Tips: Syncing Tes with Edumate

Tips: Syncing Tes with Edumate

Most sync issues occur because Edumate does not recognise the code being exchanged in the sync or because the dates are not valid.

Sync URL

• The URL, login and password required to run the sync process are provided by Edumate.

Source of truth

• Edumate is the source of truth for the codes and names of teachers, students, rooms and courses.

• Tes is the source of truth for classlists/rolls i.e. the students in each class.

Dates

• Each Tes year level is mapped to an Edumate Academic Year timetable object.

• For a school which has all year levels starting and ending at the same time, only one timetable object needs to be defined in Edumate. If, however, Year 12 starts and ends on different dates, a separate timetable object for Yr12 is required in Edumate.

• Each timetable object has Term start and end dates defined in SETUP > CALENDAR AND TIMETABLE > ACADEMIC YEARS in Edumate.

• The Tes Sync ‘from’ and ‘to’  dates must be valid dates within the Term date range (use school days, not weekends nor holidays).

• Always sync ‘from’ a future date (next school day or beyond).

• If the school uses multiple rotations, check the start dates have been set up correctly in the Tes Sync > Settings > Rotations Start dates.

Important Information on Period start and end times

In the Edumate database,

·       The end time of a period MUST NOT be the same as the start time of the next period.

·       Edumate MUST HAVE a “minute separator” e.g. If pd1 ends at 9:14am, then pd2 has to start at 9:15am and NOT 9:14. 

·       Edumate recommend that schools make the START time of a period the commonly known one (when does that period start) and make the END time of the period the funny looking one.  End times are rarely seen in the Edumate interface.

In the Timetable file,

·       The end time of one period CAN BE the same as the start time of the next period.

·       There MUST NOT be gaps between periods e.g. MUST NOT have pd1 end at 9:20am and pd2 start at 9:25am.  [What is happening in that 5-minute gap?]

During the sync process between Tes and Edumate,

·       The timetable file belltimes do not get passed. 

·       It is the PERIOD NAMES that are important. 

·       The Tes Timetable period names must match those in the Edumate database. 

Classes

• If a new class is created in Tes, check the course is set up in Edumate and the course codes match.

• If the class is missing from Edumate timetable, check if it is set to run in a certain rotation in Tes.

• Set up separate classes for each rotation with unique class identifiers. This is important for Learning Tasks, Markbook and reports.

  • Semester 1 course 9MUS_A

  • Semester 2 course 9MUS_B

• Check the playground duty codes match.

• Link any Year 12 classes to year 11 classes (rather than the other way around), so that as Year 12 classes finish the Year 11 classes can continue without needing to alter teacher and room info.

• Any class needing a report to be written but having no timetabled periods can be set up in Tes with #Per = 0+1 with the teacher assigned.