Functions

Specific logic used by PEMS for automation

1. Calendar Functions

Calendar Functions Not started

1.0 Calculate field Values for Calendar Tables

Purpose After the user enters vacation days, and configures start dated, PEMS calculates the number of days in a term.

Trigger Recalculate anytime there is a change to any records used to make these calculations upon save

Conditions Initial configuration was completed.

Sequence

These functions may be run anytime there is a new school term record.

need some way to limit how many times this is recalculated.
  Step 1

For each new School Term record, calculate the number of calendar days between the start and end dates, excluding the days specified in the associated Term Label record. Enter result in School Term calendar days.

Step 2 For each School Term, count the number of associated Vacation Days records with status = activated.

Step 3 Calculate School Term school days by subtracting the number of vacation days found above from the school days, enter as School Term calendar days

Step 4 Academic Year school days is the sum of the associated School Term school days.

Step 5 Academic Year calendar days is the sum of the associated School Term calendar days.
END

Calendar Functions Not started

1.1 Automatically Create Academic Years Past and Future

Purpose Automate creating new academic future academic records when the user-defined promotion date has been reached.  This reduces the need for users to add a year every time they complete one.

Trigger Promotion Date (school configuration)   =  actual date

Conditions Initial configuration was completed.

Sequence This function must run before more school terms can be created.
  Step 1 Find the  academic year record the farthest in the future, the "last record"

Step 2 Create one more academic year record

Step 3

Set field values:

Sequence = last record sequence + 1

Start year = last record start year + 1

End year = last record end year + 1

Academic year name - concatenate start year - end year

start date = last record start date + 1 year

end date = last record end date + 1 year.

set status = future
END    

Calendar Functions Not started

1.2 Automatically Update Status of Academic Years.

Purpose Academic Year records have a status of current, past, or future, update the status of the records automatically when the user-defined promotion date has been reached.

Trigger Managed by the Promotion WorkFlow

Conditions There can be only one current year.

Sequence This step is best triggered after the next future record has been made and in accordance with the PROMOTION workflow.

Step 1 Set previous current academic year status to 'past'

Step 2 Set next year, based on ordinate to current.
END

Calendar Functions Not started

1.3 Automatically Create School Term Records

Purpose Automate student term records creation as new academic years are added.

Trigger When a new academic year is added.

Conditions

Sequence This step is best triggered after the creation of a new academic year record.  Term records must be made before students can have their plans updated.

Step 1 Find the first term label record with Flag = official start term.

Step 2 Create a new school term record

Step 3

Set Term Start Year and Start Date

Academic year: start date => term: start date

Academic year start year => term: start year
calculate estimated dates, terms may run over an calendar year Step 4

Calculate Term End Year, Term End Date

If Term Label "End in same year" = true then: 

Term End Year = term: start year

Term End Date = Term: start year; Term label:end month: Term Label End day

If Term label "End in same year" = False then:

Term End Year = term: start year + 1

Term End Date = Term: end year; Term label:end month: Term Label End day

Step 4

Set other term field values:

Name - concatenate term label name and term: start year

status = future

term label => related term label record

academic year => related academic year record

term label flag => term flag

Step 5 If term label: flag not equal to "official end term" then go to the next term label record, increase term label: sequence by one.

Ste 6 

Set Term Start Year and Start Date

If previous term label record (sequence -1) end month </=  (LESS THAN OR EQUAL TO) term label start month, term start year = previous term (ordinate -1) end year 

Else term start year = previous term (ordinate -1) end year + 1

Step 6 Continue to the  next Term Label record (sequence + 1), stop when sequence + 1 can not be found (note we must continue past 'official end term' into optional terms.

Step 7 Set other term fields per step 4
END
Review 1.3 Use Case Test

Use Case Test 1.3  Automatically Create School Term Records

Classic Semesters I








Term Label Start Month Term Label End Month Term Label Flag Term Label End in Same Year School Term start year
School Term end year
Academic Year 9-2023 5-2024





Fall 9 1 Official Start Term false flag = official start term start year so start year = academic start year = 2023 pass "end in same year" = false so term end year = term start year + 1 = 2024 pass
Spring 1 5 Official End Term true previous term label record (sequence -1) end month </= term label start month, so term start year = previous term (ordinate -1) end year = 2024 pass "end in same year = true so term end year = term start year = 2024 pass
Summer 6 8
true previous term label record (sequence -1) end month </= term label start month, so term start year = previous term (ordinate -1) end year = 2024 pass "end in same year = true so term end year = term start year = 2024 pass









Classic Semesters II







Academic Year 8-2023 5-2024





Fall 8 12 Official Start Term true flag = official start term start year so start year = academic start year = 2023 pass "end in same year" = true so term end year = term start year = 2023 pass
Spring 12 5 Official End Term false previous term label record (sequence -1) end month </= term label start month, so term start year = previous term (ordinate -1) end year = 2023 pass "end in same year" = false so term end year = start year + 1 = 2024 pass
Summer 6 7
true previous term label record (sequence -1) end month </= term label start month, so term start year = previous term (ordinate -1) end year = 2024
"end in same year" = true so term end year = start year = 2023 pass









