EC - Extra Curricular Setup (SU)
Overview
This program is used to configure the structure of extra curricular offerings at your school including:
Extra Curricular set up parameters
Business Units – an extra curricular division or department that runs independently to other areas.
Session Types - the different types of sessions (or events) that can occur when students participates.
Activity Types – the different types of activities that can occur at your school.
Activities – the actual activity that a student participates in.
Activity Levels – the teams and levels that students are grouped in.
The information displayed in Parent Orbit Extra Curricular Hub and the Sports Fixtures and Results Portal.
Initial setup is completed in TASS.web, but some setup is carried out in the Staff Kiosk program Extra Curricular (Portal Parameters (setup), Opposition (setup), Venues (setup) and Create Custom Rolls).
See How To Set Up Your Extra Curricular Activities for more information.
Each layer of the extra curricular structure provides logical separation (or categorisation) for:
Listings and Reports.
Communication.
Team management.
Permissions and success to student data.
An example of an extra curricular structure might be:
Business Unit | Activity Type | Activities | Activity Level | Session Types |
|---|---|---|---|---|
Sports | Summer Sports | Cricket |
|
|
Netball | ||||
Winter Sports | Football | |||
Hockey | ||||
Performing Arts | Music | Trumpet |
| |
Flute | ||||
Dance | Jazz |
| ||
Ballet |
TASS recommends mapping out your school's extra curricular options and levels of staff responsibility before attempting to build this structure. Refer to How To Set Up Your Extra Curricular Activities for more information.
Extra Curricular Tab
This tab is used to set up parameters for your extra curricular activities.
To edit these details, click the ‘pencil’ icon at the top of the screen.
Fields that require detailed information | |
|---|---|
Description for Unit | Enter a unit description for your Extra Curricular participation periods. For example, your unit description could be 'Term', 'Semester' or 'Unit' depending on your school's calendar structure. The description entered here is then displayed in extra curricular related screens throughout the system. If your school is 'Semester' based and you want to break down the recording of extra curricular records to 'Terms' within each 'Semester' you would enter 'Term' here. For Example:
If your school is currently 'Term' based and you want to break down the recording of extra curricular records to 'Units' within each 'Term' you would enter 'Unit' (or something similar) here. For example:
|
Maximum Number of | If your school is currently 'Semester' based and you have two 'Terms' within each 'Semester' you would enter '2' here. If your school is currently 'Term' based and you have three 'Units' within each 'Term' you would enter '3' here. |
*Terms and Conditions Acknowledgement Text | A mandatory field used to define the 'Terms and Conditions' acknowledgement message which is displayed to parents during the activity sign-up process. A standard message is supplied (by default), however, this can be modified: 'I have read the Terms and Conditions for this Activity and confirm that these are understood and acceptable to me.' |
*Medical Details Acknowledgement Text | A mandatory field used to define the 'Medical Details' acknowledgement message which is displayed to parents during the activity sign-up process. A standard message is supplied (by default), however, this can be modified: 'I have reviewed the medical details you are holding for my child and confirm that they are somewhat correct.' |
*Student Cafe Sign-up Timeout | Student Café sign-up timeout period (hours). A mandatory field used to define the period of time (number of hours) that a reservation for an activity will be held while awaiting parental approval (this becomes useful when spaces for an activity are limited and there is high demand). |
Business Units Tab
Use of Business Units is optional and can be used where the school operates extra curricular areas (or departments) independently of each other.
Examples of Business Units could be:
Sports.
Performing Arts.
The 'Business Units' created here can then be used to:
Run listings and reports.
Generate communications.
Define administrator access.
...for all associated activities and activity levels.
To create a new 'Business Unit' click the 'New Business Unit' button and enter a 'Description' and email address (if required).
Once created, use the 'Staff' option in the 'Action' column to define the employees who can manage and maintain the details of all associated activities.
Use the 'Print' icon to generate the 'Extra Curricular Business Units Listing'. This report contains the following details for each BU:
The 'BU' Description.
The 'BU' email address (if defined).
Session Types Tab
This tab is used to set up the types of sessions (or events) that can occur when students participate in extra curricular activities.
Examples of Session Types could be:
Tryouts.
Private Lesson.
Training Practice.
Tuition.
Rehearsal.
The 'Session Types' created here are used when scheduling this type of activity in the Staff Kiosk 'Extra Curricular' module. For more information see Scheduling Extra Curricular Sessions.
