Set up & Maintenance

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Set up & Maintenance – First Set-up 

The following outlines the set-up order required when configuring OneStudent for the first time: 

NOTE: The Set Up for Reporting Period, Cutoffs, Linked Classes & Semester 2 will need to be undertaken when required to complete the entire years configuration of OneStudent. 

Set up & Maintenance – Academic Reporting Period Set Up 

The following outlines the set-up order required to configuring OneStudent prior to entering the academic reporting period: 

OneStudent Functionality & Option	Task
Reporting Period Configuration	One for each Class.
Cutoffs	If required.
Linked Classes	If required.

Set up & Maintenance – Semester 2 Set Up 

The following outlines the set-up order required when configuring OneStudent prior to Semester 2: 

OneStudent Functionality & Option	Task
Configuration	Current Semester field.
Import Data	Create source data and import:  – Timetable – Semester 2   Manage & modify as required:  – Students (If required) Staff (If required)  – Student Classes – Subjects  – General Comment Bank  – Improvement Comment Bank – Grade Mapping
Assessment Items	Manage & modify each Class as required.
Reporting Period Configuration	Manage & modify each Class as required.

Set up & Maintenance – New Year Set-up 

The following outlines the set-up order required when configuring OneStudent for a new year: 

OneStudent Functionality & Option	Task
Configuration	Manage & modify required fields: – School Year – Current Semester
Import Data	Create source data and import:  – Timetable – Semester 1  – Subjects – Students  – Staff  – Student Classes  – General Comment Bank  – Improvement Comment Bank – Grade Mapping  Note: Some source data can be gathered from other systems such as One School.  Templates are available for all data types.
Faculties	One for each Faculty. – Assign the Head of Staff / Head of Department.  – Assign all the Subjects relevant to Faculty.
Assessment Items	One for each Class.   Note: Can Copy Assessment Items, using Copy or Copy to next Year.

Reporting Period Configuration	One for each Class.
Cutoffs	If required.
Linked Classes	If required.

NOTE: Both Academic Reporting Period Set Up & Semester 2 Set Up will need to be undertaken when required to complete the entire years configuration of OneStudent. 

Set up & Maintenance – Ongoing Maintenance 

There are on-going tasks that will needed to be completed thought-out the year.  These changes will include Data changes and Configuration changes. The below tables provides an overview of those changes.

Set up & Maintenance – Data change examples

The following outline the types of data changes that are required in OneStudent, including the functionally that could require updates depending on the scenario:

Data changes	OneStudent Functionality & Option
Staff	Import Data – Staff – Timetables   User – Add User – New users recommended to use Import Data, where possiable. – User Profile – Only for small updates like Name, Email Address, Role or Faculty changes. – Delete User – When a staff member leaves the school.
Head of Department	Import Data – Staff   User – User Profile – assignee Role or Faculty changes. Faculties – Remove and/or assignee Head of Staff on relevant Faculty.
Student	Import Data – Student – Student Classes   Student – Add Student – New students can be added individually using this option. For bulk student updates, it is recommended to use the Import Data function where possible. – Student Profile – Used to update details such as name or status (Active or Inactive). Note If a student is marked as Inactive (e.g., they have left the school), they will be removed from all associated classes. However, they can still be viewed in Markbooks and Reporting by selecting the Show Left Students option.
Faculty	Import Data – Faculties
Subject	Import Data – Subject – Timetable – Student Classes – Faculties   Assessment Items (If required)   Reporting Period Configuration (If required)
Timetable	Import Data – Timetable
Review	Markbook
Grade Mapping	Import Data – Grade Mapping
Reporting Periods	Reporting Period Configuration
Assessments	Assessment Items   Reporting Period Configuration

Set up & Maintenance – Configuration change examples

The following outline the types of configuration changes that are required in OneStudent, including when they may require updates:

OneStudent Functionality & Option	Frequency
Configuration	– First Set-Up – Semester 2 – Yearly
Import Data	– First Set-Up – Semester 2 – Yearly – As required based on Data changes. E.g. Staff changes
Assessment Items	– First Set-Up – Semester 2 – Yearly – Semester 1 – Semester 2 – As required based on Data changes
Reporting Period Configuration	– First Set-Up – Before first reporting period – Semester 2 – Before second reporting period – Yearly – Semester 1, before first reporting period – Semester 2, before second reporting period
Markbooks	– First Set-up – Set a reviewer, before academic marking – Semester 2 – Set a reviewer, before academic marking – Yearly – Semester 1, before first academic marking – Semester 2, before second academic marking
Users	As required based on Data changes.
Faculties	As required based on Data changes.

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