Auto populate

Reporting groups can be created automatically from SIS using timetabled teaching sets, form classes or SIS groups.

The auto-populate function will be triggered automatically if the auto-manage option is selected. If auto-manage is enabled, reporting groups will be created and maintained automatically from SIS and will not require any user intervention.

The automatic group management will occur up to the deadlines defined in the School Preferences – Reporting Period window. Once these deadlines have passed, reporting groups will not be changed in response to SIS timetabling changes. This will protect reporting data from inadvertent changes once a reporting period has finished.

Note: If reporting groups were locked at the time of the SIS timetable change, the change will not automatically appear in RTP.

To view or change the automatic settings:

1.	Select the Main Menu

2.	Select Assessment and Reporting Management

3.	Select School Preferences

4.	Select Reporting Period

5.	For each semester, the weeks at which group management functions cease can be set.

 

To manually initiate the auto-populate function:

1.	Click on Auto Populate icon.

The first tab of the auto-populate reporting groups window will open. This tab allows options for auto-population to be defined. The duration, split multi-age groups and automatic maintenance settings can be edited following group creation.

2.	Select required auto-population options by clicking the radio buttons. These are:

•

Method

i.	Teaching Sets – will open the SIS timetable teaching set search. (Recommended)

ii.	Form classes – will open a form class search (not available to Senior School).

iii.	Other Student Groups – will open a SIS Groups search (not available to Senior School).

 

•

Duration

i.	Year – Duration for all groups will be set to year regardless of the SIS timetable setup.

ii.	Semester – Duration for all groups will be set to semester regardless of the SIS timetable setup.

Note: If the group duration is set to Semester rather than Timetable when auto-populating groups in Semester 2, the following warning message will appear:

iii.	Timetable – The auto-populate process will automatically determine the group duration by examining the timetable setup (recommended).

The semester and duration for reporting groups is determined by examining teaching set scheduling. Where a school uses an early start to Semester 2 for Senior School classes, the SIS semester No. for the reporting period is also used to inform this process.

 

 

 

 

•	Split multi-age groups

If the group contains students in multiple years, you can split the group so that each group contains students in one year only. The academic year will be appended to the group name (eg AEENG-6 will become AEENG-6(11) and AEENG-6(12) if it contains both year 11 and 12 students).

i.	Yes – Splits multi-age groups

ii.	No – Does not split multi-age groups.

 

•	Automatic maintenance

If a group is set to automatic maintenance, the students and teachers associated with the group will be automatically managed by the system as changes are made to SIS. This is recommended.

i.	Yes – Group will be automatically maintained.

ii.	No – Group will not be automatically maintained.

•	Advanced Options

 

 

3.	Click on Next to continue or Cancel to exit without proceeding with auto-population.

The select teaching sets tab will open.

To select the teaching sets to be added to the reporting period:

4.	Click on Year drop down menu and select required timetabling year.

5.	Click on Grid drop down menu and select grid containing required teaching sets.

6.	Click on Schedule drop down menu to select required schedule.

7.	Click on Search icon.

Teaching sets that match the search criteria will be displayed. All will be selected by default.

8.	Retain selection of all teaching sets or select the required teaching sets.

9.	Click on Select to create reporting groups for the selected teaching sets, Previous to return to the Method tab or Cancel to exit without creating groups.

 

10.	A progress bar will indicate that groups are being created.

 

If the selected reporting groups have been created previously, a message will request if you would like to update the reporting groups using the selected auto-populate options.

 

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