TABLE OF CONTENTS
Preamble
A Sport type dataset is simplified compared to the Electives type dataset. It is easily set up and its purpose is for sport data collection and class creation only. No line generation occurs. The students log into Choice with their WebCodes and select one sport preference for the rotation / term / semester. Students should choose some reserve sport options in case they can't be placed into their preferred sport. They may repeat the selection process for the next rotation / term / semester. Once student sport choices have been downloaded, the result can be viewed and managed in Lines > Elective data > Courses. The sport classes are then created without any teacher / room considerations.
Students can be assigned to a sport using one of two options:
Option 1 - E10 juggles class lists:
a) Students submit their sports preferences online.
b) E10 creates classes to place every student into a sport while satisfying the highest number of student preferences, once the sport selection process is finished, the form is closed and choices have been downloaded into the file.
c) The number entered into the Max students column in Lines > Elective data > Courses must reflect the total number of students per sport option if the #C = 1 or the maximum number of students per sport class if the #C is > 1.
Option 2 - 'First come first served':
'First come first served' can be selected via Lines > Edval Choice > Sync > Submission settings. The 'First come first served' feature works like an online booking system.
a) Students submit their sports preferences online.
b) E10 places students into a sport based upon available spaces, at the time of submission.
c) The number entered into the Max students column in Lines > Elective data > Courses must always reflect the total number of students who may be booked into the sport (disregarding the #C).
Create a sport year level
If sport classes contain students from several year levels, it may be better to set up a new year level e.g. SPT, within E10 to manage the class lists of sport classes. The sport classes in the SPT year level will appear in their own class data screen, separate from the classes in each academic year level, e.g. Year 10.
Navigate to ADMIN > Setup > Year levels. In the Year Level field, add a new year level, e.g. SPT, which will be the home year level where the sport classes will be created.
Set up a sport dataset
Navigate to Lines > Datasets.
Enter the following fields to set up a sport dataset:
| Column Header | Description / Data entry |
| Dataset | Enter a code for the dataset (each dataset code must be unique) e.g. Sport. |
| Form Name | E10 will duplicate the dataset code in the Form Name cell. Enter a more descriptive title for the form e.g. Senior Sport Electives. This form name will be displayed to students when they select their sport online using Choice. (Note: E10 will automatically add the relevant calendar year for the sport selection to the form name when accessed online). |
| Type | Click in the cell and select Sport from the Type drop down box. |
| Groups and House | If required, the dataset may be limited to certain Letter or Number groups or certain Houses, if this information is contained in the .etz file. |
| WebForm | Delete - the WebForm if required. |
| Year levels | Include all year levels of students who will be making sport selections, as well as the SPT year level (which will hold all the sport classes when they are created - providing this SPT year level is entered first in the list of year levels entered in the Years column in the Lines > Elective data > Courses). Tab to move across to the next cell and enter the other required year levels. |
Add sport options
Navigate to Lines > Elective data > Courses. Filter, in the top menu on the right, by the sport dataset, e.g. Sport Electives, and select the SPT year level.
Sport options may be entered in two ways:
1. Imported from a spreadsheet. (Read the note below.)
2. Manually.
Explanation of each field of the sport dataset's courses table:
| Column Header | Description / Data entry |
| Option | Enter a short unique code to identify the sport, e.g. SRF, TNS, FTB, VOLB, GLF, CHS, etc. |
| Name | Enter a name that clearly describes the sport e.g. Surfing, Tennis, Football, Volleyball, Chess, etc. |
| #C (number of classes) | Enter the #C (number of classes) for each sport. The final number of classes can be determined once the student's sport selections are submitted and downloaded into the file. |
| S/C (students per class) | Once the student's sport preferences are downloaded into the file, the form is closed and the #C (number of classes) is finalised, the S/C (students per class) field will show the average class size. (S/C = Max students divided by #C.) Double click on S/C (students per class) to see the list of students who chose the sport as their main preference (additionally, listed in order of preference, in grey, are students who chose the sport as their reserve preference). |
| Max students | Option 1 - The number must reflect the total number of students per sport option if the #C = 1 or the maximum number of students per sport class if the #C is > 1. *Option 2 'First come first served' - The number must always reflect the total number of students who may be 'booked into’ the sport (disregarding the #C). See the note below. |
| Rules | In a Sport dataset students only select one main sport choice, so there is no need for the 'at least' or 'no more than' rules used in an Electives dataset. See: E10 - Elective data > Courses Action: Rules. |
| Prereq (Prerequisite rule) | Double-click to add course prerequisites or press DEL in the cell to remove. See: E10 - Choice: Setting Course Prerequisites. |
| Fee | Enter the fee if one exists. Edval will add the $ sign after you enter the value. The cost will be displayed in the online Choice selection form. |
| Years | Enter the SPT year level first, then add all the year levels allowed to select the sport option, separated with a comma. The first year level entered in the Years column is the home year level. Once the sport classes are created they will appear in class data, in the home year level - e.g. SPT. You could restrict certain year levels from selecting a sport option, e.g. if Year 7 students are not permitted to choose Diving, omit 7 from the list of year levels entered in the Years field for Diving. |
Courses / sport options will appear slightly greyed depending on which year level has been filtered in the view menu. Courses / sport options only appear in black in the home year level, SPT, listed first in the Years column, where the classes will appear in class data, once created.
