End of Year 2011 Secondary Academic

End of Year Secondary Academic SIMS End of Year 2011 Secondary - Academic for Northamptonshire Schools End of Year Secondary Academic Sims End of Year 2011 End of Year Secondary Academic Table of Contents Introduction End of Year Procedure Check List Check SIMS is the correct version Ensure that the Academic Year 2011/2012 is created Ensuring Staff Codes Match and Teacher Roles identified 10 Setting up a New Timetable Cycle – if necessary 11 Assigning Exam Levels in NOVA-T 13 Creating a Backup prior to Exporting NOVA-T to SIMS 16 Run Database Diagnostics prior to Exporting NOVA-T 17 Exporting the Timetable & Curriculum to SIMS 18 Curriculum Matching Wizard (NOVA/SQL Transfer Wizard) 19 10 Changing the Academic Year in SIMS 22 11 Editing and Updating Courses 23 12 Update Course Membership 25 13 Assigning Student Curriculum 26 14 Academic Promotional Rules 28 15 Academic Promotion 31 16 Export and Import of Student Group Membership 36 17 Exporting Student Allocations from Options to SIMS 43 18 Adding a User Defined Date Range 45 19 Manually assigning Students to classes in SIMS 48 20 Student Carousel Rotation Wizard 52 21 Derived Years (NOVA-T6) 55 22 Printing Timetables 56 23 Printing Class Lists 63 This is relatively new functionality within SIMS which was previously only available within Nova-T4 63 Since the Spring 2010 SIMS upgrade you now have functionality to print the following lists from within SIMS: 63  General Student List 63  Class List 63  Registration Group List 63 And also 63  Student Analysis Reports 63 A training course is available to explore the full functionality of these new routes but below is a brief description of printing Class Lists 63 IMPORTANT NOTE: It is not currently possible to change the effective date from the initial screen (shown below) In order to change the date forward (to next academic year) you must initially make a selection to enter the class list display and then change the date via the Settings button You can then reselect the required class lists for the correct date range 63 Select the route Reports/Student List/Class List 63 By default all classes are listed and checked for printing Removal of a selection tick will still mean the class will display but will not print 63 Sims End of Year 2011 End of Year Secondary Academic You can use the Selection Types on the Left to reduce the number of class lists that get printed 63 e.g double click Classes of a subject and choose English from the list of subjects and click on OK 63 This would filter the list of classes on the right to show all the English Classes for printing 63 Click on OK to view the selected class lists on screen as shown overleaf 63 N.B The Options for All Staff (Curriculum) and All Staff (Timetable) are only relevant in a small number of cases If you have All Staff (Curriuclum) selected then only the Main class teacher would get a list, if you have All Staff (Timetable) selected then all teachers of a class would get a copy of the class list 64 You can move between the selected lists by using the arrows at the top of the screen 64 You can also add other fields of data to your reports using the selection on the right of the screen Once you have found a field you require then click and drag it across to the grid to add it 64 To remove it again right click on the column header and choose Remove Column 64 Various other options are available within the screen: 64 Report Section 64 Option 64 Funtion 64 General Options 64 Save 64 You have the option to Save Report Selections that you are likely to re-use 64 Browse 64 Allows you to recall a saved report selection 64 Sort 64 Allows you to change the default sort of the report from Alphabetical e.g by Gender 64 List 64 Change to look at a different type of list option 64 Settings 65 Allows you to change the effective date or the effective date or the membership date 65 Photo 65 You can print a list of photographs of student for the selected list 65 Print Options 65 Allows printing of all or selected list and allows settings like orientation to be changed and gives the opportunity to Preview the reports 65 Export 65 Allows the export to an output of Excel via the output options 65 Font 65 Font Type 65 Allows you to change the font type for the class lists 65 Font Size 65 Allows you to change the font size for the class lists 65 Report Layout 65 Fixed Column 65 Allows you to select how many report columns would be repeated if the class list was to go over more than one page 65 Row Divider 65 Allows you to specify if a row divider should exist after each line or every two lines etc 65 Print 65 Sims End of Year 2011 End of Year Secondary Academic Quick Print 65 Allows a quick print of all the selected reports without preview options A warning is displayed 65 Column Nesting 65 Nest 65 Allows you to merge the contents of two columns together This could be useful if your list is too wide for a page (Also available as a right-click option) 65 Remove 65 Removes nesting on selected column (Also available as a right-click option) 65 Column Options 65 Rename 65 Allows you to rename the default title of the column (Also available as a right-click option) 65 Autosize 65 If you change the font size the some data may exceed the width of the column Using this option would address