Scheduled Programs

Scheduled Programs are classes or other programs running at the school that are not included in the timetable. For example, extra exam preparations classes, music classes, detentions etc. This article explains how to setup and use Scheduled Programs.

1. Administration

1.1 Scheduled Program Categories

Scheduled Program Categories allow you to group classes into types. For instance, Violin and Singing could be part of the 'Instrumental Music' category, and Robotics could come under a 'Clubs' category. Categories also determine whether the classes within that category need to import into Accelerus for reporting purposes (Feature to come). While categories are required, you can simply create one called 'Scheduled Programs' if you do not wish to break them into sub-categories.

STEP 1:Creating a category

  • Go to Options > Lists & Options
  • Select Scheduled Programs > Categories
  • In the cell 'Add a new category', type in the name of the Category.
  • Under Accelerus reporting, tick the box if it will require a report
  • Click Add
  • Repeat for other categories.

STEP 2:Hiding / Deleting categories

  • If a category is no longer required, click the 'Hide' icon, rather than delete it.

NOTE Deleting a category should only be done when a category has never been used.

1.2 Creating Scheduled Programs

Once Scheduled Programs Categories exist, Scheduled Programs may be created. As many programs may be created as required, either by the member of staff taking the program, or on behalf of the staff member. In the steps below, we will use the example of an Instrumental Music program, with students studying Flute. We will use a staff member with full permissions. Explanation of the different types of permissions can be found later in the article.

STEP 1: Open Scheduled Programs

Go to School > Timetable & Rooms > Scheduled Programs

Explanation

My Programs: Programs where the logged in user is the staff member running the program
All Programs: Every Scheduled Program (including Cancelled Programs) the user has permission to view
Pending: Scheduled Programs awaiting approval
Approved: All approved scheduled programs the user has permission to view
Not Approved / Cancelled: Any Scheduled Programs which have not been approved to run and any Scheduled Programs which have been cancelled
Previous: Scheduled Programs whose Dates are in the past
Add Program: Opens a new Scheduled Program window
Search: Searches for any Scheduled Program in the current tab. In the case of the picture above – the Approved Programs
Name: The Name of the Scheduled Program. Note this is visible to Students and Parents once published. This field also indicates whether the program has been published to Students and Parents
Students: The number of students currently in the program
Status: Whether the Scheduled Program is:
         Pending Approval
         Approved
         Not Approved
         Cancelled
Dates: The dates during which the sessions will run
Owner: The person who created the Scheduled Program
Teacher/s: The staff members running the particular sessions
Actions: The ability to make a copy of a Scheduled Program

STEP 2: Create a Scheduled Program

Click Add Program
In the Program Details add the following information:
Category: Choose the relevant Category from the drop down list
Name: The name of the Scheduled Program. This will be displayed to the students and parents when published
Date From: When the Scheduled Program first starts.  If this is a program with multiple sessions and students attending classes on different days, choose the Monday of the first week of the program.
Date To: When the Scheduled Program finished. If this is a Scheduled Program with multiple sessions and students attending classes on different days, choose the Friday of the last week of the program.
Time From: When the first session of the day may be scheduled
Time To: When the last session of the day must finish by
Duration: The length of the session in minutes
Requirements: This is optional and lists what the students should bring to the session
Room: Optional. Only include a room where every session of the Scheduled Program uses this room
Subject Name / Subject Code / Class Code: These fields will only be editable if the Category is marked as requiring Accelerus Reporting. Consult your Accelerus administrator for the correct information to include in these boxes
STEP 3: Save the Scheduled Program

Click Save 

STEP 4: Add Students

Once the Scheduled Program has been saved, two new tabs will appear (Students and Staff)

  • Click the Students tab
  • Click Add Students
  • Select the Students participating in the program
  • Click Add Students

Note that Students may still be added once the Scheduled Program has been approved

STEP 5: Add Staff

  • Click on the Staff tab
  • Click Add Staff
  • Select the Teacher/s who will be taking the program
  • Any teacher who is ticked as ‘Supervising Teacher’ will be used when importing classes to Accelerus if reporting on the class
  • Click Add Staff
STEP 6: Approve the Scheduled Program
Only Staff members with Scheduled Program Approval permissions may approve a Scheduled Program. The teacher of the program may add and schedule students but may not approve the program unless specifically granted permission
  • Click on the Program Details tab
  • Scroll down to ‘Program Approved:’
  • Select Yes to Approve the Scheduled Program or No to Reject the proposed Program. If a Program has been approved but then is no longer running, choose Cancelled
  • Once the Scheduled Program has been approved, it cannot be deleted, only cancelled.
STEP 7:Publish the Scheduled Program
Once a Scheduled Program has been published it will be visible to Students and Parents via the web version.

2. Scheduling Students

Once Scheduled Programs have been created, students are scheduled for their individual sessions. This is generally done by the teacher of the session, but may also be done by a coordinator.

All students may be scheduled at the same time or at individual times. It is also possible to have a subset of students sharing a session. Additional sessions may also be scheduled for students.

