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.
1.1 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
| 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:
| 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
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
- 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.
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.
|Add Students: Add students into the Scheduled Program|
|Ticked Options: Remove and Message the selected students|
|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
3.1.1 Timetabled classes
The table below indicates what access is given which each permission. Permissions are granted under Options > User Groups & Permissions > School > Scheduled Programs
|Read only (Own)||
|Read Only (Own + Others)||
|Modify + Read (Own)||
|Modify (Own) + Read (Others)||
|Modify + Read (Own + Others)||
|Add, Modify + Read (Own)||
|Add, Modify + Read (Own + Others)||
|Add, Modify + Read (Own + Others + Approval)||