12 Curriculum - Synergetic Management Systems

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D I R E C T I O N S
A U S T R A L I A


Copyright © 2008 Computing Directions Australia Pty Ltd
This work is copyright and may not be reproduced except
in accordance with the provisions of the Copyright Act
Published: 26 March 2009
Synergetic User Guide
Curriculum
Version 60


























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Contents
Version 60 Page 12-i
Contents
Curriculum..........................................................................................................................................12-1

What's new to Curriculum...............................................................................................................12-2

Maintaining learning areas..............................................................................................................12-5

Searching for learning areas.......................................................................................................12-6

Creating new learning areas.......................................................................................................12-7

Learning Area Maintenance - General tab..................................................................................12-8

Learning Area Maintenance - Classes tab..................................................................................12-9

Learning Area Maintenance - Staff tab.....................................................................................12-12

Learning Area Maintenance - Students tab...............................................................................12-14

Maintaining courses......................................................................................................................12-17

Searching for courses...............................................................................................................12-18

Creating new courses................................................................................................................12-19

Course Maintenance - General tab...........................................................................................12-20

Course Maintenance - Dates tab..............................................................................................12-22

Course Maintenance - Charges tab..........................................................................................12-24

Course Maintenance - Classes tab...........................................................................................12-26

Course Maintenance - Students tab..........................................................................................12-29

Course Maintenance - Future Students tab..............................................................................12-31

Course Maintenance - User Forms tab.....................................................................................12-33

Key course reports....................................................................................................................12-34

Maintaining materials and suppliers.............................................................................................12-35

Searching for materials and suppliers.......................................................................................12-36

Creating new materials..............................................................................................................12-37

Material Maintenance - General tab..........................................................................................12-38

Material Maintenance - Supply tab............................................................................................12-40

Maintaining terms and academic years........................................................................................12-42

Maintaining student file terms...................................................................................................12-43

Student File Term Maintenance - File Semester tab.............................................................12-44

Student File Term Maintenance - Next Semester Creation Rules tab..................................12-48

Creating new reporting periods.................................................................................................12-53

Finalising terms......................................................................................................................12-54

Creating next term details......................................................................................................12-57

Copying progressive student results from a prior term..........................................................12-60

Creating new academic years...................................................................................................12-63

Updating the status of current students.................................................................................12-65

Updating a cancelling future student's application................................................................12-67

Updating a deferring future student's application..................................................................12-69

Handling exceptions after the next year has been created...................................................12-71

Processing a student leaving after the new year has been created..................................12-72

Processing a repeating student after the new year has been created..............................12-74

Adding a new student in the current year after the new year has been created...............12-76

Removing a confirmed future student who cancels after the new year has been created 12-78

Removing a confirmed future student who cancels...........................................................12-80

Maintaining parent teacher interviews..........................................................................................12-85

Searching for parent teacher interviews....................................................................................12-86

Creating parent teacher interview cycles..................................................................................12-87

Creating parent teacher interview sessions..............................................................................12-88

Scheduling new parent teacher interviews...............................................................................12-90

Parent Teacher Interview Maintenance - General tab..............................................................12-91

Parent Teacher Interview Maintenance - Sessions tab............................................................12-92

Adding new year levels to a parent teacher interview session..............................................12-94

Selecting and de-selecting staff for a parent teacher interview session...............................12-95

Using the shortcut menu when scheduling parent teacher interviews..................................12-98

Parent Teacher Interview Maintenance - Schedule tab..........................................................12-100

Selecting contacts for scheduling parent teacher interviews..............................................12-104

Contents
Page 12-ii Version 60
Printing parent teacher interview reports................................................................................12-106

Scheduling staff co-curricular activities.......................................................................................12-107

Maintaining co-curricular activities..........................................................................................12-108

Searching for a staff schedule.............................................................................................12-109

Defining the time periods for a staff schedule.....................................................................12-111

Defining the days for a staff schedule.................................................................................12-112

Staff Schedule Maintenance - Definition tab.......................................................................12-113

Staff Schedule Maintenance - Schedule tab.......................................................................12-115

Copying the co-curricular scheduled activities from one time period to another.............12-119

Scheduling a meeting with a group..................................................................................12-120

Scheduling ad hoc meetings with one or more students.................................................12-124

Editing co-curricular activity details..................................................................................12-126

Marking attendances for co-curricular activities...............................................................12-128

Copying the co-curricular scheduled activities from one time period to another.............12-129

Staff Schedule Maintenance - Transfer tab.........................................................................12-130

Key staff scheduling reports....................................................................................................12-131

Description of staff schedule key reports.............................................................................12-132

Maintaining timetables................................................................................................................12-133

Timetable Maintenance - Select tab........................................................................................12-135

Timetable Maintenance - Timetable Definition tab..................................................................12-136

Timetable Maintenance - Timetable tab..................................................................................12-140

Timetable Maintenance - Year Levels tab...............................................................................12-142

Timetable Maintenance - Calendar Events tab.......................................................................12-144

Timetable Maintenance - TimeTable Group tab.....................................................................12-146

Importing and exporting timetables.........................................................................................12-148

Importing timetables into Synergetic...................................................................................12-149

Setting timetable import/export Synergetic selections.........................................................12-154

Handling problems when importing/exporting timetables....................................................12-156

Resolving problems when importing or exporting timetables..........................................12-157

Importing student classes into the Synergetic timetable.....................................................12-159

Defining custom class definitions for importing timetables..................................................12-163

Importing or updating subject classes in the Synergetic timetable.....................................12-165

Exporting timetables from Synergetic..................................................................................12-167

Index...............................................................................................................................................12-169


What's new to Curriculum Curriculum
Version 60 Page 12-1
Curriculum
The Curriculum module allows you to add and maintain the curriculum areas in the school, such as
courses, classes and the timetable. You can:
• Create timetable definitions. Each timetable definition includes the file type (to allow both
academic and non-academic timetables), the group code (for multiple timetable definitions, for
example when a school has a junior and a senior campus), the day and period, user-defined
period descriptions and times. You can link classes, rooms and staff to a timetable period,
define year level coordinators and allow calendar events, for example seeding the start date of
a variable day timetable. See Maintaining timetables (on page 133).
• View and maintain academic and non-academic student timetables.
• Create a class definition. Each class definition includes a description of the class, the staff
member taking the class, the year level the class is offered at and the learning area the class
is allocated to. See Maintaining classes in the Assessments and reports manual.
• Create student classes. You can link a student to a class, maintain the student's status in the
class, view the start and left dates for the class (if applicable), view classes the student has
taken in previous terms or years, and view and maintain non-academic classes. See
Maintaining classes in the Assessments and reports manual.
• View and maintain staff classes, including any non-academic classes taken by the staff
member, and timetables.
You can copy student classes or study programs, timetable definitions, links between classes, staff
and rooms, and day and period definitions from a separate timetable program used by the school, if
required. See Importing and exporting timetables (on page 148).
The Curriculum manual includes information on the following areas:
• Maintain learning areas. See Maintaining learning areas (on page 5).
• Maintain courses. Students can attend external courses or internal classes grouped into a
course. See Maintaining courses (on page 17).
• Maintain materials required by students while attending external courses. See Maintaining
materials and suppliers (on page 35).
• Create new academic years. See Creating new academic years (on page 63).
• Maintain reporting periods and the tables that are transferred during each reporting period.
See Maintaining student file terms (on page 43).
• Maintain all of the information you need to schedule and conduct parent teacher interviews.
See Maintaining parent teacher interviews.
• Set up and maintain a schedule for co-curricular activities. See Scheduling staff co-curricular
activities (on page 107).
You must have the Synergetic Core module installed to run the Curriculum module. Other modules are
available which expand the student details available to the school. They include Medical Records,
Timetable and Classes (Programs) Enquiry, Assessments, and Absences/Attendances.