Classic Semesters III







Academic Year 8-2023 5-2024





Fall 8 12 Official Start Term true flag = official start term start year so start year = academic start year = 2023 pass "end in same year" = true so term end year = term start year = 2023 pass
Spring 1 5
true previous term label record (sequence -1) end month NOT </= term label start month, so term start year = previous term (ordinate -1) end year + 1 = 2024 pass "end in same year" = true so term end year = term start year = 2024 pass
Summer 6 8 Official End Term true previous term label record (sequence -1) end month </= term label start month, so term start year = previous term (ordinate -1) end year = 2024 pass "end in same year" = true so term end year = term start year = 2024 pass









Calendar Functions Not started

1.4 Automatically Calculate Vacation Days In Terms and Academic Years

Purpose Academic Year records have a status of current, past, or future, update the status of the records automatically when the user-defined promotion date has been reached.

Trigger Managed by the Promotion WorkFlow

Conditions There can be only one current year.

Sequence This step is best triggered after the next future record has been made and in accordance with the PROMOTION workflow.

Step 1 Set previous current academic year status to 'past'

Step 2 Set next year, based on ordinate to current.
END
 

2. Student Record Intake Functions

Student Fields Not started

2.0 Set Intake Value Defaults - COMPLETED

Purpose Based on the student start grade level, enter the student's current grade level.

Trigger Runs only one time, when the student record is first entered, never updated.

Conditions requisite fields are not empty.

Sequence This function runs after the student record is created.
  Step 1

Set Student current grade level equal to Student start grade.

Step 2

Set Student promotion equal to "promote".

Step 3

Set Student status equal to "planned".

Step 4

Set Student cohort  = linked homeroom record

Creating student logins will be done in a separate step after student record created.
END
 

Student Fields Not started

2.1 Enter Student's Grade Span and School

Purpose Reduce data entry by automatically finding the student grade span based on current grade level.

Trigger When new student record is entered or when the student's current grade level changes.

Conditions requisite fields are not empty.

Sequence This function runs after the student record is created.
  Step 1

Find the Grade Span with start grade greater than or equal to the Student current start grade level AND Grade Span with end grade after of equal to the Student current: grade span start grade ≤  student start grade ≤ grade span end grade

Step 2

Associate the Grade Span record found above to the Student record with the Student grade span field.

Step 3

Find the School record associated to the Grade Span record found above and associate to the Student record with the Student school field.
END
 

Student Fields Not started

2.2 Calculate Graduation Date and Remaining Years

Purpose By finding the last day of school and how many years left in the school, PEMS helps admins estimate future enrollment.

Trigger When a new student record is entered and every time a student completes a year. If a student 'skips' a grade level then their future date will change.

Conditions requisite fields are not empty.

Sequence This function runs when the student record is created.
  Step 1

Student remaining years =  School Configuration highest_grade_level - Student current start grade level.

note: remaining years does not include the student's enrollment year/current year

Step 2 Find the current (status = current) Academic Year sequence of start year based on start and end dates.

Step 3 Add Student remaining years to start year current (status = current) Academic Year sequence.

Step 4

Find the Academic year with the sequence value found above, this is the graduating academic year.  There is no field for the graduating academic year.

Find the grad year end date.

Step 5 Find the last School term associated with the Academic year found above. The last School term has an associated Term Label record with flag = official end term.

Step 6

The end date of the last School term of the graduating academic year is the Student graduation date.

Use grad year end date, calendar functions will update the year end date based on the school term associated end date when there is a change.
END

Student Fields Not started

2.3 Find and Enter Student's School Start Term - COMPLETED

Purpose Based on the student start date, auto-enter the student start term, the purpose is to reduce data entry for the user.

Trigger When new student record is entered or when the student start date changes. This function only runs if the student status = planned.

Conditions requisite fields are not empty.

Sequence This function runs after the student record is created and only once on student intake.
  Step 1

Find the School Term with start date before or equal to the Student start date AND School Term with end date after or equal to the Student start date:

school term start date ≤  student start date ≤ school term end date

Step 2

Associate the School Term  record to the Student record with the School Start term field.
END

Student Fields Not started

2.4 Calculate Enrollment Year Terms

Purpose Students transfer in and out of schools at various times and frequently in the middle of school terms.  Many student's do not complete all the terms in their first year enrolled in the term. Based on the student's start date, calculate how many terms the student attends in their first year attending the school.

Trigger When new student record is entered or when the student start date changes. This function only runs if the student status = planned.

Conditions requisite fields are not empty.

Sequence After function 2.23 runs and only once on student intake.
  Step 1

Find ordinate of the the School Term linked to the Student from the school start term field, found in function 2.3 above.

Step 2

If the Term Label record linked to the School Term has Term Label flag = official end term, then Student Enrollment year terms = 1. (Then quit logic)

Else:

Find the start year's child School Term record.

Step 3

Find the ordinate of the School Term linked to the Student.  ("ordinate start")

Based on the related  Term Label flag, flag = official end, find the ordinate of the last school term in the academic start year.

