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Importing student classes into the Synergetic timetable

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Use the Timetable Import/Export Definition window to import student classes into the Synergetic timetable from one of the following timetabling programs:

  • Timetabler
  • Time Chart
  • Maze
  • WinSchool
  • PrimaryTime
  • custom-built for your organisation.


Note: You cannot use this window to import student classes from FirstClass 2000. Contact Synergetic Management Systems for alternative instructions.

Importing student classes

Note: See Importing student classes using a custom class definition when importing classes using a custom-built program or from a custom file.

To import student classes into the Synergetic timetable, except for a custom-built program:

  1. Select Module > Students > Timetable Import / Export.
    The Timetable Import/Export Definition window is displayed.

    Tip:     You can also access the timetable import/export functions by clicking .


  2. Select the Timetable Program you are importing from.


    Note:     If your timetable program is not listed, see Importing student classes using a custom class definition.
     
  3. If not already selected, select Import Student Classes (INTO Synergetic) in the Operation area.
    The Timetable Import/Export Definition window is redisplayed with different options.
  4. Select the source file to import timetabling data from. Either:
    • type the file name in to the Source File field
    • click to locate the file.
  5. Select the field linking the students between Synergetic and the timetabling program.
  6. Specify general import selections.
  7. Specify student classes import selections.

    Note:     See Student Classes Import Selections area fields below.
     
  8. Click .
    The Timetable Import/Export Synergetic selections window is displayed.
    See Setting timetable import/export Synergetic selections. 

Timetable Import/Export Definition window key fields and buttons
Timetable Program area fields

Select the timetable program to import from or export to.

Note: Timetables cannot be imported from FirstClass 2000 through the Timetable Import/Export Definition window. Please Contact Synergetic Management Systems for instructions to import timetables from FirstClass 2000.

Operation area fields and buttons

Field

Description

Export (FROM Synergetic)

Convert Synergetic data into a Timetabler, Time Chart or FirstClass 2000 file.

Note: Synergetic does not support exports to other timetable programs at present.

Import Timetable (INTO Synergetic)

Import data from a supported timetable program to Synergetic.

Import Student Classes (INTO Synergetic)

Import student class information from a supported timetable program to Synergetic.

Import/Update Subject Classes (INTO Synergetic)

Import or update class information from a supported timetable program to Synergetic.


Synergetic Student Link Field area fields

This area is used to link records in Synergetic and the timetable program during the import or export. If you are importing timetables, your selection depends on the link between the student and the timetable that you used in the timetabling program.

Note: These fields are not available for imports from PrimaryTime.
 

Field

Description

ID

Link records by student ID.

Timetable Code

Timetabler users only
Link records by generated or manually entered timetable code.

Bar Code

Link records by bar code field.

Alternate Code

Link records by selected code.

Tip: This allows you to use a field other than the Synergetic ID code for mapping records from the timetable import file to Synergetic. For example, you might decide to use the student's name instead of their ID.

Name (Surname and Preferred)

Link records by surname and preferred name.

Name (Surname and Full Given)

Link records by surname and given names.

Name (Surname and 1st Given)

Link records by surname and first given name.

Previous System Code

Link records by old system codes. This maps the codes in the timetabling program to the Synergetic codes, maintained on the Codes tab of Current Student Maintenance.


Import Selections area fields

Field

Description

Prefix Class with Year

Select to prefix the class code with the year level.

Tip: If a class has been given the same code for different year levels, this helps distinguish between the two classes by prefixing the class code in the year level. For example, if a class is given the code ENG (for English) in year 8 and the same code is given for year 9 English, the two classes become 8ENG and 9ENG.

Prefix Class with Year (leading zero)

Select to prefix the class code with the year level with a leading zero.

Tip: This helps you to sort your classes. For example, 8ENG becomes 08ENG.

Print Errors

Select to print errors automatically after the import.

Tip: If there are any anomalies they are be printed out if this field is selected. For example, a new student or staff member who has not been created in Synergetic.

