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Forum thread: Deleting Whole Class and updating the registers for the school
| Emily Brown 29 August 2017 14:16 |
Hi, I'm totally stressing over this! We are a small school with only 7 classes. I have updated the central student list to show all the new reception children starting next week and have entered in the new term dates. However, I cannot work out how to delete "class 7" ie the children who have now left and gone to their new secondary schools. Consequently, all the class registers are still showing pupils from last term and they havent "moved up" Please could you let me know what I need to do so that the registers are correct? Many thanks and my apologies! |
| Marcus Butler (STEARsoft) 29 August 2017 19:29 |
Dear Priya, Thank you for your post. Sorry to hear of your frustration... I'll try to help, but if it's off track or not enough, please post back with where you get to and any more details and I'll try and help further. First, be aware that deleting a class will delete all of its associated attendance data. (Which is why STEARsoft makes this a more involved, deliberate process, particularly for 'priority' classes). So - if you have a priority class that you want to delete there are a couple of options: 1) If in the relevant teacher account - go to the class, pick the 'Class details' tab and untick the 'Priority class' setting. Click the 'Update' button. You can now go to the 'Delete Class...' option from the main screen, and you'll now be able to delete it (as it is no longer tagged as priority) 2) If doing things en-mass as the administrator, go to 'Administrator login' then 'View Teacher usage'. From here you can delete old 'sessions' before a certain date. You can then 'Delete old classes' - an old class is one that doesn't appear in the timetable for its teacher and has had all its sessions deleted (so no longer has any attendance data). Hopefully something there will get you up and going. Please do post back here if there's more to it though. Best wishes, Marcus |
| Emily Brown 03 September 2017 14:41 |
Dear Marcus, I have inherited the responsibility of the online-register from Priya who has left the school. I had no training at all in how the register works, just a print out of the FAQs. I cannot work out how to change the contact name. Please advise. Having added the new 4 yr olds joining the reception class to the central database, I couldn't understand how to make the software understand that last year's "Year 1" students are now this years "Year 2" students etc etc. Nor could I get the software to understand that the "year 7" pupils have left the school and are not needed in any registers. 4 hours later, I decided to delete all students and all classes and manually recreate the entire database, class by class for the entire school. - another 2 hours. I'm sure that there must have been an easier way to do this - every school has an entire year group that leaves and an entire year group that joins - please could you explain/ point me to where this is explained/ write an FAQ for this, as I simply cannot go through this again next September! Emily |
| Marcus Butler (STEARsoft) 03 September 2017 20:49 |
Dear Emily, Thank you for your post. I have added an option to change the contact name when logged in to this website ('Change name' - just below Change email). I will respond to the other points in another post. Yours, Marcus |
| Marcus Butler (STEARsoft) 03 September 2017 21:11 |
Hi Emily again, Regarding promotion from one year to the next, that should happen automatically... In 'Administrator login', click on the 'School year end date' option. There is a mini description there, but basically on that date, all classes and students automatically go up a year. Note that the 'names' of classes don't change, so this can be confusing (something I could look in to improving) - usually teachers start a new year with clean attendance sheets so create new classes and just add the students en-mass from whichever class they came from. The old classes could be renamed to show that they are historical... I hear what you're saying about having a specific 'what to do to move from one year to the next' kind of tutorial/FAQ or section in the User Guide. I shall try and put something together. I hope that answers your puzzlement - and I'm sorry that something that should be so straight forward has been such a bother. Thanks again for all your feedback here. Please do post again if I can be of further help. Best wishes, Marcus |
| Marcus Butler (STEARsoft) 03 September 2017 21:21 |
P.S. I'm not sure what the FAQ is you have printed out. If it's not the User Guide, also accessible from the software itself can I point you towards that, and in particular to the 'Setup' section under 'Technical administrators' |
| Emily Brown 25 September 2017 14:46 |
Dear Marcus, Me again (!) So sorry! I have (another) problem - Somehow, I have no idea how, this morning, a child was missing from the class register. I found the child's name via the admin login in the Central Database and managed to get him reassigned to the correct register. So far so good. However!! His attendance since the beginning of term has now been lost. (-) I cannot go back and recreate his attendance either. Could you let me know how I can do this? Many thanks, and apologies for the trouble. All the best Emily |
| Marcus Butler (STEARsoft) 25 September 2017 19:55 |
Dear Emily, Thank you for your post. If I understand you correctly... Logged in as the teacher whose class this student is in, go to the class attendance sheet and then click the 'Class details' tab at the top. At the bottom of this page the students are listed. The date to the left of each name is their 'start date'. Click the date for this student and change it to be the beginning of term. You will then be able to record their attendance 'to date'. I hope that resolves the issue. Best wishes, Marcus |
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