Curriculum What's new to Curriculum
Page 12-2 Version 60
What's new to Curriculum
Version 60
This section outlines the changes to the Curriculum manual arising from changes made to Synergetic
(version 59.15-v60.36).
Change
More information
See
New fields on the
General tab of Course
Maintenance.
Descriptions have been added for three new
fields on the General tab of Course
Maintenance.

Course Maintenance -
General tab (on page 20)
New Dates tab in
Course Maintenance.
A new topic has been added for the Dates tab
in Course Maintenance.

Course Maintenance -
Dates tab (on page 22)
New User Forms tab in
Course Maintenance.
A new topic has been added for the User
Forms tab in Course Maintenance.

Course Maintenance - User
Forms tab (on page 33)
What's new to Curriculum Curriculum
Version 60 Page 12-3
Change
More information
See
New setting to disable
the creation of
unexplained absence
events slips when
submitting non-
attendances for certain
classes.
The TimeTable Group tab topic has been
updated to include a new Create Absence
Events flag.
This allows you to disable the creation of
absence events when marking non-
attendances for certain classes. For example,
when marking non-compulsory sporting
events there is no need for an absence event
to be created that requires follow up.
Timetable Maintenance -
TimeTable Group tab (on
page 146)
Selectively enable
attendance entry for
different timetabled
periods.
The Timetable Definition tab topic has been
updated to include a new Attendance Entry
flag. This provides the ability to selectively
enable attendance entry on some timetabled
periods of the day rather than all timetabled
periods.
In the following example, period one is set for
attendance marking in the junior school.
Attendance entry for other junior school
periods has been disabled.
Timetable Maintenance -
Timetable Definition tab (on
page 136)

Curriculum What's new to Curriculum
Page 12-4 Version 60
Version 59
This section outlines the changes to the Curriculum manual arising from changes made to Synergetic
(version 58.09-v59.14).
Change
More information
See
NCEA results for prior
years can be modified.
The description of the Rprts Prntd (reports
printed) field has been updated.

When the field is cleared, the Other
Standards grid can be updated on the NCEA
tab of Current Student Maintenance.
Student File Term
Maintenance - File
Semester tab (on page 44)
Current Student
Maintenance - NCEA tab in
the Current students
manual
Only include active staff
members when
importing timetables.
A comment was added to the topic that only
active staff members are assigned classes.
Importing and exporting
timetables (on page 148)
Specify Timetable
Group when importing
timetables.
The Timetable Group is required when
importing timetables.
The new field has been added to the topic
and a note has been added to the procedure
about the Timetable Group.
Setting timetable
import/export Synergetic
selections (on page 154)
New timetable program
supported.
Support is provided for PrimaryTime which is
used for simple primary timetables.
Importing and exporting
timetables (on page 148)


Maintaining learning areas Curriculum
Version 60 Page 12-5
Maintaining learning areas
Learning areas are essentially the academic and non-academic departments or faculties within your
organisation. Subjects are grouped into learning areas to give department heads an easy overview of
their classes, staff and students.
For instance English classes such as '7ENGA' or '8ENGC' would be placed within learning area code
'ENGLISH', as show in the diagram below.


Using the learning areas, you can get an overview of your teaching staff, and students who study
classes within your department. You can add or remove classes from a learning area.
How to:
• Search for a learning area on the system. See Searching for learning areas (on page 6).
• Create a new learning area. See Creating new learning areas (on page 7).
Note: You can access Learning Area Maintenance through either the Students or
Assessments modules.

What you can do…
See…
Maintain general information about the learning
area, including the description and how it is sorted
on assessment reports.
Learning Area Maintenance - General tab (on
page 8).
Maintain the list of classes in the learning area. Learning Area Maintenance - Classes tab (on
page 9).
Maintain the list of staff involved in the learning
area.
Learning Area Maintenance - Staff tab (on page
12).
Maintain a list of students involved in the learning
area.
Learning Area Maintenance - Students tab (on
page 14).


Curriculum Maintaining learning areas
Page 12-6 Version 60
Searching for learning areas
Use the Set Learning Area Search Criteria window to search for existing learning areas.
See Searching in the Introduction manual for details on how to use the search tools.
Opening the Set Learning Area Search Criteria window
To open the Set Learning Area Search Criteria window:
1. Select Module > Students or Assessments > Learning Area Maintenance from the main menu.
The Set Learning Area Search Criteria window is displayed.
Tip: You can also access the learning area functions by clicking
or
.

Setting search criteria
In the Set Learning Area Search Criteria window, type in the information you know about the
learning area.
Field
Description
File Type
Search for learning areas in all departments of a particular file type, for
example A for academic, S for sports.
Learning Area Code
Search for learning areas by code.
Description
Search for learning areas by description.


Maintaining learning areas Curriculum
Version 60 Page 12-7
Creating new learning areas
To create a new learning area:
1. Either:
• click
on the Set Learning Area Search Criteria window
• click
on the Learning Area Maintenance toolbar
• select File > New from the main menu
• right click on the Learning Area Selector grid and select New
• press Ctrl + N.
The Create New Learning Area window is displayed.

2. Enter a code and description for the learning area.
Note: We recommend that your organisation establishes a naming standard for learning area
codes.
3. Click
.


Curriculum Maintaining learning areas
Page 12-8 Version 60
Learning Area Maintenance - General tab
Use the General tab to view general information relating to the learning area.
Opening the General tab
To open the General tab:
1. Select Module > Students or Assessments > Learning Area Maintenance from the main menu.
The Set Learning Area Search Criteria window is displayed.
Tip: You can also access the learning area functions by clicking
or

2. Search for the learning area. See Searching for learning areas (on page 6).
The General tab of the Learning Area Maintenance window is displayed.

Learning Area Maintenance - General tab key fields
Field
Description
Description
Description of the learning area, usually the department or faculty.
Report Sort Order
Where you would like this particular learning area to appear within the
student assessments or reports.
For example, if you set Mathematics to 1 and English to 2, all Mathematics
subjects taken by the students will appear on their reports before the English
subjects taken.
Learning Area Active
Select to make this learning area active.
Note: If the learning area is not active, it will not appear as a choice in
drop down lists in other parts of Synergetic.


Maintaining learning areas Curriculum
Version 60 Page 12-9
Learning Area Maintenance - Classes tab
Use the Classes tab to view or update information about all classes within the learning area,
including:
• class code
• description of class
• staff code of the staff member who teaches that class.
Use the Classes tab to add and delete classes from the learning area, or launch the Class
Maintenance window for more information about the class.
Opening the Classes tab
To open the Classes tab:
1. Select Module > Students or Assessments > Learning Area Maintenance from the main menu.
The Set Learning Area Search Criteria window is displayed.
Tip: You can also access the learning area functions by clicking
or

2. Search for the learning area. See Searching for learning areas (on page 6).
The General tab of the Learning Area Maintenance window is displayed.
3. Click the Classes tab.
The Classes tab of the Learning Area Maintenance window is displayed.

