3. Create Student Term Records
Function Objectives
- Make a new set of student term records for a new student until the end of the grade span.
- Make a new set of student terms when a student progresses into a new grade span.
- Make one student term record for every term the student is planning to attend in the associated grade span.
Information Required for this Function
From the student table, we know the following fields:
- Student's school start term - the school term the student starts in
- Grade level - the students current grade level
- Grade span - the planning horizon for that student based on their grade level
- Grade span end grade - the end grade field from the associated grade span record
From the school term we know the following fields:
- Ordinate - the sequence of school terms, adding 1 to the ordinate finds the next record in the sequence
- Flag field - official end term is referenced from the associated term label record
Required records (must already be created)
- Academic year records until the end of the grade span
- School Term Records until the end of the grade span
New Students
All functions in 2. Student Record Intake Functions must be run on a new student record before this function can be run.
Recurring Students
A recurring student already has at least one student term in the system. The last student term is found by the maximum student sequence field value.
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 |
No Comments