To create a new 'Session Type' click the 'New Session Type' button and enter a 'Description'.
Use the 'Print' icon to generate the 'Extra Curricular Session Types Listing'. This report contains the following details for each 'Session Type':
The 'Session Type' description.
Activity Types Tab
This tab is used to set up and maintain the types of extra curricular activities that can occur at your school.
Examples of Activity Types could be:
Music.
Dance.
Summer Sport.
Winter Sport.
Office Held.
Awards.
Community Service.
For each extra curricular type created, user-definable fields can be used to record additional information.
Examples of User Definable fields for an Activity Type of Summer Sport might be:
Awards.
Pockets.
Colours.
Important!
The activities visible in the 'Sports Fixtures & Results Portal' are determined by the 'Activity Types' selected in Staff Kiosk Extra Curricular > Parameters (Setup). Only one 'Activity Type' can be used, therefore it is very important that all 'Activities' that you want to be visible in the portal all belong to the same 'Activity Type'.
Fields that require detailed information | |
|---|---|
*Code | This is a 3 character alpha/numeric code for the Activity Type. |
*Description | Enter a name or description for the Activity Type. |
*Business Unit | An 'Activity Type' must be allocated against a 'Business Unit, defined in this program on the 'Business Unit' tab. |
Sort Order | This determines the order that 'Activity Types' will display on reports generated using the following programs:
|
Portal Icon | This determines the Portal Icon to be displayed for this Activity Type in the Parent Orbit Mobile App > Extra Curricular Hub. |
User-Defined (UD) Fields | User-defined fields provide flexibility for your school to create custom fields in your TASS.web database. These fields are referenced in various programs and can also be used to collect additional information from parents when signing students up to participate. There are two different levels of user-definable fields in the Extra Curricular program.
An example of Activity Types User Definable fields could be:
You would use these types of user-definable fields where there is the need to record data with commonality across an Activity Type. For example: For a student participating in activities that belong to the activity type of 'Sport', you may record 'position', 'awards', 'pockets' or 'colours' etc. By setting 'position', 'awards', 'pockets' or 'colours' up as activity type user-definable fields these fields will then become available for all 'sport' activities. Activity Type UD data can also be optionally printed on reports generated using the following programs:
There are 10 fields available to use for each Activity Type.
Click on the 'Arrow' icon next to fields 1 to 5 to display and maintain the picklist data for each field. To add a new Table Referenced Data to the (picklist) fields, click the 'Arrow' icon (in the same row as the UD field you want to edit), enter a Code and Description for the UD Type (in the fields at the bottom of the modal screen), then click the 'Create' button. If picklist data for 'Table Referenced Fields' has been used in a student record, it cannot be deleted. The 'Delete' link will not be available. To select which UD fields are visible during sign up see the 'Available / Required UD Fields' section in Adding a New Extra Curricular Group. Note that once students have been accepted/assigned to an Activity Group, all User Defined fields (Activity Type and Activity-based are visible to parents in Parent Lounge > Extra Curricular. |
Activities Tab
This tab is used to set up and define the details of the extra curricular activities offered at your school.
Examples of Activities: | ||
Music 'Activity Type'
| Dance 'Activity Type':
| Summer Sport 'Activity Type'
|
To add a new activity, click the 'New Activity' button to display a blank 'Activity Details' screen.
To 'View' or 'Edit' an activity, click on the associated link in the 'Action' column.
The 'Activity Details' screen is a cascading panel with three sections:
Activity Details.
Activity User Defined.
Portal Details.