TTabler v8 format

Select if using Timetabler version 8 file formats.

Note: This selection is only available if the Timetabler program is selected.

Buttons

Button

Description

Find the file using the Microsoft Windows Find Directory window.

Define custom classes to import if using the Custom timetable program selection. See Defining custom class definitions for importing timetables.


Student Classes Import Selections area fields
The fields displayed depend on the timetable program you have selected.


 Student Classes Import Selections area fields - Timetabler

Student Classes Import Selections area fields - Timetabler

Field

Description

Process Date

Processing date.

Note: The processing date defaults to today. You have the option to change the processing date, if you selected the Set as Stopped flag.

Clear current class selections in Synergetic for students in matching campus and year levels

Select to clear all current student class records in the current file year and semester, at the current campus. For example, you can want to clear everything out and start the complete import process again.

If you do not clear out everything before you start importing again, you can end up with duplicate classes.

Note: You cannot import a new class over the top of an old one if it contains student results in the assessments area.

Set as Non-assessable

Select to set the class to non-assessable, if a class is not imported for students with matching campus and year level.

Set as Stopped

Select to set the class to inactive, if a class is not imported for students with matching campus and year level.
Student classes should have been imported first. If subject class is set as Keep Active then it is not be made inactive.

Allow Clearing/Setting Flags of Core Classes

Select to allow the clearing or setting of core class flags.
Clear the flag if a subject class record is marked as core and:

  • you want to stop it from being cleared from the student
  • the imported class does not exist in the student's current list then it is set as non-assessable or stopped.

Convert Spaces to Hyphens

Select to format the timetables with hyphens instead of spaces. This is optional, and is only for readability.

Update Student Class Seq to remove blank lines

Select to remove blank lines from a class import.

Create Students if don't exist

Update Form on Synergetic students based on Timetabling Program

Select to update the student's form or roll-class when you create a new year. For example, change all students in form 7A to form 8D, ready for the new year.

Update Tutor

Select to update the student's tutor when you create a new year.

Update House

Select to update the student's house when you create a new year.

Import Block No

Select to only import block numbers in a specific range.

Don't suffix class code with Class No in Block if =1

This field is not currently in use.

 Student Classes Import Selections area fields - Timechart

Student Classes Import Selections area fields - Timechart

Field

Description

Process Date

Processing date.

Note: The processing date defaults to today. You have the option to change the processing date, if you selected the Set as Stopped flag.

Clear current class selections in Synergetic for students in matching campus and year levels

Select to clear all current student class records in the current file year and semester, at the current campus. For example, you can want to clear everything out and start the complete import process again.

If you do not clear out everything before you start importing again, you can end up with duplicate classes.

Note: You cannot import a new class over the top of an old one if it contains student results in the assessments area.

Set as Non-assessable

Select to set the class to non-assessable, if a class is not imported for students with matching campus and year level.

Set as Stopped

Select to set the class to inactive, if a class is not imported for students with matching campus and year level.
Student classes should have been imported first. If subject class is set as Keep Active then it is not be made inactive.

Allow Clearing/Setting Flags of Core Classes

Select to allow the clearing or setting of core class flags.
Clear the flag if a subject class record is marked as core and:

  • you want to stop it from being cleared from the student
  • the imported class does not exist in the student's current list then it is set as non-assessable or stopped.

Convert Spaces to Hyphens

Select to format the timetables with hyphens instead of spaces. This is optional, and is only for readability.

Update Student Class Seq to remove blank lines

Select to remove blank lines from a class import.

Update Form on Synergetic students based on Timetabling Program

Select to update the student's form or roll-class when you create a new year.
For example, change all students in form 7A to form 8D, ready for the new year.

Update Tutor

Select to update the student's tutor when you create a new year.

 Student Classes Import Selections area fields - Maze

Student Classes Import Selections area fields - Maze

Field

Description

Process Date

Processing date.

