How to Setup Extra Curricular Activities

Step

Task

Details

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1

Set Up Your Extra Curricular Structure

TASS also recommends that you consider what parents will see when signing students up to participate in Activities.

Students can sign up to participate in an Activity, not a specific Activity Team or Activity Level.

1. Go to TASS.web Student Admin > Extra-Curricular > Setup Information > Extra Curricular Setup.

2. Determine if your school needs to define Business Units. If yes, go to the ‘Business Units’ tab and click the ‘New Business Unit’ button to create them.

The use of Business Units in your structure is optional.

3. Create your Session Types by selecting the ‘New Session Type’ button on the 'Session Types’ tab.

4. Create or review your Activity Types on the 'Activity Types’ tab.

If your school has ‘Business Units’, you will need to map each ‘Activity Type’ to a 'Business Unit'.

5. Create or review your ‘Activities' on the 'Activities’ tab.

If payment is required at the time of sign-up (i.e. Pay and play), you will need to define a GL Account for income and costs using the 'Price' field.

Consider the extra data that you might need to record for each Activity. If you need more data from parents, you can set up custom user-defined fields in the 'Activity User Defined' section.

Consider the activity-specific information that you want parents and students to see in the Parent Orbit Extra Curricular Hub and Sports Fixtures and Results Portal.   Add additional details using the 'Portal Details' section and fields.

6. Create or review your Activity Levels on the 'Activity Levels’ tab.

For more information on setting up your Extra Curricular Structure, see the Extra Curricular Setup article.

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2

Set Up External Tutors/Coaches & Allocate Permissions

1. Go to TASS.web Payroll/HRM > Payroll > Employee Information > Employees.

2. Create an Employee Record for external Tutors and/or Coaches that may not already be in the TASS database.

If your school uses the TASS Payroll module, and external tutors and coaches are paid via other means (e.g. from Accounts Payable), refer to How to Add a HR Record for a Person Who Will Not Be Paid in the Payroll.

3. Go to TASS.web System Admin > Users > Portal Security Permissions for Staff Kiosk.

4. Create a new 'role' suitable for an external tutor/coach.

5. Assign the 'Students – Extra Curricular (My)' permission (from the 'Student Details Access' section) to the role. This will restrict access to students (and their data) by the Extra Curricular Groups a person is allocated to as a Tutor/Coach.

Some other permission sections you may want to consider include:

• Calendar.

• Extra-Curricular.

• School Links.

• Other Permissions (such as Enable SMTP Emails).

• Rollcall (specifically Custom Rolls).

• Student (such as basic student and medical information).

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3

Define Your Activities

1. Go to TASS.web Student Admin > Extra Curricular > Student Information > Activity Groups or Staff Kiosk Extra Curricular > Extra Curricular Groups.

2. Click the 'New' button to create Extra Curricular Groups for each Activity your school is currently offering.

The Extra Curricular Activities that you set up in Step 1 will not be visible in Staff Kiosk, Student Cafe, and Parent Lounge until they have been set up as an 'Extra Curricular Group'.

Refer to ‘Adding a New Extra Curricular Group’ for more information. 

If activities involve a cost payable on Parent Lounge during sign-up, enter the ‘Nett Price’, 'Tax’, and ‘Total Price’. Then, select the ‘Pay at Sign-up’ checkbox, and enter a ‘GL Account Code’ that will be used when creating receipts for payments collected.

To accept payments through the Extra Curricular module in Parent Lounge, a payment gateway must be configured in TASS.web System Admin > Utilities > API Gateway Maintenance > External APIs > Payment Gateways APIs.

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4

Review and/or Test Parent and/or Student Sign-Up

To test parent sign-up in Parent Lounge:

1. Go to TASS.web Student Admin > Parent Records > Parent Information > Parents.

2. Search for the parent of a student who would be invited to sign-up, based on 'Sign-Up Dates' and the Year Levels you have restricted sign-up to in Step 3.

3. Use the 'Ghost Logon' function to access a parent's Parent Lounge account.

4. In Parent Lounge, Go to Student Details > Extra Curricular.

5. Use the 'Sign-Up' option located in the top right corner of the screen.

To test student sign-up in Student Cafe:

1. Go to the Staff Kiosk Toolbar.

2. Search for a student who would be invited to sign-up, based on 'Sign-Up Dates' and the Year Levels you have restricted sign-up to in Step 3.

3. Click the 'hamburger menu' and select the 'Ghost Logon' function to access the student's Student Cafe account.

4. In Student Cafe Go to My Activities > Extra Curricular

5. Use the 'Sign-up Available' button in the top right corner of the screen.  

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5

Group Management

1. Go to TASS.web Student Admin > Extra Curricular > Student Information > Activity Groups or Staff Kiosk Extra Curricular > Extra Curricular Groups.

2. Click the 'hamburger menu' (in the same row as the Activity Group you wish to modify), then click 'Edit'. 

3. After sign-up is complete and closed, the ‘Extra Curricular Activity Groups’ screen will display students in a Team/Level of ‘Unallocated' in the 'Activity Teams / Levels’ section.   

   • Click the ‘plus symbol’ icon to add/remove students in bulk.  Refer to Bulk Assigning Students to an Extra Curricular Group for more information.

