E10 Timetable - Edumate: Common Errors and FAQs

Modified on Thu, 14 Aug at 12:57 AM

This article will assist with the most common queries and concerns regarding Edumate that we at Tes have come across.

Please note that it is based on our understanding and experience with the Edumate warnings and errors which are sometimes generated due to their limitations. The schools might need to get in touch with Edumate support if the issue is Edumate specific.

After Edumate sync, the students are now grey in Tes. How do I fix this?

Edumate is the source of truth for Student enrolments.

Edumate records an enrolment start date field. The student start date is passed to Tes in the sync to pick up new student details.
Students are imported from Edumate into Tes during the sync process. There is a 28-day margin, e.g. 28 days before start of term when Tes will pick up the student details. Edumate interprets the ‘from’ sync date, entered in the Tes sync, then applies the 28 day margin.

A group of students belong to an Edumate Form. This is equivalent to the Tes Year level. The Tes Year level (minus prefix “Yr”, if used) must match the Edumate Form short-code.

In Configure > Other, each Tes Year level is mapped to an Edumate timetable. If the sync process considers that there is no match for a Form with a Tes Year, then:

Sync conflict resolution

·         Any student that exists in Tes but does not exist in the data coming from Edumate will have their details made inactive (highlighted grey).
·         Any student that does not exist in Tes will be created in Tes.
·         Any student that exists (based on student number) will be updated.

Active versus Inactive

When syncing, students who are no longer found in the database will be flagged as inactive in Tes, unless you select the option to delete them permanently.

In Students > Student data, the inactive students appear in grey at the bottom of the list of students. These are kept in the file to record they WERE active, so it is clear why they are missing. Inactive students are not shown in class lists.

Changing the status of a student

A student can be either marked as active, inactive or deleted entirely from Tes.

Right click anywhere on the respective student's row and chose 'Change status' and chose between:

Active (current student) - If student was inactive (grey), they will become active (white)
Inactive (not on classlists, keep classes) - If student was active (white), they will become inactive (grey)
Use Delete (no record) carefully. If student is to be Deleted forever (removed from the Tes Timetable file).
The deletion itself if done by mistake can be reverted if the file is not saved and synced to Edumate yet by going to File --> Revert to saved file.

How to: Add future students to classes ahead of time

Future students can be added to classes in Tes ahead of time, once they appear in Student data.

The magic number is 28 ... days.

If you sync more than 28 days from the student's start date, they will come across to Tes in the sync with start date attached to their name AND they will be highlighted grey, as in 'inactive'. You will need to sync the file again within that 28 day margin.

If you sync within the 28 day margin from the student's start date, they will come across with the start date attached to their name, but not highlighted grey.

Regular normal process during the year:

The start date is added in the Edumate database when a student is enrolled.

· Sync the Tes timetable file with Edumate within 28 days of a student starting.

· The new student will appear in Tes Student data with a start-date attached to their name.

· This new student may be added to classlists in Tes timetable file.

· Sync the file again with Edumate.

· The new student will first appear in the classlists in Edumate on and after their official start-date.

Search Edumate for the new student using the official start-date or later.

The problem of 'missing students' occurs for those schools with a 3-week break in the middle of the year and who sync a week or so before the end of Term 2.

How to: Set up detention class for Edumate

Scenario

School wants to set up detentions as events in Edumate to be able to attach staff and a student roll (linked to the discipline system) and put on the timetable.

Solution

In Tes Class data > Admin system type, enter ' Detention'.

Note the first letter only is upper case, the others are all lower case. Not ‘DETENTION’ and not ‘detention’.

If this column is not displayed, select from More > Show column.

Syncing study classes with Edumate

Below is specific information for Edumate schools who sync year levels to different timetable objects.

Scenario

A school uses the Tes generated Study classes. The school syncs Yr7-11 to one timetable object and Yr12 to another timetable object. The school wants to combine the Yr9-11 and 12 students into one study class.

Solution

Do not combine study classes thru the “Study roster > Study rules” dialog in a way that spans Edumate Academic Years.

In Study roster, use ‘Merge’ to combine individual ‘study’ lessons created via the Rules.

Discussion

In Tes the Study classes are defined using Study roster > Study rules.

“All years together” - a single study class object is created in Yr12 to hold all students in years 9-12 who are free in that period.

“Each year separately” - a study class is created for year level specified.

“Group certain years together” - study classes are created depending on the options chosen E.g. keep Yr12 by themselves and join Yr9 with Yr11, and Yr10 with Yr11.

An Edumate course/s for Study classes must also exist to sync study classes from Tes and this depends on which option was selected. The Edumate course code must be ‘Study’.

All Years together: Make Edumate course for Yr12 called 12Study.

Each year separately: Make Edumate courses for each of the year levels that go to study eg. 9Study; 10Study; 11Study; 12Study.

Certain groups together: Make single year courses for separated study; combined courses for “together” groups as below: eg. 12Study, 9/10/11Study.

How to: Code Stage and composite classes for Edumate

Tes is used to create a timetable and to maintain the timetable and classlists.

Edumate is the school’s source of truth for all other data, including reporting.

For reporting, the accepted understanding of the Federal requirement is that the “cohort” referred to in the requirement to make available a student’s positioning relative to others doing the course is THE YEAR LEVEL of the student.

Even though students from different year levels may combine in one room with one teacher with one roll to mark, these students will need a separate year level class for reporting in Edumate.

Some classes exist JUST for the timetable and some are the assessment classes, that don’t go on the timetable.

Use the following logic if setting up a composite Primary class or for composite secondary elective classes.

Scenario:

The school has stage elective classes, say for Stage 5.

In this case, students from years 9 and 10 attend the same class S5MUS_1 and the teacher has 1 roll to mark.

However, those students will be reported in Edumate as having studied 9MUS or 10MUS, not S5MUS.

What to code in Tes Timetable file:

Either the S5 roll-marking classes can be defined in a new umbrella year level Yr9+10 or just added to Class data F6 for Yr10. It doesn’t matter, as long as the classes are timetabled and populated.

However the report classes must be created in the relevant academic year level.

Create, timetable and populate a class called S5MUS_1. If using Yr9+10, there will be a warning message the first time in Class data F6, but once a class is created, that message will not be repeated.

To enable correct reporting in Edumate, create and populate 9MUS_1 and 10MUS_1 in Class data F6 for respective academic year levels 9 and 10. Set these as offline classes with #Per=0+1(0) and assign (reporting) teacher but no room. The (0) ensures this reporting class does not count towards the teacher’s load.

Ensure correct year structure by creating a place marker (filler class) where necessary for those periods when the students are taking the S5 elective classes. Set the Exportable flag for these filler classes to be ‘N’.

On first sync, ALL required classes (roll-marking and reporting) are created.