Curriculum Maintaining learning areas
Page 12-10 Version 60
Learning Area Maintenance - Classes tab key fields and buttons
Grid area fields
Field
Description
Class
Unique code for the class.
Description
Description of the class.
Staff
School staff code of the staff member responsible for the class.
Buttons
Button
Description

View a different year and reporting period. The default is the current
reporting period.
The View different Year and Term window is displayed.

You can:
• Click on the arrows to select a different Year and/or Term (reporting
period or semester). The default is the current year and reporting
period.

• Select the All Available Years field to display students that
are/were enrolled in a learning area for all years.

• Select the All Terms in that Year field to display students that
are/were enrolled in a learning area for all of the reporting periods in
the selected year.

• Click
to display students for the current year and reporting
period.

Launch the Class Maintenance window to view or update details of the
selected class.
See Maintaining classes in the Assessments and Reports manual.
Maintaining learning areas Curriculum
Version 60 Page 12-11
Button
Description

Allocate a class to the learning area.
Note: You can also allocate classes to a learning area through Class
Maintenance. See Maintaining classes in the Assessments and Reports
manual.

Remove the highlighted class from the learning area.
Note: The class is not deleted, just removed from the learning area.


Curriculum Maintaining learning areas
Page 12-12 Version 60
Learning Area Maintenance - Staff tab
Use the Staff tab to view or update the details of all staff within the learning area, including:
• staff code
• staff name
• the class codes of subjects they teach.
Opening the Staff tab
To open the Staff tab:
1. Select Module > Students or Assessments > Learning Area Maintenance from the main menu.
The Set Learning Area Search Criteria window is displayed.
Tip: You can also access the learning area functions by clicking
or

2. Search for the learning area. See Searching for learning areas (on page 6).
The General tab of the Learning Area Maintenance window is displayed.
3. Click the Staff tab.
The Staff tab of the Learning Area Maintenance window is displayed.

Learning Area Maintenance - Staff tab key fields and buttons
Grid area fields
Field
Description
Staff
Unique code for the staff member.
Staff Name
Name of the staff member.
Classes
Classes within the learning area that they are primarily responsible for.
Maintaining learning areas Curriculum
Version 60 Page 12-13
Field
Description
ID
Class ID number.
Buttons
Button
Description

View a different year and reporting period. The default is the current
reporting period.
The View different Year and Term window is displayed.

You can:
• Click on the arrows to select a different Year and/or Term (reporting
period or semester). The default is the current year and reporting
period.

• Select the All Available Years field to display students that
are/were enrolled in a learning area for all years.

• Select the All Terms in that Year field to display students that
are/were enrolled in a learning area for all of the reporting periods in
the selected year.

• Click
to display students for the current year and reporting
period.

Launch the Staff Maintenance window to view or update details of the
selected staff member.
See Maintaining staff in the Human Resources manual.


Curriculum Maintaining learning areas
Page 12-14 Version 60
Learning Area Maintenance - Students tab
Use the Students tab to view all students within the learning area. Includes:
• all student names
• classes
• student IDs.
You have instant access to student records and their class results using the relevant button.
Opening the Students tab
To open the Students tab:
1. Select Module > Students or Assessments > Learning Area Maintenance from the main menu.
The Set Learning Area Search Criteria window is displayed.
Tip: You can also access the learning area functions by clicking
or
.
2. Search for the learning area. See Searching for learning areas (on page 6).
The General tab of the Learning Area Maintenance window is displayed.
3. Click the Students tab.
The Students tab of the Learning Area Maintenance window is displayed.

Maintaining learning areas Curriculum
Version 60 Page 12-15
Learning Area Maintenance - Students tab key fields and buttons
Fields
Field
Description
Student Name
Student's name, campus, and year level.
Classes
Identifier for the class the student is attending.
ID
Student's Synergetic ID.
Buttons
Button
Description

View the students that are/were enrolled in a learning area for a different year and
term.
The View different Year and Term window is displayed.

You can:
• Click on the arrows to select a different Year and/or Term (reporting period or
semester). The default is the current year and reporting period.

• Select the All Available Years field to display students that are/were enrolled
in a learning area for all years.

• Select the All Terms in that Year field to display students that are/were
enrolled in a learning area for all of the reporting periods in the selected year.

• Click
to display students for the current year and reporting period.

Launch the Student Maintenance window to view or update the details for the
selected student.
See Maintaining current students in the Current Students manual.
Curriculum Maintaining learning areas
Page 12-16 Version 60
Button
Description

View overall student results for the selected student's classes that they have studied
within the department, across years and reporting periods if required.
The Results window is displayed for the selected student.

Click
to launch into Student Results Maintenance to display results
for all areas of assessment and staff comments for that subject.

See Student Results Maintenance - Single Student tab in the Assessments and
reports manual.


Maintaining courses Curriculum
Version 60 Page 12-17
Maintaining courses
Use Synergetic to maintain course details. Students can attend external courses or internal classes
grouped into a course.
Most schools do not use courses unless, for example, a TAFE course is included as part of the
curriculum, or your organisation offers correspondence courses. The Courses window contains all
relevant details regarding courses, including:
• general details about the course
• the students taking the course
• the classes within the course
• all charges incurred.
How to:
• Search for a course on the system. See Searching for courses (on page 18).
• Create a new course. See Creating new courses (on page 19).

What you can do…
See…
Maintain general information about the course,
including its description, classification and
department.
Course Maintenance - General tab (on
page 20).
Maintain:
• key dates for the course
• the length of the course
• the number of months used for OSHC
(Overseas Student Health Cover)
calculations.
Course Maintenance - Dates tab (on page 22)
Maintain all the financial details about the course
including cost and the debtor fee code.
Course Maintenance - Charges tab (on
page 24).
Maintain a list of classes linked to the course. Course Maintenance - Classes tab (on
page 26).
Maintain the list of current students attending the
course.
Course Maintenance - Students tab (on
page 29).
Maintain the list of future students who will be
attending the course.
Course Maintenance - Future Students tab (on
page 31).
Define your own tabs or programs within
Synergetic
Course Maintenance - User Forms tab (on
page 33)


Curriculum Maintaining courses
Page 12-18 Version 60
Searching for courses
Use the Set Course Search Criteria window to search for existing courses. Enter the information you
have about the course, then click
.
See Searching in the Introduction manual for details on how to use the search tools.
Note: If the course is not found, click
to add a new course from this window. See
Creating new courses (on page 19).
Opening the Set Course Search Criteria window
To open the Set Course Search Criteria window:
1. Select Module > Students or Assessments > Course Maintenance from the main menu.
The Set Course Search Criteria window is displayed.
Tip: You can also access the course functions by clicking
or
.

Set Course Search Criteria fields and buttons
Fields
Field
Description
File Type
Search for courses by academic or co-curricular area.
Year and Term
Search for courses by year and term.
Campus
Search for courses by campus.
Course Code
Search for courses by course code.
Description
Search for courses by description.


Maintaining courses Curriculum
Version 60 Page 12-19
Creating new courses
To create a new course:
1. Either:
• click
on the Set Course Search Criteria window
• click
on the Course Maintenance toolbar
• select File > New from the main menu
• right click on the Course Selector grid and select New
• press Ctrl + N.
The Create New Course window is displayed.

2. Enter the details of the course.
Note: We recommend that your organisation establishes a naming standard for course codes and
descriptions.
3. Click
.
The new course is added.
4. Update the details of the course. See Maintaining courses (on page 17).