Step 4

Find the ordinate of the School Term record in the same Academic Year = same as Student school start term and has a linked Term Label record with flag = official end term. ("ordinate end")

Enrollment year terms = end year ordinate - ordinate of school start term + 1

Step 5

Find remaining terms. Subtract the sequence the student schools start term from the school term record found above, the official end term, then add 1:

remaining terms = ("ordinate end") - ("ordinate start") + 1
END
 
Introduces a Restriction

This method assumes that there are no interim terms that are optional, that the optional terms are either at the beginning or end of an official academic year. 

There is one use case  where this assumption will fail, the 'intersession' where students can optionally enroll in a short period between terms, usually over the Christmas holiday to make up work that was not completed.

We will not design for intersession, and only allow optional terms to be before or after the standard academic year. This use case is not very common.

Use Case Test 2.4 Calculate Enrollment Year Terms*


 School term Ordinate school term Term Label Flag Academic Year Logic
Student enrolled in fall Fall 2023 23 Fall Official Start 2023-2024

 

 'ordinate start' = 23, flag is not official end term so find the correct record.

 

Spring 2024 24 Spring Official End Term 2023-2024 end term for same academic year, so 'ordinate end' = 24





Enrollment year terms: 24 - 23 + 1 = 2 








Fall 2023 23 Fall Official Start 2023-2024


Student enrolled in spring Spring 2024 24 Spring Official End Term 2023-2024

"ordinate start" = 24

flag = official end term





Enrollment year terms: 1














Student enrolled in summer Summer 2024 25 Summer Interim 2024-2025 "ordinate start" = 25

Fall 2023 26 Fall Official Start 2024-2025 flag is not official end year, record not found

Spring 2024 27 Spring Official End Term 2024-2025 flag is equal to official end term for same academic year, so 'ordinate end' = 27





Enrollment year terms: 27 - 25 + 1 = 23







*note: there is a logic problem if there is an optional term 'sandwiched'  between the official end and start terms that the student chooses to not attend, this will change the number of enrollment year terms.  Do not allow optional terms in between required terms in the same academic year.  A required academic year must be continuous.

Student Fields Not started

2.5 Calculate Remaining Terms in Enrollment Grade Span

Purpose Calculate the remaining terms in the grade span. This is used for assigning plans. Plans can not be assigned that require more terms than remaining in the grade span.

Trigger

When new student record is entered and only once on student intake. 

note: this field is updated in the advancement workflow, but it will use very  different logic than this initial value

Conditions requisite fields are not empty.

Sequence This function runs after  2.4, find enrollment year terms.
  Step 1

Find the remaining academic years in the grade span:  Subtract Student current grade level from Grade Span End grade:

Grade Span End grade - Student current grade

Step 2

If the value above is zero then set remaining terms = enrollment year terms.

Else:

Step 3

DONE

Find required_terms_year in the School Configuration 

NOTE: NEED TO ADD THIS FIELD TO CONFIGURATION PAGE

Step 4

Multiply number of required terms times the number of remaining years in the grade span

required_terms_year X (Grade Span End grade - Student current grade)

Step 5

Add Student Enrollment year terms to above:

Student Enrollment year terms + required_terms_year X (Grade Span End grade - Student current grade)
END

3. Create Student Term Records

Function Objectives

Information Required for this Function

From the student table, we know the following fields:

From the school term we know the following fields:


Grade Spans

The student terms records are created from the point the student enters the school until the end of the student's assigned grade span. Grade spans are automatically updated when the student's grade level increased to land in a new grade span. When the student enters a new grade span, this function is run again.

For example,  If the student is promoted from grade 5 to grade 6, and grade 6 is in a different grade span (like US middle school) then this change will trigger that all the student term records will be created until the student has completed 8th grade.  The student terms for the next grade span (high school) will not be created until the student is promoted into the next grade span.


Student Term's Student Sequence

The student term student sequence stores the sequence of the records in the order the student will take them.  Student Sequence is a continuously increasing integer value from 1, the first term at the school, until the student has graduated from all available grade levels. 

For example, a student enters the fall term of kindergarten, the school has defined two required school terms. 13 years later, the student's last term (13x2 = 26) will have a student sequence of 26. 


Student Term at_grade

The student term must store the predicted grade level of the student for that specific term in the at_grade field. At first, the at_grade is the starting grade level of the student, after the end of the academic year, the student's at_grade will increase.

The at_grade is NOT the same information as the student's current grade level. Only in for the current term will the at_grade be the current grade level.


Optional and Required School terms

Schools may configure optional terms, for example a summer term that students may or may not take.  Student terms are made for both optional and required terms.

Student Term Name

The student term name captures the most relevant information, the school term label, the student information, and the grade the student was at during that term. Student Term name is default field value the user may not change.

Set the student term name to concatenate: Associated Term Name, Associated student initials, Student Code, “GL” grade level number (use at_grade value), example from Kassidy’s Record: Spring 2023 KKB14 GL3


Discussion

Trigger to increase the at_grade

When a student term is created, the record is associated to a school term, which has been linked to the term label record. If that term label record is flagged (flag field) as the official end term of the school year, the student's grade level will increase by one. At the end of the school year, students increase in grade level,  so the at_grade value increases for the next student term. 

