Creating and managing subject records directly in SEQTA

TABLE OF CONTENTS

• Creating and managing subject records (non-synced)
• Deleting subject records
• Archiving subject records

The lists of required subjects to be taught at a school can be created directly in SEQTA through the Data Management page or can be synced in from an external system (eg. Synergetic, MAZE). The steps for creating and managing Subject records directly in SEQTA are outlined below.

Should there be any issues with Subject records, or changes to Subject records that are not syncing into SEQTA, please contact the SEQTA Support team via the Help portal for assistance.

Creating and managing subject records (non-synced)

Please note the admin permission DATA:Edit is required to access the Data management page.
Before creating a new subject record check to ensure one doesn't already exist.

1. Go to the Administration workspace > Data management > Subjects
2. Click on Add record to add a new subject. Alternatively, select a subject record to edit
3. Enter the subject details. The following fields are required: Code, Name and Description. If creating a new subject record, be sure to use a code that has not been used previously.
4. Complete the relevant fields. Some fields are specific to proofing reports found in Academic reports > Reportingand may not be visible elsewhere.
   1. Code: must be unique and preferably <6 plain alphanumeric characters, eg: GEENG, ENGP3
   2. Name: will appear in some areas of the software, can be used on academic reports, eg: English ATAR, Year 6 ESL
   3. Description: will appear in some areas of the software, often used on academic reports, eg: General English Year 12, English as a Second or Additional Language
   4. Department: for a non-synchronised system leave blank.
   5. Priority: usually this will determine the order of subjects in an academic report. Leave blank if all subjects should appear alphabetically. Typical value range is 0-99.
   6. Ed auth unit code: for ATAR or other system-run courses enter the relevant unit code, eg. ATENG
   7. Ed auth course code: for ATAR or other system-run courses enter the relevant course code, eg. ENG
   8. Ed auth list: enter relevant data if required
   9. Practical: check the box if the subject is considered a ‘practical’ course and might include practical assessments like Dance, Languages or PE
   10. Tertiary entrance: check the box if required.
   11. Archived: check the box if the subject is no longer in active use.
   12. Attributes: (*WA) these fields refer specifically to Western Australian senior secondary reports and should be left blank in all other circumstances.

Deleting subject records

Deleting subjects is not recommended except in cases where the subject record has just been created and has not be associated for any classes.

WARNING: If a subject used by a class is deleted the following might occur:

• The class will disappear off the timetable, along with the Marks book and the teacher may receive an error
• Reprints of reports will have that subject missing
• The attendance roll for the class will no longer be accessible
• Period-based attendance reports will no longer show attendance for that class

Please note that restoring the data will incur a cost. If a Subject has been accidentally deleted please contact the SEQTA Support team via the Help portal. They will put you in touch with the Professional Services team to discuss your needs.

To delete a Subject:

1. Go to the Administration workspace > Data management > Subjects
2. Click on a subject record to edit and the editing pane will appear on the right side
3. Click Delete (bottom of page) and then Confirm

Archiving subject records

When subject records are no longer required they can be set as 'Archived'. This then prevents them from showing in the drop down lists in SEQTA when creating classes.