You’ve completed your New School Year Setup; What to check to be on track for the first day back!
Now is a great time to review your New School Year Setup (NSYS) and make sure that everything is set for the first day of the New Academic Year! By going through these areas before the big day we can avoid those stressful pitfalls. Let’s make sure that you have those registers ready on the day and get to it!
Reviewing the Academic Calander
First things first, you are going to want to double check your Academic Calander dates. It’s easy to set the end of a term to exactly the same date as the start of a holiday date, if they match this will cause the holiday to override school term – causing no registers! Eek!
To check this go to the School Year Setup and select 1. Academic Calander.
Then in the top section – Terms, ensure that none of the dates match or overlap with the bottom section – Holidays.
If there is an overlap it’s easy to fix, remember that Arbor helpfully already excludes weekends.
Click into the date box you want to change.
Alter the dates you want to amend - Remember: dates in the term section are dates a register can be taken and the holiday section dates won’t generate a register.
Save the changes!
Reviewing Off Rolled Students
It’s important to ensure that students are off rolled correctly. We recommend choosing several students in year 6, year 11 and year 13, across a number of classes to dip into and confirm that they are off rolled as expected.
To do this select the chosen student’s profile.
Using the left-hand menu select the enrolment section.
From the drop down menu select the next academic year.
The current enrolment should show it ending in this current academic year and the following year should show as not enrolled.
If there are no end dates for your cross section of students it’s likely a step in the New School Year Setup got accidently skipped, to fix this complete section 2 of the process. Click here for a lovely Arbor blog going over all you need to know.
Reviewing Student Locations
Make sure students are where they need to be, from year group to registration group to house.
Go to School Set Up, Review School Year Setup.
Click Review Enrolments for Next Academic Year.
Check the enrolments are correct – if not move appropriately.
Check for any blank boxes – Assign students to year groups and reg forms.
Students added after completion of the NSYS step 3 or that are missing from this list will not have been enrolled as yet. Click here for how to enrol a single student.
Reviewing Scheduled Registers
Ah ha, to ensure you have those registers for the 1st day back this review is the key.
Go to Courses, Next Years Courses.
Click the Gray Plus Button to expand out course and then year group details.
The reg group names will then be shown with a grey click in arrow.
Woohoo! these are linked through, and you can spot check click in to confirm details.
- P.s. you can also update academic leads and course details at the same time.
However if (No Lessons Scheduled) is present between the group name and arrow this will need to be resolved. Or No Results Found pops up as soon as you open next year’s courses section then something has gone a little funny and this will need to be fixed as well.
We’ve got you covered here with a quick reminder of how to resolve these:
With the No Lessons Scheduled – click through into the course, select the green +Add button in the Classes & Lessons section and complete as appropriate, sorted!
With No Results Found – Classes and lessons have not been created. Complete Step 6 of the New School Year Setup to do this, either by copying last years, importing a TimeTabler file, or building if from scratch.
Click primaries & secondaries for a comprehensive blog on each going over how to do the do by scratch! And we're an email away info@swyft.org.uk if you get stuck – we got this!
Reviewing 1st Day Back Registers
The final check, make sure all the registers expected are going to show up from when they should!
Go to Students, Attendance, Registers by date.
Click the Calender Icon.
Update the date to the first day registers are being taken from.
Select the green Update Date Button.
Volia! All the registers for the day will populate ready for cross checking.
They’re not there? Where to look next - check that the date isn’t set up as a holiday, make sure the timetable is scheduled to start at the right time, check students are enrolled into classes. Or give us a call on 01376 433 633 and let us look into it for you!
By proactively reviewing the setup ahead of time, we hope this blog has shown you how to have a smooth return and start to the New Academic year!
As always keep doing the do, till next time stay safe and well!
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