isams Teaching Manager

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2 isams Teaching Manager User Guide Copyright 2013 an unpublished work by isams Independent Ltd. All right reserved. Copyright Copyright 2013 isams Independent Ltd. All right reserved. All rights reserved. No part of this publication may be reproduced, transcribed, transmitted, stored in a retrieval system or translated into any language, in any form or by any means mechanical, manual, electronic, magnetic, chemical, optical, including photocopying or otherwise without the prior written permission of isams Independent Ltd. Confidentiality This document is the property of isams Independent Ltd, and is provided on the understanding that its use will be confined to the officers of your company and that no part of its contents will be disclosed to third parties without the prior written consent of isams Independent Ltd. This online publication is to be returned to isams Independent Ltd when it is no longer required for the agreed purpose. Version History Document version Date Description / reason for modifications Version November 2013 Release of isams Teaching Manager Module Acknowledgements isams Independent Ltd respectfully acknowledge all trademarks, trade names and other unique identification symbols, whether implied or explicit, used within this document. isams Independent Ltd. 9 Talavera Court Darnell Way Moulton Park Northampton NN3 6RW Tel: Fax: sales@isams.co.uk Web: This guide was written and produced for isams by: Armada 6 West Court, Saxon Business Park Stoke Prior Bromsgrove B60 4AD Tel: Web: November

3 isams Teaching Manager User Guide 2 November 2013

4 isams Teaching Manager User Guide Contents Contents About This Guide... 7 Explanation of Symbols... 7 Typefaces... 7 Before You Use Teaching Manager... 9 Chapter 1: Setting Up Teaching Manager Setting Up Teaching Manager Overview Teaching Settings Manage Departments Manage Departments Overview Create Departments Edit Departments Arrange Departments Delete Departments Manage Block Groups Manage Block Groups Overview Add New Block Groups Arrange Block Groups Manage Set Size Rules Manage Set Size Rules Overview Create Set Size Rules Edit Set Size Rules Resolving Problems in Teaching Manager Resolving Problems in Teaching Manager Synchronise Academic Database Remove Duplicate Pupil Sets Re-Install the Teaching Manager Module Options in Teaching Manager Options in Teaching Manager Overview Settings in Teaching Manager Logging in Teaching Manager SMS Options in Teaching Manager SMS Options in Teaching Manager Chapter 2: Using the Subject View Tab Using the Subject View Tab Overview Setting Up Subjects Setting Up Subjects Overview Create Subjects November

5 Contents isams Teaching Manager User Guide Add or Edit a Head of Department Add or Edit a Head of Subject Add or Edit Subject Teachers Remove Subject Teachers Arrange Subjects Edit Subjects Edit Subjects Overview Edit Subjects Group Edit Subjects Delete a Subject Manage Subject Forms Manage Subject Forms Overview Add a New Subject Form Edit a Subject Form Delete a Subject Form Print or Export Form Lists Print or Export Form Lists Overview Step 1: Print or Export a Form List Step 2: Print or Export a Form List Manage Subject Sets Manage Subject Sets Overview Create a Subject Set Edit a Subject Set Delete a Subject Set Roll Over Subject Set Details Subject Set Lists Subject Set Lists Overview Add Students to a Set List Remove Students from a Set List Move Students to a Different Set List Print or Export Set Lists Print or Export Set Lists Overview Step 1: Print or Export a Set List Step 2: Print or Export a Set List Manage Build Set Lists Manage Build Set Lists Overview Create a Build Set List Migrate a Build Set List Merge a Build Set List November 2013

6 isams Teaching Manager User Guide Contents Contact Students in a Set or Form Contact Students in a Set or Form Overview a Set or Form Send an SMS Message to a Set or Form Chapter 3: Access Timetables from Teaching Manager Access Timetables from Teaching Manager View a Subject Set Timetable View a Student Timetable Chapter 4: Using the Student View Tab Using the Student View Tab Overview Add a Student to a Set Move a Student to Another Set Remove a Student from a Set View Student Contact Details Chapter 5: Teaching Manager Reports Teaching Manager Reports Overview Run Set Reports Run Subject Reports Run Departmental Reports Chapter 6: Teaching Manager Audit History Teaching Manager Audit History Chapter 7: Import Set List Data Import Set List Data Chapter 8: Roll Over Data Roll Over Data Index November

7 Contents isams Teaching Manager User Guide 6 November 2013

8 isams Teaching Manager User Guide About This Guide About This Guide This user guide provides information required by the administrators and users of the Teaching Manager Module. Use this module to manage teaching subjects and the teachers and pupils linked to them. The main sections of this guide are: Setting Up Teaching Manager, page 11. This chapter explains how to setup the module to suit you. Activate and configure the module. Trouble shooting is also covered here. Using the Subject View Tab, page 37. Learn how to add and manage the subjects and subsequent sets and forms listed under each department. Access Timetables from Teaching Manager, page 89. Find shortcuts to access and print timetables. Using the Student View Tab, page 95. This chapter explains how to manage which sets individual students are linked to. Choose to create sets for the current academic year or one which is in development. Teaching Manager Reports, page 103. Generate reports on information held in the module. Teaching Manager Audit History, page 109. View a history of changes made in the module. Import Set List Data, page 111. Import teaching set lists from your previous MIS into isams. Explanation of Symbols The following symbols are used in this guide: Note a point that needs particular attention or further information that may be of interest. Tip a handy hint that may provide a useful alternative or save time. Caution proceeding with a course of action may result in a risk, e.g. wasting your time or potential problems with the operation of your system. Typefaces The following typefaces are used throughout this manual: This typeface (italic) is used to represent cross-references within the manual and important and useful additional information in the form of notes, tips and warnings. This typeface (bold) is used to represent information displayed on the screen, such as button and web page names. This typeface (underlined) is used to represent hyperlinks to external websites or addresses. November

9 About This Guide isams Teaching Manager User Guide 8 November 2013

10 isams Teaching Manager User Guide Before You Use Teaching Manager Before You Use Teaching Manager The Teaching Manager Module is closely linked to a number of other modules in isams. These modules must be setup correctly for the Teaching Manager Module to work as expected. The modules linked to Teaching Manager are listed below: Module Timetable Manager School Manager Human Resources Manager Admissions Pupil Manager Details to be setup... Timetables must be setup for shortcuts to the Timetable Manager to work. Form groups and departments. Departments can also be setup in Teaching Manager. Teachers must be setup as teaching staff for you to be able to assign them to subjects. Teachers must also be assigned to a school division if your school uses them. Admissions status must be setup in applicant records. Applicants can then be selected for teaching sets which are in development. Each pupil must be allocated to a form. November

11 Before You Use Teaching Manager isams Teaching Manager User Guide 10 November 2013

12 isams Teaching Manager User Guide Setting Up Teaching Manager Chapter 1: Setting Up Teaching Manager November

13 Setting Up Teaching Manager isams Teaching Manager User Guide Setting Up Teaching Manager Overview Use the Configuration tab in the Teaching Manager Module to setup the module to suit you. An example of the Configuration tab is shown below: 12 November 2013

14 isams Teaching Manager User Guide Setting Up Teaching Manager Work through the options available in the right hand menu, these are explained in the table below: Options Teaching Configuration Teaching Elements Management Options Options SMS Options Module Options Explanation Teaching Settings. Setup the module for use. Also setup a short cut for the Wizard Bar and add module administrator details. Select the admission status when applicants are linked to the module. See Teaching Settings, page 14, for more information. Manage Departments. Setup and manage school departments. See Manage Departments Overview, page 15. You can also setup school departments from the School Manager Module. Manage Block Groups. Setup and manage teaching blocks, if your school uses this system. See Manage Block Groups Overview, page 22. Manage Set Size Rules. Setup and manage set sizes for each subject in your timetable. See Manage Set Size Rules Overview, page 25. Useful Tools. Synchronise new and old data in the Teaching Manager Module. This ensures that no errors or duplicate information is held in the module. Use the functions available in Useful Tools at your convenience but especially after you have made any changes to data in the Teaching Manager Module. See Resolving Problems in Teaching Manager, page 29, for more information. Settings. Select recipients to be contacted when updates are made in the Teaching Manager Module. See Settings in Teaching Manager, page 35. Templates. This option is not in use. Logging. A full audit log of s sent from the Teaching Manager Module is kept here. See Logging in Teaching Manager, page 36. Re-Install Templates. This option is not in use. SMS Templates. This option is not in use. SMS Logging. This option is not in use. Re-Install Module. Use this option to re-install the entire module. Use with caution as re-installing the module deletes all current content and settings. See Re-Install the Teaching Manager Module, page 33, for more information. November