Determining the end of the grade span

A student is at the end of a grade span when their grade level is promoted to the next grade level that falls into the next grade span. The predicted grade level is stored in the student term at_grade field.  When the (at_grade field value + 1) is greater that the end grade level in the grade span, then the function ends and no new student terms are created.

So if the student's predicted at_grade is greater than the end grade of the associated grade_span, then the student's predicted grade level exceeds the grade span, student term records do not need to be created for the next span.

3. Create Student Term Records Not started

3.1 Automatically Create Student Term Records for New Students

Purpose After a new student has been added, create student term records until the end of the grade span. Students can not be enrolled in classes unless there are student term records.

Trigger Managed by the New Student Intake Work flow.

Conditions No required fields are empty.

Sequence This function follows 2.0 functions during student intake work flow
Start with the school start term associated to the student in function 2 Step 1 Find the ordinate of the student record school start term ("previous ordinate")

Step 2 Create a new student term record

Step 3 Associate new  student term record to student record school start term

Step 4 Associate new student term record to the student 

Step 5 Set the student term record at_grade field = student record current grade_level

Step 6 Set student term record student sequence = 1
Check if the term is the last term in year Step 7

If the student record school start term flag = official end term, then
if last term, then increase grade level Step 8 at_grade = previous at_grade + 1
Check if new grade level exceeds grade span Step 9

If at_grade is greater than student record grade span end grade, then STOP

Else
increase the ordinate to find the next school term Step 10 New ordinate = previous ordinate + 1
Find the next school term Step 11 Find the school term record with the new ordinate from above - the next term record
repeat Step 12 Create a new student term record

Step 13 Associate new  student term record to school term record with the new ordinate (step 10)

Step 14 Associate new student term record to the student 

Step 15 Set the student term record at_grade field =  new at_grade (step 8)

Step 16 Set student term record student sequence = previous student sequence +1
check in the new school term is the end of the year Step 17

If the school term record with the new ordinate flag = official end grade then STOP

Else 
  Step 18 Go to Step 8
END

3. Create Student Term Records Not started

3.2 Automatically Create Student Term Records for recurring students

Purpose When a student has advanced to a new grade span, create student term records until the end of the grade span. Students can not be enrolled in classes unless there are student term records.

Trigger Managed by the advancement workflow

Conditions No required fields are empty. There must be at least one student term record already created - from function 3.1

Sequence After a student has been advanced to a new grade level, this is part of the advancement workflow
Check grade level matches associated grade span. Step 1

If student record current grade level is not equal to student record grade span start grade then STOP

Provide user an error that student terms can not be made for this grade span.

Else
Find the  last student term. Step 2 Find the last student term record, the student term record with the maximum student sequence field value.
Check the at_grade Step 3

If the at_grade field in the last student term record is greater than or equal to the student grade span start grade then STOP 

Provide user an error note that terms can not be made for this grade span.

Else

Step 4 set at_grade = student current grade level
Find the ordinate of the associated school term Step 5 Find the ordinate of the school term record associated to the last student term record found above.

Step 6 Create a new student term record

Step 7 Associate new  student term record to school term record

Step 8 Associate new student term record to the student 

Step 9 Set the student term record at_grade field to at_grade

Step 10 Set student term record student sequence = sequence
Check if the term is the last term in year Step 11

If the student record school start term flag = official end term, then
if last term, then increase grade level Step 12 at_grade = previous at_grade + 1
Check if new grade level exceeds grade span Step 13

If at_grade is greater than student record grade span end grade, then STOP

Else
increase the ordinate to find the next school term Step 14 New ordinate = previous ordinate + 1
increase the sequence for the next student term record Step 15 New sequence = sequence + 1
  Step 16 Find the School term record with the new ordinate

Step 17 Go to Step 6
END
 

4. Programs of Study and Subject Requirements

The program of study (plan) record must be linked to a grade_span record.  There can be only one grade_span per program plan as programs plans can not cross over a grade_span.

However, a plan may cover a period less than the grade span, for example there may be a 6th grade Remedial Plan that covers just one year of the 6th-8th grade span. After that plan is complete, the student is re-evaluated and placed in a new plan.


Auto Enter Start and End Grade based on related Grade Span

When entering a new Program of Study, the user must select a grade span.  The grade span has a start grade and end grade, covering the entire span.  Default the start grade fields and end grade fields in the program of study to the same as the grade span, then let the user override them. 

Programs of Study Not started

4.1 Auto-enter start and end grade

Purpose The user will select the grade span for the plan. The grade span has start and end grade levels. Auto enter the same start and end grade levels into the plan when the grade span is selected to reduce user workload.

Trigger A change in grade span in the plan record.

Conditions Grade spans are created.

Sequence After the record is created, when ever the grade span changes.

Step 1 Set Plan start grade equal to Grade Span start grade

Step 2 Set Plan end grade equal to Grade Span end grade

Step 3

The user can then update the grade levels, so do not allow save if

Plan start grade is greater than end grade, 

Plan end grade >Grade Span end grade

Plan start grade < Grade Span start grade

Show  the message "Error in plan grade levels"
END
 

Programs of Study Not started

4.2 Auto-enter total terms

Purpose The program plan stores the total terms of the plan, this may be calculated from the start and end grade. However, the user may change the values.

