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The Process for creating the Next Year Details


Before attempting to create the Next Semester/Year Details you need to be aware of why you would want to run this procedure in order to help determine at what time this procedure should take place during the year.
Some examples of are:


You may need to import the next periods' timetable. You can only import it into Synergetic when you have the new period setup and created.
You may want to charge the future students for schoolbooks in November/December. You are not able to charge them, as only current students can be charged fees. Therefore you will need to create the next year details, transfer them into current (for next year) and then charge them accordingly.


You may also simply wish to run next periods billing in the previous year. Again the same rule would apply, you need to have the next period created so you can actually run the charges for that period.
We recommend that you run this process as late as possible in the current year. This is so you can include any late changes to student status, or changes to co-curricular involvements that can occur late in the year. For example you may get students enrolling or leaving late in the year and also students who are repeating the same year level. Please refer to Special Processing later in this chapter for more information.

Please note that the word 'Semester' may refer to 'Term' or 'Report Period' at your school as Synergetic can vary by configuration settings in this way. Please take his into account when reading this document


General Criteria Rules for creating the Next Semester/Year details.
You would run this process for the following reasons.

  1. If you need to setup the Timetable/Classes/Assessments for the new period
  2. If you need to prepare your Billing for the new period for both Current and Future students
  3. Allocation of students to Forms and Tutor Groups



A quick summary of the steps involved in creating the next Year Details is as follows:

  1. Ensure Current students status/next year status is up to date
  2. Ensure that the rules in the lookup table 'luYearLevel' are correct.
  3. Check the rules in File Semester Maintenance and next Semester Creation Rules
  4. Create the next Term/Semester details
  5. Transfer your Future Students to Current Students (confirmed/finalised only)
  6. Run Bulk Debtor Additions
  7. Transfer Current (Year 12) to past Student – This must be done NEXT YEAR usually around the start of the new term.
Important Note


Some users will need to set their default year and semester to the correct period in order to process billings and run reports accurately.
It is necessary to Create a new Semester (or Term depending on your system configuration) within a year. This does not of course increment students up into a new year level, however it does transfer information from one period to another, depending upon the settings you set up below.

Maintaining Next Semester Creation Rules



One of the first things you will need to do is make sure your Next semester Creation Rules are setup correctly. These Rules will only ever need to be setup once, please see the example below.
The table basically works like this. For every reporting period (eg. Term/Semester) you have, you will need to identify the tables you wish to carry over from the previous periods.
eg. Student Classes, if you have 4 terms you would setup 1 line for each Term

 

FileType

Table Name

To Sem

From Yr Adj

From Sem

M

StudentClasses

1

-1

4

M

StudentClasses

2

0

1

M

StudentClasses

3

0

2

M

StudentClasses

4

0

3

 

TABLE 1
The above example is based on 4 terms although you could have as many as you like.
So the First line, it reads for File Type M (Music)- Student Classes, copy to Term 1 of next year (1) from the previous year is (-1) Semester 4 (4).
The Second line reads for File type M - Student Classes, copy to Term 2 of next year (2) from this year's (0) Semester 1 (1).
This is repeated for the next two lines according to how many periods you want to setup, in this case it is 4 but you may have more or less than that.
You will also need to decide what areas you are using eg. Courses, Student Classes, Timetable definitions etc. The number of Lines should correspond to the number of periods the school is setup to run. This could be the number of reporting periods whether that is based on Terms or Semester.
The file Type shown generally corresponds to Music Co-curricular Classes. Academic Classes are a File Type of 'A'. Typically Academic Classes are not transferred as they are imported from the Timetable, these would therefore be:-

 

FileType

Table Name

To Sem

From Yr Adj

From Sem

A

StudentClasses

1

0

0

A

StudentClasses

2

0

0

A

StudentClasses

3

0

0

A

StudentClasses

4

0

0

 

TABLE 2
The '0' 'From Sem' setting means that this is NOT to be copied. If its not to be transferred, then you may just delete the line, however it may still be required if you are using a default rule such as:-

 

FileType

Table Name

To Sem

From Yr Adj

From Sem

 

StudentClasses

1

-1

4

 

StudentClasses

2

0

1

 

StudentClasses

3

0

2

 

StudentClasses

4

0

3

 

TABLE 3
As you can see, this is basically the same as the Music rule above in table 1, and in fact the music rule is not required, as this default rule (ie where the File Type is blank) is applied whenever a specific file type rule (such as in Table 2 above) has not be specified.


Therefore if you wanted to import the timetable each semester, but transfer all cocurricular from one semester to the next, then create the rules as shown in Table 2 and Table 3. Table 1 is not required.
Once all your rules are setup print them out or record them somewhere. If someone presses the load defaults button you will lose them all and you will need to set them up from scratch. If you have access to MSQuery then the data is kept in the FileSemesterNextRules table in the SynergyOne database.