Note: The processing date defaults to today. You have the option to change the processing date, if you selected the Set as Stopped flag.

Clear current class selections in Synergetic for students in matching campus and year levels

Select to clear all current student class records in the current file year and semester, at the current campus. For example, you can want to clear everything out and start the complete import process again.

If you do not clear out everything before you start importing again, you can end up with duplicate classes.

Note: You cannot import a new class over the top of an old one if it contains student results in the assessments area.

Set as Non-assessable

Select to set the class to non-assessable, if a class is not imported for students with matching campus and year level.

Set as Stopped

Select to set the class to inactive, if a class is not imported for students with matching campus and year level.
Student classes should have been imported first. If subject class is set as Keep Active then it is not be made inactive.

Allow Clearing/Setting Flags of Core Classes

Select to allow the clearing or setting of core class flags.
Clear the flag if a subject class record is marked as core and:

  • you want to stop it from being cleared from the student
  • the imported class does not exist in the student's current list then it is set as non-assessable or stopped.

Convert Spaces to Hyphens

Select to format the timetables with hyphens instead of spaces. This is optional, and is only for readability.

Update Student Class Seq to remove blank lines

Select to remove blank lines from a class import.

 Student Classes Import Selections area fields - WinSchool

Student Classes Import Selections area fields - WinSchool

Field

Description

Process Date

Processing date.

Note: The processing date defaults to today. You have the option to change the processing date, if you selected the Set as Stopped flag.

Clear current class selections in Synergetic for students in matching campus and year levels

Select to clear all current student class records in the current file year and semester, at the current campus. For example, you can want to clear everything out and start the complete import process again.

If you do not clear out everything before you start importing again, you can end up with duplicate classes.

Note: You cannot import a new class over the top of an old one if it contains student results in the assessments area.

Set as Non-assessable

Select to set the class to non-assessable, if a class is not imported for students with matching campus and year level.

Set as Stopped

Select to set the class to inactive, if a class is not imported for students with matching campus and year level.
Student classes should have been imported first. If subject class is set as Keep Active then it is not be made inactive.

Allow Clearing/Setting Flags of Core Classes

Select to allow the clearing or setting of core class flags.
Clear the flag if a subject class record is marked as core and:

  • you want to stop it from being cleared from the student
  • the imported class does not exist in the student's current list then it is set as non-assessable or stopped.

Convert Spaces to Hyphens

Select to format the timetables with hyphens instead of spaces. This is optional, and is only for readability.

Update Student Class Seq to remove blank lines

Select to remove blank lines from a class import.

 Student Classes Import Selections area fields - PrimaryTime

Student Classes Import Selections area fields - PrimaryTime

Field

Description

Process Date

Processing date.

Note: The processing date defaults to today. You have the option to change the processing date, if you selected the Set as Stopped flag.

Clear current class selections in Synergetic for students in matching campus and year levels

Select to clear all current student class records in the current file year and semester, at the current campus. For example, you can want to clear everything out and start the complete import process again.

If you do not clear out everything before you start importing again, you can end up with duplicate classes.

Note: You cannot import a new class over the top of an old one if it contains student results in the assessments area.

Set as Non-assessable

Select to set the class to non-assessable, if a class is not imported for students with matching campus and year level.

Set as Stopped

Select to set the class to inactive, if a class is not imported for students with matching campus and year level.
Student classes should have been imported first. If subject class is set as Keep Active then it is not be made inactive.

Allow Clearing/Setting Flags of Core Classes

Select to allow the clearing or setting of core class flags.
Clear the flag if a subject class record is marked as core and:

  • you want to stop it from being cleared from the student
  • the imported class does not exist in the student's current list then it is set as non-assessable or stopped.

Convert Spaces to Hyphens

Select to format the timetables with hyphens instead of spaces. This is optional, and is only for readability.

Update Student Class Seq to remove blank lines

Select to remove blank lines from a class import.

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