15 Setting Up Teaching Manager isams Teaching Manager User Guide Teaching Settings Teaching Settings is the first option to display when you access the Teaching Manager Module for the first time. Use this option to: Activate the module for use. Setup a short cut for the Wizard Bar. Add module administrator details. Select the admissions status when applicants are linked to the module. An example of the Teaching Settings option is shown below: To setup Teaching Settings, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Teaching Settings option from the right hand menu. 3. In the Enable Teaching Manager section, select Yes to activate the module. 4. In the Enable Teaching Group Quick View, select Yes to switch on the Wizard Bar short cut. This is useful for users with no access to the Teaching Manager Module. Teachers can access lists of their teaching groups directly from the Wizard Bar. 5. Enter Teaching Administrator details in the fields displayed. This provides a central point of contact for users. 6. In the Applicant Settings section, select an applicant admission status. Hold Ctrl to select more than one, if required. Your selections determine the stage at which applicants listed in the Admissions Module and the Pupil Manager Module are linked to the Teaching Manager Module. This is useful when you are building teaching set data for the next academic year. 14 November 2013

16 isams Teaching Manager User Guide Setting Up Teaching Manager 7. Either: Click Save Settings to save the data entered. -or- Manage Departments Click Reload Settings to refresh the option with the last saved data. Manage Departments Overview Use the Manage Departments option in the Configuration tab to setup and manage school departments. This option is linked to the School Manager Module where you can also setup and manage school departments. An example of the Manage Departments option is shown below: Choose to: Create Departments. See page 16 for more information. Edit Departments. Change the name of the department or the divisions allocated to it. See page 17. November

17 Setting Up Teaching Manager isams Teaching Manager User Guide Arrange Departments. Change the order that departments are displayed. See page 19. Delete Departments. Remove departments from the module that are obsolete. You can only delete departments which have no allocated subjects. See page 21. Create Departments See Setting Up Subjects Overview, page 39, for more information on setting up and managing the subjects listed in Teaching Manager. List all the departments within your school in the Teaching Manager Module. You can then add subjects to their associated department. Also choose to link each department to a School Division, if required. For example, create a 'Science' department and link it to the 'Senior' division of your school. Only teachers and pupils linked to the 'Senior' division can be added to subjects in the 'Science' department. This helps to filter the information on your screen when you are building data in the Teaching Manager Module. You can also create departments in the School Manager Module. Departments setup in the School Manager Module are displayed in the Teaching Manager Module and vice versa. To create a department, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Manage Departments option from the right hand menu. The Manage Departments option is displayed. An example is shown below: 16 November 2013

18 isams Teaching Manager User Guide Setting Up Teaching Manager 3. Click Create Department in the Department Options and Tasks section. The Create Department window is displayed. An example is shown below: 4. Enter a clear and concise name and code for the department. 5. Select a School Division to which the department is linked. Hold Ctrl to make multiple selections, if required. Only teachers and pupils linked to the selected divisions can be added to the subjects listed in this department. 6. Click Save & Close. You can now add subjects to the department. See Create Subjects, page 39, for more information. Edit Departments Choose to edit the name of a school department or change the divisions allocated to it. To edit the department, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Manage Departments option from the right hand menu. November

19 Setting Up Teaching Manager isams Teaching Manager User Guide The Manage Departments option is displayed. An example is shown below: 3. Select the department you want to edit from the left hand column. 4. Click Edit Department in the Department Options and Tasks section. The Edit Department window is displayed. An example is shown below: 5. Enter a clear and concise name and code for the department. 6. Select a School Division to which the department is linked. Hold Ctrl to make multiple selections, if required. Only teachers and pupils linked to the selected divisions can be added to the subjects listed in this department. 7. Click Save & Close. You can also edit departments from the School Manager Module. 18 November 2013

20 isams Teaching Manager User Guide Setting Up Teaching Manager Arrange Departments Choose to change the order that school departments are listed in the Teaching Manager Module. To arrange departments, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Manage Departments option from the right hand menu. The Manage Departments option is displayed. An example is shown below: 3. Click Arrange Departments in the Department Options and Tasks section. November

21 Setting Up Teaching Manager isams Teaching Manager User Guide A window is displayed; an example is shown below: 4. Select a department and use the arrows available to move it up or down the list: 5. Click Save & Close. The departments are displayed throughout the Teaching Manager Module in the revised order. 20 November 2013

22 isams Teaching Manager User Guide Setting Up Teaching Manager Delete Departments Remove school departments from isams that are obsolete. You can only delete departments which have no allocated subjects. To delete departments, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Manage Departments option from the right hand menu. The Manage Departments option is displayed. An example is shown below: 3. Select the department you want to delete from the left hand column. 4. Click Delete Department in the Department Options and Tasks section. You are prompted Are you sure you want to delete this department? 5. Select Yes. The department is removed from isams. You can also delete departments from the School Manager Module. November

23 Setting Up Teaching Manager isams Teaching Manager User Guide Manage Block Groups Manage Block Groups Overview Use the Manage Block Groups option in the Configuration tab to setup and manage teaching block groups. Teaching in block groups is optional. Once block groups are setup you can associate them with subject sets. An example of the Manage Block Groups option is shown below: Choose to: Add New Block Groups. See page 23 for more information. Arrange Block Groups. Change the order that blocks are displayed. See page November 2013

24 isams Teaching Manager User Guide Setting Up Teaching Manager Add New Block Groups Add teaching block groups to each year group in your school. You can then associate sets in each year group with a block group. To add a block group, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Manage Block Groups option from the right hand menu. The Manage Block Groups option is displayed. An example is shown below: 3. Click Create Block in the Block Options and Tasks section. A popup window is displayed. An example is shown below: 4. Select a year group for the block group. 5. In New Set Block, enter a name for the block group. 6. Click Save & Close. You can now start using the block group. November

25 Setting Up Teaching Manager isams Teaching Manager User Guide Arrange Block Groups Choose to change the order that block groups are listed in the Teaching Manager Module. To arrange block groups, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Manage Block Groups option from the right hand menu. 3. Select a year group from the left hand menu. The Block List is displayed. An example is shown below: 4. Click Arrange Blocks in the Administrative Tasks section. A window is displayed, an example is shown below: 24 November 2013

26 isams Teaching Manager User Guide Setting Up Teaching Manager 5. Select a block group and use the arrows available to move it up or down the list: 6. Click Save & Close. Manage Set Size Rules The block groups are displayed throughout the Teaching Manager Module in the revised order. Manage Set Size Rules Overview Use the Manage Set Size Rules option in the Configuration tab to setup and manage maximum set sizes for each subject in your school. Maximum set sizes are allocated for subjects in each year group. For example, English taught to Year 1 can have a maximum set size of 10 and English taught in Year 6 a maximum set size of 20. An example of the Manage Set Size Rules option is shown below: Choose to: Create Set Size Rules. See page 26 for more information. Edit Set Size Rules. Change the maximum set size listed for a subject. See page 27. Set size rules only apply to sets. You cannot setup maximum form group sizes from this option. November

27 Setting Up Teaching Manager isams Teaching Manager User Guide Create Set Size Rules Setup a maximum set size for each subject taught in your school. You must setup each year group which is taught the subject separately. For example, English taught to Year 1 can have a different maximum set size to English taught in Year 6. To create set size rules, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Manage Set Size Rules option from the right hand menu. An example of the Manage Set Size Rules option is shown below: 3. Click Create Set Rule. A window is displayed, an example is shown below: 4. Select the Year Group and Subject for the set size rule you want to create. 26 November 2013

28 isams Teaching Manager User Guide Setting Up Teaching Manager 5. Enter the Maximum Set Size for your selected year group and subject. If the set size exceeds this limit it is highlighted red in the Subject View tab. An example is shown below: Edit Set Size Rules 6. Click Save & Close. The set size rule is listed in the Manage Set Size Rules option. The maximum set size is shown in brackets next to each subject listed. Choose to change the maximum set size listed for a subject. To edit set size rules, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Manage Set Size Rules option from the right hand menu. November