this (Also available as a right-click option) 65 Remove 66 Removes the selected column (Also available as a right-click option) 66 24 Allocating Curriculum to Pre-Admission Students 66 25 Applying the Timetable in SIMS 67 Appendix 69 Sims End of Year 2011 End of Year Secondary Academic Introduction The Year End procedures for Secondary schools have been split into two areas One aimed at the Pastoral promotion and one with the Curriculum and Academic processes This booklet is the Curriculum and Academic area but it is strongly recommended that you work closely with the person who is likely to be completing the pastoral processes if that is not you This document is designed in the order in which we feel the tasks will need to be completed A check list of tasks is included overleaf for your use if required Sims End of Year 2011 End of Year Secondary Academic End of Year Procedure Check List This section provides a check list of the actions that form part of the end of year process  Check SIMS is the correct version  Check Academic Year 2011/2012 is created  Check Staff initials and teacher roles  Set up a New Timetable Cycle (if necessary)  Assigning Exam Levels in NOVA-T6  Back up  Run Database Diagnostics  Export NOVA-T6 to SIMS  Changing the Academic Year in SIMS  Update Course Memberships  Academic Promotional Mapping  Assign Student Curriculum o Consider date ranges for the allocation of Year 13 Curriculum o Academic Promotion Mapping and Academic Promotion o Export and Import of Student Group Membership o Export Student Allocations from Options to SIMS (if used) o Manually assign student curriculum o Student Carousel Rotation Wizard o Allocate curriculum to pre-admission students  Derived Years  Printing Timetables  Printing Class Lists  Apply the Timetable in SIMS Sims End of Year 2011 End of Year Secondary Academic Check SIMS is the correct version Before commencing any of the tasks in this book please ensure that you have upgraded to the latest version of Sims (Version 7.138 or above) In order to check this, open Sims, login when prompted and take the route Help | About Sims Ensure SIMS is version 7.138 or above If not then some of the functionality required for the End of Year Procedures may not be available and you should contact the Capita ict Helpdesk on (01604) 824999 before continuing  Completed PLEASE NOTE – All the examples of screens in this book relate to Version 7.138, you may have already moved to a subsequent version, and some screens may have updated as a result Sims End of Year 2011 End of Year Secondary Academic Ensure that the Academic Year 2011/2012 is created It is essential that the Academic Year 2011/2012 is created in SIMS before the timetable can be exported from NOVA If your school uses Options then it is likely that this process was completed some time ago in order to start work on the Options process This is part of the Pastoral End of Year processes and is included in that book In order to check that this has been completed before continuing you can check the School Diary Page Use route Focus | School | School Diary and check that Academic Year 2011/2012 is listed as shown in the diagram opposite  Completed Sims End of Year 2011 End of Year Secondary Academic Ensuring Staff Codes Match and Teacher Roles identified To ensure a successful transfer of data from Nova to SIMS it is important that staff codes match in Personnel, Nova-T6 and Nova-T4 databases It is also essential that any teacher that has been used in Nova-T6 has a role identified in SIMS and you should liaise with the person responsible for Personnel to check this information To ensure the appropriate information has been added to the member of staff in SIMS the following process should be followed:      Ensure the member of staff has been added in Personnel with the appropriate staff code Take route Focus/Person/Manage Classroom Staff Use the Search facilities within this screen to see if the member of staff is listed If the member of staff is not listed use the New button and enter JUST the Surname of the member of staff and click on Continue This will bring up a list of Matched people where the member of staff should be listed (If you not get the matched people screen it is important that you not enter the member of staff again as they should be added via Personnel.) Highlight the appropriate member of staff and click on the Open button  Ensure the appropriate role is ticked and that the staff initials match those in Nova  In order to be able to save the record you will also have to enter a Cover option from the drop down available  Save the changes  Completed Sims End of Year 2011 10 End of Year Secondary Academic 22 Printing Timetables SIMS allows you to design, view and print the following types of timetable:    Staff Student Room Timetables can be printed for one or more staff members, students or rooms (Individual Timetables) Alternatively, a single timetable which displays all members of staff, students or rooms across the whole timetable cycle can be produced Select Reports | Timetables to see the list of Options Available Sims End of Year 2011 56 End of Year Secondary Academic Select the type of Timetable you wish to print (Staff, Student or Room) The process for each type is similar and the example shown below is for Staff: Change the