*Note: Max students - if using Option 2 'First come first served': The Max students field in the courses screen must always reflect the total number of students who may be 'booked into' the sport, regardless of how many classes will eventually be created. For example, we may require two Golf classes, each holding a maximum of 2 students. When using the 'First come first served' option, leave #C as 1, and enter 4 into the Max students column, as then the online system will know that Golf has reached the maximum limit once the 4th student has selected it. Golf will still appear as an option for students once full (displayed as 'Golf (full)'), and any students selecting Golf after this point will be placed on a waiting list while being booked into their highest reserve sport preference with availability. Should one of the 4 students placed in Golf opt to reselect their sport preferences and a place becomes available, the first student on the Golf waiting list will move out of their current 'Booked in' sport into Golf. The student does not receive a notification regarding the change.
Enter the Parameters
Click on the Parameters icon on the right hand side of the screen for the parameters table to slide out. Enter the parameters.
Explanation of 'Parameters' fields and entries required for a sport dataset:
| Column Header | Description / Data entry |
| Elective lines | E10 assumes only one elective line for sport, which is prefilled in the dropdown box and can't be edited. |
| Reserve prefs | Enter the number of reserve preferences that will be collected from students. |
| Units per line | E10 assumes only one unit per line for sport, which is prefilled in the dropdown box and can't be edited. |
| Periods per line | Enter the number of periods that sport classes will run per cycle. |
| Letter or number of first line | Enter the letter or number indicating the line to which sport will be allocated e.g. S. |
| Rotated | N/A |
Configure forms
Navigate to Lines > Edval Choice > Configure forms. Filter by the sport dataset e.g. Sport Electives and select the required year level. Each year level that will select sport requires its own configured form.
Note: Each year level needs to be configured separately, as it is possible to enter different information for each year level. You may copy a configured form from another year level in the Sport Electives dataset by selecting the 'Copy parameter / rules / text from another year-level / pathway' icon from the action bar.
Explanation of each field and entries required to configure forms for a sport dataset:
| Column Header | Description / Data entry |
| Minimum required units and Maximum allowed units | Enter 1. Each student can only choose one main sport option. |
| Minimum required reserve units | Enter the number of reserved options you allow the students to make, e.g. 3. |
| Main preference drop downs | Label: Enter the description that students will see on the online form e.g. Sport Choice / Main Sport. Groups: Leave the field blank, which will display all sport options in the dropdown. (Occasionally used in Sport type multi-year datasets to manage which sport options are displayed to different year levels' students or to limit the different reserve dropdowns to certain sport options only. In the Elective data > Courses screen: Enter alphabetical letter/s from the elective course data's Rules column, to indicate the categories / groups of sport options to include as choices. For example, enter S in the field, which will display only sport options with S in the Rules column / enter 'Not X' in the field, which will display all sport options except options with X in the Rules column.) Sub-line: N/A |
| Reserve preference dropdowns | As above. |
| Notes | Enter the text that will be displayed on the online Choice form screen. This may be different for each year level. |
| Text upon submission | Enter the text that will be displayed at the bottom of the submitted form. This may be different for each year level. |
Sync forms
Navigate to Lines > Edval Choice > Sync. Enter the desired settings.
Explanation of each setting:
| Column Header | Description / Data entry |
| Email Settings | Send confirmation emails to: Emails a copy of the submitted selection to each student and / or the Administrator; or Leave blank. (Students have the option to print or email their form at the time of submission anyway.) Confirmation email sender: Select 'noreply' to discourage the recipient from replying; or Select Administrator and add the Administrator's email address in the allocated field to allow student to respond to the Administrator via email. (This may assist in viewing any emails returned due to incorrect student emails.) |
| Submission settings | 'First come first served': Tick this box to enable students to be booked in a sport at the time of submission. No changes. New submissions only: Tick this to allow students to only submit once. Leaving it unticked will allow them to log in and make changes to previously submitted selections while the form remains open. Close forms with message: When the form is to be closed to students, tick the box and enter a message that will displayed to the students if they try to log in. |
| Sync | Hit Sync to send the data to the online Edval webserver. Sync any time changes are made, or to close the form. A pop up message will appear affirming that the form for Sport in a particular year (e.g. 10) has been synced, as well as a reminder to 'Keep in mind that all the year levels must be separately synced'. (No changes should be made to the Max students and the #C entries once the form for 'First come first served' datasets has been synced and made available to students to make their selections.) |
Publish forms
Once the form has been configured and synced, use the Test forms feature to test the Choice form online before issuing / communicating any WebCodes to students.