29 Setting Up Teaching Manager isams Teaching Manager User Guide An example of the Manage Set Size Rules option is shown below: 3. Select the year group and subject you want to edit from the left hand column. 4. Click Edit Set Rule. A window is displayed, an example is shown below: 5. Use the drop down lists to select a new Year Group and Subject for the set size rule. 28 November 2013

30 isams Teaching Manager User Guide Setting Up Teaching Manager 6. Enter the Maximum Set Size for your selected year group and subject. If the set size exceeds this limit it is highlighted red in the Subject View tab. An example is shown below: 7. Click Save & Close to return to the Manage Set Size Rules option. The maximum set size is shown in brackets next to each subject listed. Resolving Problems in Teaching Manager Resolving Problems in Teaching Manager Select the Useful Tools option in the Configuration tab after you have made any changes to data in the Teaching Manager Module. This ensures that the module functions as expected. There are two tools available in the Useful Tools options: Synchronise Academic Database. Runs a check on each teacher's and associated teacher's subjects and sets. See page 29, for more information. Remove Duplicate Pupil Sets. Checks pupil sets for duplicate records. See page 31, for more information. If problems continue you may wish to re-install the module completely. See Re-Install Teaching Manager, page 33, for more information. Synchronise Academic Database Use the Synchronise Academic Database tool in the Teaching Manager Module to check through teacher set and subject data in the module. Any anomalies in the data are listed for you and can be corrected automatically. November

31 Setting Up Teaching Manager isams Teaching Manager User Guide For example, teachers listed for subjects where no sets or forms have been listed for them. Running the tool removes the teacher from the subject. Use this tool when you have made any changes to subjects, sets or forms. To run the Synchronise Academic Database tool, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Useful Tools option from the right hand menu. 3. In Synchronise Academic Database, click Run. A popup window is displayed listing the results of the check. An example is shown below: 4. Scroll through the window to review all the amendments that are to be made to data in the module. 5. Click Run Sync Academic Database to confirm the amendments. 30 November 2013

32 isams Teaching Manager User Guide Setting Up Teaching Manager Information in the popup window confirms that the changes have been made. An example is shown below: 6. Click Cancel to return to the Useful Tools option. Remove Duplicate Pupil Sets Use the Remove Duplicate Pupil Sets tool in the Teaching Manager Module to check pupil sets in the module for duplicate records and former pupils. Any anomalies in data are listed for you and can be corrected automatically. For example, pupils assigned to a set more than once. Running the tool removes the duplicate record from the set. Use this tool when you have made any changes to subjects, sets or forms. To run the Remove Duplicate Pupil Sets tool, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Useful Tools option from the right hand menu. 3. In Remove Duplicate Pupil Sets, click Run. November

33 Setting Up Teaching Manager isams Teaching Manager User Guide A popup window is displayed listing the results of the check. An example is shown below: 4. Scroll through the window to review all the amendments that are to be made to data in the module. 5. Click Run Remove Duplicate Pupil Sets to confirm the amendments. 32 November 2013

34 isams Teaching Manager User Guide Setting Up Teaching Manager Information in the popup window confirms that the changes have been made. An example is shown below: 6. Click Cancel to return to the Useful Tools option. Re-Install the Teaching Manager Module Use the Re-Install Module option to re-install the entire Teaching Manager Module. Re-installing the Teaching Manager Module deletes all current content and settings. Once this option is selected you will need to setup the module as you would when you use it for the first time. To re-install the module, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Re-Install Module option from the right hand menu. 3. Click Re-Install Module. You are prompted Are you sure you want to re-install this module? 4. Select Yes. All content is removed from the module. November

35 Setting Up Teaching Manager isams Teaching Manager User Guide Options in Teaching Manager Options in Teaching Manager Overview A number of Options are available in the Teaching Manager Module. These are listed in the Configuration tab and are explained further below: Option Settings Templates Logging Re-Install Templates Explanation Setup automatic correspondence from the Teaching Manager Module. s are sent out when amendments are made in the Subject View or the Student View tabs. See Settings in Teaching Manager, page 35, for more information. Not in use. All s sent from the module are logged, this is a useful audit tool. See Logging in Teaching Manager, page 36, for more information. Not in use. 34 November 2013

36 isams Teaching Manager User Guide Setting Up Teaching Manager Settings in Teaching Manager Use the Settings option in the Configuration tab to setup automatic correspondence from the Teaching Manager Module. s are sent out when amendments are made in the Subject View or the Student View tabs. For example, change the teachers allocated to subjects and both the new and old subject teachers. An example of the Settings option is shown below: To setup Settings, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Settings option from the right hand menu. 3. Select a tab to work with: Subject View. Select the recipients when amendments are made in the Subject View tab. Student View. Select the recipients when amendments are made in the Student View tab. 4. Use the check boxes to select the recipients. 5. Click Save Settings. November

37 Setting Up Teaching Manager isams Teaching Manager User Guide Logging in Teaching Manager s sent from the Teaching Manager Module are logged in Logging. Use Logging to see basic details of the s sent, such as the recipient, sender and subject of the . This is a useful audit tool. To view the log, click Logging in the Configuration tab. An example of the Logging screen is shown below: SMS Options in Teaching Manager SMS Options in Teaching Manager The SMS Options are not in use in Teaching Manager. 36 November 2013

38 isams Teaching Manager User Guide Using the Subject View Tab Chapter 2: Using the Subject View Tab November

39 Using the Subject View Tab isams Teaching Manager User Guide Using the Subject View Tab Overview All school departments are listed in the Subject View tab in Teaching Manager. Use the Subject View tab to add and manage the subjects and subsequent sets and forms listed under each department. Subjects can be taught in form groups or sets or both. Choose to view the Subject View tab for either the current academic year or the development year. The development year is most likely to be the next academic year. Features are also available in the Subject View tab which allow you to hide subjects and teaching sets which are being developed for the current academic year. This is useful when you want to use current data for subjects and sets but are not ready to go live with the information. An example of the Subject View tab is shown below: Choose to: Set up and edit subjects. Create subjects under their associated departments, add management and teaching staff. Manage subject forms and sets. Add and edit the forms and teaching sets being taught in each subject. Manage set lists. Add, edit or remove students from the set lists and build set lists. Build set lists are not active and can be created for both the current and development academic year. Build set lists are useful for developing set lists. Print or export form and set lists. Choose active or build set lists. Contact students by or SMS message. This is a useful shortcut to the Timetable Manager Module. See Contact Students in a Set or Form Overview, page November 2013

40 isams Teaching Manager User Guide Using the Subject View Tab View a set timetable. This provides a useful shortcut to timetable information. See View a Subject Set Timetable, page 90. Setting Up Subjects Setting Up Subjects Overview When you first start using the Subject View tab you must setup subjects within each department. Once a subject has been created you can allocate staff to it. Only departments with subjects are listed in the Subject View tab. Choose to: Create Subjects. See page 39. Add or Edit a Head of Department. See page 41. Add or Edit a Head of Subject. See page 42. Add or Edit Subject Teachers. See page 43. Arrange Subjects. By default subjects are listed in the order that they are added to the module. You may prefer to list subjects alphabetically. See page 45. Create Subjects Add subjects to departments listed in the Teaching Manager Module. Select properties to determine how subjects can be viewed and used in isams. For example, indicate whether a subject is taught in a set or form group. To create a subject, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. The Subject View screen is displayed. An example is shown below: 2. Use the drop down list in the top right of the screen to select to work with either the: Current Academic Year. -or- Development Academic Year. November

41 Using the Subject View Tab isams Teaching Manager User Guide 3. Click Create Subject in the header bar. A popup window is displayed. An example is shown below: 4. In the Core Information section enter: A clear and concise Subject Name and Subject Code. A Report Name for the subject. This identifies the subject in each pupil's school report. 5. Select a department in the Management Information section. Hold Ctrl to select more than one department. The new subject is listed under each department you select. 40 November 2013

42 isams Teaching Manager User Guide Using the Subject View Tab 6. Use the check boxes in the Teaching Information section to select properties for the subject: Check box Form Subject Set Subject Hidden Subject Active Subject Check to indicate that the subject is... Taught in form groups. Taught in teaching sets. This is option is not currently in use. This is option is not currently in use. 7. Enter an and website address for the subject, this is optional. This is useful if the department has a shared address for correspondence and a URL where users can access subject documentation. 8. Click Save & Close. The subject is listed in the Subject List screen under the selected department. You can also create subjects from the Configuration tab. If subjects are already listed under the Manage Departments option, the Create Subject button can be accessed when you select a subject. Add or Edit a Head of Department Choose to list a Head of Department for each department shown in the Teaching Manager Module. Add, edit or remove the teachers listed as Head of Department, as required. To add or edit a Head of Department, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the department that you want to work with and click H of D in any of the subjects listed: November