Trigger Any change  to the Plan start or end grade fields 

Conditions

Sequence

Step 1 Set Plan total terms equal to (Plan end grade - Plan start grade + 1) x School Configuration terms_per_year

Step 2 Set Plan end grade equal to Grade Span end grade

Step 3

The user can then update the grade levels, so do not allow save if

Plan total terms >  Grade Span total terms

Show  the message "Error in total terms"
END
 

Subject Requirements

The subject requirement records specify how many units of the subject a student must take under that specific plan.  They relate the subjects to the programs in a many to many relationship.  There will be multiple subject requirement records for each plan, but each subject requirement only applies to one plan.  Multiple subject requirement records will be related to a single subject record.

For example, under the honors program, the requirements for English are 40 units ( four years, two terms).  But under the basic diploma, the subject requirements for English is only three years, or 30 units. 

The user creates subject requirements records when making a plan of study, then selects the classes that fulfill that requirement by creating template records.

Programs of Study Completed

4.3 Concatenate Subject Requirement Name

Purpose Ensure a unique record name that reflects all relevant information and avoid confusing subject requirements with subjects.

Trigger Any change  fields used to create the name

Conditions

Sequence

Step 1 Concatenate: Subject Requirement Subject Name “.” Plan  Name “.U” Units Required : Example: “English.Standard 23.U20”
END
 

5. Create Set of Enrollment Records - TBD

Launching this process

The student plan links the student and the selected program plan.  The program plan has a set of child records that specify which classes the student should take in sequential terms, the template records.  When a student plan is changed from future to active, then the template records associated with the linked program plan are used to create a set of enrollment records.  Enrollment records link the student, the student term, and the class.

The key trigger for the creation of enrollment records is the change of a student plan record from future to active.  


What we Know


Match the templates to the student terms to create enrollment records

For each template record associated to the activated student plan (though the linked program plan)

Match the student term to template: find a student term record where student term at_grade = template at_grade  AND student term label = template term label.  There will be multiple templates that match these conditions (one template for each class to take in that term).

Note: The student term records can be limited to those withing the grade span of the associated program plan, to reduce time to find a match.

For each template that matched the conditions above, create an enrollment record, and associate that enrollment record with the student term.

Set enrollment class, enrollment at_grade,  enrollment term label,  enrollment curriculum, enrollment curriculum option, enrollment set, enrollment subject to the values in the corresponding template record.

If there is no match between template and student term record based on at_grade and term label, proceed to the next template record.  Note: If no student term records found, they will also not be found for multiple templates.

Exit the matching when every single template record has been considered.


New Students

For new students, PEMS anticipates that the student may be joining the school in the middle of a term or program plan, and so no enrollments records will be created for terms that have passed.

If there were no student terms created, then there will be no match and no enrollments created. In this way we do not create enrollments for student terms where the student was not enrolled.


Suspend a Plan

A student may need to change the plan they are working towards. This may occur after some enrollment records created by the plan are completed and others are not completed.  The first step is to suspend the current plan.

To suspend the plan, the  active student plan status field is set to 'suspended' by the user.  When a student plan is suspended, all the enrollment records that are active or completed will remain unchanged. By default, the student will remain in the enrollments until the end of the term.  All incomplete enrollments will be permanently deleted from the system when the plan is suspended.

Key Trigger: Student plan is changed from Active to Suspended

Find all incomplete enrollment records associated to the suspended student plan and delete them


New Plan Assigned to Recurring Students

Whether a student is being assigned a new plan because they completed a plan or because the user suspended their plan,  the new plan may require the student to take classes they may have already completed, or are in the process of completing.  Therefore a check needs to be run to see if  enrollment records exist with the same classes as the template records exist. Since plans never cross a grade span, this check only needs to be performed on enrollment records within grade span in question.  If enrollment records exist with the same classes, then the corresponding template records will be excluded and no new classes will be made.

Complete enrollment records in the grade span

When making enrollment records, PEMS first checks if there are any enrollment records in the student's current grade span.  Each enrollment record has an at_grade, the grade level the enrollment is to be completed or has been completed. If there are enrollment records created with the grade span of the plan to be assigned, and these enrollment record are complete, no new enrollment record will be created from the the templates, and that corresponding template will be excluded from the matching algorithm specified above.

Active enrollment records in the grade span

If there is an active enrollment record with the same class as the template record, PEMS checks the curriculum.  A different plan may have a different curriculum selected for each class, even though the class is the same.  In this case, the user may want to change the student's curriculum. This could happens early in the school term, if a student found that college preparation work was to difficult and wanted to pursue a basic diploma.  The user may want to choose to change the curriculum but keep the same class.  Note: a change to curriculum would cause the corresponding Moodle class to be suspended, and the student assigned to a different course.  

However, late in the term, the student will have no chance to complete a new curriculum, and so the better choice will be to complete the chosen classes.

