Setting Up a New Semester - Accelerus Light (Victorian Schools)

This checklist is for Administrators preparing for a new semester in Accelerus Light.

Staff changes

1. Extract a list of staff from CASES 21 (Appendix 1.1)
2. In the resulting CSV file:
   1. Change the Staff Code column formatting to ‘Text’ and replace any leading zeroes that have dropped of the TO numbers
   2. Ensure all required staff are in the file
   3. Delete rows of any staff who should not have access to Accelerus Light
   4. Insert any missing staff codes i.e. TO numbers
   5. Add any missing preferred names
   6. Add any missing emails – this is essential for teacher login authentication

3. Import to Accelerus Light 

Teacher Roles

Check and update any teacher permissions in School Settings and Tools i.e. Results Editors 

Home Groups

1. Extract a list of current home groups and teachers from CASES21 (Appendix 1.2)
2. In the resulting CSV file:
   1. Delete the rows of any home groups no longer used
   2. Ensure the Name column displays each home group name as you want it to appear on reports but do not change the Code column
   3. Add any missing teachers, including any second teacher sharing a home group

3. Import to Accelerus Light 

Subjects and Classes

Ensure all necessary subjects and classes are in Accelerus Light, including any subjects in which students are streamed or separated out 

Students

1. Extract Student Details XML from CASES 21 (Appendix 1.3)
2. Import to Accelerus Light
3. Run Create Enrolments 

Quick Setup - Features

1. Check Victorian Curriculum Areas are being assessed in correct subjects
2. Check report types for subjects i.e. full or part page
3. Check any required comment fields are selected
4. Check any necessary attendance fields, including if attendance is to be imported or manually entered
5. Check if attendance explanation is required (Appendix 2) 

Quick Setup – Parameters

1. Check settings for Core Learning Areas
2. Check settings for Other Learning Areas
3. Check settings for All Learning Areas
4. Check settings for English as an Additional Language
5. Check settings for Work Habits
6. Check settings for Skills
7. Check settings for Customisation
8. Check settings for Signatures 

Student Photos

Import student photos – JPGs labelled with student CASES21 code e.g. ABC0001.jpg 

Emailing Reports

Prepare a spreadsheet of student contacts and import to Accelerus. Further information is available here: https://docs.xuno.com.au/emailing-reports-accelerus-light

Appendices

This section contains instructions that allow schools using Accelerus Light to extract the following from CASES21:

• CSV file of Teacher details – required in the first semester of using Accelerus Light
• CSV file of Home Group details – required in the first semester of using Accelerus Light and in semester 1 of each year
• XML file of Student Details – required in both Semester 1 and Semester 2 of each year

1.1  Teacher Details

• In CASES21, select Worksheet – an icon in the top menu bar.
• Select SQL (not SQL Design)
• Type or copy the following into a blank SQL box, exactly as it appears:

SELECT SF.PAYROLL_REC_NO as "Teacher Code", SF.SURNAME as "Family Name", SF.FIRST_NAME as "Given Name", SF.PREF_NAME as "Preferred Name", SF.TITLE as "Title", SF.GENDER as "Gender", SF.E_MAIL as "Email" FROM SF WHERE SF.STAFF_STATUS = 'ACTV' ORDER BY SF.SURNAME, SF.FIRST_NAME

• Click Apply.
• Select all records by clicking in the top left hand corner cell of the spreadsheet.
• Click Export to Excel.
• At the message about trusting Visual Basic Code, click the Always Trust button, and the data will open in an unnamed Excel spreadsheet.
• Delete the blank row under the heading row.
• Go to the last column exported (H) and highlight this column and column J. Right click and select Unhide.
• Delete the now unhidden column I with the heading labelled ROW.
• Go to File > Save As.
• In the Save As window that appears:
  • Select an appropriate location to store the file.
  • Give the file an appropriate name, e.g. Teachers 2025
  • Select CSV (Comma delimited) in the Save as type dropdown list.
  • Click Save.
• At the message about not supporting workbooks with multiple sheets, click OK.
• At the message about features not being compatible with CSV, click Yes.
• Close the spreadsheet and click No, if asked again to save the file.

1.2  Home Group Details

• In CASES21 Select Worksheet – an icon in the top menu bar.
• Select SQL (not SQL Design)
• Type or copy the following into the SQL box, exactly as it appears:

SELECT KGC.KGCKEY as "Code", KGC.DESCRIPTION as "Name" ,SF.PAYROLL_REC_NO as "HGT1", SF1.PAYROLL_REC_NO AS "HGT2" FROM KGC left Join SF ON KGC.TEACHER = SF.SFKEY left JOIN SF as SF1 ON KGC.TEACHER_B = SF1.SFKEY WHERE KGC.ACTIVE = 'Y'

• Click Apply.
• Select all records by clicking in the top left hand corner cell of the spreadsheet.
• Click Export to Excel.
• At the message about trusting Visual Basic Code, click the Always Trust button, and the data will open in an unnamed Excel spreadsheet.
• Delete the blank row under the heading row.
• Go to the last column exported (H) and highlight this column and column J. Right click and select Unhide.
• Delete the now unhidden column I with the heading labelled ROW.
• Go to File > Save As.
• In the Save As window that appears:
  • Select an appropriate location to store the file.
  • Give the file an appropriate name, e.g. Home Groups 2025.
  • Select CSV (Comma delimited) in the Save as type dropdown list.
  • Click Save.
• At the message about not supporting workbooks with multiple sheets, click OK.
• At the message about features not being compatible with CSV, click Yes.
• Close the spreadsheet and click No, if asked again to save the file.

1.3  Student Details

• In CASES21, go to Students.
• Select Achievements.
• Select Achievement Imports / Exports.
• Double click Export Student Data.
• In the Export XML box that opens, click the Run button.
• Click OK at the Instructions message.
• In the window that appears:
  • In the Destination directory field, select the location where you wish to save the xml file, e.g. U:\CASES21\
  • Ensure that the correct year and semester are selected, e.g. 2025.1, and click OK.
• Go to the location where the file was saved – it will be called VC2025Sem1Students.xml (or with a 2 in semester 2)

2.     Absence Statement

The table below is displayed where attendance explanation is chosen.