Quick FAQ for AES network

Here a few key things for AES networked schools to understand about the European school system. As this is a custom system, we are restricted to make changes only via the Bureau central. 

Nomenclature for subjects, courses and classes

Please make sure you are adhering to the nomenclatures. This will affect enrolment criteria and report creation. Please read through the articles relating to classes and subjects. Schools can override the on screen prompts if needed.

Invoice paying guardians

A pop up appears reminding users that a student needs to have a guardian and this guardian needs to be an invoice payer. These are just information pop ups, to remind users that a guardian is needed. For ES central finance module, one of the guardians MUST be named as an invoice payer. 

Subject setting - Is long

For BAC level subjects, this determines whether a B2 grade can be entered in the semester 2.

Is Long = Yes	Is Long = No

For AES schools it is always advisable to check with your BAC coordinators on process and settings for your S7 subjects.

Our Teachers cannot contribute grades

In Grade reports/Access, your school can publish a whole school levels grade reports in one go, but also block access for Teachers to contribute. It is quite common for the lock to be activated at the start of the year, and then forgotten when it is time to contribute. Only super key users should have access to the publish/access page.

Of course only Teachers whom are enrolled as the specific course teacher can access the contribute screen. Super users with rights can also access if needed.

Can we add the Head of Schools signature to the P1-S6 report cards?

Yes, you need to access Grade reports/Grade report configuration. In the search field you need to find the user profile of the signatory. This can be done per school. Also add the publication date which will appear on the report card footers. 

For the initial upload or for any changes, we would need you to contact our support unit to map the signature. For the moment, it is not possible to add a class Teacher signature.

Can we change the report card format and/or assessments?

Unfortunately, the format and assessment criteria are fixed for the network. We are unable to amend for individual schools. For the AEs network who may wish to use learning outcomes or have dual curriculums (IB or state lead) can have a default MySchool system which will allow them to use all our features for assessments.

The grade report translations are not correct, what can we do?

The translations are copied from the central network data tables, but can contain errors. AES schools can amend certain parts for P1-S6 grade report translations. Access is given to super users, to access the translation tables in Administer/Advanced options/Translations. Select the report or the All words list and then choose the language. Only the blue text fields can be adjusted. We are unable to change the format, in certain cases we advise you use abbreviations. In all cases please test your report cards in their target langauge at the start of the year.

What language is used on the final grade report?

This depends on the class level. The publishing language P1-S6 is determined by the class language. Individual copies can be downloaded in any of the languages available, but these cannot be published to the portal or the profile. For S7 (BAC), the language of the reports and certificates are determined by the students Bac language, this is set in the others tab of the student profile. Again translations can be downloaded individually, but not published. 

The system is telling me to change the students L1 language, why ?

The pop up will appear on students profiles. it does not block you form saving and is purely information for good profile management. The class language must match either the students primary or secondary language set in the their particulars tab. The students L1 language course does not match their primary language. L2/L3 do not have the same checks.

What reports do you have?

In the ES system, many custom reports have been created alongside our default reports. Go to data reports, and check out the list in ES- Administrative reports, and ES - Pedagogical reports. Access to these reports should be restricted to Super user level, as they can contain sensitive information. Contact our support team for more advice on this matter. 

We use UNTIS, what should we export for the schedule in MySchool?

UNTIS is widely used in the ES/AES network, and we have an import tool, which allows you to map your timetable with the schedule available on MySchool. Your UNTIS export should create a CSV file with the following information. There must be 7 columns with a semi colon delimiter to separate. Please make sure you use the same naming convention on UNTIS, as you have in MySchool. The period/day key is a number depending on your Timetable configuration. This will normally be day 1-5, and period 1-8/9. The Teacher ID can be the MySchool user id to make mapping simpler.

$untis_id = TRIM($data[0]);

$class_label = TRIM($data[1]);

$teacher_id = TRIM($data[2]);

$course_label = TRIM($data[3]);

$room_label = TRIM($data[4]);

$day_id = TRIM($data[5]);

$period_key = TRIM($data[6]);