New academic year – Transferring and adding journals

Creating journals for classes and teachers in the new school year is a great job. Several ways have been added to simplify this process. When starting a new school, journals must be defined one by one in the first year.

1. teachers lock their journals (this journal can no longer be edited or supplemented). If teachers do not lock journals, this can be done by admin: by individual journals or groups, using journal filtering by a teacher, subject, class, or even all unlocked journals at once.

2. Once a new school year has been added, locked journals can be cloned into the new school year. Click on the Menu in the Journals page and choose “Clone journals for the new school year”, the name of the next school year will be displayed.

3. Cloning transfers the name of the journal, its relation to the subject course, the other definitions of the journal, and the tags that define the study group. The teacher’s relationship with the journal will not be carried over to the new academic year. Cloning can take a few minutes. Each journal can be cloned once; thus, cloning can be repeated as many times as needed without duplicate journals being added to the new school year.

4. The new academic year’s journals have the students who participate if they have already been transferred to the new school year. Students are identified by the class and parallel labels as well as by school-defined labels.

5. If there are no pupils in the journal, they may not have been transferred yet or this may be a new journal. If students were picked in the journal last year (added by choices made by the teacher or administrator), they will not be carried over to the new year. In this case, the student selection must be updated either by picking again or by using school tags (class, parallel, child’s gender, or tag added to the school).

6. Add students to the journal by selecting or picking through labels. You can add multiple label options.

7. The journal that was cloned but not needed in the new year, can be deleted. For example, this subject is no longer taught.

8. The journal can be copied – either for a parallel class or students can be divided into groups in the new school year. When copying, you are asked what information is added to the copy of the journal.

9. Initially, the names of the cloned journals are preceded by yellow marks, meaning that the teacher is unlinked to the journal. To add a teacher, press Edit in the journal header, open the journal definition and assign a teacher. The selected teacher will get the role of the teacher in the new year.

10. To add a new journal, press the + sign above the journal list and select the related subject card; enter the name of the journal, make choices that define the diary (individual study, hobby); choose a teacher. Save the journal definition.

11. Add students to the new journal, either using tags or picking.

12. Change student relationship by changing tags when problems occur. Open Resources, open the Groups page. Select a tag, you see its connected students list. Students, who left school, have been removed from tags.

13. Select “+ Add Members”, select the academic year and class and students, and confirm the selection. Students will be assigned a membership tag of their choice and can be selected in the journal.

14. Study groups are often formed by gender of students. In Estonia, this identifier is found on the basis of a personal identification code. The gender-related tag can be used like other tags for selecting students in the journal.