination/Course Registrations

Click on the Course name link and the Teaching event view will open up:

Here you can view all of the events you have registered for related to the course. You can remove them or add more. In addition, your completed and graded exams are displayed along with the grade and date of completion.

LUT 13 (18) Study Affairs Office 25.10.2011 ------The Registration History button takes you to the hidden registrations.

You can bring back your registrations with the Retrieve button. If some of your registrations are not displayed in the registrations section, the reason might be that the event has been moved here.

The Reg.Inf. link shows you more information on your registration, for example when your registration was made and by whom.

NB: Do not make entries in the Further Information field because they will not reach the teacher. Instead, you can e- mail the teacher using the link to the teacher’s e-mail address.

The Return button takes you back to the previous view.

You can register for teaching events from any view with the Register button. It always takes you to the same Registration view. This can also be done by clicking on the Add an event/Register button.

Once you have saved your registration, it is advisable that you take a printout or check your registration well before the registration deadline. If there are problems, contact the Student Affairs Office immediately at [email protected].

The Removed registrations link will show you your removed registrations.

The Reg.Information link will show you when your registration has been removed and by whom:

LUT 14 (18) Study Affairs Office 25.10.2011 ------If a registration has been removed, you can see it here. If a registration is not listed here, it has not been carried out in the first place.

A registration is NOT lost if you have: - forgotten to register - cancelled your registration - registered incorrectly - registered for the wrong event

Records of student “footprints” in WebOodi have shown that all cases of ”lost registrations” reported by students have turned out to be due to the student’s actions/failure to act..

ORDERING A TRANSCRIPT

The electronic transcript is an unofficial version of the official transcript you receive from the Student Affairs Office; i.e. in addition to the information on completed studies, you can also see the total number of credits obtained and the average grade. By clicking the Transcript link on the left, you will open the following view:

Select either Finnish or English for the language, and click on the Order button to submit the order. You may order ten transcripts/day (including both languages: Finnish and English).

You will receive the following message as a reply to you e-mail:

If you order more than the maximum permitted number of transcripts, you will receive the following message:

Submit a new order tomorrow! LUT 15 (18) Study Affairs Office 25.10.2011 ------

If you do not receive the transcript within one day, verify that - the e-mail address you have given in WebOodi is correct. - you have checked the box “a transcript of records may be sent via e-mail to the e-mail address given in the student register” in the conditions for information disclosure - there are no problems with your network connections - finally, contact Origo, tel. 05 621 7027 or by e-mail.

If you notice any errors in your transcript, kindly contact the Student Affairs Office.

RESULTS: Only the final grades for courses are displayed here; no grades for individual examinations are shown.

Click on the Results link in the left menu to open the following view:

You can sort your results by Code, Course Name and Date (of Completion) by clicking on the corresponding title.

Total number of credits the number of credits that is printed out on the transcript Weighted grade average the grade average that is printed out on the transcript SE – link Study events that belong to course Credits in brackets are not included in the weighted grade average e.g. because you have not paid the Language Centre fees or for another reason.

LUT 16 (18) Study Affairs Office 25.10.2011 ------Add an event / Register takes you to the Search for teaching events/courses view.

HISTORY From the menu on the left.

Here, you can see the courses for which the final mark is 0 (Failed) or P (absent), or the previous, lower grade for a course. The grades are not for an individual examination if the course includes other elements in addition to an examination. Important! This list does not contain all the courses for which the student has received a 0 or P, and this list does not change when the student is awarded a passing grade for any of these courses. You can sort your courses by course code, course name or date of completion by clicking on the respective column title.

PLANNED STUDIES Under My studies, click on the Planned studies link, which opens the following view:

In this view, you can enter the semester in which you plan to take the listed courses, but you will not be able to add new courses. Instead, you should use the Study Plan. Planned studies can be sorted by code, course name or timing by clicking on the respective column title.

You can change the semester for a course from the dropdown menu in the Timing column and by clicking on the Change timing button.

To remove a planned course, click on the Remove button at the end of the row.

A planned course cannot be removed if your have registered for it and the registration has been confirmed.

LUT 17 (18) Study Affairs Office 25.10.2011 ------If the status of the course is Preliminary registration or Actual registration, it can be removed from the list of planned studies.

SETTINGS: General settings:

You can select the default language for the interface under Language of the interface: Finnish or English. Swedish is not available at LUT. Next, you can give permission for your name to be displayed on course registration lists My name is displayed by default on the course registration lists. And you can choose to sort your results by code, name or date of completion.

ALWAYS click on the Save button to save the changes you have made!

FEEDBACK ON WEBOODI: Click on Feedback in the left-hand menu. This opens up an e-mail box in which you can write feedback:

At present, the only category in the Subject dropdown menu is General Feedback. You are welcome to suggest additional categories.

Write your message in the message field and click on Send feedback.

Feedback is important to us, so please send us a message whenever you feel like doing so. We also welcome suggestions for the development of the system. LUT 18 (18) Study Affairs Office 25.10.2011 ------

You will receive the following message after you have sent the feedback:

If you have any other problems using WebOodi, please contact [email protected] without delay.