Importing student data

Adding students to the school’s student list is a very important task. Required fields are the student’s first name; surname and personal identification code and country of issue. The ID code must be unique, two students with the same ID cannot have an active role in a school. If there is a unique national code, it should be preferred to use it. In the absence of such a code, the school should develop a system of numbering its students. When importing data, the country of issue of the personal identification code will be the country shown in the school’s data.

Importing students into the school

1. Create a table with the names, IDs, and other details of the students you want to import. The first row of this table must contain fixed field names.

Required fields are: idCode (Student ID); name1 (first name); name2 (last name).

Optional fields to add: class (class number); parallelId (parallel identifier); gender (M, F allowed); street (street and house address): city, email (student e-mail address); county; postalIndex (zip code); studentNumber (student number); phoneArea (area code) phone (phone number)

An example of importing students is done in the OpenOffice table:

2. Download the OpenOffice Filter Package for OpenOffice XML export from the eKool page. The package name is “Ekool import.jar”

3. Open table, what contains student data; open the “XML Filter Settings” option from the OO Tools menu. Click on “Open package” to find the downloaded file. Click Open. New rules were added to the existing ones.

Steps 2 and 3 need to be done only once, before the first student data import. From now on, the rules are saved for OpenOffice and you do not need to add them again.

4. Click File> Export> select the appropriate storage location and the rule “eKool Import (.xml)”. Save the XML file

5. the XML file could be opened with an XML editor or a simple word processor, in the end, it might have blank lines that interfere with the import, delete them.

The data is now ready for import:

  1. Open eKool. press + on the Schoolyear page.
  2. Select a file, select a date to start studying
  3. Transfer the data to eKool.
  4. You will receive a message about successful imports and a list of students who were either repetitive (the student with this ID code was already on the school list) or who had an error in their data.
  5. If a student is in the wrong class, they should be tagged and with Decision> Change Current year > move them to the right class.

Curriculum

Curriculum determines the configuration of how subjects and grades are managed. Each student belongs to his/her curriculum and learns subjects and courses from that curriculum.

  1. Curricula is the last menu item on the school page. There you can see school curricula, some of them could be archived. Archived curriculum is possible to activate again. Each curriculum contains subjects and courses.
  2. To add a new curriculum, you should choose “New” from “Menu”. Add the curriculum name and a short description. Curriculum subjects can be divided into courses or study terms:
    If subjects are divided into courses, each course gets course grade in the end and annual grades are not allowed. It is possible to add a final grade for each subject based on all course grades
    If the subject is divided into terms, it is possible to add term grades and annual grade based on terms grades.
  3. Each curriculum is taught in certain forms, these have to mark. Is possible, that in the same form students have different curricula.
  4. In Estonia, it is possible to connect the curriculum with the State Curriculum. It could be useful to organize data export to state registers.
  5. Subjects which can use in curricula, have to be defined in Classificatory at first. Open Classificatory window, open menu item Subjects, add new subjects. Click link “Reorder” to change subjects order. This order is in use for sorting in Reports.
  6. Add subjects to Curriculum – click on “Add new subject” link; insert subject’s name, add a connection with a subjects list item, add a connection with State Curriculum subject. If there is a need to add graduation grade for that subject, is possible to set, who from teachers has right to add it and what graduation schema will be in use.
  7. Add subject cards. They could contain settings about one school-year or about one course. The main part is to determine graduation possibilities: what types of grades is possible to use in journals what base on that subject card and which grade schema is in use for each grade type. Grade types are: lesson grade; test grade; exam grade; term grade; annual grade; course grade; OtherAggrGrade (additional type for grades).
  8. Set teacher, who is responsible for that card. A teacher has the possibility to change this particular subject card.
  9. Overview about school curricula and settings is presented in Reports. Open Reports, open Curricula and report about subjects and subject cards by classes.
  10. To add a new journal administrator should open Schoolyear window and select tab “Journals”. + sign opens a form to add a new journal. Here administrator selects curriculum and subject card, which gives grading rules for this journal and sets curriculum connection for grades given in this journal. Add journal name and select a teacher. Las step is to select students who will learn this subject course with this teacher.
  11. If a teacher adds his/her own journal, he/she should select a curriculum and subject card too and insert journal name. Students are selected to the journal by picking them.
  12. If a teacher is responsible for the subject card, he/she see link “Edit” when opens the Curriculum section on the school’s page. Clicking that link opens subject card and teacher can change it.