Curriculum Maintaining courses
Page 12-20 Version 60
Course Maintenance - General tab
Use the General tab to maintain general information about the course such as the description,
classification and the department it relates to.
Opening the General tab
To open the General tab:
1. Select Module > Students or Assessments > Course Maintenance from the main menu.
The Set Course Search Criteria window is displayed.
Tip: You can also access the course functions by clicking
or
.
2. Search for the course. See Searching for courses (on page 18).
The General tab of the Course Maintenance window is displayed.

Maintaining courses Curriculum
Version 60 Page 12-21
Course Maintenance - General tab key fields
Field
Description
Description
Name of the course, for example Delphi Programming.
Program Code
Can be used to group a collective series of courses.
Note: Values are maintained in the luCourseProgram lookup table.
See Maintaining lookup tables in the System maintenance manual.
Linked Course Code
Common course that feeder courses link to.
For example, a main course may have a feeder course that starts earlier or
later than the actual main course.
The default value is its own course code.
Course
Classification
Type of course, for example diploma or hobby.
Department Code
Academic area of the school that the course relates to, for example
Information Technology.
CRICOS Code
Code used for the course, if it is offered in Australia to overseas students.
CRICOS is the acronym for the Commonwealth Register of Institutions and
Courses for Overseas Students.
Issue Certificate
Select this field to issue a certificate when the course is completed.
Course Note
General overview of course content.
Disallow Enrolments
Select this field to prevent enrolments in this course.


Curriculum Maintaining courses
Page 12-22 Version 60
Course Maintenance - Dates tab
Use the Dates tab to record:
• key dates for the course
• the length of the course
• the number of months used for OSHC (Overseas Student Health Cover) calculations.
Opening the Dates tab
To open the Dates tab:
1. Select Module > Students or Assessments > Course Maintenance from the main menu.
The Set Course Search Criteria window is displayed.
Tip: You can also access the course functions by clicking
or
.
2. Search for the course. See Searching for courses (on page 18).
The General tab of the Course Maintenance window is displayed.
3. Click Dates.
The Dates tab of the Course Maintenance window is displayed.

Maintaining courses Curriculum
Version 60 Page 12-23
Course Maintenance - Dates tab key fields
Fields
Field
Description
Start Date
Starting date of the course.
End Date
Ending date of the course.
Duration Weeks
Length of the course in weeks.
Valediction Date
Date that students are farewelled.
OSHC Months
Number of months used for OSHC calculations.
OSHC is required for overseas students for the duration of their enrolment
as a condition of their visa in Australia. OSHC:
• helps pay for any medical or hospital care students may need while
studying in Australia
• contributes towards the cost of prescription medicines
• contributes towards an ambulance in an emergency
• does not cover dental, optical and physiotherapy.
OSHC is arranged by your organisation for the overseas student. Students
must register with one of the authorised insurance companies.


Curriculum Maintaining courses
Page 12-24 Version 60
Course Maintenance - Charges tab
Use the Charges tab to maintain all the financial details of the course including:
• the overall cost
• the deposit required
• whether payment by instalments is allowed, and
• what debtor fee code to assign the course to.
Opening the Charges tab
To open the Charges tab:
1. Select Module > Students or Assessments > Course Maintenance from the main menu.
The Set Course Search Criteria window is displayed.
Tip: You can also access the course functions by clicking
or
.
2. Search for the course. See Searching for courses (on page 18).
The General tab of the Course Maintenance window is displayed.
3. Click Charges.
The Charges tab of the Course Maintenance window is displayed.

Maintaining courses Curriculum
Version 60 Page 12-25
Course Maintenance - Charges key fields and buttons
Fields
Field
Description
Course Cost
Cost of the course.
Deposit
Deposit required for the course.
Instalment Type
Type of instalment, for example, weekly or monthly.
Number of
Instalments
Total number of instalments.
Instalment Amount
Amount of each instalment.
Fee Code
Debtor fee code that payments for this course are allocated to.
Buttons
Button
Description

Launch the Debtor Fee Maintenance window for the selected fee.
See Maintaining debtor fees in the Debtors manual.


Curriculum Maintaining courses
Page 12-26 Version 60
Course Maintenance - Classes tab
Use the Classes tab to maintain the list of all the classes linked to this course that are part of the
assessment criteria.
From this tab you can either:
• add either single or multiple classes
• insert a class to replace another
• delete a class
• move the classes into a different order or sequence in the list.
Opening the Classes tab
To open the Classes tab:
1. Select Module > Students or Assessments > Course Maintenance from the main menu.
The Set Course Search Criteria window is displayed.
Tip: You can also access the course functions by clicking
or
.
2. Search for the course. See Searching for courses (on page 18).
The General tab of the Course Maintenance window is displayed.
3. Click Classes.
The Classes tab of the Course Maintenance window is displayed.

Maintaining courses Curriculum
Version 60 Page 12-27
Course Maintenance - Classes tab key fields and buttons
Fields
Field
Description
Show All Course
Classes
Select to show all classes linked to the course.
If this field is not selected, you will only see classes that have Auto Select
for Course selected in the General tab of Class Maintenance.
Grid area fields
Field
Description
Seq
Order that the class appears in the list.
Class
Class code.
Description
Description of the class.
Staff
Unique code for the staff member primarily responsible for the class.
Auto Add
Whether or not the class has Auto Select for Course selected in the
General tab of Class Maintenance.
Buttons
Button
Description

Launch the Class Maintenance window for the selected class.
See Maintaining classes in the Assessments and Reports manual.

Add multiple classes to the list.
The Class Search window is displayed.

Select the class to add and click
. Repeat to add more classes.

Add a new class to the list, inserting it into the list before the highlighted
class.
Curriculum Maintaining courses
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Button
Description

Delete the highlighted class.

Change the sequence of the highlighted class in the list.



Maintaining courses Curriculum
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Course Maintenance - Students tab
Use the Students tab to view the list of current students attending the course.
Also, see Course Maintenance - Future Students tab (on page 31).
Note: You add students to courses through the Current Student Maintenance - Courses tab in the
Current Students manual.
Opening the Students tab
To open the Students tab:
1. Select Module > Students or Assessments > Course Maintenance from the main menu.
The Set Course Search Criteria window is displayed.
Tip: You can also access the course functions by clicking
or
.
2. Search for the course. See Searching for courses (on page 18).
The General tab of the Course Maintenance window is displayed.
3. Click Students.
The Students tab of the Course Maintenance window is displayed.

Curriculum Maintaining courses
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Course Maintenance - Students tab fields and buttons
Grid area
Fields
Description
Name
Name of the student.
Status
Student's status code for the course.
For example,
• Normal
• Enrolled.
The student's status is maintained using the Course Status field on the
Enrolment tab of Course Details Maintenance. See Course Details
Maintenance - Enrolment tab in the Current students manual.
Note: For information on the values see the luStudentCourseStatus
lookup table. See Maintaining lookup tables in the System maintenance
manual.
ID
Student's Synergetic ID.
Buttons
Button
Description

Launch the Student Maintenance window for the selected student.
See Maintaining current students in the Current Students manual.


