E10 - Elective data > Students Action: Copy class lists to subject requests

Modified on Thu, 14 Aug at 12:52 AM

Preamble

Occasionally the need arises to copy existing student classes into the Elective data > Students preference screen. This could be because lines need to be re-generated, but in keeping the current students' classes.

This is an advanced feature performed rarely.

Copy class lists

Navigate to Lines > Elective data > Courses
Select the relevant dataset from the drop downs, or if the dataset is not yet created, create one
Ensure the course codes that you want to bring over into the Student preferences screen are listed here. It may be all courses that appear in Class data F6, or it may only be some subjects that are on lines.
Navigate to the Students screen
Go to 'View Fields to show' and select 'Show advanced options'

Select 'Copy class lists to subject requests'

The courses will now appear in the Pref columns ready for line generation to be run again. Note that these preferences are not in actual preference order, so when generating the lines, the 'Equal weight preferences' should be selected.

Depending on the stage the file is in, for example, perhaps timetable construction has not begun yet, or is part way through, or even fully completed, the generation of the lines would need to be done with care, possibly around existing year levels.
It may be prudent to seek advice from Edval consultants if required.

Case study:

A school runs three elective lines in Yr 8. Students previously chose their courses and the lines were generated, and the timetable fully constructed. Unfortunately, some late emergency staffing changes were required, meaning that the lines previously created no longer worked. The school had already told the students which subjects they had been given, and therefore wanted to use this data in creating a new set of lines that would work with the new staffing.

The steps this user might follow:

- Create a new dataset (in this case, the user wants to retain the dataset used previously, but this is user choice)

- Add the relevant course codes to the Elective data screen

- Select 'Copy class lists to subject requests'. The elective subjects that the Year 8 students were in are populated as preferences.

- Ensure Subject teachers and Subject rooms contains the correct information

- Generate lines (in this case, 'around Yrs 9+10+11+12', but this will depend on individual school set up)

Whilst it may be possible that all students receive the exact same subjects as they were previously notified, it may be that students would need to re-counselled into other subjects if they were not able to receive the same subjects this time round.