43 Using the Subject View Tab isams Teaching Manager User Guide A popup window is displayed. An example is shown below: 4. Click on a name to select a teacher. Hold Ctrl to make multiple selections if required. 5. Use the arrows available to move your selection into or out of the Department HODs box: 6. Click Save & Close to return to the Subject View screen. Add or Edit a Head of Subject Choose to list a Head of Subject for each subject shown in the Teaching Manager Module. Add, edit or remove the teachers listed as Head of Subject, as required. To add or edit a Head of Subject, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click H of S: 42 November 2013

44 isams Teaching Manager User Guide Using the Subject View Tab A popup window is displayed. An example is shown below: 4. Click on a name to select a teacher. Hold Ctrl to make multiple selections if required. 5. Use the arrows available to move your selection into or out of the HOSs box: 6. Click Save & Close to return to the Subject View screen. Add or Edit Subject Teachers Choose to list subject teachers for each subject shown in the Teaching Manager Module. Add, edit or remove the subject teachers, as required. To add or edit subject teachers, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Teachers: November

45 Using the Subject View Tab isams Teaching Manager User Guide A popup window is displayed. An example is shown below: 4. Click on a name to select a teacher. Hold Ctrl to make multiple selections if required. 5. Use the arrows available to move your selection into or out of the Teachers box: 6. Click Save & Close to return to the Subject View screen. You can also remove subject teachers directly from the Subject View screen. See Remove Subject Teachers, page 44, for more information. Remove Subject Teachers To remove subject teachers directly from the Subject View screen, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 44 November 2013

46 isams Teaching Manager User Guide Using the Subject View Tab 3. Click to expand your selected subject: 4. Click in your selected teacher. You are prompted Are you sure you want to delete this teacher? 5. Select Yes. Arrange Subjects The subject teacher is removed. Choose to change the order that subjects are listed in each department in the Teaching Manager Module. By default subjects are listed in the order that they are added to the module. You may prefer to list subjects alphabetically. To arrange subjects, follow the steps below: 1. In the Teaching Manager Module, select the Configuration tab. 2. Select the Manage Departments option from the right hand menu. The Manage Departments option is displayed. An example is shown below: 3. Select the department you want to edit from the left hand column. 4. Click Arrange Subjects in the Department Options and Tasks section. November

47 Using the Subject View Tab isams Teaching Manager User Guide A window is displayed, an example is shown below: 5. Select a subject and use the arrows available to move it up or down the list: Edit Subjects 6. Click Save & Close. Edit Subjects Overview The subjects are displayed throughout the Teaching Manager Module in the revised order. Edit a subject's name or properties. For example, select a subject to be active once it is ready for use. You can also edit the teachers listed for a subject. Choose to: Edit subjects in detail. Use this option if you need to change a subject's properties. See Edit Subjects, page 46, for more information. Edit subjects in bulk. Edit subject names and codes. This is not recommended once you have started to use subjects in your timetable. See Group Edit Subjects, page 48. Delete a subject. Remove subjects from isams which are not in use. See Delete a Subject, page 49. Edit a Head of Department. See Add or Edit a Head of Department. See page 41. Edit a Head of Subject. Add or Edit a Head of Subject. See page 42. Edit subject teachers. Add or Edit Subject Teachers. See page 43. Edit Subjects Edit subjects in detail. Use this option if you need to change a subject's properties or the departments it is allocated to. To edit a subject, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. 46 November 2013

48 isams Teaching Manager User Guide Using the Subject View Tab An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Subject. A popup window is displayed. An example is shown below: November

49 Using the Subject View Tab isams Teaching Manager User Guide 4. In the Core Information section edit: The Subject Name and Subject Code. Use clear and concise terms. Only edit these if the subject is not yet in use in your timetable. The subject's Report Name. This identifies the subject in each pupil's school report. 5. Select a department in the Management Information section. Hold Ctrl to select more than one department. The subject is listed under each department you select. 6. Use the check boxes in the Teaching Information section to select properties for the subject: Check box Form Subject Set Subject Hidden Subject Active Subject Check to indicate that the subject is... Taught in form groups. Taught in teaching sets. This is option is not currently in use. This is option is not currently in use. 7. Enter an and website address for the subject; this is optional. This is useful if the department has a shared address for correspondence and a URL where users can access subject documentation. 8. Click Save & Close to return to the Subject List screen. You can also edit subjects from the Configuration tab. The Edit Subject button can be accessed when you select any subject listed. Group Edit Subjects Use the Group Edit function in the Teaching Manager Module to edit subject names and codes in bulk. This is not recommended once you have started to use subjects in your timetable. To use the Group Edit function, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. The Subject View screen is displayed. An example is shown below: 48 November 2013

50 isams Teaching Manager User Guide Using the Subject View Tab 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Click Group Edit in the header bar. The Group Edit Subjects window is displayed. An example is shown below: Delete a Subject 4. Select the field that you want edit and change the Subject Name and Subject Code. Tab through the fields and edit, as required. 5. Click Save & Close to return to the Subject View screen. Remove subjects from isams which are not in use. Do not delete subjects which are active and in use. Deleted subjects are removed from all associated timetables. All links to staff and pupils are also deleted. To delete a subject, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. November

51 Using the Subject View Tab isams Teaching Manager User Guide The Subject View screen is displayed. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Delete. You are prompted Are you sure you want to delete this subject and all sets, forms and teachers related to it? 4. Select OK. Manage Subject Forms The subject is deleted from isams. Manage Subject Forms Overview Add and edit the form groups linked to each subject. Choose to manage forms for either the current academic year or the development academic year. Choose to: Add a New Subject Form. Link form groups to each subject in your school. Add as many form groups as you require, linking a different teacher to each group. See page 50. Edit a Subject Form. Edit the form groups listed for each subject in your school. For example, you may want to change the teacher linked to the group. See page 52. Delete a Subject Form. Remove the link between a form group, teacher and subject. See page 53. Add a New Subject Form Use the Add New Form option in the Teaching Manager Module to link a form group to a subject. Add as many form groups as you require, linking a different teacher to each group. Subjects must be setup to be taught in forms before you can add a new form. To add a new form, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. 50 November 2013

52 isams Teaching Manager User Guide Using the Subject View Tab An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Forms. The Form List screen is displayed. An example is shown below: 4. Click Add New Form. A popup window is displayed. An example is shown below: November

53 Using the Subject View Tab isams Teaching Manager User Guide 5. Complete the fields in the window: Field Form Teacher Timetable Code Form Description Explanation Select a form group to add to the subject. Select the teacher for the form from the drop down list. Click to add a teacher to the drop down list. A set code is automatically generated for you. Edit this if required. Use this field to add more detail. For example, how long the form group is to be taught for this subject. 6. Click Save & Close to return to the Set Form screen. Edit a Subject Form Edit the form groups listed for each subject in your school. For example, you may want to change the teacher linked to the group. To edit a subject form, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Forms. The Form List screen is displayed. An example is shown below: 4. Click Edit in your selected form. 52 November 2013

54 isams Teaching Manager User Guide Using the Subject View Tab A popup window is displayed. An example is shown below: 5. Edit the fields in the window, as required. Field Form Teacher Timetable Code Form Description Explanation Select a form group to add to the subject. Select the teacher for the form from the drop down list. Click to add a teacher to the drop down list. A set code is automatically generated for you. Edit this if required. Use this field to add more detail. For example, how long the form group is to be taught in this subject. 6. Click Save & Close to return to the Set Form screen. Delete a Subject Form Remove the link between a form group, teacher and subject if it has been setup in error or is not required. Using this function does not remove the form group completely from isams. To delete a subject form, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: November

55 Using the Subject View Tab isams Teaching Manager User Guide 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Forms. The Form List screen is displayed. An example is shown below: 4. Click Delete in your selected form. You are prompted Are you sure you want to delete this teacher, form and subject relationship? 5. Select Yes. The form group is removed from the Form List screen. Print or Export Form Lists Print or Export Form Lists Overview Choose to print, export or a form list in your preferred format. This is useful for sending out form lists to users with no access to the Teaching Manager Module. See Step 1: Print or Export a Form List, page 54, to get started. Bear in mind that the: Print function is available wherever you see the Subject View tab. Export function is available wherever you see the the Subject View tab. icon in the icon in Step 1: Print or Export a Form List To print or export a form list, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 54 November 2013

