Quick FAQ for AES network

Here are a few key things for AES networked schools to understand custom functionality designed for the European school network. 

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 semester 2.

Is Long = Yes	Is Long = No

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

Our Teachers cannot contribute grades

In Grade reports/Access, your school can publish 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 who are enrolled as the specific course teacher can access the contribute screen. Super users with rights can also access it if needed.

Can we add the Head of the School's 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. 

The head of school needs to have an image file (Jpeg/PNG) saved in their user profile, file type Signature. Do not use photos of the signature as this will be influenced by your device's camera settings and affect the colours. Light pen strokes may not print correctly, always create the signature image with a thick or blue pen for best results.

For the moment, it is not possible to add a class Teacher's 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. The AES network may wish to use learning outcomes or have dual curriculums (IB or state lead). You can upgrade to our default system.  This will allow you 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 instances please test your report cards in their target language 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 is determined by the student's 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 student's L1 language, why?

The pop-up will appear on students' profiles. it does not block you from saving and is purely information for good profile management. The class language must match the student's primary or secondary language set in the particulars tab. The student's L1 language course does not match their primary language. L2/L3 does 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 the 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 them. 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 days 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]);