Setting up and managing terms

The concept of terms/semesters are integral to controlling data for school set up, grade reports, scheduling, and attendance.  This is one of the base steps when setting up MySchool or rolling over a year. 

How to access

This function is only available to administrators. First go to the Administer menu header, and select Advanced options. Find Term management in the list.

Setting terms

The system gives a main school setup which is default to three terms. This is called Main Term setup. You can leave the title as is or adapt to your schools needs, click on Edit to open the default group. In the below example the terms are split into three school levels.

If you wish to create a new term group then click on Create New button. The screen appears enabling you to configure the terms as per your requirements.

1. Name

The name given to the term group (i.e. Kinder, Secondary etc).

2. Name (Terms)

Name given to each term (1,2,3 or Autumn, Winter Mid terms, Winter, Spring pre Exam mocks, Summer End of term). These will appear in the grade report, and grade grids respectively.

3. Check boxes

Is Exam needs to be ticked if some form of 'formal' assessment will be conducted during the term period. In order to populate the Grade report. 

Best practice is to enter the assessment date period as just 'Is Exam' and 'Not Schedule'.

Is Schedule will allow the scheduling of courses to this period. A schedule as per the Schedule management in place will be applied to the term. The term will also populate the Grade grid

4. Add new Term

Administrators can split the year into as many periods as needed. 

Admin Note: Don't overlap 'scheduled' terms as this will affect the data in the system. 

5. Apply configuration

Click here to open the year/grades to which the term configuration should be applied. Class levels/Years can only be attached to a new configuration if they are not attached to an existing one.

Go back to the saved configuration and deselect them before reattaching them.

Before creating the term group, the system needs to have dates assigned in the Year term configuration.

Please note that changing terms or the names during the active school year may affect the historic data and reports. Please contact our support unit before making changes during the active year.

Configure Year terms

Open the Date configuration for the terms, and also to set which type of grade report is to be used for that term period. MySchool is set up with a default grade report, when on boarding, we will discuss your needs and try to replicate your current reports as close as we can. Your custom reports will be available in the drop down box and can be assigned to the relevant term period. 

1. Name

The names of the terms listed as entered.

2. Is Active

Ability to activate or deactivate the term, if you wish to apply a previous years configuration to a new or historic scholastic year. 

3. Start-End

Enter the calendar dates that the term period covers. Make sure the year management dates align with your start date and end date.

4. Report card

Drop down list of grade reports entered into the MySchool system. The cross will delete the option. Press Save when complete.

Please ensure that you have discussed your report card needs well in advance of your grade report period. We are happy to discuss your needs, but changes do take time to plan into our process. Let us know in advance.