In order to manage this use case, a new field needs to be created called "Curriculum Update"  The default field value will be "Retain Current Curricula." In this case, we assume there is no change to curricula for active enrollment records.  The user must change this field value to "Change Curricula"  in order to the curricula to be update in the active enrollment records.

For recurring students with new plans:

Identify if there is a subset of enrollment records with at_grade field within the grade span of the newly assigned plan. If there are any enrollment records that meet this criteria, continue. If no records found, skip this check

Find enrollment records that have status = complete in the student's current grade span. Find the matching template record in the new plan by matching the class fields

Exclude any template records from the enrollment algorithm that have been matched by the class field to any completed enrollment record

Find enrollment records that have status = active in the student's current grade span. Exclude any template records from the enrollment algorithm that have been matched by the class field to any completed enrollment record.

Only if the new plan has the field "Curriculum update" = "change curricula" then update the curriclum field in the enrollment record to match the curriculum field in the template template record (that has same class).

Proceed to create enrollment records as described in the enrollment algorithm, but exclude the records that have already been matched to active/completed enrollments.

6. Transcript GPA Calculation

Reference Information

Transcript UI

View  GoogleSheet Example Calculations of GPA
The 6. Transcript GPA Calculation  page describes detail on how to make GPA calculations.
The  Enrollments Table describes the rules to update all the various Grade point fields in the enrollment record.  This must be completed in order to run the transcript.
The Student Terms Table describes the rules to calculate GPA fields for the student term record. This must be completed in order to run the transcript.
The Transcript UI describes how to display Student Terms table GPA calculations as well as the student table GPA calculations on the Transcript.
The List of transcript tags to be displayed on the transcript is described in Programs Table.
The Marks System table describes how this table is used to allow users to customize the GPA calculations.

Enrollments Table

All the grade points fields are entered based on the fields corresponding to the letter grade field in the Marking System table.
The transcript tag on the curriculum related to the enrollment record indicates whether the GPA can be increased (weighted). If it can be increased, then the weighted GPAs are from the Marks System Table are entered into the weighted points fields.
If the curriculum does not specify to weight the grade points, then the unweighted grade points from the Marking System table are entered into the enrollment weighted fields.
The class record controls whether the GPA should be excluded from the standard calculation or the alternate calculation.
If the class is to be excluded, then the grade points are zeroed.  There are two types of exclusions, one for the standard and one for the alternate GPA. Both exclusions must be selected to exclude from both types of calculations.
To complete the logic - a student term level exclusion will need to be applied, where the term is excluded base on at_grade. This has not been specified yet, but will be added after above logic is implemented and vetted.

Student Terms

There are four GPA fields to calculate in the student term record. Calculate them all the same, recalculate when ever there is a change in the fields.
If enrollment status is complete and if there is a change to any enrollment grade point field, then:
For each enrollment, multiply the Grade Points field times the Units Earned field
Sum all the values above
Sum all the units earned field from associated enrollments.
Divide:  (Grade Points x Units Earned ) / Units Earned
Enter into the respective GPA field in the student term record.

GPA Functions

GPA Calculations Not started

6.1 Calculate Grade Point Fields in Enrollment record

Purpose Based on the letter grade, look up the grade points from the Marking System table. The Marking System  table allows schools to customize the points they give based on a letter grade.

Trigger Update whenever enrollment  status = completed, and then whenever there is a change to the enrollment letter grade.

Conditions Marking System table has been configured.

Sequence This function can only run after students have been enrolled in courses.
all fields are first set to unweighted values Step 1

Based on enrollment  letter grade, look up grade points in Marking System table

Set enrollment  grade points to Marking System grade points.

Set enrollment  weighted grade points to Marking System grade points.

Set enrollment  alternate grade points to Marking System alternate grade points.

Set enrollment  alternate weighted grade points to Marking System alternate grade points.
weighted fields are increased only when appropriate Step 2

Look up enrollment | curriculum | Compliance Tags.

If associated curriculum has ANY compliance tag with "Weight GPA" = yes Then:

Set enrollment weighted points to Marking System weighted points.

Set enrollment alternate weighted points to Marking System alternate weighted points.
fields are zeroed if excluded from gpa calculations Step 3

Look up enrollment | Class | Exclude GPA

If Exclude GPA = standard GPA then

Set enrollment Grade Points to zero

Set enrollment Weighted Grade Points to zero

 

If Exclude GPA = alternate GPA then

Set enrollment alternate grade points to zero

Set enrollment alternate weighted Grade Points to zero
END

6.1 Test Case

Enrollment Grades Class is Excluded Standard Class is Excluded Alternate Curriculum tag is Weighted = yes Marking System Grade Points Marking System Weighted Grade Points Marking System alternate Grade Points Marking System Alternate Weighted Grade Points
A+

yes 4.0 5.0 4.0 5.0
A+

no 4.0 4.0 4.0 4.0
B- Excluded
no 0 0 3.0 4.0
C

no 2.0 2.0 2.0 2.0
D-

yes 0.9 1.9 1.0 2.0
B
Excluded no 3.0 3.0 0 0

Marking System Table Example

image.png

GPA Calculations Not started

6.2 Calculate Student Term GPAs

Purpose The GPAs are calculated based on the points awarded for each enrollment and the units earned for each enrollment record.