You will also need to ensure that the rules for all of the tables are created. Following is a description of the different tables:-


Courses – whatever Courses are defined in the Course Maintenance Program. Most schools do not use this.
StaffAssessmentMarkBook – Contains the Staff Members personal Mark Book for each Class they teach. Maintained in Staff Maintenance and in Student Results Maintenance
StudentClasses- Contains what student is doing what Class (Maintained in Student Maintenance, Classes tab). A Class may be an academic class or a co-curricular class.
StudentCourses – Contains what student is doing what Course (not normally used as most schools), Maintained in Student Maintenance, Courses Tab
SubjectAssessmentAreas – Contains the Assessment rules – what assessable areas are defined (maintained in Subject Assessment Maintenance)
SubjectClasses – Contains the definitions of the Classes – the description then linked assessment code, the linked Learning Area (Maintained in Class Maintenance)
Timetable – The actual timetable. Not normally transferred, only imported from timetabling software.
TimetableDefinition – The Timetable definition rules (Maintained in Timetable Maintenance, Timetable Definition tab)

Note that all of these tables have different file types kept in them – ie Music/Academic/Sports etc. You should investigate what file types are being used/maintained by your school.


Most schools define:-


StudentClasses – don't transfer academic, transfer other file types to next period
SubjectClasses – transfer all file types to next period. Sometimes for academic is set as transfer to Sem 1 from Sem 1 of prior year.
SubjectAssessmentsAreas – transfer all file types to next period. Sometimes for academic is set as transfer to Sem 1 from Sem 1 of prior year.
StaffAssessmentMarkBook – either just transfer to next period, or don't transfer, or transfer from same period last year (ie sem 1 to sem 1)
TimetableDefinition – transfer all file types to next period
Timetable – not transferred (don't define)
Courses – not transferred (don't define)
StudentCourses – not transferred (don't define)


Next Step is to create the next Semester/Period. You do this by going to the Create next term Details Menu



Choose the Period you wish to create by entering the Year and the Term and also the file Type, in this example we are using File Type 'A'. The system will then display the rules, which have been setup for that period, including the year and period it will be rolling from. If all this checks out then you may proceed by clicking OK. If you are doing this at the end of the year you may wish to stay in the current period. In this case DO NOT tick the box 'Set as Current Year and Term'. Once this has been done you may then wish to create other File Types for the same period. This time choose 'M' for Music Classes. Alternatively you could run this procedure with a blank File type in which case it will run for all File Types, for that period.

TRICK One trick you might like to use if you want to transfer only the Students in to the next year, but no other involvements (e.g Transfer Timetable, Assessments) is to transfer a file type which you are not using (or maybe even create a new file type for this purpose). This will therefore only transfer the students into the new year or term and nothing else.



The File Semester tab below shows Definitions for the Number of Terms or reporting Periods you will be using, as well as the 'Override Description.' For example, the screen below shows the alternative descriptions you may want to call your Terms. Some schools prefer to use Semester others may want Report No.



The Table will be automatically generated when the new Semester is created and the default period that is set will be displayed in bold as in the example above. You can manually add this information ahead of time should you wish, however it is important to note that the Start and End dates only need to be filled in, if you are using the assessment system.

Special processing


As mentioned earlier in this chapter, we suggest you run this procedure as late as possible in the current period/year as you can. The reason for this is, is so you can include the following student types in the process.
Student Leavers
Student Repeaters
New Students or Late Enrolments
Confirmed Future Students who cancel after transferring into Current Students, Next Year.
If you get a situation where this has happened, please follow the steps mentioned below for each scenario.
NOTE – 'Current Year' refers to the year which is ending. E.g. if today's date is 20 November 2006. Then the Current Year is 2006
'Next Year' refers to the new year. E.g. if today's date is 20 November 2006. Then the Next Year is 2007

Student Leavers

If you have a student that has left late in the year after creating the New Year, you will need to mark that student as "Left" in the Current Year, in Current Student Maintenance>School Tab>Next Year Status, enter in the date and reason. Once you have done this, you should delete the student from the Next Year file. You can delete a student from the Next Year File while in the current year by selecting the student then selecting the appropriate file year option. If you delete a student from the current year or transfer them to past students, they will not be automatically deleted from the Next Year File. You will also need to delete these records manually from the Next Year File

Summary:

  • Delete in Next Year (DON'T select Delete, but Delete Next Year)

 

Mark as Next Year Status = 'LEFT' in the current year.

If a student is Leaving during the current year, we would suggest that a Current Status of Leaving indicates this.

If a Next Year status is specified, it takes precedence as the status to be used in the creation of the Next Year.

Students Repeaters

If you get a student who is going to be repeating next year then, you will need to mark the student in the current year files as "Repeating" in Current Student Maintenance>School Tab>Next Year Status. Once you have done this you should change the Year level and Campus for that student on the next year file and as well mark their status as 'Repeating'. 

Summary:

 

  • Mark as Next Year Status = 'Repeating' in the current year
  • Mark as Current Status = Repeating in the next year, also amend the Student Campus/year Level

 

New Student in Current Year

If you get a new student in the current period you will need to set them up in the current period and then re-run your Create Next Year Details Process' again. The system will overwrite the information it created the first time and as well as add any new records. It will NOT remove records if you have deleted anything in the current year. As in the example with Student Leavers you will need to delete records in the newly created file year manually.

Summary:

 

  • Transfer Future Student to Current Year
  • Rerun the Create Next Year Details process (suggest select a non used file type) OR use the Create New Student Wizard in the Next Year

 

Confirmed Future Student who cancels

 

Use the File  delete option in Current Student Maintenance in the Next Year. If the Future Student record had been deleted, then you may wish to restore the future student record from the Archive (Tick the Archive Search option in the search criteria in Future Student Maintenance, then after finding them us the Blue Arrow to resurrect the record).

Summary:

  • Use File Delete in the Next Year in Student Maint
  • Resurrect from Future Student Archive if delaying to a future year.