Explanation

Add Students: Add students into the Scheduled Program
Ticked Options: Remove and Message the selected students
Week selector
Student selector. The box in the top row will select all students, or individual students may be selected in the tick box next to their name
Students: All students in the group. These may be sorted alphabetically
Total sessions scheduled. This shows a count of all the sessions that have been scheduled for the student. This includes future sessions
Attendance: Number sessions attended / Number of sessions scheduled.  This is attendance based on attendance of sessions that have already run (sessions that are in the past).  The numbers do not include future sessions.
Session times: The date and start time of the session
Mark Attendance: Ability to mark class attendance appears once the class has been scheduled. This is included in the Attendance statistics on this page, but is not included in the main attendance reports
Delete session. This removes a scheduled session. It does not remove the student from the Scheduled Program. Do this via Ticked Options.
Schedule as a group: This allows all students to be scheduled for the same session time.
Add additional session: Creates an extra session row for a student for that specific week. Used when certain students require extra sessions eg to make up a session if the student or teacher couldn’t attend in the previous week.

3. Teacher and student view

3.1 Teachers

Teachers will see any of their own Scheduled Programs on the same screen as their Timetable.  
They can also access the Scheduled Programs menu on the left hand menu on their Dashboard.

3.1.1 Timetabled classes

Teachers taking a ‘timetabled’ class (ie not a session of a Scheduled Program) will still see details of students undertaking a Scheduled Program in their class roll. They should still mark the attendance as per normal, indicating that the student is not in the timetabled class. “Other educational activity”, “School related 
To assist the teacher in knowing why a student may be absent, details are displayed under the roll for the student. The name of the Scheduled Program, together with the time the program is running, displays under the attendance so the teacher may know if the student is expected in class for any of the lesson.

3.2 Students

Students will see any of their Scheduled Programs on the same screen as their Timetable.  It will display the standard class they would otherwise be attending, along with the Scheduled Program.  The Scheduled Program will display the name and the time. Where a Scheduled Program crosses several standard classes, it will be shown against each period it runs in.

4. Permissions

The table below indicates what access is given which each permission. Permissions are granted under Options > User Groups & Permissions > School > Scheduled Programs

Permission

Explanation
Read only (Own)
  • View all of a student’s Scheduled Programs when marking attendance, or viewing a student Timetable
  • View a Scheduled Program where they are the owner or the assigned teacher
Read Only (Own + Others)
  • View all of a student’s Scheduled Programs when marking attendance, or viewing a student Timetable
  • View any Scheduled Program
Modify + Read (Own)
  • View all of a student’s Scheduled Programs when marking attendance, or viewing a student Timetable
  • View a Scheduled Program where they are the owner or the assigned teacher
  • Add / remove students in their own Scheduled Programs
  • Schedule sessions for students in their own Scheduled Programs
  • Mark attendance for students in their own Scheduled Programs
  • Message students in their own Scheduled Programs (if they have Messaging permissions)
  • Message parents in their own Scheduled Programs (if they have Messaging permissions)
Modify (Own) + Read (Others)
  • View all of a student’s Scheduled Programs when marking attendance, or viewing a student Timetable
  • View any Scheduled Program
  • Add / remove students in their own Scheduled Programs
  • Schedule sessions for students in their own Scheduled Programs
  • Mark attendance for students in their own Scheduled Programs
  • Message students in their own Scheduled Programs (if they have Messaging permissions)
  • Message parents in their own Scheduled Programs (if they have Messaging permissions)
Modify + Read (Own + Others)
  • View all of a student’s Scheduled Programs when marking attendance, or viewing a student Timetable
  • View any Scheduled Program
  • Add / remove students in any Scheduled Programs
  • Schedule sessions for students in any Scheduled Programs
  • Mark attendance for students in any Scheduled Programs
  • Message students in any Scheduled Programs (if they have Messaging permissions)
  • Message parents in any Scheduled Programs (if they have Messaging permissions)
Add, Modify + Read (Own)
  • View all of a student’s Scheduled Programs when marking attendance, or viewing a student Timetable
  • View a Scheduled Program where they are the owner or the assigned teacher
  • Add / remove students in their own Scheduled Programs
  • Schedule sessions for students in their own Scheduled Programs
  • Mark attendance for students in their own Scheduled Programs
  • Message students in their own Scheduled Programs (if they have Messaging permissions)
  • Message parents in their own Scheduled Programs (if they have Messaging permissions)
  • Create and Delete their own Scheduled Programs
Add, Modify + Read (Own + Others)
  • View all of a student’s Scheduled Programs when marking attendance, or viewing a student Timetable
  • View any Scheduled Program
  • Add / remove students in any Scheduled Programs
  • Schedule sessions for students in any Scheduled Programs
  • Mark attendance for students in any Scheduled Programs
  • Message students in any Scheduled Programs (if they have Messaging permissions)
  • Message parents in any Scheduled Programs (if they have Messaging permissions)
  • Create and Delete their own Scheduled Programs
Add, Modify + Read (Own + Others + Approval)
  • View all of a student’s Scheduled Programs when marking attendance, or viewing a student Timetable
  • View any Scheduled Program
  • Add / remove students in any Scheduled Programs
  • Schedule sessions for students in any Scheduled Programs
  • Mark attendance for students in any Scheduled Programs
  • Message students in any Scheduled Programs (if they have Messaging permissions)
  • Message parents in any Scheduled Programs (if they have Messaging permissions)
  • Create and Delete any Scheduled Programs
  • Approve Scheduled Programs
  • Cancel Scheduled Programs
  • Publish Scheduled Programs
No access
  • View all of a student’s Scheduled Programs when marking attendance, or viewing a student Timetable

Still need help? Contact Us Contact Us