Stage 2 is to determine which forms pupils will move to next year. Clicking on the Step 1 button opens the ClassList form for editing. You can of course make this form available separately if you wish to delegate this stage of the task. It is also accessible from the Timetable Menu.
For each existing form, add in the Shadow columns the form pupils will move into next year and the tutor who will take over that form. Where a form with that name does not currently exist, you must create a new entry at the bottom of the list. For the form or forms containing leavers leave the two shadow columns blank.
When you have the list complete, close the form and then click on the Step 2 button.
You can repeat this process as many times as you wish, so if you have a re-think, don’t worry.
Setting House Staff
If some of your pupils are assigned tutors on the basis of the house they are in, you can use the Stage 3 to do this. First, however, you must make any necessary changes to the house staff allocation by clicking the Check house staff allocation button. Here you can edit each house in turn, assigning only the tutors. Each tutor can be allocated to a particular year. If a tutor looks after more than one year in that house you should make an entry for each year that tutor supervises. If the housemaster/mistress or assistant are going to change next year, you should leave the change at least until the year’s final reports are written.
Now you can allocate tutors to pupils a year at a time. Select a year where the tutor is allocated on the basis of house, then click the Assign house tutors button. Do this for each year where tutors are assigned in this way. If no years have their tutors assigned like this then ignore this button. Once you have assigned all the appropriate years, move onto the next stage.
Once you have done this task, you may want to change the house staff allocation back to its current state if this is going to affect some of your reports. This should really only be necessary for housemasters and housemistresses.
Prospective Pupils
It is likely that the bulk of your prospective pupils will be going into a small number of year groups, e.g. Reception or year 7, so it is useful to be able to populate their shadow year and Ptype in one go. This is done through Finder.
1. Open Prospective Pupil Finder.
2. Select the year group you want to update by using appropriate criteria.
For example:
3. On the right hand side, in the functions tab, choose Multi Edit.
4. In the Column headers you can choose shadow year and shadow ptype, then in the first pupil's data, fill these in to the values you want (in this case Year 7, Ptype Lower). Tick the Copy columns 1 and 2 tickboxes, then press Copy to all from selected row & columns to copy this data to all pupils.
Multi Edit is a very powerful tool within SchoolBase® which is particularly useful when setting up the shadow year. All the Shadow fields are available within Multi edit, and it can be used for such tasks as:
- Setting Shadow Forms and Tutors for groups of prospective pupils.
- Placing pupils in different form groups than the default (e.g. to split existing pupils from one year 6 class throughout 4 year 7 classes, where many new pupils enter in year 7).
- Setting Shadow House for prospective pupils.
Basically any application in SchoolBase® where it is useful to make the same update to basic data belonging to a group of pupils, multi edit is the right tool for the job.
Finalising the task
You should only use the last tab when you are ready to move to the new academic year. The button to carry out the task will only become visible after the end of the summer term (or whichever is the last term of your academic year).
