System Work Flow - New!

Before Any Student May be Enrolled

School Configuration

1. School Configuration
2. Configure grade levels, grade spans, and schools
3. Configure term label database
4. Create academic year records sufficent to graduate the youngest student at the higest possible level
5. Configure time delay for student promotion after end of year - two week minimum

Academic Program Configuration

1. Define subjects to be taught
2. Create/Upload Class List - each linked to one subect record
3. Create/Upload Curriclum list (Moodle course List) - each linked to one subect record
4. Build a program plan
   1. insert multiple related subject requirement records - each linked to one subect record
   2. under each subject requirement, insert rmultiple related template records
      • NOTE: template records are related to one plan, one subject requirement, and one class, and one curriculum record.
      • The subject requirement record, the class record, and the curriclum records are all linked to the same subject record.  Subject relationship between these records is used to filter the options, but is not used to restrict the options, at this point.
5. Complete building all the program plans so that there is at least one plan per grade span.

Ready to Enroll Students

Enrolling a new student

1. CRM side completes required information, sends invoice and gets all forms signed, clicks a button to enroll student - leads/contacts database of the out-of-the-box Krayin config
2. Student record created in the SIS side, status = planned
   1. Student emails and user IDs are create in Moodle, KeyCloak and Nextcloud
   2. Form letter is emailed to guardian with log-in directions and other information
3. Student field calculations are autmatically estimating time to graduation.
4. Student term records created by automation
5. Student term records added/deleted if the start date moves
6. Student Plan is assigned
7. Student enrollments records are created for the plan and related to the student terms created in step 4.

 

Changing the Plan

1. The current plan is deacrivated - Incomplete enrollment records are deleted
2. A new plan record is created /activate
   • Enrollments for classes that have not been deleted are added
   • If the student allready completed an enrollment for a class, the enrollment records are not added.

 

Preparing for Promotion - one day after the last day of school in the year

1. Import grades from moodle to the SIS
2. End all enrollments in Moodle

 

Promoting Students

1. After time delay specified in user configuration- advance all students 'currnent' grade level by one
   
2. Do not promote students who have 'repreat' selected in the promote field, the default for all new students is 'promote'
3. After promotion, show the students who have not been promoted and allow the userr to adjust if needed.
4. Automation will update the grade span of the student
   
5. If the student has a student plan record found for the new grade span, and if only one record has been found, and if that record has a status = future, activate the student plan
6. Automation will create the student's new enrollment records

 

Disenrolling a Student

1. Create a button/view speficially for disenrolling a student
2. Set the date of disenrollment
3. Set the status field to gradudated, disenrolled, or expelled.
   1. Deleted all enrollment records that will be no be completed by the disenrollment date
   2. Create a current transcript record, showing current enrollments as incomplete
   3. email current transcript record to guuardian
      
   4. On date of disenrollment, suspend user from Moodle and Nextcloud.

 

Recording Assessments - TBD

 

Recording Grades - TBD