New academic year, managing staff and administrators

1.    On the school page, click on the “Resources” icon and a new window will be opened.
    2.    Under the “Staff” tab and “Invitation” menu, you need to look for the user under “Staff Invitations” or use the (plus) for inviting the staff.
    3.    Insert the teacher’s username (usually email) and invite them to be staff in the school. If such user is found from eKool database, you will see his/her name on screen and username, where the invitation was sent.
    4.    The request is sent to the user and he/she must accept it.He/she needs to login eKool, open Requests window and accept the invitation.
    5.    If a former teacher has no user in eKool yet, he/she should go throughout the user creation process. He/she will get an e-mail with the invitation link. After opening it, the teacher has to add personal and user account data.
    6.    You can always come back here and see if they have accepted the request or is it still pending or they have denied.
    7.    Selecting a person from the staff list you can manage their roles: Add Form master role or Management role etc. For Form-Master role you should additionally choose class and parallel identification.
    8.    Teacher’s role will be added after he/she is connected with the first journal as a teacher. Teacher gives a new role every school-year.
    9.    To delete user from staff open his/her card and click “Remove from staff” link.
    10.    To invite a new Administrator to school the person already has to have username and credentials in the system.
    11.    Under the “Staff” tab and “Invitation” menu, you need to look for the user under “Invite Administrator” or use the (plus) for inviting new Administrator.
    12.    Insert the new Administrator First- or Lastname (not username/email) click “Search” or Enter and the list for matching results are displayed.
    13.    To send the invite you need to check the box and invite message box is displayed. Fill in the invite message and click “Save”. Now the invite is sent to the new Administrator.
    14.    The user must accept the request first and only after then they get the Administrator rights.New Administrator must do the following steps after they are invited to be an Administrator for a school:
    1.    Invites to be an Administrator will we available behind the “Request” icon. When there is a new request, the icon should have a red envelope.
    2.    Click on the “Request” icon and a new screen will be opened, there you will see the new request information.
    3.    You need to “Accept” the request to become an Administrator and after that, you can start doing Administrator tasks.
    4.    Or you can “Deny” the request.
    5.    When you close the screen from the (error), then the Invite will remain pending and you can come back here and Accept or Deny it later.

New academic year, student administration

In the run-up to the new school year, students who are graduating or leaving school must be removed from students list, classes should be transferred to the new school year, new students should be added to the list of schools and, if necessary, changed enrollment to classes.

1. Enter the graduation decision for the final grades. Be sure to check in which academic year you are operating. Open Schoolyear page, choose class, select students, select Resolution, and select type of decision – “Finish school”. The decision number, date and explanatory text can be entered. This information will appear in the Record Book.
2. Designate drop-out students who will not continue their education in this school. On the Schoolyear page, select the class, add a checkmark to the names of those who leave, choose Resolution, choose “Expel from school”. The decision number, date and explanatory text can be entered. The activity must be repeated for all classes where the students have left.
3. Select students who will be in the same class next year (repeating class). Select students (separate from each class). select Resolution and the type is “Repeat class”. Students will be enrolled in the next academic year in the same class number.
4. Carryover to the new academic year those students who continue in the next academic year in the next grade. Select them on the Schoolyear page, select Resolution, and type “Transfer to next Year“. The transfer decision should be entered if the class leader has not already made it. All fields may be left blank.
5. Add new students to your school using Student Import. There is a separate video guide on this. If class numbers are included in the import file, additional new students can be enrolled at one time, per curriculum.
6. Add new students to the school by entering them individually. There is a separate video guide on this.
7. If in the new year the students’ membership in the parallels has changed, changes can be made. Select Students, select Resolution and choose type “Change Current Year”. This allows you to divide classes into parallel (by adding a parallel identifier) ​​as well as transfer students from one class to another.

Adding a new academic year and terms

1. Add a new academic year: Schoolyear > Menu> Add new. Start and end dates must be entered for the academic year. Overlapping academic years are not allowed. It is not good to leave a gap between school years, and their beginning and end should be one after the other.
2. Add terms to the academic year. Enter a name, start and end time. It is also not good to leave timeouts between terms.
3. Save the school year. You can now navigate through the years by selecting from the list on the page header.
4. The required year must be selected for changing the academic year; select Menu and select “Edit”. The changes will take effect immediately.
5. By default, the current academic year is always selected.

Add students to the school’s student list

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 the 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.

Adding students one by one
1. Open the sheet Schoolyear, find the year, curriculum and class required
2. Press + at the top of the page
3. Enter the student’s name and ID. You can add his address and other contact information.
4. Enter the school enrollment date. If there is one, you can enter the information about the school admission decision
5. Save the student information.

If there is no student with such a personal code in the school, the student will be added to the list immediately. If the student is already studying or has ever been to the school (with the same personal identification code), you will receive a message and a link to open needed student card.
1. Press the name to open the card
2. You see the completed role there, either in the same or a previous school year
3. Click “Add Role”. Select that a new role is a student; select the curriculum and class. The student is assigned a new role in the curriculum class of the current academic year.

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.

Adding journal (for teachers)

  1. School profile > Teacher can add journals
  2. Add journal: enter journal name, choose Curriculum and Course
  3. Add students to the journal by picking.