Maintaining courses Curriculum
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Course Maintenance - Future Students tab
Use the Future Students tab to view and maintain details of future students who are to attend the
course.
Also, see Course Maintenance - Students tab (on page 29).
Note: You add future students to courses using the Future Courses tab of Future Student
Maintenance. See Future Student Maintenance - Future Courses tab in the Future Students
manual.
Opening the Future Students tab
To open the Future Students tab:
1. Select Module > Students or Assessments > Course Maintenance from the main menu.
The Set Course Search Criteria window is displayed.
Tip: You can also access the course functions by clicking
or
.
2. Search for the course. See Searching for courses (on page 18).
The General tab of the Course Maintenance window is displayed.
3. Click Future Students.
The Future Students tab of the Course Maintenance window is displayed.

Curriculum Maintaining courses
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Course Maintenance - Future Students tab key fields and buttons
Fields
Field
Description
Name
Name of the future student.
Status
Future student's status, for example application has been made and the
person is enrolled.
The future student's status is maintained using the Course Status field on
the Enrolment tab of Future Course Details Maintenance. See Future
Course Details Maintenance - Enrolment tab in the Future Students manual.
Note: For information on the values see the luFutureCourseStatus
lookup table. See Maintaining lookup tables in the System maintenance
manual.
ID
Future student's Synergetic ID.
Buttons
Button
Description

Launch the Future Student Maintenance window for the selected future
student.
See Maintaining future students in the Future Students manual.


Maintaining courses Curriculum
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Course Maintenance - User Forms tab
Use the User Forms tab to define your own tabs or programs within Synergetic.
To launch the application linked to the user form listed, either:
• select the user form in the grid area and click

• double click on the user form record in the grid area.
Tip: Click
to show user forms as tabs.
Opening the User Forms tab
To open the User Forms tab:
1. Select Module > Students or Assessments > Course Maintenance from the main menu.
The Set Course Search Criteria window is displayed.
Tip: You can also access the course functions by clicking
or
.
2. Search for the course. See Searching for courses (on page 18).
The General tab of the Course Maintenance window is displayed.
3. Click User Forms.
The User Forms tab of the Course Maintenance window is displayed.



Curriculum Maintaining courses
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Key course reports
There are a number of standard reports available to you to help you manage your courses. For more
information, refer to the folder of Crystal reports at your organisation.
To access these reports, select Module > Assessments > Courses Crystal Reports Available. See
Running reports in the Introduction manual for general information on how to run reports in Synergetic.

Description of key reports
Report
Description
Course and class list
List classes within the course.
Course top 20 Summary
List
Summary of the course with graphs giving a description and costs.
Course Student Status
List
Lists what each student's status is in relation to the course. For
example, 'cancelled'.


Maintaining materials and suppliers Curriculum
Version 60 Page 12-35
Maintaining materials and suppliers
Use the Materials Maintenance function to maintain the:
• details of materials, for example books, required by students while attending external courses
• supply details of a selected material.
How to:
• Search for a material or supplier. See Searching for materials and suppliers (on page 36).
• Create a new material. See Creating new materials (on page 37).
• Add a new material to a course. See Subject Assessment Area Maintenance - Material tab in
the Assessments and Reports manual.
What you can do:
What you can do…
See…
Maintain general information about the material,
including its description and publication details if it
is a book.
Material Maintenance - General tab (on
page 38).
Maintain the supplier and ordering details of the
material.
Material Maintenance - Supply tab (on page 40).


Curriculum Maintaining materials and suppliers
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Searching for materials and suppliers
Use the Set Material Search Criteria window to search for existing materials. Enter the information
you have about the materials, then click
.
See Searching in the Introduction manual for details on how to use the search tools.
Note: If the material is not found, click
to add a new material from this window.
See Creating new materials (on page 37).
Opening the Set Material Search Criteria window
To open the Set Material Search Criteria window:
1. Select Module > Students or Assessments > Materials Maintenance from the main menu.
The Set Material Search Criteria window is displayed.
Tip: You can also access the material functions by clicking
or
.

Set Material Search Criteria fields and buttons
Fields
Field
Description
Campus
Search for material by campus.
Material Code
Search for material by material code.
Description
Search for material by description.
ISBN
Search for material by ISBN code.
Author
Search for material by author.
Publisher
Search for material by publisher.
Supplier
Search for material by supplier.


Maintaining materials and suppliers Curriculum
Version 60 Page 12-37
Creating new materials
To create a new material:
1. Either:
• click
on the Set Material Search Criteria window
• click
on the Material Maintenance toolbar
• select File > New from the main menu
• right click on the Material Selector grid and select New
• press Ctrl + N.
The Create New Material window is displayed.

2. Enter the details of the material.
Note: We recommend that your organisation establishes a naming standard for material codes
and descriptions.
3. Click
.
The new material is added.
4. Update the details of the material. See Maintaining materials and suppliers (on page 35).


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Material Maintenance - General tab
Use the General tab to view and maintain general information about the material, including:
• the description
• publication details, if the material is a book or other publication.
Opening the General tab
To open the General tab:
1. Select Module > Students or Assessments > Materials Maintenance from the main menu.
The Set Material Search Criteria window is displayed.
Tip: You can also access the material functions by clicking
or
.
2. Search for the material. See Searching for materials and suppliers (on page 36).
The General tab of the Material Maintenance window is displayed.

Maintaining materials and suppliers Curriculum
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Material Maintenance - General tab key fields
Field
Description
Description
Title of the book, tape, CD or series for a publication, or description of the
material.
Edition
Edition of the book or publication.
Category
Category of material, for example textbook.
Note: Your organisation must create categories for different materials.
Author
Author of the book or publication.
ISBN
ISBN of the book or publication.
Publisher
Publisher's name.
Publish Place
City or country where the book or publication was published.
Publish Year
Year when the book or publication was published.
Media Type
Type of media, for example book, tape.


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Material Maintenance - Supply tab
Use the Supply tab to view and maintain:
• details of the supplier of the material
• stock on hand
• the ordering details.
Opening the Supply tab
To open the Supply tab:
1. Select Module > Students or Assessments > Materials Maintenance from the main menu.
The Set Material Search Criteria window is displayed.
Tip: You can also access the material functions by clicking
or
.
2. Search for the material. See Searching for materials and suppliers (on page 36).
The General tab of the Material Maintenance window is displayed.
3. Click Supply.
The Supply tab of the Material Maintenance window is displayed.

Maintaining materials and suppliers Curriculum
Version 60 Page 12-41
Material Maintenance - Supply tab key fields
Field
Description
Supplier
Usual supplier of the material.
Hold Flag
Select if the material is on hold.
Cost
Cost of the material.
Stock on Hand
How many items you already have on hand.
Date Last Ordered
Date the material was last ordered.
Date Last Supplied
Date the last order of material was delivered.
Re-Order Point
Re-order point for the material.
Note: If the number of items you have on hand drops below this level,
you need to reorder the item.
Re-Order Quantity
Default number of items to re-order.
Comments
Any comments regarding the material.


Curriculum Maintaining terms and academic years
Page 12-42 Version 60
Maintaining terms and academic years
When Synergetic was first installed and set up in your organisation, you chose to use either semesters
or terms as your default reporting period. In this section, the words semester, term and reporting
period are used interchangeably.
Throughout Synergetic, there is a default file year and term that relevant transactions apply to.