Trigger When ever there is a change to the any of the points fields.

Conditions Points fields are not empty.

Sequence This function runs after the points have been updated.

Step 1

Calculate Student Term Units Earned.  Sum all  associated enrollment units earned.

Step 2

Calculate standard adjusted Student Term Units Earned. 

Sum all units earned from all enrollment records where | Class | Exclude GPA = standard

Subtract excluded units (above) from Student Term Units Earned

Step 3

Calculate alternate adjusted Student Term Units Earned. 

Sum all units earned from all enrollment records where | Class | Exclude GPA = alternate

Subtract excluded units (above) from Student Term Units Earned

Step 4

Calculate Student Term GPA:

Calculate total points:

For each enrollment record

sum (units earned x grade points)

GPA = total points / standard adjusted units earned (step 2)

Step 5

Calculate Student Term Weighted GPA:

Calculate total points:

For each enrollment record

sum (units earned x weighted points)

GPA = total points / standard adjusted units earned (step 2)

Step 6

Calculate Student Term Alternate GPA:

Calculate total points:

For each enrollment record,

sum (units earned x alternate grade points)

GPA = total points / alternate adjusted units earned (step 3)

Step 7

Calculate Student Term Alternate Weighted GPA:

Calculate total points:

For each enrollment record,

sum (units earned x alternate weighted grade points)

GPA = total points / alternate adjusted units earned (step 3)
END


6.2 Test Case


 Units Earned Standard adjusted Units earned Alternate Adjusted Units Earned Grade Points Weighted Grade Points Alternate Grade Points Alternate Weighted Grade Points
enrollment 1 5 5 5 4.0 5.0 4.0 5.0
enrollment 2 - excluded standard 5 0 5 0 0 2.0 3.0
enrollment 3 5 5 5 3.0 3.0 3.0 3.0
enrollment 4 - excluded alternate 5 5 0 2.0 2.0 0 0
Student Term Values 20 15 15

(4.0x5) + (0x5) +(3.0x5) +(2.0x5) = 45

 

45/15 = 3.0

(5.0x5) + (0x5) +(3.0x5) +(2.0x5) = 50

 

50/15 = 3.33

(4.0x5) + (2.0x5) +(3.0x5) +(0x5) = 45

 

45/15 = 3.0

(5.0x5) + (3.0x5) +(3.0x5) +(0x5) = 55

 

55/15 = 3.67
Student Term Fields units earned - - GPA WGPA AGPA AWGPA

7. Activate Next Student Plan - TBD

The student plan table shows the status of the various plans the student has been assigned over time, it is like a log file for the student plans. 


Only one student plan record may be active at a time

Develop a combination of UI and programming to ensure that only one student plan is active at ay point in time - (I have no idea how to do this)


Find Program start term from start date

When the user assigns the student a plan, they may enter the start date of the plan. For new students is will be important to enter the start date of the plan, as they may be starting in middle of a term.  It is important to know if they had less time to complete courses due to a mid-term start date.

Based on the start_date of the student plan, PEMS identifies the starting school term and creates the relationship between school term and the student's plans.


Entering State date from Program Start Term

Once a new student has become recurring student, it is easier to enter the program start term, rather than the start date. The start date of the student plan should be the corresponding start date ot the Program start term. 

However, if the user selects a Program start term after a student plan start date has been entered, this function will over-write the start date. We do not want to overwrite a start date as that may contain userful information. 

If the Program start term is input by the user, then enter the start date from the Program start term's start date, but only if the start date field is empty.


Determining the school term when a student plan is complete

Student Plans are used to create enrollments, but eventually each student will complete their plan and need to be assigned another plan.  In the course of 13 years of school, the student will likely complete 6 to 8 plans.

student plan record: program start term: related sequence + related school plan: total number of terms = sequence of term the school plan will be completed


Completing the Active Student Plan

We can find the school term when a student plan should completed (see above).  When the last school term in the plan has passed, PEMS can mark the student plan record complete.  The student plan record is marked complete based only on the calendar. A student's marks for classes during the plan are not relevent.  

So when the current date is passed any student's plan's final term current date, then the student plan record will be marked complete.

When the current date is >/= end date of the student plans' final term, then change the status of the student plan to 'completed.


Activating the next student plan

If there is another student plan record with status = future, then we can automatically activate the next plan record, after we set the satus of the student plan record above to completed.  Each student plan is associated to a program start term, which has a sequence.  The next student plan will have a program start term sequence greater than the last student plan record program start term's sequence.  The last student plan record will be the record we most recently marked complete in the step above.

However, there could be multiple student plans with program start term sequence greater than the current school term. So we need to find the lowest sequence number that is also greater than the last program start term's sequence.

FInd the student plan record where the program start term's squence is greater than the last student plan's  program start term's sequence, but also the lowest value in all the avaiable student plan records. Set this student plan status to active.