56 isams Teaching Manager User Guide Using the Subject View Tab 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Forms. The Form List screen is displayed. An example is shown below: 4. Click Export All Forms in the header bar. The Form Selection window is displayed. An example is shown below: 5. Use the drop down lists and check box to filter the forms displayed: Subject. Choose to list forms for a selected subject. Year Group. Choose to list forms for a selected year group. Teacher. Choose to list forms for a selected teacher. Show My Forms. Check this box to list forms that you are teaching. November

57 Using the Subject View Tab isams Teaching Manager User Guide 6. Either: Use the check boxes on the left to select forms. -or- Click Select All to select all the forms displayed. 7. Click Next Step. See Step 2: Print or Export a Form List, page 56, for more information on the next step. Step 2: Print or Export a Form List Once you have selected a form list you must select the fields that you want to include. You can then select a format for your export or printed output. An example of the Field Selection window is displayed below: 1. Check the boxes in the Standard and Custom Fields tabs to select the fields that you want to include in your form list. 2. Click Next Step. 56 November 2013

58 isams Teaching Manager User Guide Using the Subject View Tab The Format Selection and Options window is displayed, see below for an example: 3. Check the boxes to select a format for your form list. More than one format can be selected. 4. Check the Output box if you want to the form list. This is optional. a) Enter Recipient Name. b) Enter Recipient Address. 5. Click Next Step. November

59 Using the Subject View Tab isams Teaching Manager User Guide 6. Either: Your form is displayed, ready for printing. -or- The Download and View Results window is displayed, see below for an example: Click on a link to view the form list in your chosen format. 7. Click Finish to return to the Form List screen. 58 November 2013

60 isams Teaching Manager User Guide Using the Subject View Tab Manage Subject Sets Manage Subject Sets Overview Add and edit the teaching sets linked to each subject. For example, create new sets for subjects and add students to the set. Choose to manage sets for either the current academic year or the development academic year. Choose to: Create a Subject Set. Create sets of students for each subject in your school. Setup as many sets as you require, linking a different teacher to each set. See page 59. Edit a Subject Set. Edit the sets listed for each subject in your school. For example, you may want to add a detailed description for the set or change the set teacher. See page 62. Delete a Subject Set. Remove subject sets which are not in use. See page 64. Roll Over a Subject Set Details. Setup the roll over action for each set. This information is used when you are ready to roll over your Teaching Manager data from the current to the development year. For example, choose to clear a set of students but keep the set and teacher listed. See page 65. Create a Subject Set Create sets of students for each subject in your school. Setup as many sets as you require, linking a different teacher to each set. Subjects must be setup to be taught in sets before you can create a subject set. To create a subject set, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. November

61 Using the Subject View Tab isams Teaching Manager User Guide The Set List screen is displayed. An example is shown below: 4. Click Create Set. A popup window is displayed. An example is shown below: 60 November 2013

62 isams Teaching Manager User Guide Using the Subject View Tab 5. Complete the fields in the Core Set Details section: Field Set Teacher Explanation Select the primary teacher for the set from the drop down list. Click to add a teacher to the drop down list. Year Group Select a year group for the set. Set Number Select a number from the list. The use of set numbers is optional. Use set numbers to indicate the level of each set, for example set 1 is for your most capable students. Set Block Select a set block from the list. Click to add a set block to the list. The use of set blocks is optional. Set Code Set Name Set Description A set code is automatically generated for you. Edit this if required. A set name is automatically generated for you. Edit this if required. Use this field to add more detail. For example, the minimum test score requirements to join the set. 6. Complete the fields in the Set Management and Creation Options section: Field Copy Set Linked Set Associated Teachers Use Build Sets Explanation Choose to copy a set, this is optional. This is useful when set lists for other subjects contain the same students. For example, Yr 9 set 1 for Maths lists the same students that you want to list in Yr 9 set 1 for English. Select another set to link to this set. This is useful when you are editing set information as it saves time. All the students in the linked set you choose are listed to this new set. If you choose to add or remove students in the set list for this set the linked set is also changed, and vice versa. Select an associated teacher from the list displayed. Hold Ctrl to make multiple selections, if required. Check the box to enable the Build Sets function for the set. Use the Build Set List function when developing new set lists for subjects. Build set lists are not active and can be created for both the current and development academic year. Activate build set lists when you are ready to start using them. Hidden Set This is option is not currently in use. 7. Click Save & Close to return to the Set List screen. You are now ready to add students to the set. See Add Students to a Set List, page 68, for more information. November

63 Using the Subject View Tab isams Teaching Manager User Guide Edit a Subject Set Edit the subject sets listed for each subject in your school. For example, you may want to add a detailed description for the set or change the set teacher. To edit a subject set, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. The Set List screen is displayed. An example is shown below: 4. Click Edit in your selected set. 62 November 2013

64 isams Teaching Manager User Guide Using the Subject View Tab The Set Info screen is displayed. An example is shown below: 5. Edit the fields in the Core Set Details section: Field Subject Primary Teacher Explanation This defaults to the subject you have chosen to edit. Select the primary teacher for the set from the drop down list. Click to add a teacher to the drop down list. Year Group Select a year group for the set. Set Number Select a number from the list. The use of set numbers is optional. Use set numbers to indicate the level of each set, for example set 1 is for your most capable students. Set Block Select a set block from the list. Click to add a set block to the list. The use of set blocks is optional. Set Code Set Name A set code is automatically generated for you. Edit this if required. A set name is automatically generated for you. Edit this if required. Description Use this field to add more detail to the set. For example, the minimum test score requirements to join the set. November

65 Using the Subject View Tab isams Teaching Manager User Guide 6. Edit the fields in the Set Management and Creation Options section: Field Associated Teacher Linked Set Use Build Set Explanation Select an associated teacher from the list displayed. Hold Ctrl to make multiple selections, if required. Select another set to link to this set. This is useful when you are editing set information as it saves time. All the students in the linked set you choose are listed to this new set. If you choose to add or remove students in the set list for this set the linked set is also changed, and vice versa. Check the box to enable the Build Sets function for the set. Use the Build Set List function when developing new set lists for subjects. Build set lists are not active and can be created for both the current and development academic year. Activate build set lists when you are ready to start using them. Hidden Set This is option is not currently in use. 7. Click Save Details. Delete a Subject Set Remove subject sets from isams if they are not in use. Do not delete sets which are active and in use. Deleted sets are removed from all associated timetables. All links to staff and pupils are also deleted. To delete a subject set, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. 64 November 2013

66 isams Teaching Manager User Guide Using the Subject View Tab The Set List screen is displayed. An example is shown below: 4. Click Delete in your selected set. You are prompted Are you sure you want to delete this set? 5. Select Yes. The set is deleted from isams. Roll Over Subject Set Details Use the Roll Over option in Subject View to setup the roll over action for each subject set. This information is used when you are ready to roll over your Teaching Manager data from the current to the development year. For example, choose to clear a set of students but keep the set and teacher listed. 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. The roll over option is only available when you select the 'Current Academic Year'. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. November

67 Using the Subject View Tab isams Teaching Manager User Guide The Set List screen is displayed. An example is shown below: 4. Click Edit in your selected set. The Set Info screen is displayed. 5. Click Roll Over in the header bar to display Roll Over Details. An example is shown below: 66 November 2013

68 isams Teaching Manager User Guide Using the Subject View Tab 6. Select an action from the drop down list displayed. The actions available are explained below: Action Delete Set Clear Set Move Set Forward Populate With Build List Move Forward & Use Build List The subject set is... Not included in the roll over. Included in the roll over but all pupils allocated to it are removed from the set. Included in the roll over with all teachers, pupils and properties remaining the same. Edit the year group and set code to reflect the pupils' new year group. The Set Details on Roll Over section is displayed, see below for more details. Included in the roll over but the set list is replaced with students listed in the build set list. Included in the roll over with all teachers, pupils and properties remaining the same. Edit the year group and set code to reflect the pupils' new year group. The original set is also included in the roll over with the original set code. 'Build set list' pupils are listed in the original set. The Set Details on Roll Over section is displayed. See below for more details. 7. Complete the Set Details On Roll Over section. This section is only displayed for selected Roll Over Actions. The fields displayed are explained below: Field Year Group Set Number Set Block Explanation Select a new year group for the set. Select a new set number for the set. Change the set block listed. Set Code Change to reflect the new year group, set number and set block. Set Name Change to reflect the new year group, set number and set block. 8. Click Save Details. November