Before the start of each new term or semester, you have to create the new term’s details within
Synergetic. The reason for this is that a lot of the information held about a student is specific to the
reporting period. For example, each student's year level, form, house, tutor group, boarder, status,
classes, assessment results and timetabling information is all specific to a reporting period.
Important note: You may need to change your default year and semester to process billing and
run reports accurately.
How to:
• Review the File Semester and Next Semester Creation Rules in File Term Maintenance to
ensure they are correct. See Maintaining student file terms (on page 43). This is done:
– during the new academic year process
– before creating a new semester.
• Create the new reporting period (semester or term). See Creating new reporting periods (on
page 53).
• Prepare for the new academic year, create the first semester of the new academic year, and
process current and future students. See Creating new academic years (on page 63).
Note: The last section is available as a stand-alone chapter. It includes all of information from all
of the relevant chapters in one place and is sent out to administrators at the end of the year.


Maintaining terms and academic years Curriculum
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Maintaining student file terms
Use Student File Term Maintenance to maintain the:
• reporting periods
• names they are known by in your organisation
• tables that are transferred during each reporting period.
What you can do:
What you can do…
See…
Define the:
• number of reporting periods you have in a year
• name that the reporting periods are known as at
your organisation
• term dates, used with assessments and reports
functions.
Student File Term Maintenance - File
Semester tab (on page 44).
Define which tables are transferred across when you create
a new term or semester.
Student File Term Maintenance - Next
Semester Creation Rules tab (on
page 48).


Curriculum Maintaining terms and academic years
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Student File Term Maintenance - File Semester tab
Use the File Semester tab to define the:
• number of reporting periods you have in a year
• name that the reporting periods are known as at your organisation
• term dates used with assessments and reports functions.
This task is usually performed when you install and set up Synergetic.
Reporting period values include:
• term
• half-term
• semester
• report number.
Note: The information in the grid is automatically generated when you create a new term or
semester. See Creating next term details (on page 57).
You can manually add this information in advance if required.
Opening the File Semester tab
1. Select Module > Students > File Term Maintenance from the main menu.
The File Semester tab of the Student File Term Maintenance window is displayed.
Tip: You can also access the file term maintenance functions by clicking
.

Maintaining terms and academic years Curriculum
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Student File Term Maintenance window fields and buttons
Fields
Field
Description
Number of Terms per
Year
Number of reporting periods you want per year.
Override Semester
Description:
Long
Short
Name for your reporting periods. Examples include:
• Report No
• Semester
• Term
• Half Term.
Note: The Long and Short descriptions will be used throughout
Synergetic as your reporting period, depending on the circumstances.
Grid area
Field
Description
Year
Year that the reporting period applies.
Sem
Number of the reporting period.
Integers are used, with 1 being the first reporting period in the Year.
Actual Sem
Actual semester.
Note: The actual semester may not match the reporting period (which
may be known as the term, report number, half-term or semester,
depending on your organisation).
Start Date
Date that the term starts for the selected year.
End Date
Date that the term ends for the selected year.
Note: Term end dates are used within Synergetic to determine whether
a student is attending during the reporting period or perhaps when
submitting data to a government agency.
This is important if you use assessments and reports functions.
Meaning
Displays any Synergy Meaning information attached to the record. See
SynergyMeanings in the System Maintenance manual.
Annual Assess
Select to print annual assessments.
Curriculum Maintaining terms and academic years
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Field
Description
Rprts Prntd
Select to print academic reports.
For New Zealand organisations, clear the Rprts Prntd field for the relevant
term or semester to allow modification of the student's assessment
standards done at another organisation. The standards are modified on the
Other Standards grid on the NCEA tab of Current Student Maintenance.

See Current Student Maintenance - NCEA tab in the Current students
manual.
Athr Stppd
Select to prevent staff from adjusting or modifying assessment reports.
Activated
This field displays Yes if the report number is activated.
Current
This field displays Yes if you have flagged this as the current term or
semester using the Set Current button.
Publish Date
Date the result will be released on the community portal.
The results are not displayed until:
• a date has been entered
• the publish date is the same as today's date or later.
Comm Portal Current
Select the reporting period that is to be released to the community portal.
Only select one reporting period.

If you select a prior reporting period, the:
• student results for the prior reporting period are displayed
• timetable shown would not be current, as the timetable and other
information is shown for the selected file year and semester.
Maintaining terms and academic years Curriculum
Version 60 Page 12-47
Buttons
Button
Description

Add a new reporting period.

Delete the highlighted reporting period.
Note: You cannot delete a reporting period if it is active or in use.

Set the highlighted year and term to be used as the default year and term
throughout Synergetic.

Note: You will get a message when you next run Synergetic advising
that the year and term is different to the default and whether you wish to
update your default setting.
You can set the default file year and term by closing all Synergetic
programs and selecting File > Preferences.


Curriculum Maintaining terms and academic years
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Student File Term Maintenance - Next Semester Creation Rules tab
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 will 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:
1. Select Module > Students > File Term Maintenance from the main menu.
The Student File Term Maintenance window is displayed.
Tip: You can also access the file term maintenance functions by clicking

2. Click the Next Semester Creation Rules tab.
The Next Semester Creation Rules tab of the Student File Term Maintenance window is
displayed.

3. 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.
4. Determine the number of entries for each table.
Note: The number of entries for each table name 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.
Maintaining terms and academic years Curriculum
Version 60 Page 12-49
5. Determine the file types that need special treatment. For example, if you are using a timetabling
package, consider whether you are going to transfer academic classes.
6. Click
and type in each of the entries.
7. 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.
You might use this feature if you import your academic classes from a timetabling package.
Table Name
To Sem
From Yr Adj
From Sem
File Type
StudentClasses 1 -1 4 M
StudentClasses 2 0 1 M
StudentClasses 3 0 2 M
StudentClasses 4 0 3 M
Curriculum Maintaining terms and academic years
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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, etc. You should ensure that each of the file types used at your organisation are
covered.

Table
Description
Typical school rules
StudentClasses
Which student is doing which class
(either academic or co-curricular).
Do not transfer academic classes.
Transfer other file types to the next
period.
SubjectClasses
Definitions of the classes. Transfer all file types to the next period.
For example, you might elect to transfer
the details of an academic class to
semester 1 from semester 1 of the
previous year.
Subject-
Assessments-
Areas
Subject assessment rules and
assessment areas.
Transfer all file types to the next period.
For example, you might elect to transfer
the details of an academic class to Sem
1 from Sem 1 of the previous year.
Staff-
Assessment-
MarkBook
Staff members' personal mark books
for each class that they teach.
Either:
• transfer to the next period
• don't transfer
• transfer from the same period
last year, for example semester
1 to semester 1.
Timetable-
Definition
Timetable definition rules. Transfer all file types to the next period.
Timetable
Actual timetable, which is not
normally transferred.
If importing from a timetabling package,
select courses not transferred.
That is, no rules are required.
Courses
Courses defined in Course
Maintenance, if any.
Not transferred.
That is, no rules are required.
StudentCourses
Which student is doing which
course, if any.
Not transferred.
That is, no rules are required.
Student File Term Maintenance - Next Semester Creation Rules tab key fields and
buttons
Grid area
Field
Description
File Type
Academic or co-curricular classes.
Note: Leave the FileType field blank to select all file types.
Maintaining terms and academic years Curriculum
Version 60 Page 12-51
Field
Description
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.
Note: Most organisations do not use this
table.
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.
StudentClasses
This table contains details of the students
enrolled in each class. This is maintained in:
• Current Student Maintenance -
Classes tab in the Current students
manual
• Class Maintenance - Students tab in
the Assessments and reports manual.
A class can be an academic class or a co-
curricular class.
StudentCourses
This table contains details of the students
enrolled in external courses. This is maintained
on the Courses tab of Student Maintenance.
Note: Most organisations do not use this.
SubjectAssessmentAreas
This table contains the assessment rules, that
is what assessable areas are defined. 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.
Note: Most organisations import their
timetable from specialised timetabling
software packages.
Table Name
TimetableDefinition
This table contains the timetable definition
rules. These are maintained on the Timetable
Definition tab of Timetable Maintenance.
To Sem
Reporting period the files are being transferred to.
From Yr Adj
Year the files are being transferred from.
Note: If the From Yr Adj is 0, it denotes the current year.
Curriculum Maintaining terms and academic years
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Field
Description
From Sem
Reporting period the files are being transferred from.
Note: If the From Sem value is 0, it denotes that it is not to be copied. You
can delete the entry, however there may be circumstances where you want
to keep the information even though you are not transferring anything. For
example, you could use this if you want to import academic classes from the
timetabling package, but transfer co-curricular classes from one semester to
the next.
Buttons
Button
Description

Add new transfer rule.

