Scheduling Extra Curricular Sessions and Fixtures (SK EC)

+ New Team/Level Session

Use the '+ New Team/Level Session' button to schedule a session for an Extra Curricular (EC) Group.

See the ‘New Team/Level Session’ section below for more information.

+ New Student Session

Use the '+ New Student Session' button to schedule a one-on-one session with an individual student.

See the ‘New Student (Individual) Session’ section below for more information.

+ New Fixture

Use the '+ New Fixture' button to schedule a fixture for an Extra Curricular (EC) Group.

See the ‘New Fixtures’ section below for more information.

Use the ‘Edit Occurrence’ icon to edit an individual session or fixture.

Use the ‘Edit Recurring’ icon to edit the details of a recurring session.

Use the ‘Rollcall’ icon to create and mark a Custom Roll for a scheduled session or fixture.

Refer to ‘Marking Attendance for an Extra Curricular Group (SK EC)’ for more information.

Use the ‘Delete’ icon to delete a single session or fixture, or all occurrences of a recurring session.

All Team/Levels

This field is only available when creating a session for an entire Team/Level, using the '+ New Team/Level Session' button.

Select the ‘All Team/Levels’ checkbox to create duplicate sessions for each Team/Level for this Extra Curricular Group.

* Session Type

Use the ‘Session Type’ drop-down list to select the 'type' of session being scheduled.

Description

Use the ‘Description’ field to enter a description for this scheduled session.

The result will be a hyphenated concatenation of the Session Type and Session Description.

Venue

Use the ‘Venue’ field to enter the location or venue where this session will take place.

* Date

Use the ‘Date’ field to enter or select the session date or (starting date when recurring) for this session.

* Start Time

In the ‘Start Time’ field, enter or select the time when this session will start.

* End Time

In the ‘End Time’ field, enter or select the time when this session will end.

Cancelled

The ‘Cancelled’ checkbox only appears after a session has been created and viewed in Edit mode.

You can use this field to flag that this session has been cancelled.

When this checkbox is selected, a 'CANCELLED' prefix will be added to the session in:

• The eDiary conflict on 'Rollcall' in Staff Kiosk.

• The calendar on 'My Calendar' in Staff Kiosk.

In addition, a system-generated email will be sent to all students scheduled to attend the session to notify them of the change.

Create Custom Roll

Select the ‘Create Custom Roll’ checkbox to auto-generate a single or recurring Custom Roll for the session.

Selecting this checkbox displays the Roll Description, Owner, and Assign Admin Rights fields.

Roll Description	Use the ‘Roll Description' field to enter a name for the Custom Roll, as you want it to appear to users in Staff Kiosk Rollcall > Custom Rolls.
Owner	Use the ‘Owner’ field to select the Teacher or Non-Teacher who will own the Custom Roll. The 'Owner' can view, edit, mark or cancel the roll in Staff Kiosk Rollcall > Custom Rolls when the appropriate user permissions are assigned in TASS.web.
Assign Admin Rights	Use the ‘Assign Admin Rights’ field to search for the Teacher(s) or Non-Teacher(s) for whom you want to assign admin rights for this Custom Roll. The ‘Assign Admin Rights’ field automatically includes the assigned ‘Activity Coordinator(s).’ To add additional staff, type two or more characters of the Teacher's or Non-Teacher's Code, Name, or Department into the field. When the second character is entered, the matching Teachers and Non-Teachers are displayed. Staff with 'Admin Rights' can view, edit, mark or cancel the roll in Staff Kiosk Rollcall > Custom Rolls when the appropriate user permissions are assigned in TASS.web.

When the session is edited, deleted or cancelled, the associated Custom Roll/s will be automatically updated to reflect the change.

Click here for an Administrator Note.

User Security Permissions

Access to this checkbox is controlled by the  ‘--Create Custom Rolls’ user permission in TASS.web System Admin > Users > Portal Security Permissions.

Refer to ‘Marking Attendance for an Extra Curricular Group’ for more information.

Recurring

A session can be set up to recur:

• Daily.

• Weekly.

• Monthly.

• Yearly.

For each 'Repeat Type' (above), there is a corresponding set of fields.

* Student

The ‘Student’ field is available only when creating a session for an individual student using the '+ New Student Session' button.

Select the student for whom this session will be, for this Extra Curricular Group and Team/Level.

* Session Type

Use the ‘Session Type’ field to select the 'type' of session being scheduled.

Description

Use the ‘Description’ field to enter a description for this scheduled session.

The result will be a hyphenated concatenation of the Session Type and Session Description.

Venue

Use the ‘Venue’ field to enter the location or venue where this session will take place.

* Date

Use the ‘Date’ field to enter or select the session date or (starting date when recurring) for this session.

* Start Time

In the ‘Start Time’ field, enter or select the time when this session will start.

* End Time

In the ‘End Time’ field, enter or select the time when this session will end.

Cancelled

The ‘Cancelled’ checkbox only appears after a session has been created and viewed in Edit mode.

You can use this field to flag that this session has been cancelled.

When this checkbox is selected, a 'CANCELLED' prefix will be added to the session in:

• The eDiary conflict on 'Rollcall' in Staff Kiosk.

• The calendar on 'My Calendar' in Staff Kiosk.

In addition, a system-generated email will be sent to all students scheduled to attend the session to notify them of the change.

Create Custom Roll

Select the ‘Create Custom Roll’ checkbox to auto-generate a single or recurring Custom Roll for the session.

Selecting this checkbox displays the Roll Description, Owner, and Assign Admin Rights fields.