69 Using the Subject View Tab isams Teaching Manager User Guide Subject Set Lists Subject Set Lists Overview Subject set lists contain all the names of students linked to a set. Once sets have been created for each subject you can add and edit students in the set list. An example of a set list is shown below: Choose to: Add Students to a Set List. Once you have created a subject set you must add students to the set. See page 68. Remove Students from a Set List. Remove students from a set if they have been added in error. See page 70. Move Students to a Different Set List. Move students from one set to another. The new set can either be in the same or an alternative subject. This is useful if students move up a subject set during the academic year. See page 71. Add Students to a Set List Once you have created a subject set you must add students to the set. To add students to a set list, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. 68 November 2013

70 isams Teaching Manager User Guide Using the Subject View Tab The Set List screen is displayed. An example is shown below: 4. Click Edit in your selected set. The Set Info screen is displayed. 5. Click Add Students in the header bar: 6. Select 'Current Set (Active)' and use the drop down lists available to filter the students displayed: 7. Use the check boxes on the left to select students for the set. An example is shown below: 8. Either: Click Save & Return to List. -or- Click Save & Add More. Reset the filters and select more students for the set. You are prompted Are you sure you want to add the selected students to this set? 9. Select Yes. The set list is displayed with your selected students. November

71 Using the Subject View Tab isams Teaching Manager User Guide Remove Students from a Set List Remove students from a set if they have been added in error. Use Move Students to a Different Set List, page 71, if you want to remove a student from one set and list them in another. To remove a student from a subject set list, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. The Set List screen is displayed. An example is shown below: 4. Click Edit in your selected set. The Set Info screen is displayed. 70 November 2013

72 isams Teaching Manager User Guide Using the Subject View Tab 5. Click Set List in the header bar to display the Set List. An example is shown below: 6. Use the check boxes on the left to select students. 7. Remove the students from the set. Select 'Remove' from the Selected Students drop down list. You are prompted to confirm that you want to remove the student. 8. Select Yes. The set list is updated. Move Students to a Different Set List Move students from one set to another. The new set can either be in the same or an alternative subject. This is useful if students move up a subject set during the academic year. To move students to a different set, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. November

73 Using the Subject View Tab isams Teaching Manager User Guide The Set List screen is displayed. An example is shown below: 4. Click Edit in your selected set. The Set Info screen is displayed. 5. Click Set List in the header bar to display the Set List. An example is shown below: 6. Use the check boxes on the left to select students. 7. Either: Move the students to a different subject. Use the subject drop down list to select another subject. Reselect the student and use the Selected Students drop down list to select a set in the new subject. -or- Move the students to a different set in the same subject. Select the new set from the Selected Students drop down list. You are prompted Are you sure you want to move the student? 8. Select Yes. The set list is updated. 72 November 2013

74 isams Teaching Manager User Guide Using the Subject View Tab Print or Export Set Lists Print or Export Set Lists Overview Choose to print, export or a set list in your preferred format. The set lists you select can be either active or build sets. This is useful for sending out set lists to users with no access to the Teaching Manager Module. You also have the option to include student photos in the set lists you select. See Step 1: Print or Export a Set List, page 73, to get started. Bear in mind that the: Export function is available wherever you see the the Subject View tab. Print function is available wherever you see the Subject View tab. icon in icon in the Step 1: Print or Export a Set List To print or export a subject set list, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. The Set List screen is displayed. An example is shown below: 4. Click Export Sets in the header bar. November

75 Using the Subject View Tab isams Teaching Manager User Guide The Set Selection window is displayed. An example is shown below: 5. Use the drop down lists, check box and buttons to filter the sets displayed: Subject. Choose to list sets for a selected subject. Year Group. Choose to list sets for a selected year group. Teacher. Choose to list sets for a selected teacher. Show My Sets. Check this box to list sets that you are teaching. Current. Click to list active subject sets. Build. Click to list build set lists. 6. Either: Use the check boxes on the left to select sets. -or- Click Select All to select all the sets displayed. 7. Click Next Step. See Step 2: Print or Export a Set List, page 75, for more information on the next step. 74 November 2013

76 isams Teaching Manager User Guide Using the Subject View Tab Step 2: Print or Export a Set List Once you have selected a set list you must select the fields that you want to include. You can then select a format for your export or printed output. An example of the Field Selection window is displayed below: 1. Check the boxes in the Standard and Custom Fields tabs to select the fields that you want to include in your set list. 2. Click Next Step. November

77 Using the Subject View Tab isams Teaching Manager User Guide The Format Selection and Options window is displayed, see below for an example: 3. Check the boxes to select a format for your set list. More than one format can be selected. 4. Check the boxes to select the Additional Extras that you would like to display in your set list. Select student photos here, if required. This is optional. 5. Check the Output box if you want to the set list. This is optional. a) Enter Recipient Name. b) Enter Recipient Address. 6. Click Next Step. 76 November 2013

78 isams Teaching Manager User Guide Using the Subject View Tab 7. Either: Your set list is displayed, ready for printing. -or- The Download and View Results window is displayed, see below for an example: Click on a link to view the set list in your chosen format. 8. Click Finish to return to the Set List screen. Manage Build Set Lists Manage Build Set Lists Overview Use the Build Set List option in the Teaching Manager Module when developing new set lists for subjects. Build set lists are not active and can be created for both the current and development academic year. Activate build set lists when you are ready to start using them. Build set lists can only be created for subjects where build set lists have been enabled. Choose to: Create a Build Set List. Add students to a build set list. See page 78 for more information. Migrate a Build Set List. Activate a build set list. See page 79. Merge a Build Set List. Merge a subject's build set list with the active set list. See page 80. November

79 Using the Subject View Tab isams Teaching Manager User Guide Create a Build Set List Build set lists are lists of students linked to a set. Build set lists are not active and can be created for both the current and development academic year. Build set lists can only be created for subjects where build set lists have been enabled. To create a build set list, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. The Set List screen is displayed. An example is shown below: 4. Click Edit in your selected build set. The Set Info screen is displayed. 5. Click Add Students in the header bar: 6. Select 'Build Set' and use the drop down lists and buttons available to filter the students displayed: 78 November 2013

80 isams Teaching Manager User Guide Using the Subject View Tab 7. Use the check boxes on the left to select students for the build set. An example is shown below: 8. Either: Click Save & Return to List. -or- Click Save & Add More. Reset the filters and select more students for the build set. You are prompted Are you sure you want to add the selected students to this set? 9. Select Yes. The build set list is displayed with your selected students. Migrate a Build Set List Migrate a build set list to activate it. To migrate a build set list, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. November

81 Using the Subject View Tab isams Teaching Manager User Guide The Set List screen is displayed. An example is shown below: 4. Click Edit in your selected build set. The Set Info screen is displayed. 5. Click Build Set List in the header bar to display the Set List. An example is shown below: 6. Click Migrate Lists. You are prompted Are you sure you want to Migrate your Build List to become your Active List for this Set? 7. Select OK. Merge a Build Set List The build set list is now active and no longer listed as a build set. Choose to merge a subject's build set list with the subject's active set list. To merge a build set list, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 80 November 2013

82 isams Teaching Manager User Guide Using the Subject View Tab 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. The Set List screen is displayed. An example is shown below: 4. Click Edit in your selected build set. The Set Info screen is displayed. 5. Click Build Set List in the header bar to display the Set List. An example is shown below: 6. Click Merge Lists. You are prompted Are you sure you want to Merge your Build List with your Active List for this Set? 7. Select OK. The build set list is now merged with the active list. Contact Students in a Set or Form Contact Students in a Set or Form Overview Contact sets of students by or SMS message directly from the Teaching Manager Module. This saves time loading additional modules. Contact students to inform them of a change to a subject, such as a change of teacher. This function is available throughout the Teaching Manager Module whenever you display a timetable. November