No future plan exists

If there are no student plan records with status = future, then the student can not automically be assigned the next plan.  For students who have had their plan marked completed, but they have no future plan, we will create a filtered report for the user.  The user will then assign a plan for these students.  Ideally, the user will complete this task before the end of term.

Create a filtered list of students who do not have any active student plans for the user to review and address

All new student plan records will default to status = future. 


When a Student Plan is activated

When a new student plan is activated, status was changed from future to active. This change in status will trigger the next process, creating the set of enrollment records.


When a Student plan is Changed before its completion

A student may need to change the plan they are working towards. This may occur after some enrollment records were already created, and some records may be completed while others are not completed. 

For a change of plan, the active plan program value field is set to 'suspended' by the user.  A new plan will be created as a future plan, then the field status changed from future to active.  This set of actions will trigger the creating of new enrollment records.

    8. Groups Function

    Groups Not started

    1.0 Create Group records for new Homeroom record

    		Purpose When a new homeroom is added, the group records in PEMS are created.

    		Trigger Runs only one time, when the new homeroom record is added.

    		Conditions homeroom status field is active.

    		Sequence This function runs after a new homeroom record is created
      Step 1

    Find Set of all Active Curriculum records.

    		Step 2

    Create a Group record for each Curriculum record.

    		Step 3

    Set Homeroom = to the new homeroom record created.
    END
    		 

     

    Groups Not started

    2.0 Create Group records when a curriculum record has been activated

    note: do not allow new curriculum records to be created with status = active, default must be draft.

    		Purpose When a new curriculum record has been added, group records need to be made for all active homerooms.

    		Trigger Runs whenever the status field in the curriculum record has been changed to 'active'

    		Conditions curriculum status field has been changed from any value to active.

    		Sequence This function runs after the curriculum status has been changed.
      Step 1

    Find Set of all Active Homeroom records

    		Step 2

    Create a Group record for each homeroom record

    		Step 3

    Set Curriculum in the group record = to the newly activated curriculum record.
    END
    		 

     

    Groups Not started

    3.0 Deactivate Group when home room is deactivated or Curriculum is deactivated

    note: add active/inactive status field to Group and Homeroom

    		Purpose #When a curriculum is not longer uses or a homeroom no longer operates, deactivate the associated group.

    		Trigger Runs whenever the the status field in the curriculum or homeroom record has been changed to 'inactive'

    		Conditions

    Curriculum status field has been changed from any value to inactive.

    OR

    Homeroom status field has been changed to inactive

    		Sequence This function runs after the curriculum or homeroom status has been changed.
      Step 1

    Find related Group record

    		Step 2

    Set Group record status to inactive.
    END
    		 

    0.Add New Fields - Completed


    System Level Fields - Configuration Page

    This table page should replace the "parameters" page and table with system level field values below:

    Field Name Description Reference
    Terms Per Year This is already column in the parameters table, convert to a field on the configuration page  https://cs.studianova.org/admin/parameters
    Days Per Year This is already column in the parameters table, convert to a field on the configuration page  https://cs.studianova.org/admin/parameters
    School Beginning Date This is already column in the parameters table, convert to a field on the configuration page  https://cs.studianova.org/admin/parameters
    Back Years This is already column in the parameters table, convert to a field on the configuration page  https://cs.studianova.org/admin/parameters
    Attrition Rate This is already column in the parameters table, convert to a field on the configuration page  https://cs.studianova.org/admin/parameters
    Student Teacher Ratio This is already column in the parameters table, convert to a field on the configuration page  https://cs.studianova.org/admin/parameters
    Promotion Date  Date field when the students are promoted by grade level 1.Calendar Functions
    Lowest Grade Level  Menu select from K-12 list
    Highest Grade Level Menu select from K-12 list




    Table Field Updates
    Field Name Description Reference
    Term Starts

    Term Label Table - menu select

    menu options: "in academic start year" and "in academic end year"

    		 Default Term Years
    Term Ends

    Term Label Table - menu select

    menu options: "in academic start year" and "in academic end year"

    		 Default Term Years
    Assessment Window Term Label table - integer value  Assessment Module
    Type - change menu options Assessment Code  table - change menu options to "Level Equivalent", "Percentile Rank", "Competency"  Assessment Module
    Subject field - make mandatory Assessment Code  table Assessment Module
    Percentile Rank Marks Matrix  table - add a decimal field, two places Assessment Module
    Relationship - relate assessment results table to student term table multiple assessment results per student term Assessment Module
    Percentile Rank Assessment Result table - integer value Assessment Module
    Moodle Learning Plan program of study table - text field Assessment Module
    Learning Plan Status program of study table - text field Assessment Module
    Plan GPA Student Plan Table - decimal value, two places Student Plan Table
    Expiry Date authorizations table - date field Authorizations







    Relationship and Table Changes
    Tables Description Reference
    Relationship - relate assessment results table to student term table multiple assessment results per student term Assessment Module
    Delete CredAuthorizations table replace with multi-select field in authorizations table (see below) Authorizations
    For Authorizations, add a multi-select pick list that allows users to select from the credential table. Authorizations Authorizations
    templates are child records to subject requirements many template to one subject requirement record 3.Programs of Study and Subject Requirements