   • Click the ‘group of people’ icon to allocate students into their respective Teams/Levels.  Refer to Maintaining Extra Curricular Group Teams/Levels for more information.

   • Click the ‘person on a clipboard’ icon to allocate Extra Curricular Group staff.   Refer to Allocating Tutors/Coaches to Extra Curricular Groups for more information.

You can bulk update student Extra Curricular details (i.e. User Defined Data) and allocate students to their respective Teams/Levels using TASS.web Student Admin > Extra Curricular > Student Information > Student Activities Grid. 

To generate emails, SMS, Notifications, or print a student listing.  Refer to Viewing an Extra Curricular Group for more information.

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6

Scheduling a Session for an Individual Student

1. Go to TASS.web Student Admin > Extra Curricular > Student Information > Activity Groups or Staff Kiosk Extra Curricular > Extra Curricular Groups.

2. Click the ‘hamburger menu’ (in the same row as the Group you wish to modify), then click 'Students'. 

3. Use the ‘clock’ icon (in the same row as the Student you wish to modify) to open their Extra Curricular Group Schedule.

4. Select the '+ New Student Session' button to create a session (one-off or recurring).

Refer to the ‘New Student (Individual) Sessions' section of Scheduling Extra Curricular Sessions and Fixtures for more information.

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7

Scheduling a Session for a Team/Level

Option 1:

1. Go to TASS.web Student Admin > Extra Curricular > Student Information > Activity Groups or Staff Kiosk Extra Curricular > Extra Curricular Groups.

2. Click the 'hamburger menu' (in the same row as the Group you wish to modify), then click 'Sessions'. 

3. Select the '+ New Team/Level Session' button to create a team/level session (one-off or recurring).

Refer to the ‘New Team/Level Sessions’ section of Scheduling Extra Curricular Sessions for more information.

Option 2:

1. Go to Staff Kiosk Extra Curricular > Extra Curricular Scheduler.

2. Use the 'Student Filters' option to nominate student(s) and the eDiary feeds needed to check calendar conflicts before scheduling a session.

3. Use the 'Resource' and 'Staff' filters to bring in additional bookings and staff calendar data if required.

4. Click, or click and drag on a day/time cell, then click ‘+ New Team / Level Session’ to create a new session.

Refer to Extra Curricular Scheduler for more information.

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8

Scheduling Rounds and Fixtures for a Team/Level

Before adding new Fixtures, ensure:

• The correct number of Rounds is defined for the Activity Group in Staff Kiosk Extra Curricular > Extra Curricular Groups > Hamburger Menu > ‘Edit’.

• The opposing teams are entered in Staff Kiosk Extra Curricular > Opposition (Setup).

• You have set up an opposition code for your own school, and entered it in the 'Our School's Code' field in Staff Kiosk Extra Curricular > Parameters (Setup).

• The venues are entered in Staff Kiosk Extra Curricular > Venues (Setup).

Option 1:

1. Go to TASS.web Student Admin > Extra Curricular > Student Information > Activity Groups or Staff Kiosk Extra Curricular > Extra Curricular Groups.

2. Click the 'hamburger menu' (in the same row as the Group you wish to modify), then click 'Edit'. 

3. Click the ‘Rounds’ heading, then select '+ Add Round' to create a new Round. Enter the Round details.

4. Select ‘+ New Fixture', enter Fixture details and click 'Save’. Repeat until all Fixtures have been entered.

5. Click 'Save' to save the Round and Associated Fixtures.

Select the ‘Has Custom Roll’ checkbox to generate Custom Rolls for this Fixture automatically.

Refer to the ‘Rounds’ section of Adding a New Extra Curricular Group for more information.

Option 2:

1. Go to TASS.web Student Admin > Extra Curricular > Student Information > Activity Groups or Staff Kiosk Extra Curricular > Extra Curricular Groups.

2. Click the 'hamburger menu' (in the same row as the Group you wish to modify), then click 'Sessions'. 

3. Select the '+ New Fixture' button to create a team/level Fixture (one-off or recurring).

Select the ‘Has Custom Roll’ checkbox to generate Custom Rolls for this Fixture automatically.

Refer to the ‘New Fixtures’ section of Scheduling Extra Curricular Sessions and Fixtures for more information.

If you want the Rounds and Fixtures to be visible to parents and students on the Parent Orbit Extra Curricular Hub and/or Sports Fixtures and Results Portal, follow these guides:

• How to set up the Sports Fixtures and Results Portal.

• How to Enable the Parent Orbit Extra Curricular Hub.

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9

Attendance and determining students' whereabouts

Each scheduled Extra Curricular session will appear as an 'event' in student eDiaries using the Extra Curricular 'feed'.

When marking Class Rollcall, an 'Orange Alert' icon will appear when a student has a conflict with the current class and:

• A teacher assigned a calendar event.

• A scheduled Extra Curricular session.

Hover over this icon to display a pop-up that will outline the details of the conflicting event/session in the student's eDiary.

To create an attendance roll for your scheduled sessions, refer to Marking Attendance for an Extra Curricular Group.

To mark your attendance roll, Go to Staff Kiosk Rollcall > Custom Roll, then click the ‘Rollcall’ icon in the Action column.  Refer to Marking a Custom Roll for more information.

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