These notes assume you are retaining whatever academic cycle structure you had in semester 1. You would need to undertake additional steps not covered below if you are changing your academic cycle mid-year.
Update subject records
These notes assume you are retaining whatever academic cycle structure you had in semester 1. You would need to undertake additional steps not covered below if you are changing your academic cycle mid-year.
When setting up your subjects, you may need to use a combination of the following procedures for your subjects, e.g. for those that are annual compared to those that belong to a semester or term cycle, etc.
Annual subjects
If you have annual subjects, you need only add extra subjects or update the current ones:
- Use Management > Create Enrolments to create any new subjects, together with their classes and enrolments.
AND/OR
- Use a subject csv file to import any additional subjects or updates to existing subjects, via Management > Import and Export Data > Subjects.
AND/OR
- Manually add any additional subjects required in semester 2, assigning them to this year’s annual cycle. Do this via Management > Manage Data > Subjects, clicking the New icon.
AND/OR
- Make any changes to subjects required, e.g. to the subject coordinator or other subject roles, via Management > Manage Data > Subjects.
Subjects in semester or term cycles
If your subjects are in semester or term-based academic cycles, e.g. one set in a semester 1 academic cycle and another set required for semester 2, etc, follow these steps.
- Use Management > Rollover > Subjects to copy the subjects from a previous cycle to the appropriate new academic cycle.
For example, if you want to copy all or a subset of subjects from semester 2 last year to semester 2 this year, select these years and cycles in the from and to academic cycle selector sections, and select the subjects to be copied.
On the other hand, you may want to copy your semester 1 subjects this year to semester 2, e.g. when you have only set up Accelerus for the first time this year, or you did not use semester subjects in past years.
Carry out as many Rollover processes as you require, copying over selected subjects to selected cycles in each process, and for each choosing the subsets of subject information to be copied, e.g. whether the comment bank associations are copied or not, etc.
AND/OR
- If you use the Create Enrolments process to set up your subjects, classes and enrolments, go to Management > Create Enrolments and modify this so that it reflects your needs, including adding any new subjects. Run this to create the subjects, together with their classes and enrolments.
AND/OR
- Prepare separate csv files of subjects for each new academic cycle being set up in semester 2 and import each of these into the correct academic cycle via Management > Import and Export Data > Subjects.
For example, you may have a file containing semester 2 subjects, another for term 3 subjects and one for those in term 4, if this is how you have structured your academic cycles.
AND/OR
- Manually add any additional subjects required in semester 2, assigning them to semester 2. Do this via Management > Manage Data > Subjects, clicking the New icon.
AND/OR
- If there are only minimal changes to subjects that have been rolled over, make these changes manually in the individual subjects via Management > Manage Data > Subjects.
- Delete any semester 2 subjects that you have rolled over or imported that you do not require at all via Management > Manage Data > Subjects.
Set up classes
As classes are a subset of subjects, similar protocols may need to be followed with classes, depending on whether your subjects are in annual, semester, term or other cycles. However, classes are more likely to change from cycle to cycle and, therefore, additional steps may be required.
For Primary schools and special schools, rolling over the classes is recommended where the subjects are semester based.
Classes belonging to annual subjects
If you have annual subjects:
- You need do nothing further if you have no new subjects and classes in semester 2. However, if you have some new subjects and you used the Create Enrolments tile to create new subjects, classes would have been created, together with their enrolments already.
AND/OR
- Use a class csv file to import any additional classes or updates to existing classes, via Management > Import and Export Data > Classes.
AND/OR
- Make any required changes manually to classes, via Management > Manage Data > Classes.
Classes belonging to subjects in semester or term cycles
If your subjects are in semester or term-based academic cycles, e.g. one set in a semester 1 academic cycle and another set required for semester 2, etc:
- If you used Create Enrolments to create new subjects, classes would have been created, together with their enrolments already.
