luYearLevel lookup table (Next Year Process)

Description

The luYearLevel lookup table is used to define:

if and how to transfer students to the next academic year
whether to clear or keep certain student data when transferring to the next academic year
other standard options for each year level, such as the year level coordinators.

You must ensure year levels are reported correctly by mapping Synergetic lookup table values to the year level values used by each external system (e.g. ACARA). See Using the Interface Settings window.

You can map gender values for the following external systems:

ACARA - Australian Curriculum and Assessment Authority
ACTGOVDEMO - ACT Government Demographic Data Collection
SIF - Systems Interoperability Framework.

Rules for creating new academic years

You must have the next year's campus and year levels defined. When you create the new academic year, the particular year level is 'rolled up' into the next year level (and possibly a different campus).

You must specify the next year level for both boys and girls if your organisation is co-educational. If there is no valid next year level defined, the students are not transferred.

Select the relevant flags to clear the Form, House, Tutor Group and two Locker fields, if required.

Examples

Fields

Field	Description
Code	Numeric code for the year level.
Description	Description title for the year level-campus combination.
Campus	Campus code for the year level. Each campus is defined in the luCampus lookup table. When creating current students, if you have different year levels at each campus, you can filter the Year Level based on the selected Campus. In the following example, the Senior campus is selected. The Year Level drop-down list only shows year levels that apply to the campus. This uses the Code and Description fields: based on the selected Campus sorted using the YearLevelSort field.
YearLevelSort	Number used to sort the drop-down list of year levels.
YearLevelCoordinator	Name of the coordinator for the year level-campus combination.
NextYearCampusMale	Campus to transfer male students to, who are in this year level-campus combination, when creating a new academic year.
NextYearLevelMale	Year level to transfer male students to, who are in this year level-campus combination, when creating a new academic year. Note: Set the value for year 12 students to an invalid year level so that they will not be transferred to the next academic year. For example, 99.
NextYearCampusFemale	Campus to transfer female students to, who are in this year level-campus combination, when creating a new academic year.
NextYearLevelFemale	Year level to transfer female students to, who are in this year level-campus combination, when creating a new academic year. Note: Set the value for year 12 students to an invalid year level so that they will not be transferred to the next academic year. For example, 99.
NextYearCampusOther	Campus to transfer non-binary students to, who are in this year level-campus combination, when creating a new academic year.
NextYearLevelOther	Year level to transfer non-binary students to, who are in this year level-campus combination, when creating a new academic year. Note: Set the value for year 12 students to an invalid year level so that they will not be transferred to the next academic year. For example, 99.
TimetableGroup	Timetable group code for the year level-campus combination. Note: You can define timetable groups in the luTimetableGroup lookup table. See luTimetableGroup lookup table in the System maintenance manual.
ClearFormFlag	Select this field to clear the Form field on the School tab of students who are transferred when the new academic year is created. See Current Student Maintenance - School in the Current students manual.
ClearHouseFlag	Select this field to clear the House field on the School tab of students who are transferred when the new academic year is created. See Current Student Maintenance - School tab in the Current students manual.
ClearTutorFlag	Select this field to clear the Tutor field on the School tab of students who are transferred when the new academic year is created. See Current Student Maintenance - School in the Current students manual.
YearsUntilGraduation	Used to determine peer year when transferring current students to past students. For example year 12 students have 0 years until graduation, while year 7 students have 5 years until graduation. Important Note: This field must be set consistently across all year levels, or Synergetic's calculation of a student's Peer Year may be incorrect.
CEOLanguagePolicyCode	CEO language policy code for the selected year level. Typical values include: CL - Compulsory CLESL - Compulsory (except for ESL students) O - Optional.
YearLevelGroup	Link the year level to a year level group. These can be used to: link year levels for custom Crystal Reports filter whether award points are applied to students based on their year level on the Awards sub-tab of Subject Assessment Maintenance. See Defining criteria and points for an award in the Curriculum manual. Note: You can define year level groups in the luYearLevelGroup lookup table. See luYearLevelGroup lookup table in the System maintenance manual. Important Note: This field must be set consistently across all year levels, or Synergetic's calculation of a student's Peer Year may be incorrect.
SubSchool	Sub-school that the year level applies to. This is used mostly by multi-campus organisations that provide schooling for all year levels at each campus. For example, year levels can be grouped into a: junior school middle school senior school. For example, you can search for current students based on their sub-school. Note: You can define sub-schools in the luSubSchool lookup table. See luSubSchool lookup table in the System maintenance manual.
FormFieldName	The values for the year level as stored as either: Form and Home Room TutorGroup. This is primarily used for exports that require a field called Form. For example if Home Room is stored then that will be exported as Form.
ExternalSystemCode	Used to nominate the Normal Year Level that applies to the year level. Usually this is a one-to-one correspondence.
ExternalSystemType	Used for mapping data to external systems.
ClearLockerBookFlag	Select this field to clear the Locker Book field on the School tab of students who are transferred when the new academic year is created. Students can be assigned new lockers at the start of the academic year. For example, students may have to transfer to different lockers when they move to a new tutor group based in a different cluster. See Current Student Maintenance - School in the Current students manual.
ClearLockerOtherFlag	Select this field to clear the Locker Other field on the School tab of students who are transferred when the new academic year is created. Students can be assigned new secondary lockers at the start of the academic year. See Current Student Maintenance - School tab in the Current students manual.
ExportSortKeyGroup	Used for sorting NCEA exports at New Zealand schools. NCEA is part of the New Zealand National Qualifications Framework. See the National Certificates of Educational Achievement (http://www.nzqa.govt.nz/qualifications-standards/qualifications/ncea/) web site. Available values are: Form House YearLevel TutorGroup YearLevel House{}.
CommPortalPublishFlag	All of the year levels you have selected are displayed on the community portal.
YearLevelCoordID	Synergetic ID of the year level coordinator for the year level-campus combination.
CommPortalOverrideConfigKey5	Type in a unique value to represent this year level if you want to configure aspects of the Community Portal differently for this year level. You can use the same value for several year levels if you want to configure them as a group in the Community Portal. For example, SEN for the senior year levels.
MaxStudents	Maximum number of students of the specified gender that should exist in this year level. This field is only used for reporting purposes.
EducationType	Type of education for the selected year level. You can select: Primary Secondary. Note: This field is used to categorise students in the Student Disability Adjustment Crystal Report. See Key current students reports in the Current students manual.
HomeGroupDefinition	Use this field to define a custom value for student home groups. The following replaceable fields can be used: {Form} {Tutor} {House} {Year}. For example, you could type {Form}-{Year}{Tutor}.
ModifiedDate	Date and time the lookup table entry was last modified.
ModifiedUser	User that last modified the lookup table entry.