Info |
---|
This page will talk about special considerations to make in your data preparation if you are using SIS. If you are a WA Government School that doesn't use SIS, the information in this page doesn't apply to you - carry on as normal using standard SSO procedures. |
What exactly is different?
SSO will prepare Selection data as a spreadsheet, for uploading into timetabling software.
As SIS does not allow uploading of data, we've created an alternative that will allow you to efficiently load Student Selections into SIS, without having to key each one in manually. When it comes time to export your data, use the Barcode option, which will allow you to scan in the codes for each Student, using the barcode scanner we will supply to your school at no cost.
Using the right codes for Selections
Your Courses are loaded into the Selection Matrix area within SSO.
Our only guidance in this area is that you make sure that you use the correct CourseCodes. There are variations of the code such as AEENG and AEENG_5. You need to make sure that you use the code that can be manually keyed into SIS. Generally speaking, it is the code without the extension after it that is used (particularly for Years 11-12). For Years 7-10, there may be specific codes for Semester 1 and 2, as the content of the Course may be different. It is essential that you get this right from the very start, as corrections to this can either be very hard, or not possible.
When in doubt, check with an experienced SSO Administrator at your school, or a fellow school, as to which CourseCode toenter as this is not something our SSO Support can generally assist with as we don’t possess this knowledgeuse SIS.
Columns in your Student data spreadsheet
As a minimum, you'll need to have a spreadsheet that contains first and last names of the Student. Make sure these are on the left side if you want to follow the Instructions below.
If you have the email addresses of the Students, specific PINs for Parents and Students, as well as the and/or entries for HomeTeacher, HomeGroup, Counsellor, insert three blank columns between the names and these fields of information.
StudentEmail
When using the Student emails, it is recommended that you use the Department-issued ones. Including an email address for Students is highly recommended, as there is a considerable amount of additional functionality available when a Student email is included, such as:
Student’s being able to set/reset own password.
Student’s being able to send themselves Selection/Payment reports, and receive Override Request responses, collapsed Courses notifications etc.)
Based on the feedback we have received from schools, the biggest thing that you need to consider with this is that you need to ensure all Students are able to access their Student.education.wa.edu.au email accounts.
If they don't access it frequently, it is best to make sure that they are given clear instructions on how to do so, otherwise there's a good chance that you'll either end up with a lot of Students lined up outside of your door, or a lot of Students that haven't logged in to make Selections.
HomeTeacher, HomeGroup, and Counsellor
Refer Standard SSO instructions - Preparing Student Data
ParentPIN
Refer Standard SSO instructions - Preparing Student Data
StudentPIN
Refer Standard SSO instructions - Preparing Student Data
Preparing the Student data spreadsheet for upload
Once you've got all of the information ready as above, make sure the following things are in place , so that your data will upload correctly:
Delete the columns with the first and surnames by themselves. Just keep the one where they the names are merged in the one cell together.
As a minimum, you should have StudentCode, StudentName, ExternalCode, and either StudentPIN and/or StudentEmail.
Insert a row right at the very top of the spreadsheet. Use the column headings as outlined in SSO to identify each column of information.
Make sure there are no gaps in the columns where there is no data. Every column should have a heading.
Column headings start in A1, and go all the way across to the end of the data you have.
Your Student Data should start in B1A2, and match up correctly with the column headings.
It doesn't matter what order your column headings are in.
If you want to have other columns in your data (like parent names and email addresses so that you can mail merge PINs), this is ok, but remember that SSO will disregard these columns.
Your data could look a little like this, and it would be set up correctly.
Once the Selections have been completed
Go to: Checklist
> Year Level
X > Extract > Extracts > Barcode
By default, all
Extracts will
include all Selection data available.
If you're wanting to only get the Selection information out for timetabling in SIS, you need to trim out anything that isn't a Course
Code in SIS.
This is done using
Inclusions and
Exclusions.
Let's say that we need to end up with 6 Course
Codes for each student, given that this example is modelled on a Year 11 Selection process.
If you only want Selections in the Sections called ATAR Pathway, General Pathway, and Industry Links Pathway, you'd choose 'Include' in Section, and select all of them.
At this stage, you don't need the 'Reserve Selections' from the Industry Links Pathway, so you'd choose 'Exclude' and select Industry Links Pathway > Reserve Selections.
There's also a Career Goals text field, and that doesn't need to (and won't) go into SIS, so you'd choose 'Exclude' and choose the code you gave it - CareerGoals.
Once you've put
in place your required Inclusions and Exclusions, you choose
your Barcode setting, and on the right of the page, we recommend you choose External Code
as your Extract sort order:
This will generate the
Barcode Extract in A-Z surname order, if you've followed the Instructions above for preparing the Student
Data.
When you're scrolling through the resulting
Barcodes, there are 2 things that you should be looking for:
The correct number of Selections are present for each Student (in most cases,
Students should have the same number of selections)
The
Course Codes underneath each
Barcode are Course
Codes that will be accepted by SIS
.
Once you've checked the
Barcodes are correct in the preview area (including that all of your Students have External
Codes), you can export using the Print button
.