AND/OR
- Go to Management > Rollover > Classes to copy the classes from a previous cycle to the appropriate new academic cycle, e.g. semester 1 to semester 2, term 1 to term 3, etc.
- Usually, you would click the Include Enrolments checkbox, so that, as part of this rollover, the enrolments from semester 1 are rolled over with the class details. This is what would normally be done in a primary and special school.
AND/OR
- Prepare separate csv files of classes for semester 2 and, with the correct cycles selected in the Academic Cycle Selector for each file, import these via File > Import > CSV Files.
NB You can go back to a previous semester or year and export the classes from a previous cycle to a csv file (via Management > Import and Export Data > Export > CSV Files), manually make changes in the csv file in Excel and use this to reimport your classes into the new academic cycle.
AND/OR
- Add any new classes to subjects that are required in semester 2 via Management > Manage Data > Classes, clicking the New icon.
AND/OR
- If there are only minimal changes to rolled over classes, make the changes manually in the individual classes via Management > Manage Data > Classes.
- Delete any classes that you have rolled over or imported that you do not require at all, via Management > Manage Data > Classes.
Update enrolments
Annual subjects
As annual subjects should already contain their enrolments, you need only update these:
- If you used the Create Enrolments tile to create new subjects, classes would have been created, together with their enrolments already.
AND/OR
- Import csv files containing enrolments – this may be all enrolments or only those that have changed or are new, extracting the data from your school’s timetable or administration package. Such files are imported via Management > Import and Export Data > Enrolments.
AND/OR
- For new students this semester, manually add them to their classes, through the new student's window – Management > Manage Data > Students > Enrolments, clicking the Add Classes icon.
NB You should have a list of the new students from when you imported them for the semester.
- Manually make any other necessary updates to enrolments, either through a student’s window or a class window, using the appropriate icons for Add, Withdraw, Move or Re-enrol.
Where a student has moved home groups since semester 1
If, in your school, students undertake their classes in their home groups, and a student has been moved from one home group to another, you may need to move the student from their old classes to their new classes, taking their data with them from the old to the new.
This step applies where your subjects are annual or you rolled over your classes, including the enrolments, in step 8.2. Otherwise, you may ignore this step
NB A student may only be moved between different classes of the same subject and not across subjects. Where a student has to be moved to a class belonging to a different subject, you should withdraw the student from the old class and add them to the new.
To move a student from one class to another:
- Go to Management > Manage Data > Students.
- Find and highlight the student you require.
- Click the Enrolments icon.
- Highlight the first class from which the student needs to be moved.
- Click the Move icon.
- From the list of other classes that belong to the same subject, select the class to which the student is being moved.
A message will inform you of the impact of the move, e.g. the number of goals, results, etc, that will be moved with the student to the new class.
- Click the Proceed button to move the student.
- Repeat the process for all the other classes of the student from which they need to be moved.
Semester or term-based subjects
- If you used Create Enrolments to create new subjects, classes would have been created, together with their enrolments, already.
AND/OR
- If you rolled over classes from semester 1 to semester 2, you should have ticked the Include enrolments checkbox. Therefore, your enrolments should have been copied over. You may only need to manually add new students and make other enrolment manual changes, covered in the last set of AND/OR instructions in this section below.
AND/OR
- Import csv files containing enrolments (Management > Import and Export Data > Enrolments), making sure that you have the appropriate cycle/s selected in the calendar. For example, if importing Term 3 and Term 4 enrolments, you need to change the date to one that falls in the appropriate cycle between imports.
AND/OR
- For new students this semester, manually add them to their classes, through the new student's window – Management > Manage Data > Students > Enrolments, clicking the Add Classes icon.
NB You should have a list of the new students from when you imported them for the semester.
- Manually make other updates to enrolments, either through a student’s window or a class window, using the appropriate icons for Add, Withdraw, Move or Re-enrol.
- Where students undertake their classes in their home groups, and a student has been moved from one home group to another, you may need to move the student from their old classes to their new classes, taking their data with them from the old to the new, following the instructions in the previous step.