83 Using the Subject View Tab isams Teaching Manager User Guide Choose to: a Set or Form. See page 82. Send an SMS Message to a Set or Form. See page 86. a Set or Form This function is available throughout the Teaching Manager Module whenever you display a timetable. To a teaching set or form, follow the steps below: 1. In the Teaching Manager Module, open a set or form list in either the: Subject View tab. -or- Student View tab. 2. Click either: -or- The Edit Timetable window is displayed. An example is shown below: 3. Click in your selected teaching period. The Create Group window is displayed. A number of tabs are available for you to work with: 82 November 2013

84 isams Teaching Manager User Guide Using the Subject View Tab 4. Click the Message tab, see below: a) Enter an Subject. b) Enter the text. Apply text formatting and links, if required. 5. Click the Attachments tab to attach files, if required. November

85 Using the Subject View Tab isams Teaching Manager User Guide This is an example of the Attachments tab: a) Click Upload Attachment. b) Click Browse to find a file on your computer. c) Click on your file selection. d) Click Open. e) Click Upload Attachment. See below for the other icons you can use when making attachments: Icon Explanation Click to delete individual attachments. Click to delete all attachments. Click to refresh the information in the tab. 84 November 2013

86 isams Teaching Manager User Guide Using the Subject View Tab 6. Click the Recipients tab, see below for an example: Either: a) Check the boxes next to students' names to select those who are to receive this . -or- b) Check the box in the tab header bar to select or deselect all students listed. November

87 Using the Subject View Tab isams Teaching Manager User Guide 7. Click the Options tab, see below for an example: a) Enter Recipient Options to CC and BCC recipients. b) Enter Sender Options. By default this is filled with your details. c) Select an Priority from the drop down list. d) Check the History Option box to keep a record of the . This is stored in the student's Communication History in the Student Manager Module. 8. Click Preview , if required. 9. Click Send . Send an SMS Message to a Set or Form This function is available throughout the Teaching Manager Module whenever you display a timetable. To send an SMS message to a set or form, follow the steps below: 1. In the Teaching Manager Module, open a set or form list in either the: Subject View tab. -or- Student View tab. 2. Click either: -or- 86 November 2013

88 isams Teaching Manager User Guide Using the Subject View Tab The Edit Timetable window is displayed. An example is shown below: 3. Click in your selected teaching period. The Create Group SMS Message window displays two tabs for you to work with. 4. Click the SMS Message tab, see below: November

89 Using the Subject View Tab isams Teaching Manager User Guide a) Enter the SMS Message in the field shown. This will be divided into a number of messages if it is over 140 characters long. The Message Total is displayed. b) Check the History Option box to keep a record of the SMS message. This is stored in the students' Communication History in the Student Manager Module. 5. Click the SMS Recipients tab, see below: 6. In this tab, check the boxes for those students who are to receive this SMS message. 7. Click Send SMS Message. You can only check boxes for those students with a valid SMS number, indicated by. indicates an invalid SMS number. 88 November 2013

90 isams Teaching Manager User Guide Access Timetables from Teaching Manager Chapter 3: Access Timetables from Teaching Manager November

91 Access Timetables from Teaching Manager isams Teaching Manager User Guide Access Timetables from Teaching Manager Accessing student timetables from the Teaching Manager Module saves you time. Use this shortcut to: View a Subject Set Timetable. See page 90 for more information. View a Student Timetable. See page 92. View a Subject Set Timetable View subject set timetables directly from the Teaching Manager Module. This is a useful short cut. You can also print the set timetable, if required. To view a subject set timetable, follow the steps below: 1. In the Teaching Manager Module, select the Subject View tab. An example is shown below: 2. Use the drop down lists in the top right of the screen to select the: Academic year that you want to work with. School divisions that you want to work with. Status of the subjects that you want to work with. 3. Locate the subject that you want to work with and click Edit Sets. The Set List screen is displayed. An example is shown below: 4. Click Edit in your selected set. The Set Info screen is displayed. 5. Click Timetable in the header bar to display the set timetable. 90 November 2013

92 isams Teaching Manager User Guide Access Timetables from Teaching Manager An example is shown below: 6. Use the drop down list in the top right of the window to display a different timetable, if required. 7. Use the Show Cover Arrangements checkbox to display any Cover Manager Module changes to the timetable. 8. Click Print View if you want to print a copy of the timetable. Use the Timetable Manager Module if you want to edit a timetable. November

93 Access Timetables from Teaching Manager isams Teaching Manager User Guide View a Student Timetable View student timetables directly from the Teaching Manager Module. This is a useful short cut. You can also print the student timetable, if required. To view a student timetable, follow the steps below: 1. In the Teaching Manager Module, select the Student View tab. An example is shown below: 2. Use the drop down list in the top right of the screen to select the academic year that you want to work with. 3. Use the filters available to display the students you want to work with. Filter by: Surname. Year group. Form group. Boarding house. Academic house. 4. Click on a student name on the left of the screen to display their details. 5. Click Timetable on the right of the screen. 92 November 2013

94 isams Teaching Manager User Guide Access Timetables from Teaching Manager The Student Timetable is displayed. An example is shown below: 6. Use the drop down list in the top right of the window to display a different timetable, if required. 7. Click Print View if you want to print a copy of the timetable. Use the Timetable Manager Module if you want to edit a timetable. November

95 Access Timetables from Teaching Manager isams Teaching Manager User Guide 94 November 2013

96 isams Teaching Manager User Guide Uaing the Student View Tab Chapter 4: Using the Student View Tab November

97 Uaing the Student View Tab isams Teaching Manager User Guide Using the Student View Tab Overview Use the Student View tab in Teaching Manager to manage which sets individual students are linked to. Choose to view the Student View tab for either the current academic year or the development year. The development year is most likely to be the next academic year. Features are also available in the Student View tab which allow you to build teaching sets which are being developed. This is useful when you want to use current data for subjects and sets but are not ready to go live with the information. An example of the Student View tab is shown below: Choose to: Add a Student to a Set. See page 97. Move a Student to Another Set. Move students from one set to another. The new set can either be in the same or an alternative subject. This is useful if students move up a subject set during the academic year. See page 98. Remove a Student from a Set. Remove students from a set if they have been added in error. See page 101. View Student Contact Details. contacts directly from the Student View tab. See page 102. View a Student Timetable. This is a useful shortcut. See page 92 for more information. 96 November 2013

98 isams Teaching Manager User Guide Uaing the Student View Tab Add a Student to a Set Use the options available in the Student View tab to add your selected student to a teaching set. To add a student to a set, follow the steps below: 1. In the Teaching Manager Module, select the Student View tab. An example is shown below: 2. Use the drop down list in the top right of the screen to select the academic year that you want to work with. 3. Use the filters available to display the students you want to work with. Filter by: Surname. Year group. Form group. Boarding house. Academic house. 4. Click on a student's name on the left of the screen to display their academic programme. 5. Click View Build if you want to add the student to a build set list. Build set lists are not active and can be created for both the current and development academic year. 6. Click Add to Set. November

99 Uaing the Student View Tab isams Teaching Manager User Guide A popup window is displayed. An example is shown below: 7. Either: Enter the Set Code, if you know it. -or- Click Basic and select a set from the list displayed. Sets which the student is already in are greyed out. 8. Click Add & Close. The set is displayed in the student's academic programme. Move a Student to Another Set Move students from one set to another. The new set can either be in the same or an alternative subject. This is useful if students move up a subject set during the academic year. To move a student to another set, follow the steps below: 1. In the Teaching Manager Module, select the Student View tab. 98 November 2013

100 isams Teaching Manager User Guide Uaing the Student View Tab An example is shown below: 2. Use the drop down list in the top right of the screen to select the academic year that you want to work with. 3. Use the filters available to display the students you want to work with. Filter by: Surname. Year group. Form group. Boarding house. Academic house. 4. Click on a student's name on the left of the screen to display their academic programme. 5. Click View Build if you want to work with a build set list. Build set lists are not active and can be created for both the current and development academic year. 6. Click in your selected set. November

101 Uaing the Student View Tab isams Teaching Manager User Guide A popup window is displayed. An example is shown below: 7. Either: Enter the Set Code, if you know it. -or- Click Basic and select a set from the list displayed. Sets which the student is already in are greyed out. 8. Click Add & Close. The set is displayed in the student's academic programme. 100 November 2013