Absences (headmaster)

Headmasters have to have a quick overview of everything that happens in school to make the right decisions. This tutorial shows headmaster’s possibilities to get information about absences and possibilities to handle problems before they become insurmountable.

  1. The main tool for absences is Absence journal. It is possible to find in All Journals section on the school’s page. The number on the journal’s icon shows unhandled absence notes from parents and gives an overview of form-master work with them.
  2. After opening journal headmaster sees yellow mark behind student’s name with a number of unhandled notes for that student. Absences are displayed by day and lesson number. Each column represents a lesson per day. Absences with reason are green and absences without reason in red. Unhandled absences are marked with “?”.
  3. Click on the child’s name opens detail view. Headmaster ha no rights to add reasons.
  4. Absences reports could be opened in Reports window. Headmaster should open sub-folder Absences. All reports can be filtered by terms or collect for the whole school year. Absences reports show only data for current study year.
    • Attendance call list gives overview daily absences with student and parents contact information. It gives a possibility to call home to explain, why the child is absent. Headmaster sees all students, who are absent.
    • Attendance report gives students absences number by class total and collects a number of absences with and without reason. Click on class number or selection from filter gives absences by students.
    • Attendance Type report gives an overview of absences by types (for example: how many absences were because the student was ill). Absence reasons classificatory is determined by each school accordant school rules. Click on class number or selection from filter gives absences by students.
    • Dropout Students report gives warning about students, who have been absent without reason more lessons than school rules allow. To get this report about all students, headmaster have to order it. It usually takes a few seconds to collect data. If the report is ready, the headmaster will get an e-mail about it. In the report is shown student name, class, lessons of absence without reason, number of held lessons, % of absences. All ordered reports st
  5. Headmaster can open Discipline list. It gives an overview about students, who have been absent without reason over school set the border at least during one-quarter of the school year (September-October; November-December; January-March; April-June). For every student, headmaster can see connected social worker’s name.
  6. A Student’s Card can be opened from the Gallery on the school’s page. Here form-master and headmaster see the same information as home in a newsfeed. It is possible to open Homeworks window, have a look to Record Book, view information about Interviews and open Grades Analytics.
  7. An important part of Student Card is a student’s profile. On the first page is displayed student’s personal and contact information. For each student form-master or headmaster can add a connection with the social worker as a related person. Person, who get rights to see student’s information same way as form-master sees has to be a staff member and have a social worker’s role. Parents get notification about the set connected to the newsfeed.
  8. Headmaster, Form-master and social worker can add notes to a student’s card. These notes are seen over the years and collect so important information about student’s development and problems. If adding a note, it is possible to choose, what kind of discipline action it is an additional explanation. A note is by default accessible for school and for home, but it can be draft – accessible only for users with school roles. Parents get notification about a new note to the newsfeed.
  9. Headmaster, Form-master and social worker can add documents to a student’s card. These documents are seen over years and collect so important information about student’s development and problems. A document is by default accessible for school and for home, but it can be draft – accessible only for users with school roles. Parents get notification about a new document to the newsfeed.
  10. A parent gets information about all newly related persons, added notes and documents to his/her news feed. There is a link to move to student’s card and open documents or read notes.

Absences and reports for Form-master

Form-masters work with absences in school. This tutorial shows form-master possibilities to handle absences.