effective date to a suitable date in September (e.g 6/9/2011) and Click the Refresh button An individual member of staff can be searched for by typing in their staff code to filter the list to Teachers may be automatically selected by using one of these four filter buttons With each filter it is possible to select multiple entries by using Ctrl Confirm your selection by clicking OK Multiple members of staff may be selected by holding down the Ctrl key whilst selecting individuals from the list Staff are then selected by using the top right pointing arrow in the centre of the window Only those individuals moved to the Selected Staff box will be included in the process Sims End of Year 2011 57 End of Year Secondary Academic Overall Page settings Cell Settings Layout Settings Selected Staff Print Preview The preceding graphic, although two small to see any detail, illustrates all the possible areas of configuration The following activity explains each area in detail Flip – reverses the axes of the timetable In the case of a staff timetable these are days and periods Orientation – enables selection of Portrait or Landscape Page Layout Settings – enables selection of paper size from the drop-down menu – A3, A4, A5, B4 and Custom When Custom is selected Width and Height become editable Page Margins – enables control of all four margins around the timetable Save – any changes to the configuration may be saved by users with either Timetable or Curriculum Manager permissions in SIMS Users without these permissions not even see the Save button This means that most users simply use the configuration created either by the Timetabler or the Curriculum Manager Sims End of Year 2011 58 End of Year Secondary Academic Default – reverts all the configurations for the current type of timetable to a preset hard coded standard layout For most users this change is not saved but, for those with Timetable or Curriculum Manager permissions, the change overwrites anything previously saved Effectively the default standard layout becomes the Saved version Print – send to the Printer configuration screen Export – enables the export of the timetable(s) either in Web Page format (HTML) or Excel This bottom toolbar provides a quick method of navigating to particular pages in a long report The preceding example shows 58 individual staff timetables The report is displayed in batches of 20 pages and the first batch of to 20 is selected The arrows to the right enable movement between the batches Once a batch is selected the vertical scroll bar on the timetable display enables movement within the batch Regardless of which batch is currently selected, entering a page number into the Go To box and pressing , will jump to the correct batch and timetable This batching of twenty pages applies only to the display; when printing, all 58 timetables will be sent to the printer The report output may be resized on-screen by using the zoom slider or the Fit to width and Whole Page buttons The default zoom setting is 75%, but it may be changed continuously by the slider from 0% to 300% Three panels may be displayed towards the right as shown in the following graphic Sims End of Year 2011 59 End of Year Secondary Academic The button with the green arrows (top right) toggles between showing and hiding all the panels The button with the green tick toggles between showing and hiding the Selected Staff panel The other two buttons perform similar functions for Layout Settings and Cell Settings respectively At the bottom of the Selected Staff panel are two buttons – Reselect and Clear Reselect directs the user back to the original screen used to select the required staff Clear removes any selected (highlighted) members of staff from the Selected Staff list As described earlier Ctrl and Shift enable multiple selections to be made A timetable can be thought of as a number of cells in a grid arrangement, in the case of a staff timetable, each cell being a period The Cell Settings panel enables configuration of what should appear in each cell and how it should look Sims End of Year 2011 60 End of Year Secondary Academic The Width and Height settings determine the actual size of each timetable cell Changing these only slightly can make a big difference to the number of pages generated by large displays such as All Staff Timetables The Data Items may be dragged from the list into the appropriate row of the cell below Items already in the cell may be dragged back into the list Provision is made in case a teacher has two classes at once Space can be saved by using abbreviations, rather than names, but people may not be familiar with some of the abbreviations More than one item may be placed on the same row, although the cell width will probably need to be increased Styles may be applied to the selected item in the cell, including Bold, Italic, Underline, Justify Left, Centre or Right Font and Font size may also be changed The margins within the cell determine how close to the edge of the cell box the items are positioned The number of rows in the cell may be changed Defining three rows is sometimes preferable to having two items on the same row Changes made to the Cell Settings are immediately replicated in the timetable display The Layout Settings panel enables configuration of aspects of the timetable display