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Importing Cohorts, Subjects & Assigning Users- Primary Schools

In this section we are going to cover creating and importing the Cohort/Teacher Import File. This file will tell the system what subjects/year levels occur in the school, which classes are attached to each subject/year level and which teachers teach each class. This file is used site wide on the SPAplatform and forms a very important part of the overall workflow of the SPAreporter software. It's a relatively easy process but does require a bit of time to setup the template correctly. There are different ways to set up this template depending on how you would like to your report to function.

IMPORTANT NOTE: Make sure you read and understand each section of this before setting out. This will hopefully save you any frustration later on.

Step 1: Login to the SPAplatform and Navigate to the Maintain-> Cohorts Section->Select 'Upload Cohorts'

Step 1: Login to the SPAplatform and Navigate to the Maintain-> Cohorts Section->Select 'Upload Cohorts'

Step 2: Download the Excel Template

Step 2: Download the Excel Template

IMPORTANT NOTE: The import template has two (2) worksheets to it. The first is managing your teachers/users & the second is managing your classes and subjects

IMPORTANT NOTE: The import template has two (2) worksheets to it. The first is managing your teachers/users & the second is managing your classes and subjects

Worksheet 1: Managing Teachers- Assigning Teachers to the classes they teach

Worksheet 1: Managing Teachers- Assigning Teachers to the classes they teach

Filling in this worksheet will enable the system to know which teachers teach each class, and therefore who will need access to the various sections of the report when it comes to writing the student's reports.

To make this process easier for you, depending on where you are pulling this information from, there are a number of different ways you could fill out this information.

You can even use a combination of any of the 3 examples seen above. Let's take a look at these examples

Option 1: Adding one user/teacher to multiple lines with one class per line

Option 1: Adding one user/teacher to multiple lines with one class per line

In this example we have the same user/teacher listed twice in two rows (there could be as many rows as you like) on each new row we have one class per row. This will only import the user once but will assign that user to each of the classes listed in each row.

Option 2: Adding one user to a row with multiple class columns.

Option 2: Adding one user to a row with multiple class columns.

In this example we have a user/teacher only listed in one row but each of the classes they are responsible for is listed in a separate column. This will import the user once and assign that user to each of the classes listed in each column. You can continue to add as many columns as you need but just make sure that you include the two column headings as seen in rows 1 and 2. (optional and Class)

Option 3: Adding one user to a row with one column of classes separated by a comma

Option 3: Adding one user to a row with one column of classes separated by a comma

In our final example we have a user listed once in a row with one class column, but each of the classes they are responsible for are listed in the same column separated by a comma. This will import the user once and assign that user to each of the classes listed in that column separated by a comma. The comma will not be included in the class name/code.

The examples listed above are designed to help you import your users and assign them to their classes in the SPAplatform. It has been designed to make life easier depending on the software you are exporting this information from.

Worksheet 2: Importing your Subjects and assigning the Cohorts/Classes to those subjects

Worksheet 2: Importing your Subjects and assigning the Cohorts/Classes to those subjects

This worksheet is used to import a list of subjects and the classes doing those subjects within the school. This worksheet will tell the system what subjects/year levels occur in the school, which classes are attached to each subject/year level.

Input Subject Code, Subjects Description & Subject Name

Input Subject Code, Subjects Description & Subject Name

For most Primary Schools the concept of a subject is strange. This is because many Primary Schools are structured so that one teacher teaches may components of the curriculum, therefore many primary schools think of the students' homegroups/year levels as the only structures inside the school. For the purpose of SPAreporter we are going to use the term'subjects'. A student in primary school will have the 'subject' which is their homegroup and then the 'subjects' which make up the specialist classes they attend. Later on in the process, each of these 'subjects' will get assigned Leraning Areas to be marked on. This will be how the software populates any curriculum graphs where teachers enter achievement scores against the curriculum.

Based on the assumptions above, this would be our suggested way to fill in the template:

Column A: Has been designed specially for Primary Schools, fill in the year levels that do the 'subjects' you will list in the next columns. (please use 'F' for Prep or Foundation)

Column B: Fill out all your subject codes (you decide on these codes as a school, these will help you identify those subjects inside the SPAplatform later).  (In a primary school these will often be the year level the students are in.)

Column C: Give a description of those subjects. This wil help you identify those subjects inside the SPAplatform later.

Column D: Give those subjects a name, this name column will be used when printing and labeling sections of the report, so make sure you use official names here.

Assign and input classes to those subjects

Assign and input classes to those subjects

In Column E you will need to assign classes to the subjects. This is where the software is quite clever and why we have column A as an option... Many primary schools have composite classes. If this is the case in your school, then you can assign the composite class to multiple 'subjects' as seen in the image above. Because you have assigned a year level to each subject in column A, and because we know what year level each student is in (from the SPAtracker Student ID template), the software will work out which 'subject' each child really fits into.

Alternative ways to fill in the worksheet.

Alternative ways to fill in the worksheet.

Just like when we explained how to fill in the 'Managing Teachers' tab, there are a number of ways you can import/ fill data into this worksheet.

Option 1: Adding one subject to a row with multiple class columns.

Option 1: Adding one subject to a row with multiple class columns.

In this example we have a subject only listed in one row but each of the classes that do this subject are listed in a separate column. This will import the subject once and assign the classes listed in each column to that subject. You can continue to add as many columns as you need but just make sure that you include the two column headings as seen in rows 1 and 2. (optional and Class)

Option 2: Adding one subject to a row with one column of classes separated by a comma

Option 2: Adding one subject to a row with one column of classes separated by a comma

In this example we have a subject listed once in a row with one Class column, but each of the classes that do this subject are listed in the same column separated by a comma. This will import the subject once and assign the classes listed in that column separated by a comma to that subject.

Option 3: Adding one subject multiple times with one class per line

Option 3: Adding one subject multiple times with one class per line

In this example we have the same subject listed in three rows (this could be as many rows as you would like) on each new row we have one class per row. This will only import the subject once but will assign that subject to each of the classes listed in each row.

Once you have complete this template you are now ready to import it.

Step 3: Navigate to the Upload Cohorts Section again and browse for the file on your computer or drag and drop your file into the box

Step 3: Navigate to the Upload Cohorts Section again and browse for the file on your computer or drag and drop your file into the box

Step 4: Select the correct teacher period for this set of Classes and Subjects, this must match what you choose earlier when uploading the SPAtracker Student ID template

Step 4: Select the correct teacher period for this set of Classes and Subjects, this must match what you choose earlier when uploading the SPAtracker Student ID template

Step 5: Import your file

Step 5: Import your file

You have now successfully told the system what subjects/year levels occur in the school, which classes are attached to each subject/year level and which teachers teach each class.

 

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