  1. The main tool for absences is Absence journal. It is possible to find in My Classes section on the school’s page. The number on the journal’s icon shows unhandled absence notes from parents.
  2. After opening journal Form-master sees yellow mark behind student’s name with a number of unhandled notes for that student. Absences are displayed by day and lesson number. Each column represents a lesson per day. Absences with reason are green and absences without reason in red. Unhandled absences are marked with “?”.
  3. Click on the child’s name opens detail view, where Form-master can confirm absence note or discard it. While Form-master chooses to discard note, he/she can add an explanation.
  4. It is possible to add absence reason without parent note, form-master should click on link “+Add absence reason”. If absence reason engages more absences than one lesson, all lessons what are inside its time range will get the same reason.
  5. Another possibility to add absence reason is on the Classes page. Open class daily activities page and open Absences tab. Here is a possibility to add a reason.
  6. Absences reports could be opened in Reports window. Form-master should open sub-folder Absences.
    • Attendance report gives students absences overview and collects a number of absences with and without reason.
    • Attendance Type report gives an overview of absences by types (for example: how many absences were because the student was ill). Absence reasons classificatory is determined by each school accordant school rules.
    • Dropout Students report gives warning about students, who have been absent without reason more than school rules allow.
  7. All reports can be filtered by terms or collect for the whole school year.
  8. Lateness in marked with yellow in Absence Journal. It is possible to add reason to lateness too.

Managing Absence notes

  1. Parent finds a button to send information about his/her child’s absence reason to school on his/her page and also from a child’s page. The absence note is not accessible to children.
  2. The parent selects child and fills the absence’s start and end day. He/she inserts text about the reason for absence and send a note to school. It is possible to send multiple notes about the same absence.
  3. Form-master sees a number of unconfirmed notes if he/she opens My classes filter on the school’s page. Form-master opens class Absences Journal and sees yellow marks next to these children names, who have unconfirmed notes. Click on the child’s name opens detail view, where Form-master can confirm absence note or discard it. While Form-master chooses to discard note, he/she can add an explanation.
  4. When parent logs in eKool again, he/she can see in feed Form-master’s action with absence note – was it accepted or discarded, what were explanations.
  5. Full overview about sent notes and absences parent can open full view clicking in “show all” link in Quick References. A new window is opened and their parent can find all absences and notices over a school year.

Reports about teachers’ work

Reports give an overview of information in eKool and help teacher and school management to do the right decisions. A teacher has four different reports about his/her works, the same reports are open to school management.

  1. Open the school page and select Reports. Short introduction page will be displayed, open group Teachers.
  2. Click on report name – Workload. Here you find monthly inserted and substituted lessons and have the possibility to order yearly summary about your lessons. These HTML files are saved to eKool and teacher or school management can open them about past years too.
  3. Lessons descriptions report gives at first list of teacher’s journals and calculates, how many lessons, assignments, and homework are added in each of them. Click on journal name opens a list of lesson descriptions, on the top is dashboard information: how many homework and assignments are in that journal and how quickly teacher inserts lessons – same day or some days earlier or later. The same report is possible to open about previous study years.
  4. If the teacher finishes his/her work with journals (for example course or study year is ended and all grades are final in journal), he/she can lock the journal. It is still in journals list, a teacher can open it, but adding lessons or change of grades is not possible. Report about Locked journals gives an overview of this process.
  5. Study year, which is ended could be archived by a school administrator. If this is done, the teacher can open his/her old journals opening Archive section and selecting Old journals. It is possible to search a journal by the teacher, subject, journal name. Each journal has saved in three HTML file: grid, lesson descriptions, homework.
  6. Journals from these study years, what are not archived yet, could be opened on school main page, opening Curricula section. A teacher has to select curricula and subject. For each subject, there are subject cards (study courses) and displays journals, which are connected with that subject card. It is possible to open these journals by clicking on them.

Working with Journals: navigation

Teachers main work is done with journals. To find the journal you want to work with, you first have to select the school the journal belongs to.

Based on the set-up of the school curriculum, subject and roles and rights the functionality might slightly differ for different persons in different schools.