not within the timetable cell Sims End of Year 2011 61 End of Year Secondary Academic Repeating row and column headings applies to timetables such as the All Staff timetable These settings determine whether or not headings are repeated on continuation sheets It rather depends of whether the output is to be posted on a notice board with overlapping sheets or is to form part of a book Individual timetables may be printed two to a page if the configuration allows them to fit For two week timetables it is usually preferable to print week two under week one, on the same page Non-teaching periods are likely to be included on staff timetables, but omitted from student timetables Most users tend to select All Grid Lines for the timetable grid There are separate, but similar, style settings for Titles and Headings Any Comment (message) is placed above the Title The Additional title text commonly contains the name of the school and/or the academic year Using the current selection of timetables for those teaching Maths, experiment with the various settings described in the preceding paragraphs  Completed Sims End of Year 2011 62 End of Year Secondary Academic 23 Printing Class Lists This is relatively new functionality within SIMS which was previously only available within Nova-T4 Since the Spring 2010 SIMS upgrade you now have functionality to print the following lists from within SIMS:  General Student List  Class List  Registration Group List And also  Student Analysis Reports A training course is available to explore the full functionality of these new routes but below is a brief description of printing Class Lists IMPORTANT NOTE: It is not currently possible to change the effective date from the initial screen (shown below) In order to change the date forward (to next academic year) you must initially make a selection to enter the class list display and then change the date via the Settings button You can then reselect the required class lists for the correct date range Select the route Reports/Student List/Class List By default all classes are listed and checked for printing Removal of a selection tick will still mean the class will display but will not print You can use the Selection Types on the Left to reduce the number of class lists that get printed e.g double click Classes of a subject and choose English from the list of subjects and click on OK This would filter the list of classes on the right to show all the English Classes for printing Click on OK to view the selected class lists on screen as shown overleaf Sims End of Year 2011 63 End of Year Secondary Academic N.B The Options for All Staff (Curriculum) and All Staff (Timetable) are only relevant in a small number of cases If you have All Staff (Curriuclum) selected then only the Main class teacher would get a list, if you have All Staff (Timetable) selected then all teachers of a class would get a copy of the class list You can move between the selected lists by using the arrows at the top of the screen You can also add other fields of data to your reports using the selection on the right of the screen Once you have found a field you require then click and drag it across to the grid to add it To remove it again right click on the column header and choose Remove Column Various other options are available within the screen: Report Section Option Funtion General Options Save You have the option to Save Report Selections that you are likely to re-use Browse Allows you to recall a saved report selection Sort Allows you to change the default sort of the report from Alphabetical e.g by Gender List Change to look at a different type of list Sims End of Year 2011 64 End of Year Secondary Academic option Settings Allows you to change the effective date or the effective date or the membership date Photo You can print a list of photographs of student for the selected list Print Options Allows printing of all or selected list and allows settings like orientation to be changed and gives the opportunity to Preview the reports Export Allows the export to an output of Excel via the output options Font Type Allows you to change the font type for the class lists Font Size Allows you to change the font size for the class lists Fixed Column Allows you to select how many report columns would be repeated if the class list was to go over more than one page Row Divider Allows you to specify if a row divider should exist after each line or every two lines etc Print Quick Print Allows a quick print of all the selected reports without preview options A warning is displayed Column Nesting Nest Allows you to merge the contents of two columns together This could be useful if your list is too wide for a page (Also available as a right-click option) Remove Removes nesting on selected column (Also available as a right-click option) Rename Allows you to rename the default title of the column (Also available as a right-click option) Autosize If you change the font size the some data may exceed the width of the column Using this option would address this (Also available as a right-click option) Font Report Layout Column Options Sims End of Year 2011 65 End of Year Secondary Academic Remove Removes the selected column (Also available as a right-click option)  Completed 24 Allocating Curriculum to Pre-Admission Students In