Activity Details
Fields that require detailed information | ||
|---|---|---|
*Code | This is a 3 character alpha/numeric code for this Activity. | |
*Type | An activity must be allocated against an 'Activity Type, defined in this program on the 'Activity Type' tab. | |
*Description | Enter a name or description for the Activity. | |
Sort Order | This field is an optional field that determines the order that extra curricular activities will display on reports (under their assigned 'Activity Types') generated using the following programs:
| |
Unit This field name is customisable. |
The name of this field is customisable and is set up on the 'Extra Curricular' tab using the 'Description for Unit' field. For example, this field may be called Term, Semester, Unit or something similar. This is an optional field used to define an activity where participation is broken down into shorter periods. For example, a Semester based school that runs an activity for a term. If 'Maximum Number of Units' is set to '0' on the 'Extra Curricular' tab, then this field will not be visible. When a number (1-9) is entered into the 'Maximum Number of Units' field on the 'Extra Curricular' tab, a drop-down list containing you chosen Unit field name and Unit numbers (1-9) will appear. Hold the Shift or Ctrl keys to select multiple options. | |
*Nett Price | Use this field to indicate the net cost for a student to participate in this activity (i.e. tax excluded). | |
*Tax | Use this field to indicate the tax cost related to this activity. | |
Total Price | Use this field to indicate the total cost for a student to participate in this activity. For example, the cost per activity, for the year, per term/semester etc. Where this field is used in conjunction with the 'Pay at Sign-up' and 'GL Account Code' fields, parents will be able to sign students up and pay for participation using Parent Lounge. | |
Start Date/End Date Start Time/End Time | These fields are for record keeping purposes only. | |
Available to Year Groups | This field is for record keeping purposes only. | |
Number of Lessons/Activities | This field is for record keeping purposes only. | |
Activity Prerequisite | This field is for record keeping purposes only. | |
Request Address Update | This field is for record keeping purposes only. | |
Print on EC Certificates | Tick this checkbox if you would like this activity to print on Extra Curricular Certificates produced using TASS.web program Student Admin > Extra Curricular > Listings/Reports/Merges > Student EC Certificates. | |
Print on Academic Report | Tick this checkbox if you would like this activity to print on Academics Reports produced using TASS.web program Student Admin > Academic Reporting > Report Processing >Generate Student Reports when the correct 'Extra Curricular Options' have been selected on the 'Other Options' tab. | |
Consolidate on EC Certificates | Tick this option to consolidate the periods of student participation in an activity when a certificate is produced using TASS.web program Student Admin > Extra Curricular > Listings/Reports/Merges > Student EC Certificates. Using the example described in the help for the 'Extra Curricular tab' in this program: If your school is currently 'Semester' based, you can break down the recording of extra curricular records to 'Terms' within each 'Semester', allowing your school to have some activities that are semester based and others that are semester and term based. An example of a semester and term-based activity might be:
Consolidation would mean that when producing an EC certificate, you could elect to print:
| |
Consolidate on Academic Report | Tick this option to consolidate the periods of student participation in an activity when a certificate is produced using TASS.web program Student Admin > Academic Reporting > Report Processing > Generate Student Reports. Using the example described in the help for the 'Extra Curricular tab' in this program: If your school is currently 'Semester' based, you can break down the recording of extra curricular records to 'Terms' within each 'Semester', allowing your school to have some activities that are semester based and others that are semester and term based. An example of a semester and term-based activity might be:
Consolidation would mean that when producing an academic report, you could elect to print:
| |
Pay at Sign-up | Tick this option to indicate a 'pay and play' activity and allow parents to pay for participation online through Parent Lounge. When enabled, an income account will need to be defined using the 'GL Account Code' field (below). A Payment Gateway will need to be configured for 'Extra Curricular' payments using TASS.web program System Admin > Utilities > API Gateway Maintenance. | |
GL Account Code | Where 'Pay at Sign-up' has been enabled (above), select an income account that will be used when receipting payments collected when parents pay for extra-curricular participation online through Parent Lounge. | |
Activity User Defined
User-defined fields provide flexibility for your school to create custom fields in your TASS.web database (that may not necessarily be provided with the application). These fields are referenced in various programs and can also be used to collect additional information from parents when signing students up to participate.
There are two different levels of user-definable fields in the Extra Curricular program.
Activity Type user-definable fields.
Activity-based user-definable fields.
Activity User Defined (UD) fields are different to Activity Type User Defined (UD) fields. They are an alternative and/or complementary set of user-definable fields are available on the Activity record. You would use these types of user-definable fields to record data that is Activity specific.
Examples may be:
A 'Table Referenced' field to record a student's preferred playing position.
A 'Flag' field that identifies a captain or vice-captain.
An 'Attachment' field to allow parents to upload a photo of a firearms license for Cadets.
A 'Date' field to indicate when a safety course needs to be renewed for students belaying other students when rock climbing.
For a student participating in Duke of Edinburgh you may record 'award level', 'service', 'adventurous journey' and 'physical recreation'.
In this section of the screen, there are 50 possible fields that can be set up for each extra curricular activity record:
10 x Single character flag fields (0-9, A-Z) which are often used as Yes / No fields.
