E10 - Register Edval Staff (for the current and the following year)

TABLE OF CONTENTS

• Preamble
• Step 1: Enable the online database for the following year
• Step 2: Sync the student data from the following year's .etz timetable file to the Edval webserver 
• Step 3: Remove the configuration settings 
• Step 4: Register Edval Staff
• Step 5: Generate a WebCode for the next year's database for class list managers (next year's class lists)
• Step 5.1: Creating Classlist Manager Role
• Step 5.2: Adding the role to the existing user/Creating the user 
• Step 6: Check/Test Edval Staff
• TIP

Preamble

Step 1: Enable the online database for the following year

1. Log into my.edval.education with your following year's WebCode.
   (Contact edval-license@tes.com if you have not received your WebCode for the following year.)
2. Go to Admin > Settings 
3. Select Rollover 20** settings and Save. (20** will be the current year.)

Step 2: Sync the student data from the following year's .etz timetable file to the Edval webserver 

1. Open the following year's Edval .etz file
2. Go to File > Synchronise > Configure > Sync tab. 
3. Select the + button and choose Edval web server from the drop down menu.

1. Go to File > Synchronise > Configure > Connection tab
   By default, many of these fields will be automatically populated with correct details, such as the Web server, School code and Academic Year.
2. Enter the following year's WebCode and hit Save right now.

1. Go to File > Synchronise > Sync now. 
2. Tick ONLY Student data. 
3. Enter a date range for the following year (for example, Term 1).
4. Sync.

Step 3: Remove the configuration settings 

1. Go to File > Synchronise > Configure > Sync tab. 
2. Click on the minus next to configure.

Step 4: Register Edval Staff

1. Register next year's database in addition to the current year's database (for current users who need to access both databases concurrently) .
2. Register next year's database only (for users not currently needing access to the current year's database).

1. Open the current year's .etz timetable file (the current timetable file).  
2. Go to File > Synchronise > Register EdvalStaff/EdvalKiosk.

1. The Register Edval applications window will prompt. Browse for the Edval Staff application.
2. Click on Next year’s .etz file. 

1. Browse to locate next year's .etz timetable file.
2. Back in the Register Edval applications window, click OK.

1. Open next year's .etz timetable file. 
2. Go to File > Synchronise > Register EdvalStaff/EdvalKiosk.

1. The Register Edval applications window will prompt. Browse for the EdvalStaff application. 
2. Click OK.

 

Step 5: Generate a WebCode for the next year's database for class list managers (next year's class lists)

When making changes to next year's database via Edval Staff, an authentication prompt will appear asking for their WebCode.  If you do not wish to sync the classlist changes you can either hit "cancel" in the prompt or if you do not wish to see the pop up again in that particular session while you have Edval Staff open then you can tick "Don't conect to the Edval web server this session" and hit OK. The data is injecting into the registered .etz file, but Edval Staff is designed so that any student changes made in Edval Staff automatically syncs to the Edval webserver (so that the correct student information is always there). 

Step 5.1: Creating Classlist Manager Role

1. Log into my.edval.education with your WebCode for next year.
2. Go to Admin > Roles and click Create Role
3. Add the name and code for the new role you are creating 
4. Under the Core Permissions select "Upload data from desktop applications"
5. Hit Save

Step 5.2: Adding the role to the existing user/Creating the user 

Add the role to the existing user - If the user already exist

1. Go to Admin>Users, and under "Filter by name" search for the user
2. If user exist, simply click on edit against the user and add the additional new role for classlist changes that you have created
3. Hit Save
   

1. Go to Admin>Users and click on Create user
2. Type in user's detail and select the "classlist manager" role in the Roles section
3. Hit Save
   

1. Once the above steps is done, select the user from the list and click "Issue/Reissue webcode" , This step will generate the webcode for selected user. 
2. You can now send the webcode to the user by clicking "Send Webcode" , You can also view and copy the user's webcode under the user's detail section once the webcode is issued. 

   

   
   

Step 6: Check/Test Edval Staff

Note: When you swap between the academic Years in Edval Staff, you will be prompted for the respective Year's WebCode whenever you make any changes. New WebCodes are provided each calendar year and only work for the data associated with that calendar year, so at this time of year you may be working with two WebCodes; one WebCode for the current year and one WebCode for the following year.

For example: 

1. If you tick 'Remember me (not a shared PC)', you may continue working on the following year's data without any further WebCode prompts. If you then change the year drop down back to the current year to make a change to the current year's database, the prompt will appear asking for your WebCode for the current year. Input the current year's WebCode and tick the 'Remember me (not a shared PC)'.
2. If you do not tick the 'Remember me (not a shared PC)' checkbox, the program will prompt you for the relevant year's WebCode each time you try to make a change. 

TIP

Save a copy of the .etz timetable file after line generation has been completed and classes have been created. This file can be called, for example, '2022 Edval High CLASS LISTS'. This will be the file that is registered to Edval Staff and will contain the correct student information and be used to manage class lists.
Meanwhile, the timetabler can be working on copies/drafts of the timetable as timetable construction progresses. Once the timetabler has a completed timetable and is ready to import the correct student data and class list information, do the following:

1. Open the file that has the correct timetable.
2. Go to File > Import from... > Edval .etz file > Class lists
   
3. Browse to locate the CLASS LISTS file
4. From the pop-up, choose which year levels you wish to import, OK
   
   
5. The student data and class lists will now match the CLASS LISTS.etz file, and the CLASS LISTS.etz file can be archived. 
6. Register this updated.etz file to Edval Staff, so that further student changes in Edval Staff are sent to this .etz file.