Use the Next Semester Creation Rules tab to define which tables are transferred across when you create a new term or semester. This task is usually performed when you install and set up Synergetic.
For every reporting period (semester or term) you have at your organisation, you need to identify tables that you want to carry over from the previous reporting period.
Tip: After you have set up all your rules, print them out or record them as a backup in case the defaults are accidentally loaded.
Defining rules for transferring tables
To set up the rules for transferring tables across when you create new term or semester creation rules:
- Select Module > Students > File Semester Maintenance from the main menu.
The Student File Semester Maintenance window is displayed.
Tip: You can also access the file semester maintenance functions by clicking . - Click the Next Semester Creation Rules tab.
The Next Semester Creation Rules tab of the Student File Semester Maintenance window is displayed. - Decide what areas of Synergetic you are using and the tables used in each of these. For example, courses, student classes or timetable definitions. See Commonly defined table transfer rules in this topic.
- Determine the number of entries for each table.
Note: The number of entries for each campus, file type and table name combination must correspond to the number of reporting periods your organisation is set up for, based on terms or semesters. See Example of setting up entries in this topic. - Determine the file types that need special treatment. For example, if you are using a timetabling program, consider whether you are going to transfer academic classes.
- Click and type in each of the entries.
- Click .
Example of setting up entries
For each table you want to transfer, you must create one entry for each term or semester.
For example, with the SubjectClasses table shown above, if you have four terms, you set up one entry for each term.
Table Name | To Sem | From Yr Adj | From Sem | Result |
---|---|---|---|---|
SubjectClasses | 1 | -1 | 1 | Previous term 1 classes copied to term 1 in new academic year. |
SubjectClasses | 2 | -1 | 2 | Previous term 2 classes copied to term 2 in new academic year. |
SubjectClasses | 3 | -1 | 3 | Previous term 3 classes copied to term 3 in new academic year. |
SubjectClasses | 4 | -1 | 4 | Previous term 4 classes copied to term 4 in new academic year. |
Example of transferring co-curricular classes but not academic classes
The following example highlights how to transfer co-curricular classes but not academic classes from one semester to the next. The is defined for classes linked to file type M (music).
You might use this feature if you import your academic classes from a timetabling program but you need your music classes to be copied from term to term within Synergetic.
Table Name | To Sem | From Yr Adj | From Sem | File Type | Result |
---|---|---|---|---|---|
StudentClasses | 1 | -1 | 4 | M | Previous term 4 classes copied to term 1 of new Synergetic year. |
StudentClasses | 2 | 0 | 1 | M | Term 1 of current year (from Yr Adj = 0) copied to term 2 of same year. |
StudentClasses | 3 | 0 | 2 | M | Term 2 of current year classes copied to term 3 of same year. |
StudentClasses | 4 | 0 | 3 | M | Term 3 of current year classes copied to term 4 of same year. |
Commonly defined table transfer rules
Most organisations define the following rules when creating next semester:
Note: All of the tables listed below have different file types within them. For example, academic, music, sports and so on. You should ensure that each file type used at your organisation is covered.
Table | Description | Typical rules |
---|---|---|
StudentClasses | Which student is doing which class (either academic or co-curricular)? | Usually do not transfer academic classes as these are imported from timetabling program. |
SubjectClasses | Definitions of the classes. | Transfer all file types to the next period. |
Subject-Assessments-Areas | Subject assessment rules and assessment areas. | Transfer all file types to the next period. |
Staff-Assessment-MarkBook | Staff members' personal mark books for each class that they teach. | Either:
|
Timetable-Definition | Timetable definition rules. | Transfer all file types to the next period. |
Timetable | Actual timetable, which is not normally transferred to a new academic year. | If importing from a timetabling program, select courses not transferred. |
Courses | Courses defined in Course Maintenance, if any. | Not transferred. |
StudentCourses | Which student is doing which course, if any. | Not transferred. |
Student File Semester Maintenance - Next Semester Creation Rules tab key fields and buttons
Grid area fields
Field | Description |
|
---|---|---|
Campus | Campus. For example, Junior or Senior. |
|
File Type | Academic or co-curricular classes. For example, A, M, S and so on. |
|
Table Name | Name and description of the tables transferred. |
|
| Table | Description |
| Courses | This table contains the list of any external courses you have defined in Course Maintenance. |
| StaffAssessmentMarkBook | This table contains the staff member's personal mark book for each class that they teach. This is maintained in Staff Maintenance and in Student Results Maintenance. |
| StudentAssessmentPrintFlags | This table contains details of the print flags for student assessments. This is maintained in Student Results Maintenance. |
| StudentClasses | This table contains details of the students enrolled in each class. This is maintained in:
|
| StudentCourses | This table contains details of the students enrolled in external courses. This is maintained on the Courses tab of Student Maintenance. |
| SubjectAssessmentAreas | This table contains the assessment rules for the assessable areas. This is maintained in Subject Assessment Maintenance. |
| SubjectClassDefaultPrintFlags | This table contains details of the print flags for subject classes. This is maintained in Subject Assessment Maintenance. |
| SubjectClasses | This table contains the definitions of classes. The description is linked to an assessment code, then linked to a learning area. This is maintained in Class Maintenance. |
| Timetable | This table contains the actual timetable, including period, times and days. |
| SubjectClassResultGroups | This table contains result groups for assessment areas. This is maintained in Subject Assessment Maintenance. |
| TimetableDefinition | This table contains the timetable definition rules, including class, day and period. |
To Sem | Reporting period the files are being transferred to. |
|
From Yr Adj | Year the files are being transferred from. |
|
From Sem | Reporting period the files are being transferred from. |
|
Buttons
Button | Description |
---|---|
Add new transfer rule. | |
Delete the highlighted transfer rule. | |
Load the default rules for creating the next semester. |