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 shows how to set up and use Scheduled Programs.

In this article

• 1. Administration
  • 1.1 Scheduled Program categories
  • 1.2 Creating Scheduled Programs
• 2. Scheduling students
• 3. Teacher and student view
  • 3.1 Teachers
  • 3.2 Students
• 4. Permissions

1. Administration

1.1 Scheduled Program categories

Scheduled Program Categories allow you to group Scheduled Programs 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 > Software Settings > Lists & Options.
• in the dropdown list, select Categories under the Scheduled Programs subheading.
• In the Add a new category field, type in the name of the category.
• Under Accelerus reporting, tick the box if it will require a report.
• Click the Add button.
• Repeat for other categories.

STEP 2: Hiding/deleting categories

• If a category is no longer required, click the Eye icon to hide it, rather than delete it.
• If you need to delete a category that has not been used before, click the X icon to 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

 

STEP 2: Create a Scheduled Program

Click the Add Program button.

In the Program Details tab, add the following information:

 

STEP 3: Save the Scheduled Program

Click the Save button. 

STEP 4: Add students

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

• Click the Students tab.
• Click the Add Students button.
• Select the students participating in the program, either individually, or by form, year level or class using the relevant tabs in the pop up.
• Click the Add Students button.

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

STEP 5: Add Staff

• Click on the Staff tab.
• Click the Add Staff button.
• 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 category is enabled.
• Click the Add Staff button.

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 Portal.

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

 

3. Teacher and student view

3.1 Teachers

Teachers will see any of their own Scheduled Programs on the same screen as their Timetable.   Scheduled Programs

3.1.1 Timetabled classes

Teachers taking a ‘timetabled’ class (i.e. not a session of a Scheduled Program) will still see 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, e.g. using an attendance type such as 'Other educational activity'. 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. Scheduled Programs will also show in a student's dashboard, so that it is easy to see where a student is at any given time via this screen, as shown in the screenshot below:

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 with each permission. Permissions are granted under Options > Software Settings > User Groups & Permissions > School > Scheduled Programs.