order to ensure that Pre-Admission students are available for allocation to academic classes it is necessary to ensure that the students have the Application Status of ‘Accepted’ The processes of moving students through the relevant stages of admission are covered in the Pastoral End of Year training and course booklet Please liaise with the appropriate member of staff in school to ensure that the students are at the Application Status required Once the students have been ‘accepted’ into the school then they will appear for assignment to bands via Focus/School/Academic/ Curriculum Assignment by Scheme Remember that they must be assigned to bands before any other schemes  Completed Sims End of Year 2011 66 End of Year Secondary Academic 25 Applying the Timetable in SIMS It is important that ALL schools complete this task to ensure that the correct timetable day is mapped to the correct date in SIMS This is needed to enable Lesson Monitor users to see their new classes The Cover diary also relies on this routine being run Using this route will also ensure that when viewing timetable information via a student for the „current week‟ that the correct information is displayed and that the correct timetable information is displayed for staff on their Home Page of SIMS Apply the timetable through SIMS through the route Tools | Academic Management | Apply Timetable If you have revised your timetable cycle in terms of periods or times of the day then a new timetable cycle should have been sent back to SIMS from NOVA as covered earlier in this documentation If you have not had to make any changes to the cycle then a default model should be available for your selection based on your usual cycle The Academic Year setup is picked up from the creation of the Academic Year in SIMS so the first date showing with a status of full should be the first day staff and students are due in school Ensure the appropriate Model is selected Either the default Model (as shown) or the appropriate model you created in NOVA-T and sent back If you have a week timetable then ensure the correct timetable day (A or B) is selected here Sims End of Year 2011 Once you are happy that the correct model, date range and timetable day has been selected Click on Apply 67 End of Year Secondary Academic The Select start point should only need to be used if you wish to map a timetable day to a different day than is listed at the bottom of the screen The relevant Timetable days should then have mapped to the dates Check you are happy with the information Once you are happy with all your settings click Save IMPORTANT NOTE: If your timetable model is going to change i.e Week A and Week B gets changed part way through the year then please only apply the changes for the relevant date range In order to check that this has been successful then open a student record and go to the Links button to view a timetable Select the ‘Current Week’ radio button and ensure that the correct information is displayed  Completed Sims End of Year 2011 68 End of Year Secondary Academic Appendix This is a list of levels with their descriptions that are available within Nova-T6 for allocating to classes Level Advanced Extension Award Asset Advanced Asset Breakthrough Asset Intermediate Asset Mastery Asset Preliminary Asset Proficiency BTEC Award Level BTEC Award Level BTEC Award Level BTEC Certificate Level BTEC Certificate Level BTEC Certificate Level BTEC Diploma Level BTEC Diploma Level BTEC Diploma Level DiDA Award DiDA Certificate DiDA Diploma Entry Level Foundation Certificate in Secondary FSMQ Advanced FSMQ Foundation FSMQ Intermediate Functional Skills GCE A Double Award GCE Advanced GCE Advanced Subsiduary GCE ASB Double Award GCSE Full Course GCSE Short Course General International Baccalaureate Key Skills Level Key Skills Level Key Skills Level Key Stage Key Stage Sims End of Year 2011 T6 Code AEA ATAdv ATBrk ATInt ATMas ATPre ATPro BTAw1 BTAw2 BTAw3 BTCe1 BTCe2 BTCe3 BTDi1 BTDi2 BTDi3 DAAw DACe DADi EL FCSE FSMQA FSMQF FSMQI FSkl GCEDA GCEA GCEAS GCEDS GCSEF GCSE Gen IB KSkl1 KSkl2 KSkl3 KStg1 KStg2 69 End of Year Secondary Academic Key Stage NQF Entry NQF Level NQF Level NQF Level OCR Nationals Award Level OCR Nationals Award Level OCR Nationals Certificate Level OCR Nationals Certificate Level OCR Nationals Certificate Level OCR Nationals Diploma Level OCR Nationals Extended Diploma Level OCR Nationals First Award Level OCR Nationals First Certificate Other Diploma PL Foundation Diploma PL Higher Diploma PL Advanced Extended Project Project Level Project Level WBQ Advanced WBQ Foundation WBQ Intermediate Sims End of Year 2011 KStg3 NQF0 NQF1 NQF2 NQF3 ONAW1 ONAW2 ONCe1 ONCe2 ONCe3 ONDi3 ONED3 ONFA1 ONFCE Other PLL1 PLL2 PLL3 PjExt PjL1 PjL2 WBQA WBQF WBQI 70 .. .End of Year Secondary Academic Sims End of Year 2011 End of Year Secondary Academic Table of Contents Introduction End of Year Procedure Check List... Sims End of Year 2011 21 End of Year Secondary Academic 10 Changing the Academic Year in SIMS At this time of year it is likely that you will need to switch from this academic year to the next academic. .. have updated as a result Sims End of Year 2011 End of Year Secondary Academic Ensure that the Academic Year 2011/ 2012 is created It is essential that the Academic Year 2011/ 2012 is created in SIMS