10 x Table referenced (picklist) fields.
10 x Free form 20-character text fields.
10 x Date fields.
10 x Attachment fields.
Click on the 'Arrow' icon next to fields in the 'Table Referenced Fields' column to display and maintain the picklist data for each field.
To add a new Table Referenced Data to the (picklist) fields, click the 'Arrow' icon (in the same row as the UD field you want to edit), enter a Code and Description for the UD Type (in the fields at the bottom of the modal screen), then click the 'Create' button.
If picklist data for 'Table Referenced Fields' has been used, it cannot be deleted. The 'Delete' link will not be available.
To select which UD fields are visible during sign up see the 'Available / Required UD Fields' section in Adding a New Extra Curricular Group.
Note that once students have been accepted/assigned to an Activity Group, all User Defined fields (Activity Type and Activity-based are visible to parents in Parent Lounge > Extra Curricular.
Portal Details
This collapsible tab manages the information which parents and staff can see in the following portals:
Parent Orbit Extra Curricular Hub.
Sports Fixtures and Results Portal (Sports Activities only)
A 'Sports Activity' is defined by the Activity Type selected in Staff Kiosk Extra Curricular > Parameters (setup).
Fields that require further explanation | |
|---|---|
Activity Information / History | This field can be used to provide notices regarding this activity to parents and staff in the portals. The text entered here will be displayed in the Parent Orbit Extra Curricular Hub and Sports Fixtures and Results Portal for this Activity. Leave line breaks to display your text in paragraphs. Maximum 4000 characters. |
Display in Portal | Tick this checkbox for the Activity to be visible to parents and staff in the following portals:
The information entered in the Portal Details collapsible tab will also be visible including: Activity Information/History, Contact Name, Contact Phone, Contact Email, UD Descriptions and Links (1-5) and UD Attach Descriptions and UD Attachments (1-5). By default, this box is unticked. |
Contact Name | The name entered here will be displayed in the Parent Orbit Extra Curricular Hub and Sports Fixtures and Results Portal for this Activity. Maximum 40 characters. |
Contact Phone | The phone number entered here will be displayed in the Parent Orbit Extra Curricular Hub and Sports Fixtures and Results Portal for this Activity. |
Contact Email | The email address entered here will be displayed in the Parent Orbit Extra Curricular Hub and Sports Fixtures and Results Portal for this Activity. Maximum 140 characters. |
UD Link Description(s) | You can share up to 5 URL links on the Parent Orbit Extra Curricular Hub and Sports Fixtures and Results Portal for this Activity. Enter the title or description for your URL link in this field. Maximum 100 characters. |
UD Link(s) | You can share up to 5 URL links on the Parent Orbit Extra Curricular Hub and Sports Fixtures and Results Portal for this Activity. Enter the URL link in this field. Maximum 250 characters. |
UD Attach Description(s) | You can share up to 5 attachments on the Parent Orbit Extra Curricular Hub and Sports Fixtures and Results Portal for this Activity. Enter the title or description for your attachment in this field. Maximum 100 characters. |
UD Attachment(s) | You can share up to 5 attachments on the Parent Orbit Extra Curricular Hub and Sports Fixtures and Results Portal for this Activity. Use the 'Browse' button to locate the file that you want to attach to this Activity. Once this has been saved, a 'Paperclip' icon will indicate that there is an attachment. You can click on this to check the attachment. The attachment can be deleted by ticking the 'Delete Attachment' checkbox, then the 'Update' button. |
Deleting an Activity
Click the 'Delete' link, to completely remove an activity from your TASS.web database.
You will not be able to delete an activity where:
It has been used on a student's Extra Curricular record.
It has been used to create an Activity Group.
Activity Levels Tab
This tab is used to set up and maintain activity levels or 'teams' that students are grouped in when participating in extra curricular activities
Examples could be:
A B and C Grades.
Under 16's, under 12's etc.
Various ensembles and troupes.
To create a new 'Activity Level' click the 'New Activity Level' button and enter a 'Code' and 'Description'.
Fields that require detailed information | |
|---|---|
*Code | This is a 5 character alpha/numeric code for the Activity Level. |
*Description | Enter a name or description for the Activity Level. |
An activity level can be deleted using the 'Delete' option in the 'Action' column providing that it is not in use.