Roll Description	Use the ‘Roll Description' field to enter a name for the Custom Roll, as you want it to appear to users in Staff Kiosk Rollcall > Custom Rolls.
Owner	Use the ‘Owner’ field to select the Teacher or Non-Teacher who will own the Custom Roll. The 'Owner' can view, edit, mark or cancel the roll in Staff Kiosk Rollcall > Custom Rolls when the appropriate user permissions are assigned in TASS.web.
Assign Admin Rights	Use the ‘Assign Admin Rights’ field to search for the Teacher(s) or Non-Teacher(s) for whom you want to assign admin rights for this Custom Roll. The ‘Assign Admin Rights’ field automatically includes the assigned ‘Activity Coordinator(s)’. To add additional staff, type two or more characters of the Teacher's or Non-Teacher's Code, Name, or Department into the field. When the second character is entered, the matching Teachers and Non-Teachers are displayed. Staff with 'Admin Rights' can view, edit, mark or cancel the roll in Staff Kiosk Rollcall > Custom Rolls when the appropriate user permissions are assigned in TASS.web.

When the session is edited, deleted or cancelled, the associated Custom Roll/s will be automatically updated to reflect the change.

Click here for an Administrator Note.

User Security Permissions

Access to this checkbox is controlled by the  ‘--Create Custom Rolls’ user permission in TASS.web System Admin > Users > Portal Security Permissions.

Refer to ‘Marking Attendance for an Extra Curricular Group’ for more information.

Recurring

A session can be set up to recur:

• Daily.

• Weekly.

• Monthly.

• Yearly.

For each 'Repeat Type' (above) there is a corresponding set of fields.

* Round

Use the ‘Round’ field to select the round that this fixture will be created against.

Rounds are maintained in the main Extra Curricular Group record and must be defined before you can start creating fixtures. Click here for more information about creating and maintaining rounds.

* Team/Level

The ‘Team/Level’ field is automatically filled with the 'Team' that will be participating in this fixture.

* Opposition

Use the ‘Opposition’ picklist to select the opposing team.

If the opposing team's name does not appear in the picklist, add it in Staff Kiosk Extra Curricular > Opposition (Setup).

* Date

The ‘Date' field displays the 'Default Date' entered for the nominated round, which can be modified if required.

* Start Time

In the ‘Start Time’ field, enter the time when this fixture will start.

* End Time

In the ‘End Time’ field, enter the time when this fixture will end.

* Venue

In the ‘Venue’ field, select the venue where this fixture will occur.

If the venue does not appear in the picklist, add it in Staff Kiosk Extra Curricular > Venues (Setup).

Venue Info

The ‘Venue Info’ field is an optional field for entering venue-specific information.

Students and parents can view this information via eDiaries on Student Café and Parent Lounge, as well as in the Parent Orbit app. Staff can also view this information in the Staff Orbit app.

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Our Score

After the Fixture has taken place, you can use the ‘Our Score’ field to enter your team’s score for this fixture.

Scores are displayed in the Sports Fixtures and Results Portal.

Opposition Score

After the Fixture has taken place, you can use the ‘Opposition Score’ field to enter the opposing team’s score for this fixture.

Scores are displayed in the Sports Fixtures and Results Portal.

File

Use the ‘File’ field to attach a game report or 'photo' for this fixture.

The file that you attach here will be displayed in the Sports Fixtures and Results Portal.

Cancelled

The ‘Cancelled’ checkbox only appears after a Fixture has been created and viewed in Edit mode.

You can use this field to flag that this session has been cancelled.

When this checkbox is selected, a 'CANCELLED' prefix will be added to the fixture in:

• The eDiary conflict on 'Rollcall' in Staff Kiosk.

• The calendar on 'My Calendar' in Staff Kiosk.

In addition, a system-generated email will be sent to all students scheduled to attend the session to notify them of the change.

Has Custom Roll

Select the ‘Has Custom Roll’ checkbox to auto-generate a single a Custom Roll for the fixture.

Selecting this checkbox displays the Roll Description, Owner, and Assign Admin Rights fields.

Roll Description	Use the ‘Roll Description' field to enter a name for the Custom Roll, as you want it to appear to users in Staff Kiosk Rollcall > Custom Rolls.
Owner	Use the ‘Owner’ field to select the Teacher or Non-Teacher who will own the Custom Roll. The 'Owner' can view, edit, mark or cancel the roll in Staff Kiosk Rollcall > Custom Rolls when the appropriate user permissions are assigned in TASS.web.
Assign Admin Rights	Use the ‘Assign Admin Rights’ field to search for the Teacher(s) or Non-Teacher(s) for whom you want to assign admin rights for this Custom Roll. The ‘Assign Admin Rights’ field automatically includes the ‘Activity Coordinator(s)’ and the ‘Extra Curricular Activity Group Team / Level Staff’ (Coaches, etc.). To add additional staff, type two or more characters of the Teacher's or Non-Teacher's Code, Name, or Department into the field. When the second character is entered, the matching Teachers and Non-Teachers are displayed. Staff with 'Admin Rights' can view, edit, mark or cancel the roll in Staff Kiosk Rollcall > Custom Rolls when the appropriate user permissions are assigned in TASS.web.

When the fixture is edited, deleted or cancelled, the associated Custom Roll/s will be automatically updated to reflect the change.

Click here for an Administrator Note.

User Security Permissions

Access to this checkbox is controlled by the  ‘--Create Custom Rolls’ user permission in TASS.web System Admin > Users > Portal Security Permissions.

Refer to ‘Marking Attendance for an Extra Curricular Group’ for more information.