Differences

This shows you the differences between two versions of the page.

--- sis_user_manual [2023/08/27 22:00] – [Rollover] ghachey
+++ sis_user_manual [2024/06/18 03:21] (current) – ghachey
@@ Line 75: / Line 75: @@
   * **Exam**: Exam option should be checked when you want to take a physical exam at the end of a marking period. Checking the Exam box will allow the teachers and administrators to enter grades manually for this exam.
-<note tip>When you check Graded you will have to enter the grade posting begins and end dates. Those usually will be near the end of the marking period. As a rule of thumb, one could put the grade posting being one week before the end of the marking period and the grade posting end one week after the end of the marking period. Refer to the previous illustration to an example.</note>
+<note tip>Not all marking periods will be "Graded". When you check Graded you will have to enter the grade posting begins and end dates. Those usually will be near the end of the marking period. As a rule of thumb, one could put the grade posting being one week before the end of the marking period and the grade posting end one week after the end of the marking period. That is the time frame the system expects and allow inputting grades for that marking period. Refer to some of the previous illustrations to view some examples.</note>
 ===== Calendars =====
@@ Line 158: / Line 158: @@
   * An elementary school creates a small homeroom attendance period to take attendance only one time in the morning. This homeroom period could be 15 minutes. Therefore a full-day would translate to 15 minutes and half-day to 7 minutes.
   * A secondary school or any school taking attendance for each periods. Then to get your full-day minutes you would add the total minutes for each period of the day as you configured them in Periods. The half-day could be half those total minutes or you could define them as all the total minutes of the first 4 periods out of a total of 7 periods in the day for example.
+==== Creating Periods (when they differ by grades) ====
+Sometimes a school will have different period timings for different grades. For example, Grade ECE their sets of periods, Grade 1 to 5 has their sets of period times and grade 6 to 8 also have their own period times. The correct way to do this is to put all combination of periods as detailed in the screenshots below. DO NOT use the feature "Block/Rotation Day" for this use case.
+{{ :pacific-sis-user-guide:sis-school-settings-period-by-grade-1.png?nolink |}}
+One by one create all the combination of periods of your school clearly identifying which grades it applies to (e.g. Period 1 (ECE) is the Period one times for the ECE students, etc.)
+{{ :pacific-sis-user-guide:sis-school-settings-period-by-grade-2.png?nolink |}}
+It will end up looking something like this.
+{{ :pacific-sis-user-guide:sis-school-settings-period-by-grade-3.png?nolink |}}
 ==== Grade Levels (aka. Class Levels) ====
@@ Line 555: / Line 569: @@
 ===== Student Re-enroll =====
-The student Re-enrollment feature is used to enroll a student that was previously dropped. Sometimes, students drop out from school & re-enroll again into the school. When a student is dropped from the school, the system keeps that student's data as an inactive student. Since the typical process when a student comes to enroll or re-enroll in the school is to
+There are two common use case for re-enrolling students:
+  * Re-enroll a student that dropped out of school (into the same school or maybe another school)
+  * Re-enroll a student that ends at a school (e.g. a primary school) and moves on to another school (e.g. a high school)
+Both cases will be discussed in following sub-sections.
+==== Student Re-enroll a dropout ====
+Here the first case is discussed. Sometimes, students drop out from school & re-enroll again into the school. When a student is dropped from the school, the system keeps that student's data as an inactive student. Since the typical process when a student comes to enroll or re-enroll in the school is to
   - Go to ''Students -> Student Information'' and try to search if that student already has a record.
@@ Line 581: / Line 604: @@
 {{ :pacific-sis-user-guide:sis-add-student-re-enroll-6.jpg?nolink |}}
+==== Student Re-enroll to another school ====
+Here the second case is discussed. At the end of primary school, students typically move on to another school. Before a rollover, a common method is to set the "Rolling/Retention Options" for students to not enroll into the school after say grade 8 as detailed in https://docs.pacific-emis.org/doku.php?id=sis_user_manual#student_setting_rolling_retention_options. Those students then become inactive students until picked up again by someone else, typically a high school. This is what this example will do. A high school will re-enroll a bunch of inactive students (graduated from elementary).
