E10 - Students Action: Group class lists for automatic enrolments

Modified on Thu, 14 Aug at 12:52 AM

TABLE OF CONTENTS

Preamble
- Scenarios
Steps to set up classes

Preamble

Students are often assigned to a class or a set of classes as a cohort. E10 has two ways in which students can be assigned to a cohort group: by Letter and by Number. Schools may choose to use only Letter groups, only Number groups, or both Letter and Number groups to organise their class lists.
Once students are assigned a Letter and/or a Number, they can be automatically enrolled into all the appropriate grouped classes. The Letter or Number displays next to a student's name in the Student data screen, as well as many other screens, for easy identification.

Scenarios

Scenario 1. Students will be in group cohorts for core subjects, but will separate into gender based Health & PE classes. Core classes will be associated with Letter groups, while Health and PE classes will be associated with Number groups. Students can be assigned to both a Letter and a Number group accordingly.

Scenario 2. Students will be in larger group cohorts for core subjects, such as Humanities and Religion, and split up into smaller group cohorts for non-core classes, such as Arts and Tech subjects. Core classes may be associated with Letter groups, while Arts / Tech classes will be associated with Number groups. Students can be assigned to both Letter and Number groups accordingly.

Steps to set up classes

The steps to set up automatic enrolment of classes based on the student's group involve:

Classes are created in Class data as 'Group' classes
Classes are ticked as an automatic group class list
Students are assigned to a Letter and / or a Number group
Class lists are automatically updated.

Create classes

Classes must be first set up as Group class in Classes > Class data. This is explained in detail in other documentation:

Refer to:

E10 - Class data > Line field - it's all about structure

E10 - How to: Mix groups

E10 - Class data: Group class lists

Tick classes to group automatically to class lists

Navigate to Students > Student data > Action bar > Group class lists

Tick all classes that students should be automatically enrolled in based on their Letter or Number group.

When setting up classes, it does not matter if student have not yet been assigned to a Letter and/or Number groups

Assign to students to Groups

Students can be assigned to Letters and Numbers via:

Students > Class list manager: Select Letter Group or Number Group from the drop down options
Students > Student data: Manually enter the Letter and / or Number, or import from a spreadsheet.

The image below shows the Student data screen for Scenario 1. There is one male and three female students displaying. Both male and female students are assigned to Letter groups (A and B) for core subjects. For Health and PE classes, male students are assigned to the Number group 1, while female students are assigned to Number group 2.

The Class data screen shows the following:

Group class lists shows the following:

Note that 'Group class lists' can also be managed from Classes > Class data > Action bar > Group class lists.

For schools with large cohorts, it is often better to use Group letters for the Practical classes that have smaller maximum numbers of students, usually the practical classes where students numbers are restricted. This allows for more groupings to be possible as all 26 letters of the alphabet are options to be used.

Then the Core classes, which usually allow more students per group, would be assigned Group Numbers, as this is limited to 0-9, plus a few special characters.

For example: In year 7, a school has 10 core classes and needs to create 12 practical classes.

They can use Group 7-1, Group 7-2, Group 7-3, Group 7-4, ... , Group 7-9, Group 7-0 for the 10 Core classes, and then they can use Group 7A, Group 7B, Group 7C, Group 7D, ... , Group 7K, Group 7L for the 12 Practical classes.