Delete the highlighted transfer rule.

Load the default rules for creating the next semester.
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.
To record the details in Microsoft Excel, right click in the grid and select Copy
Grid Contents to Excel. Also, if you have access to MSQuery, you can print
the data from the FileSemesterNextRules table in the Synergetic database.


Maintaining terms and academic years Curriculum
Version 60 Page 12-53
Creating new reporting periods
For every reporting period (term or semester) at your organisation, you will need to identify the tables
to carry over from the previous periods.
When you create a new semester or term:
• Students are not moved to a new year level when you create new terms within the same year.
• Relevant student information is transferred from the old term to the new term. The information
transferred depends on your organisation's Next Semester Creation Rules. See Student File
Term Maintenance - Next Semester Creation Rules tab (on page 48).
Tip: If you only want to create the students in the next year, transfer a file type that you are not
currently using (or that you created specifically for this purpose). This will create the student and
nothing else.
To create the details for a new semester, term or reporting period:
1. Review the File Semester and Next Semester Creation Rules in File Term Maintenance to
ensure they are correct. See Maintaining student file terms (on page 43).
2. Finalise the current term. See Finalising terms (on page 54).
3. Open the Create Next Term Details window. See Creating next term details (on page 57).
4. Copy progressive student results from the prior term. See Copying progressive results from a prior
term (on page 60).


Curriculum Maintaining terms and academic years
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Finalising terms
When the student reports have been printed, you can finalise the term by:
• marking the selected year and term as having had student reports printed
• deleting any unused result and comment records
• deleting any backed up results from the selected term and any prior terms.
Note: The words semester, term and reporting period are used interchangeably.
To finalise the term:
1. Select Module > Students > Finalise Term.... from the main menu.
The Finalise Term window is displayed.

2. Scroll down to the year and semester to process.

Maintaining terms and academic years Curriculum
Version 60 Page 12-55
3. Click
.
The Default Year and Term window is displayed.

4. Clear the Set as System Current field if you do not want the next term set as the current default.
5. Clear the Set as Default for All Users Currently in This Period field if you do not want to
update the default year and term of all users.
Note: If this remains selected, users can still override the year and term they are processing.
6. Click
.
The following dialog window is displayed.

7. Click
.
The following dialog window is displayed.

Curriculum Maintaining terms and academic years
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8. Click
.
The Rprts Printed field is selected for the finalised term, and the next term is activated and made
current on the File Semester tab of Student File Term Maintenance.

See Student File Term Maintenance - File Semester tab (on page 44).
Note: The following confirmation dialog is displayed when users at your organisation log in, if they
have been overriding the default year and term. They have the option of continuing to override the
default or accepting the new default.



Maintaining terms and academic years Curriculum
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Creating next term details
Use the Create Next Term Details window when creating a new term in Synergetic:
• Before each semester during an academic year. See Creating new reporting periods (on
page 53).
• When creating a new academic year. See Creating new academic years (on page 63).
In this section, the words semester, term and reporting period are used interchangeably.
To create a new term:
1. Select Module > Students > Create Next Term Details from the main menu.
The Create Next Term Details window is displayed.
Tip: You can also access the term details functions by clicking
.
The Create Next Term Details window is displayed.

2. Enter the year and term you wish to create. For example Year 2006, Term 2.
3. If required, set the year and term as the default year and term.
Note: If you are doing this at the end of the academic year, you may wish to leave this field
cleared.
4. If required, select the campus to create the year and term for.
Curriculum Maintaining terms and academic years
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5. If you are creating the semester for a specific academic or co-curricular class, select an individual
file type.
The rules for the selected file type are displayed.

Tip: You can transfer only students into the new term if you use a special file type; one that was
created that does not have any next term creation rules defined.
6. Click
.
The following message is displayed.

7. Click
.
The new term is created, and the next year and term is made the default at your organisation, if
selected earlier. The following message is displayed.

8. Click
.
Maintaining terms and academic years Curriculum
Version 60 Page 12-59
9. If you are using the Synergetic Assessments module, enter the Start Date and the End Date of
the reporting period on the File Semester tab of Student File Term Maintenance. See Student
File Term Maintenance - File Semester tab (on page 44).

Create Next Term Details window fields and buttons
Fields
Field
Description
Year
Year to create the term for.
Term
Term to create.
Set as Current Year
and Term
Select to update the default file year and term.
You are asked if you wish to update your individual default to match the
system default. You can set the default file year and term by closing all
Synergetic programs and selecting File > Preferences.
Note: If you wish to stay in the current period, do not select Set as
Current Year and Term.
Campus
Campus to create the term for.
File Type
Type of file to transfer to the new term. For example, Academic or Co-
curricular.
Note: Only selected file types are transferred. Leave the File Type field
blank to transfer all file types.
Buttons
Button
Description

Maintain the rules for creating next term using Student File
Term Maintenance.
See Student File Term Maintenance - Next Semester
Creation Rules tab (on page 48).


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Copying progressive student results from a prior term
You can copy progressive student assessment results from one year/term to another year/term.
Only results of subject assessments that are marked as Progressive Learning Classes on the
Summary sub-tab of Subject Assessment Maintenance are copied.
When the results are copied:
• a flag is set for each of the classes processed
• any existing results are not overwritten.

See Subject Assessment Maintenance - Summary tab - Summary sub-tab in the Assessments and
reports manual.
Opening the Copy Student Results from Prior Term window
To open the Copy Student Results from Prior Term window:
1. Select Module > Students > Create Term Results from the main menu.
The Copy Student Results from Prior Term window is displayed.
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Tip: You can also access the term functions by clicking
.

Copy Student Results from Prior Term window fields and buttons
Field
Description
From Year / Term
Year and term from which student results are copied.
To Year / Term
Year and term to which student results are copied.
Process Date
Date of processing.
Print Flags
Update the print flags for the results.

Option
Description
Apply Default Values
Use the default values for the print flags.
Copy from Source Semester
Use the print flag values that have been
set on the student results you are copying
from.
Clear
Clear all of the print flags.
Set
Select all of the print flags.
Campus
Copy results from the selected campus.
File Type
Copy results for the selected file type.
For example, you may wish to copy progressive scores for music only (file
type of M).
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Field
Description
Class Campus
Copy results for classes from a specific campus, if defined.
Class Code
Copy results for a specific class only.
Tip: First select the class campus, if you have campuses defined. This
restricts the class codes to the selected campus.
ID
Copy results for the selected student only, based on their Synergetic ID.
Buttons
Button
Description

Display the Student Search window to search for a student to copy results
for.


