E10 - ADMIN Setup: Year levels

Modified on Thu, 14 Aug at 12:42 AM

TABLE OF CONTENTS

Preamble
Adding Year Levels
Umbrella year levels
Editing Year Levels
Deleting Year Levels
Accessing the new Year Levels

Preamble

This article will assist in setting up year levels and other standard groupings such as roll call or sport. It will also discuss assigning a year level to a campus where schools have multiple campuses.

A year level is used to contain either:

a cohort of students
classes

Students will mostly belong to a year level, and be enrolled in classes from the same year level. Often special year levels need to be set up to contain classes where students from multiple year levels will be enrolled, such as form group classes, sport classes, support classes, etc. There are also times when 'umbrella' year levels will be set up for times when we want to access information from more than one year level at a time.

Students may be assigned to classes in a year level other than their current academic year level.

Year levels 7 to 12 and 'Meetings' are standardised in most school files. Year levels may need to be added, changed, or edited. This can be done by going to Admin > Setup> Year Levels.

Warning When a 'Basic' or an 'Advanced' sync (with 'Download students' option ticked) is performed, the students within the non-numeric year levels will revert to their original Academic year levels in the TES timetable file as 3rd party systems usually do not support custom-made year levels.

Adding Year Levels

Select the blank cell at the bottom of the list and type in the name of the new year level, e.g. SPT, SUP, 9+10.

A maximum of 32 year levels can be added, not including the default 'Meetings' year level. Although more than 32 levels may appear to be accepted in the timetable file, issues with syncing to Daily and third party systems will result.

Umbrella year levels

Umbrella year levels may be required for:

Classes: composite class set up eg, Year 3 and 4 students may join for composite classes. The students must stay in their correct year level, Year 3 or Year 4, but the classes themselves do not really belong to either Year 4 or Year 3. The classes can be set up in an umbrella year 'Yr 3 + 4'.
Line generation: some schools will generate Year 11 and 12 lines, and then generate Year 10 lines 'around' the existing Year 11 and 12 lines.
Class list management: where class lists will be managed for more than one year level. For example, Year 11 students may be able to be enrolled in Year 12 classes. Having an umbrella year level for Year 11 + 12 allows easy class list management for Year 11 students to be enrolled in a Year 12 class.

To add an umbrella year level, enter the year levels, separated by a plus symbol e.g. 'Yr11 + 12' or 'Yr10 + 11 + 12'. The presence of the plus symbol is the signal for E10 to interpret this as an umbrella year level.

Editing Year Levels

Click on the year level that needs editing, and simply delete and type the new text.

Deleting Year Levels

Click on the year level that needs deleting, and simply press delete on the keyboard.

Year levels cannot be deleted while classes exist in the class data screen or students exist in the student data screen. These must be deleted or moved to a different year before the year level can be deleted.

Accessing the new Year Levels

The year level can be selected from many different screens in E10 by navigating to the Filter menu on the top right of the screen and selecting the desired year level from the drop-down.

When needing a year level for class list management purposes, navigate to Students > Class list management, select the Filter menu on the top right of the screen, and select the desired umbrella year level from the drop-down.