  1. You need to first choose the School and school relevant information is displayed. On the school page, you can see journals, other people in school, curricula, school events, and blog
  2. Choose the Journal you want to work with.
  3. You can view additional information about the Journal that might not be visible at first, please scroll down and choose the activity you need.
  4. Clicking on a student name activity timeline for that student is displayed. Here you can see all grades and absences in that journal, add Notices to the student. If about that student are added school notifications or documents shared with teachers, they are visible on student’s page.
  5. To go back to the list view click the yellow icon on the top left corner.
  6. To filter and print only specific type of information (Aggregated Grades, Lessons, Test, All marks or Absences) use the filtering option on top.
  7. To find students, who are left (from a journal, from school) teacher has to use a filter, where default selection is “Active students”.
  8. It is possible to filter journal entries by learning periods.
  9. Next from the journal is lesson counter. Planned lessons number comes from a subject card (Curriculum). To see grades and absences statistics scroll down and open the “Statistics” section
  10. To see and add Notifications to students open the “Notification” section. It is possible to send Notification to some students or to all of them. Notifications are seen in student’s Newsfeed. To send notification click “Add notification” and a new screen will be opened. Here you can select the students who will receive the notification and write the notification.
  11. Lesson description list contains lessons, assignments, homework and aggregate grades. You can open each element clicking on it and edit or delete them.
  12. If you want to add a substitute teacher to the journal, you should open the substitutions list and add new substitution. A teacher can select a substitute teacher among teacher’s list and select reason for the substitution. This list is inserted by each school.
  13. If there are students, who are not in the student’s list, you can add them to journal or remove picked students. This is possible on the journal page, open “Show picked students” and adding new ones.
  14. A teacher can manage Materials directly from the journal, he/she clicks “Show work plan / Materials for this journal” and can deselect them or add new ones.

Working with Journals: add absences

  1. Open journal
  2. To mark who where absent you need choose the pupil and lesson from the grid and click, then a new detailed screen will be opened (same one as the one you can use for changing a grade) and you just need to uncheck the “Present” check-box and choose the absence type from the drop-down list. First of reasons is usually “default” reason, is set by the administrator. All students who are not absent, get automatically mark “present” into the database.
  3. To remove absence, the teacher has to click on absence cell and click again on “Present” checkbox.
  4. It’s also possible to mark absences after opening lesson column (click on the column title) and adding absence marks to different students at once. If Form-master has confirmed absence notes, the absence reason is added.
  5. It’s also possible to collect confirmed absences to make easier find out absent students, the teacher has to click on the “Get Absences” button. If a student is actually present, is possible to delete collected reason.

Working with Journals: add and edit grades

  1. A teacher can add grades for an individual student or as a column to some or all students.
  2. To add a grade for the individual student you need to choose the pupil and lesson from the grid and click, then a new detailed screen will be opened. Click on “Add grade” opens form, where the teacher inserts grade and comment. If a grade you entered is not existing in the school’s grade schema, you will be warned and a list of correct grades is presented. You can collect grade comments to reuse them in this journal.
  3. To add grades for some students at once, a teacher needs to click on the column title – lessons or test date. You can add a comment to all grades.
  4. Each student can have 2 grades per lesson. To add next grade click on the + icon.
  5. If students have added an answer to assignment as a file, the teacher sees these files on this form and can open them with GooglePreview or download them.
  6. It is possible to collect comments for each journal and copy-pastes these comments between journals. If you paste a number of comments, these are divided by paragraph break as separate comments. You can manage these comments on the journal page. A teacher can stop or relaunch comments collection and offers by clicking the checkbox.
  7. To insert the Term or Annual grades you need to click on the column title and new form will be opened. Here you can see the grades student have received during the school period and the average grade. Insert the grades and comments (you can use same comments collection as for lesson grades) and click “Save” to save the changes.
  8. You can view and edit individual grades by simply clicking on the grade and a new detailed screen will be opened. There is icon for amend it. Grades that are amended later have * asterisk next to the grade. In the same form, you can delete grade. Information about deleting or changing grade will appear to student’s newsfeed. Term and Annual grade could be changed exactly same way as lesson grades.
  9. All grades adding, corrections, deletions and comments will be seen by the student and parent in the newsfeed for 30 days. For changed and deleted grades is possible to open their previous value. For each grade is shown the name of the teacher who added it, the time it was added, and the opportunity to open either the content of the related test or the description of the lesson.