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Creating new academic years
There are a number of reasons why you create a new academic year. You may need to:
• Get ready for the next academic year, as part of the normal annual process.
• Import the timetable, classes and assessments for the next reporting period for the new year.
You can only import them into Synergetic when you have the new reporting period created
and set up.
• Charge future students for school books during November and December. You can only run
charges in Synergetic when you have the new reporting period created and set up.
• Run next period's billing early.
• Allocate students to forms, houses and tutor groups.
It is recommended that you run this process as late as possible in the current academic year, so that
you can include:
• any late changes to the status of students
• changes to co-curricular involvements that can occur late in the year.
Note: This section is available as a stand-alone chapter: Next Year Process. It includes all of
information from all of the relevant chapters in one place and is sent out to administrators at the
end of the year.
Creating a new academic year
To prepare and create a new academic year:
1. Check the status of current students. See Updating the status of current students (on page 65).
2. Update the application of any future students who cancel next year's enrolment. See Updating a
cancelling future student's application (on page 67).
3. Update the application of any future students who defer their enrolment to a later year. See
Updating a deferring future student's application (on page 67).
4. Transfer future students who will be starting at your organisation before 31 December to current
students. See Transferring future students to current students in the Future Students manual.
Note: This creates a term 4 student, instead of a new student as at the start of the next year.
5. Check the luYearLevel lookup table to ensure that all the rules are correct. See luYearLevel
lookup table in the System Maintenance manual.
6. Review the File Semester and Next Semester Creation Rules in File Term Maintenance to
ensure they are correct. See Maintaining student file terms (on page 43).
7. Finalise the current term. See Finalising terms (on page 54).
8. Create the next term's or semester's details. In this case, the first in the next academic year. See
Creating next term details.
9. Transfer all confirmed and finalised future students into next year's current student file. See
Transferring future students to current students.
Note: These are all students who will be starting at your organisation during the next academic
year, based on the date used by the registrars for new students for next year.
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10. Run the Debtor Bulk Additions program to add debtor records for all the new students and to
update the records of existing students. This allows you to bill them for fees and other expenses.
See Adding debtors in bulk in the Debtors manual.
11. Handle student exceptions that may arise after the new year has been created. See Handling
exceptions after the next year has been created (on page 71).
Activities that can be performed after the new academic year is created
Once the new academic year is created, you can:
• Transfer current students who have left to past students. See Transferring current students to
past students in the Current Students manual.
• Delete and roll future students who have been transferred, or who were marked for the year
just started, but not finalised.
• Add enrolments for the new year at your organisation.
• Prepare year level lists.
• Allocate students to forms, houses and tutor groups. See Class Maintenance - Students tab in
the Assessments and reports manual.
• Prepare form lists and/or tutor group lists.
• Update the fee table and concessions and prepare a tuition test run.
• Export student details to the timetable package (if allowed by the timetable package used).
• Import student classes and timetable details from the timetable package back into Synergetic
(if allowed by the timetable package used).
• Prepare class lists and timetables for next year (subject to data imported or entered into
Synergetic).
• Charge the future students for school books during November and December. You can only
run charges in Synergetic when you have the new reporting period created and set up.
Charge the students. See Entering debtor charges in the Debtors manual.
Before the start of the new academic year
Before or at the start of a new academic year:
1. Set the system default for the year and semester or term using the Set as Current Year and
Term field on the Create Next Term Details window. Creating next semester or term details (on
page 53).
2. Transfer current student year 12 students who are leaving to past students. See Transferring
current students to past students in the Current Students manual.
Note: You usually leave this until January, because in December you may still need to mail to
year 12 students as current students, not past students.
Note: Do not transfer year 12 students that are repeating the year.


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Updating the status of current students
Check the status of current students to make sure they are all up to date before creating the new
academic year. See Current Student Maintenance - School tab in the Current Students manual.

Status and Nxt Yr Status fields
The following table describes how the Status and Nxt Yr Status fields affect the processing of the
student's record when creating a new academic year.
Status:
Synergetic:
• Left
• Leaving
• will not transfer the student.
Nxt Yr Status:
Synergetic:
• Leaving • will transfer the student.
• Not selected
• Normal
• will copy the student's Next Year Status to the new year.
• Left • will not transfer the student.
• Repeating • will not roll the student up a year level.
Also, the Nxt Yr Status field will override the Status field. For example, if the Status = Leaving and
Nxt Yr Status = Normal, the student will be transferred and their status set to Normal.
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Leaving students
If a student is leaving:
• Select either Leaving or Left from the Nxt Yr Status drop down list.

• Enter the Leaving Date. For example 31st December.
• Update any other fields required at your organisation. For example, at New Zealand schools
the following fields are required:
– Reason. See Reason for leaving in the Roll Returns manual.
– Post School Activity. See Post school activity in the Roll Returns manual.
Tip: You can tag students that are leaving then set the field values in bulk. See Setting field
values in bulk in the Introduction manual.
If you are notified of a student leaving after you have created the new academic year, see Processing
a student leaving after the new year has been created (on page 72).
Repeating students
If a student is repeating, select Repeating from the Nxt Yr Status drop down list.

Tip: You can tag students that are repeating then set the field values in bulk. See Setting field
values in bulk in the Introduction manual.
If you are notified of a student repeating after you have created the new academic year, see
Processing a repeating student after the new year has been created (on page 74).
New students
Students enrolling during the year would normally be created in Synergetic when they enrol. See
Creating new students in the Current Students manual.
If a student enrols after you have created the new academic year, see Adding a new student in the
current year after the new year has been created (on page 76).


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Updating a cancelling future student's application
If a confirmed future student cancels, update their application so that they are not transferred to
current students before the new academic year is created.
Note: If a confirmed future student cancels after the new academic year has been created, you
will need to remove them from the new academic year manually. See Removing a confirmed
future student who cancels after the new year has been created (on page 76) in the Curriculum or
Next Year Process manual.
To cancel a future student's application:
1. Search for the student in Future Student Maintenance. See Searching for future students in the
Future Students manual.
The Personal tab of the Future Student Maintenance window is displayed.

2. Click the Applications tab.
The Applications tab of the Future Student Maintenance window is displayed. See Future
Student Maintenance - Applications tab in the Future Students manual.

3. Click
.
The Modify Future Student Application window is displayed.
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4. Select Cancelled from the Status drop down list. See Modifying future student enrolment
applications in the Future Students manual.

5. Click
.
The Applications tab of the Future Student Maintenance window is displayed.


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Updating a deferring future student's application
If a confirmed future student defers, update their application so that they are not transferred to current
students before the new academic year is created.
Note: If a confirmed future student defers after the new academic year has been created, you will
need to remove them from the new academic year manually and perform other steps. See
Removing a confirmed future student who defers after the new year has been created (on
page 80) in the Curriculum or Next Year Process manual.
To defer a future student's application:
1. Search for the student in Future Student Maintenance. See Searching for future students in the
Future Students manual.
The Personal tab of the Future Student Maintenance window is displayed.

2. Click the Applications tab.
The Applications tab of the Future Student Maintenance window is displayed. See Future
Student Maintenance - Applications tab in the Future Students manual.

3. Click
.
The Modify Future Student Application window is displayed.
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4. Select Cancelled from the Status drop down list. See Modifying future student enrolment
applications in the Future Students manual.

5. Click
.
The Applications tab of the Future Student Maintenance window is displayed.