Allocate Subject Materials

Allocate Subject Materials

Attach study materials to subjects for student access and download.

Time: 5–10 minutes per subject Module: OpenEduCat Subject Material Allocation Permissions: Faculty or Academic Administrator

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Prerequisites

• Subjects configured
• Study materials prepared (PDF, documents, videos)
• Course structure defined
• Access to Academics menu

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Overview

The Subject Material Allocation system enables:

• Material attachment to subjects
• File upload and management
• Student portal access
• Material categorization
• Download tracking
• Version management

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Material Types

Type	Description	Formats
Lecture Notes	Class notes and slides	PDF, PPT
Reading Material	Textbook chapters	PDF, DOC
Assignments	Assignment sheets	PDF, DOC
Reference	Additional reading	PDF, URLs
Videos	Lecture recordings	MP4, Links
Practice	Problem sets	PDF, DOC

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Steps

1. Access Subject Materials

1. Navigate to Academics → Subjects
2. Open the subject record
3. Navigate to Materials tab

2. Add Study Material

1. In Materials section
2. Click Add a line or Upload
3. Configure material:

Field	Action
Name	Material title
Type	Category of material
File	Upload document
Description	Brief description
Sequence	Display order

4. Upload the file
5. Click Save

3. Organize Materials

Structure materials logically:

By Topic:

Subject: Data Structures
├── Unit 1: Arrays
│   ├── Lecture Notes - Arrays.pdf
│   └── Practice Problems - Arrays.pdf
├── Unit 2: Linked Lists
│   ├── Lecture Notes - Linked Lists.pdf
│   └── Video - Linked List Implementation
└── Unit 3: Trees
    ├── Lecture Notes - Trees.pdf
    └── Reference - Tree Applications.pdf

By Type:

Subject: Database Management
├── Lecture Notes
│   ├── Chapter 1 - Introduction.pdf
│   └── Chapter 2 - SQL Basics.pdf
├── Assignments
│   └── Assignment 1 - ER Diagrams.pdf
└── References
    └── SQL Quick Reference.pdf

4. Set Material Visibility

Control when materials appear:

Setting	Description
Active	Visible to students
Inactive	Hidden from students
Date-based	Available after date

5. Update Materials

To update existing materials:

1. Open subject
2. Find material in list
3. Click to open
4. Upload new version
5. Save changes

Previous version replaced with new.

6. Student Access

Students access materials via:

Portal:

1. Log into student portal
2. Navigate to My Subjects
3. Select subject
4. View Materials section
5. Click to download

LMS Integration:

• Materials appear in course modules
• Integrated with lessons

7. Track Downloads

Monitor material usage:

1. View download statistics
2. Track per-material counts
3. Identify popular resources
4. Assess student engagement

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Field Reference

Subject Extension (op.subject)

The subject model is extended to include material attachments.

Field	Technical Name	Type	Description
Materials	material_ids	One2many	Attached materials

Material Record

Field	Description
Name	Material title
File	Uploaded document
Type	Material category
Description	Brief description
Sequence	Display order
Active	Visibility status

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Views Available

View	Features
Form	Subject with materials
List	Material listing

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File Guidelines

Recommended Formats

Type	Preferred Format
Documents	PDF
Presentations	PDF, PPTX
Spreadsheets	XLSX, PDF
Videos	MP4, External Links
Audio	MP3

File Size Limits

• Maximum per file: 25 MB (configurable)
• Total per subject: Based on storage
• Video: Consider external hosting

Naming Conventions

[Subject Code]_[Unit]_[Topic]_[Type].[ext]

Examples:
CS101_U1_Introduction_Notes.pdf
CS101_U2_Arrays_Practice.pdf
CS101_A1_Assignment.pdf

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Troubleshooting

Issue	Cause	Solution
Upload fails	File too large	Reduce file size
Material not visible	Inactive status	Set to active
Cannot download	Permission issue	Check student enrollment
Wrong file	Uploaded incorrect	Replace with correct file
Slow download	Large file	Optimize file size

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Best Practices

1. Organize logically: Group by topic or type
2. Clear naming: Use descriptive names
3. PDF format: Convert documents to PDF
4. Reasonable size: Optimize file sizes
5. Regular updates: Keep materials current
6. Version control: Track material versions
7. Accessibility: Ensure accessible formats

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Security Notes

Role	Capabilities
Academic Administrator	Full CRUD, all subjects
Faculty	Manage assigned subjects
Student	Download enrolled subjects

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Integration Features

LMS Integration

• Materials in course modules
• Lesson attachments
• Progress tracking

Portal Integration

• Student portal access
• Download tracking
• Mobile access

Library Integration

• Reference linking
• E-book access
• Resource coordination

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Related Tasks

• Configure Subjects
• Create Online Courses
• Manage Digital Library