+  - Go to ''Students -> Student Information'' and try to search for all the new students you expect coming into your school. Use the Advanced Search and .
+  - If student that are coming fresh into your high school exists in the system already, you ''Re-enroll''. If you can find the student, ''Add Student''.
+<note important>If student already exists in the system and you Add Student you will create a duplicate with past historical data in the previous student profile and the data from that moment in the duplicate student profile which is not ideal but things will still work.</note>
+To re-enroll students that were set to not enroll again in their primary school you go to ''Students -> Re-enroll Student'' as shown below.
+{{ :pacific-sis-user-guide:sis-re-enroll-new-school-1.png?nolink |}}
+Search for your expected students using the advanced search. Make sure you search with "Search All Schools" as shown below as students may be coming in from any school.
+{{ :pacific-sis-user-guide:sis-re-enroll-new-school-2.png?nolink |}}
+Select the students that are coming to your school. Make sure you put the correct "School Name", "Enrollment Date", "Enrollment Code" and "Grade Level" as in the example below.
+{{ :pacific-sis-user-guide:sis-re-enroll-new-school-3.png?nolink |}}
+Click on "Re-Enroll Selected Student" and you should see the success feedback below.
+{{ :pacific-sis-user-guide:sis-re-enroll-new-school-4.png?nolink |}}
+Now if you go and checkout one of those newly re-enrolled students as shown below. You will notice that the enrollment history (and all other data) remains nicely associated with the same student account. And that is the advantage of re-enrolling an existing student versus created a new student account (a duplicate).
+{{ :pacific-sis-user-guide:sis-re-enroll-new-school-5.png?nolink |}}
+{{ :pacific-sis-user-guide:sis-re-enroll-new-school-6.png?nolink |}}
 ===== Student Setting Rolling/Retention Options =====
@@ Line 684: / Line 737: @@
 {{ :pacific-sis-user-guide:sis-course-catalogue-6.jpg?nolink |}}
+===== Course special use cases =====
+Every now and then you may encounter special cases that require slightly different setup then mentioned in the https://docs.pacific-emis.org/doku.php?id=sis_user_manual#course_manager above. They will be discussed in following course sections.
+==== Two courses at the same time ====
+Some schools combine two courses into the same period and classroom. For example, Reading and Writing are two different courses with each their grades and slot in a Student Report Card. But they are taught in the same period essentially together. In this case, you simply enable Allow Student Conflict and Allow Teacher Conflict as shown below for courses taught at the same time in the same place.
+{{ :pacific-sis-user-guide:sis-course-manager-conflicts-1.png?nolink |}}
+{{ :pacific-sis-user-guide:sis-course-manager-conflicts-2.png?nolink |}}
+And then you would simply schedule students and teacher in both the courses just as you would normal ones.
@@ Line 1461: / Line 1528: @@
 The typical work process to go through just before the rollover should be something like this:
-  - Make sure you have transferred out of school any student that has transferred to another school (within FSM or internationally) as detailed in https://docs.pacific-emis.org/doku.php?id=sis_user_manual#student_transfer_out
+  - Make sure you have transferred out of school any student that has transferred to another school (within your country's own schools or internationally) as detailed in https://docs.pacific-emis.org/doku.php?id=sis_user_manual#student_transfer_out
   - Make sure you have dropped out of school any student that has officially dropped as detailed in https://docs.pacific-emis.org/doku.php?id=sis_user_manual#student_dropout
   - Make sure that all attendance have been entered for the whole school year as detailed in https://docs.pacific-emis.org/doku.php?id=sis_user_manual#attendance. This should have been done already if the work has been done on time throughout the year.