Add lessons, tasks and assessments

To add New Lessons, Assessments, Homeworks etc. use the plus mark (plus) in the top left corner and based on the Subject set up drop down menu will be opened with the possible functions

  1. To add New lesson choose “New Lesson” and a new screen will be opened with lesson details. Is compulsory to add lesson number (in a day), because it gives the possibility to collect Absences Journal. Please fill in the details or select them from Teacher’s workplan. Saving the lesson you have additional possibilities:
    • To save the lesson press “Save”. New Column will be added to the journal view.
    • To also add grades press “save and add grades”. List of all students will be opened and you can add grades and comments. After filling in the required information press “Save” and the grades and Lesson will be added to the journal. You will see a new column with grades also visible.
    • Or you can press “Save and add Homework” and you can add a new homework in addition to the lesson.
  2. To add New Homework choose “New Homework” from the list and new screen will be opened. Here you can fill in the details- Due date, Title, add attachments and write a description. You can select homework from Teacher’s Workplan. Best way to find the task’s deadline is to choose it from Tasks calendar. Homework can be individual – only some of all students have to fill it. To mark assigned students teacher can use special functionality, list of students will be opened after a click on checkbox “Individual task”
  3. To add New assessment choose “New assessment” from the drop-down menu and new screen will be opened. Here you can fill in the details – add the Assessment to “Test plan” , add attachments and write a description. You can select an assessment or test from Teacher’s Workplan. Best way to find the task’s deadline is to choose it from Tasks calendar. If you want to get students answers to that task as files, you can check the special checkbox.
  4. To edit details, scroll down to “Lesson details” and choose the Lesson, Homework or Test you want to edit. Make the desired changes and Save them by pressing “Save”. Here you can also delete unwanted lessons, homework, tests.
  5. To add Term grade or Annual Grade column (dependent on school set-up) use the plus mark (plus) in the top left corner and choose the Aggregated grade you want to add and a new column will be added to the journal with a different background color.
  6. To insert the Term or Annual grades you need to click on the column title and new screen will be opened. Here you can see the grades student have received during the school period and the average grade (that is underlined).

Teacher’s workplan

Teacher’s work-plan helps to plan your work, use the same learning content in different journals or in different study years. If workplan is shared with colleagues, they can use the same content to teach their classes. Work-plans, what is in use in school journals, are visible to school management. It is possible to create workplans, what are public – accessible to all teachers in the country.

  1. To see, add and manage workplans click on the “Workplan/Materials” icon and the materials screen will be opened. Workplans are seen from the left menu.
  2. To add new workplan click on button “New workplan”. Is possible to add it from scratch, copy existing workplan (your own or shared with you), use public workplans or collect workplan from your journal.
  3. To edit existing workplan teacher can open it from list. Each workplan is divided to topics and sub-topics. Sub-topics can be used as lesson descriptions. They can contain homework. Each topic can contain tests.
  4. To add n new topics click a button at the end of the list. A teacher can add some information about each topic.
  5. A teacher can add as many sub-topics and tests as needed.
  6. It is possible to move sub-topics between topics and change their order (reorder topics or subtopics).
  7. To use workplan in the journal, the teacher has to establish a connection between journal and workplan. Each journal can be simultaneously connected only with one workplan, is possible to change connected workplan any time it needed.
  8. Each workplan can be shared with colleagues. Only the author can end this sharing.
  9. In the journal, workplan can be used to add lessons: open journal, select workplan’s button; select topic and subtopic. Selected subtopics description will be copied in the journal as lesson topics and description.
  10. A teacher can add tests described in workplan. While a teacher is adding a test, only tests will be displayed when he/she click on Workplan button.
  11. If the teacher adds homework, only homework items are in selection.

Working with materials

eKool has several alternatives to share materials. For example a teacher can add a materials to Journal (attachments to Assessments, homework view) or use the Materials environment.
1. To see and add materials click on the “Materials” icon and the materials screen will be opened.
2. Here you can add files using the button “Add files” on top. You need to choose the file and the target group(s) from the list (you have right to share files)
3. Teacher can add links to other pages instead of uploading file.
4. Files can also be shared thought journal. Teacher selects needed journal and clicks “Show workplan / Materials for this journal”
5. You can reuse a file from list under “Add from existing files” or downloading new file from your computer by “Add new file”
6. You can also add materials under Homework and Assessments, those files will not be seen under “Materials” sections.