Test form online
Select the desired dataset and year level from the dropdowns. Selecting Test forms opens a web browser, which allows you to log in using a test WebCode. The WebCode is automatically copied to your clipboard and can be easily pasted into the open web browser to view the sample student, Peter Pan.
Export WebCodes
WebCodes can be exported to Excel, which can be used to create a mail merge document.
Email WebCodes
Email WebCodes directly to students from Edval (only if student email addresses are in the .etz file in Students > Student data (F8)). To see if all student emails have been populated, go to Students > Student data. Select Email + Phone from the View menu.
Students submit sport choices online
Students log in to my.edval.education with their WebCodes to select their sport choices and submit the form. They may email or print a copy of their submission.
Download student choices from Choice
Once the submission period ends, the forms can be closed in Lines > Edval Choice > Sync. Navigate to Lines > Elective data > Students. From the top menu on the right, select the Sport dataset. In the action bar on the right hand side of the Students' screen, select the 'Download student choices from Edval Choice' icon to download the students' sport electives.
The Students table displays:
| Column Header | Description / Data entry |
| Pref1 ... Pref4 | The student's main sport preference and reserved sport preferences, separated with a bold black line. |
| Booked in | The sport option that the student was granted (if using the 'First come first served' option). |
| Submit time | The time each student's final submission occurred. |
Create classes
Establish the maximum number of students per class and the required classes. Navigate to Lines > Elective data > Courses. From the top menu on the right select Sport Electives and select the SPT year level. The S/C column will show the average class size. Make any necessary adjustments to class size in the Max students column, and calculate the #C number of classes to run (manually enter #C or via the action bar on the right of the screen, selecting 'Calculate number of classes #C).
If using 'First come first served' we recommend manually setting the required number of classes, #C.
Select the 'Create classes' icon from the action bar on the right to create classes. Sport classes will be created and populated in class data, in the home year level, SPT, displayed first in the Elective data > Courses > Years field. Selecting 'Prefix class codes with year-level (if not there)' will prefix each sport option with the year level displayed first in the Elective data > Courses > Years field and add a class identifier to the class code.
To set up multi year, vertical spot classes in the SPT year level, see: E10 - How to: Set up Sport classes (multi year, vertical) and to add a period place holder in the SPT year level and a sport place holder in the academic year levels to balance the Period allocations when Sport runs during teaching periods, see: E10 - How to: Set up a placeholder class to ensure correct Year structure.
Check Class data
Check the sport classes created and populated in Classes > Class data.
Class data fields / entries for the SPT year level explained:
| Column | Description / Data entry |
| Code | If you selected 'Prefix class code with year-level (if not there)', each sport class code will have the SPT year level as a prefix, the Sport option code, and a class number identifier, e.g. SPTSWM1. |
| Faculty | You could add a Sport faculty (ADMIN > Setup > Faculty data) and select a colour to identify the sport classes. When you type the new name into the Faculty column in Class data (F6) a pop up box will notify you of your attempt to change the faculty. You can select the 'Move all classes' button to allocate the sport option to the correct faculty. |
| Subject | The subject will populate as per the Name entry from the Elective data > Courses screen of the sport dataset. |
| #Per | E10 defaults the #Per entry as offline periods e.g. 0+2, since many schools have sport periods set as offline in their Grid structure. Change the #Per to suit your school's requirements. |
| Spread | Enter the desired spread. Anything should be used if hard coding the classes to a particular period. |
| Line | The line entry will populate from the 'Letter or number of first line' field entered in Parameters. |
| Link | Link sport classes if required, for example, if sharing teachers or rooms. |
| Rot | Leave the field blank for full year classes, or enter a number to represent which rotation/s the class will run in. |
| #Stu | Populated when the classes were created. |
| Max students | Entry comes across from the Elective data > Courses table. |
| Periods | If sport runs in particular periods, hard code the sport classes to the required periods, e.g. TueP5-6, WedP5-6. |
| TeacherPref | The sport classes are created without any teacher considerations. Select teacher preferences via Teachers > Subject teachers for each sport option. Assign teachers as required in Teachers > Staff allocations (F4). |
| RoomPref | The sport classes are created without any room considerations. Select room preference via Rooms > Subject rooms for each sport option. Assign rooms as required in Rooms > Room allocations. |
To manage multiple sport selections where one sport option is selected for each rotation / term / semester, using a Sport type dataset (with the option to use the 'First come first served' feature), see E10 - Managing rotates sport classes created from a Sport type dataset in a file with multiple rotations or E10 - Managing rotates sport classes created from a Sport type dataset in a file with one rotation.
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