102 isams Teaching Manager User Guide Uaing the Student View Tab Remove a Student from a Set Remove students from a set if they have been added in error. To remove a student from a set, follow the steps below: 1. In the Teaching Manager Module, select the Student View tab. An example is shown below: 2. Use the drop down list in the top right of the screen to select the academic year that you want to work with. 3. Use the filters available to display the students you want to work with. Filter by: Surname. Year group. Form group. Boarding house. Academic house. 4. Click on a student's name on the left of the screen to display their academic programme. 5. Click View Build if you want to work with a build set list. Build set lists are not active and can be created for both the current and development academic year. 6. Click in your selected set. You are prompted Are you sure you want to remove this student from this set? 7. Select Yes. The set is removed from the student's academic programme. November

103 Uaing the Student View Tab isams Teaching Manager User Guide View Student Contact Details Use the shortcut available in the Student View tab to view a student's parent and emergency contact details. To view student contact details, follow the steps below: 1. In the Teaching Manager Module, select the Student View tab. An example is shown below: 2. Use the drop down list in the top right of the screen to select the academic year that you want to work with. 3. Use the filters available to display the students you want to work with. Filter by: Surname. Year group. Form group. Boarding house. Academic house. 4. Click on a student's name on the left of the screen to display their details. 5. Click Contact Info on the right of the screen. Contact telephone numbers and addresses are displayed. 6. Click on an address to send a message. 102 November 2013

104 isams Teaching Manager User Guide Teaching Manager Reports Chapter 5: Teaching Manager Reports November

105 Teaching Manager Reports isams Teaching Manager User Guide Teaching Manager Reports Overview Use the Reports tab in the Teaching Manager Module to generate reports on information held in the module. Run Set Reports Three types of report are available: Set Reports. Produce reports of set list information, such as a head count for each set. See Run Set Reports, page 104. Subject Reports. Produce reports of subject information, such as a list of subjects and the teacher linked to them. See Run Subject Reports, page 106. Departmental Reports. Generate a list of departments together with the subjects and teachers linked to them. See Run Departmental Reports, page 108. Run a Set Report to generate set list information, such as a head count for each set. To run a Set Report, follow the steps below: 1. In the Teaching Manager Module, select the Reports tab. An example is shown below: 2. Click Sets Report in your chosen report. Choose from: Pupil Set Code Spreadsheet. Lists pupils and their sets. Pupil Build Set Code Spreadsheet. Lists pupils and their build sets. Set Codes including Set Counters. Lists teaching set head counts. Pupil - Teacher Spreadsheet. Lists pupils and their teachers. 104 November 2013

106 isams Teaching Manager User Guide Teaching Manager Reports The Report Selection window is displayed. An example is shown below: 3. Use the filters available to select the pupils to be included in your report. Hold Ctrl to make multiple selections in each filter. 4. In the Order Options section use the drop down lists to select the order that results are displayed. 5. In the Output Options section, select the information that you want to display on your report. This option is not available for the Pupil - Teacher Spreadsheet. 6. Select a format for your report. This option is only available for the Pupil - Teacher Spreadsheet. 7. Check the Output box if you want to your report. Enter the recipient's name and address. 8. Check the Development Academic Year box if you want to use development, instead of current, data. 9. Click Create Report. 10. Click the link on the download window displayed and open your report. November

107 Teaching Manager Reports isams Teaching Manager User Guide Run Subject Reports Run a Subject Report to generate subject information, such as a list of subjects and the teacher linked to them. To run a Subject Report, follow the steps below: 1. In the Teaching Manager Module, select the Reports tab. An example is shown below: 2. Click Subject Report in your chosen report. Choose from: Simple Subject Report. Lists subjects, codes and subject report name. Simple Subject Report inc. HOD's. Lists subjects, codes, subject report name and Heads of Department. Simple Subject Report inc. Subject Teachers. Lists subjects, codes, subject report name and subject teachers. Student Subject Report - Year by Year. Lists subjects and the pupils linked to subjects. The report is broken down by year group. 106 November 2013

108 isams Teaching Manager User Guide Teaching Manager Reports The Report Selection window is displayed. An example is shown below: 3. Use the Year Groups filter to select the year groups to be included in your report. This is only available for the Year by Year report. Hold Ctrl to make multiple selections. 4. In the Output Options section, select the information that you want to display on your report. This is only available for the Year by Year report. 5. Check the Export Options box to display each year group separately in the report. This is only available for the Year by Year report. 6. Check the Output box if you want to your report. Enter the recipient's name and address. 7. Check the Development Academic Year box if you want to use development, instead of current, data. 8. Click Create Report. 9. Click the link on the download window displayed and open your report. November

109 Teaching Manager Reports isams Teaching Manager User Guide Run Departmental Reports Run a Departmental Report to generate a list of departments together with the subjects and teachers linked to them. To run a Departmental Report, follow the steps below: 1. In the Teaching Manager Module, select the Reports tab. An example is shown below: 2. Click Departmental Reports. The Report Selection window is displayed. An example is shown below: 3. Check the Output box if you want to your report. Enter the recipient's name and address. 4. Check the Development Academic Year box if you want to use development, instead of current, data. 5. Click Create Report. 6. Click the link on the download window displayed and open your report. 108 November 2013

110 isams Teaching Manager User Guide Teaching Manager Audit History Chapter 6: Teaching Manager Audit History November

111 Teaching Manager Audit History isams Teaching Manager User Guide Teaching Manager Audit History Use the History tab in the Teaching Manager Module to view a history of changes made in the module. This provides a useful audit trail helping you to track changes that have been made to teaching sets. For example, choose to view all students who have changed sets this term. You can also view student contact details and basic school information in the History tab. Use the functions available to select: The academic year that you want to work with. The type of changes that have been made to sets. When set changes have been made. An example of the History tab is shown below showing the location of these functions: 110 November 2013

112 isams Teaching Manager User Guide Teaching Manager Reports Chapter 7: Import Set List Data November

113 Teaching Manager Reports isams Teaching Manager User Guide Import Set List Data Use the Import tab in the Teaching Manager Module to import your existing teaching set lists into isams. The file you import must include one of the following for the import to work: Each pupil's School ID number. Each pupil's previous MIS ID number. Each pupil's forename and surname. A template is provided for you to help transfer the data from your previous MIS. To import set list data, follow the steps below: 1. In the Teaching Manager Module, select the Imports tab. An example is shown below: 2. Click on the link at the bottom of the screen to download a template for the data that you want to import. Use this to ensure that the data you import is in the correct format. 3. Once you are happy with the format of your file and the data in it, click Browse. 4. Select the file that you want to import. 5. Use the Import Into list to select which sets you import the data into; Development sets or current sets. 6. Click Import Sets. If your import is successful you are prompted All the pupils exist, please continue. 7. Click Continue. An example of the next screen is shown below: 112 November 2013

114 isams Teaching Manager User Guide Teaching Manager Reports 8. Use the screen displayed to add further detail for the import set, such as the subject and year group it belongs to. 9. Click Add Sets. You are prompted All the sets exist, please continue. 10. Click Continue. The successful sets are displayed. November

115 Teaching Manager Reports isams Teaching Manager User Guide 114 November 2013

116 isams Teaching Manager User Guide Roll Over Data Chapter 8: Roll Over Data November

117 Roll Over Data isams Teaching Manager User Guide Roll Over Data Use the Roll Over tab in Teaching Manager as part of the administrative and academic roll-over procedure. See Administrative and Academic Roll-Over documentation for more information. This should only be used by isams Administrators when the current academic year has ended. 116 November 2013

118 isams Teaching Manager User Guide Index Index A administrator... 4 admissions link applicants to teaching manager... 4 audit history of changes B block groups add arrange build sets lists create merge migrate/activate C configuration... 2 activate module... 4 block groups departments options set size rules sms options contact set/form, set/form, sms D departments... 6 arrange create... 8 delete edit head report E configuration logging set/form setup automatic s export form list set list F forms add contact delete edit export list print list G getting started activate module... 4 before you use the module... 1 H head count I import set list L logging history of changes P print form list set list problem solving pupil contact details November

119 Index isams Teaching Manager User Guide set, add to a set set, change sets set, remove from a set sms timetable R re-install reports department report set report subject report roll over set details S set contact create delete edit export list import list list list, add students list, edit list, remove students lists, new/build sets print list problem solving roll over details size size rules timetable sms set/form student contact details set, add to a set set, change sets set, remove from a set sms student view tab timetable subject arrange create delete edit edit, bulk head report setup subject view tab teacher, add teacher, delete teacher, edit timetable synchronise academic database T timetable student subject trouble shooting U useful tools W wizard bar November 2013

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