FAQ - Start of year

Modified on Thu, 26 Mar at 1:27 AM

TABLE OF CONTENTS

Adding a Timetable period to a sync profile
Adding Non-teaching days
How do I get my programme from last year attached to my class this year?
Photo sync not working
How to run a manual sync
Username updates
Staff can't log onto SEQTA
Star classes
Guardians not showing for student
SMS flag not showing
Email flag not showing
Meetings and yard duties not showing
Class not showing on teacher's timetable
Timetable not appearing after running the sync. SyncUI Files uploaded
Provisioning of Parent and/or Student accounts
Backdating of enrolments
What time does the sync run?
How to setup timetabled classes - Internally managed
How to setup timetabled classes - Externally managed timetable
How to setup calendar classes
How to clone calendar classes
How do exceptional days work?
No timetable showing for the student
How to enrol students into classes through SEQTA
Wrong days in manage days
Setting up Terms and Non-teaching days
Absentee SMS not picking up students that are absent on a certain period
Students not appearing in attendance roll
Attendance roll not appearing
Week numbers in planner not correct
Copy, bridge or share a programme
Missing lessons in the planner
Add new SyncUI user
Reset SyncUI password when you cannot log in
Attendance in Untimetabled classes
Setting up Untimetabled class
Adding students to Calendar Classes using Dynamic Groups

Please ensure that you have gone through the start of year checklist as well as going through the following FAQs for further assistance:
Start of Year Check-List - All schools

Adding a Timetable period to a sync profile

The following Knowledge Base article will assist with adding a timetable period to a sync profile:
Rolling Out a Timetable and Setting up the Nightly Sync (Externally Managed Timetables Only)

Adding Non-teaching days

The following Knowledge Base article will assist further on how to manage days within a timetable:
Timetable day management

How do I get my programme from last year attached to my class this year?

The following Knowledge Base article will assist with Copying a programme to get your programme from one year to the following year:
Programme Setup - Copying Programmes

Photo sync not working

Please ensure the following has been checked:

The Photo Sync profile is enabled
You have uploaded the photos to your schools Sync UI
A Sync has run since you uploaded the new photos

The following Knowledge Base articles will assist further with information on the Photo Sync:
Enabling the Photo Sync Profile
Uploading Photos to Sync UI
Photo image requirements

How to run a manual sync

The following Knowledge Base articles will assist with how to run a manual sync for a Sync or a Sync (NEW) profile:
How to Run a manual sync for the MANAGE SYNC profile
How to Run a manual sync for the MANAGE SYNC (NEW) profile

Username updates

Usernames at schools are updated 3 different ways:
1) Usernames updated from the Sync in an ongoing fashion
2) Usernames are Synced from the schools AD directly dependent on their login authentication requirements
3) Usernames are created and updated manually via the Data Management page, and upon the initial provisioning email for the account

Staff can't log onto SEQTA

The following Knowledge Base article will assist with log in issues for users:
Troubleshooting Login Issues

Star classes

Star classes are not special nor favourite classes. These are classes, traditionally marked with an asterisk, where one or more of the regular students are instead attending a different class. The star is used to let the timetabling software know that an exemption applies to "doubling up" of students and/or rooms for a given session. This behaviour is not configured nor activated through SEQTA Teach itself; this behaviour is triggered by configuration from an external timetabling system.

Guardians not showing for student

Please check the following information:

The sync profile has parent/guardian data enabled
View the Student –> Guardian account in Data Management and ensure the guardian is linked to the correct student

If the issue is still present, please contact your school's timetabler and ensure the correct information has been entered into your school's admin system (especially check that any flags are set and that the data is in the correct field). If after confirming with the timetabler that all information is present please contact the SEQTA Support team with the following information:

Example student who has no guardians showing

SMS flag not showing

Please navigate to:
Administration workspace>Data management>Student ->Guardian, then select the relevant student, which will open the editing pane. Confirm that the selected guardian account is the correct one, and ensure the Enable SMSes checkbox is ticked. Note that if the checkbox is set automatically by sync, it may not work as expected if the guardian does not have a mobile phone number.

Email flag not showing

Please navigate to:
Administration workspace>Data management>Student ->Guardian, then select the relevant student, which will open the editing pane. Confirm that the selected guardian account is the correct one, and ensure the Enable emails checkbox is ticked. Note that if the checkbox is set automatically by sync, it may not work as expected if the guardian does not have an email address.

Meetings and yard duties not showing

Please ensure the following information:

Contact your school's Timetabler and ensure the meetings and yard duties are set correctly to match the requirements of the sync process.
- Especially check that any flags are set and that the data is in the correct field
The timetable period has been made visible to staff

If the issue persists, please contact the SEQTA Support team with the following information:

Name of timetable period
Example of meeting or yard duty not appearing

Class not showing on teacher's timetable

Please check the following information:

The timetable period has been made visible to staff
Contact your school’s Timetabler to ensure the class has been input correctly to match the requirements of the sync process.
- Especially check that any flags are set and that the data is in the correct field

If the issue persists, please contact the SEQTA Support team with the following information:

Name of the staff member
Name of the classes not visible

Timetable not appearing after running the sync. SyncUI Files uploaded

Please ensure you have enabled the sync profile and that the classes sync has been checked. If after confirming the information please contact your school's Timetabler to ensure that all information in the SyncUI files is correct.

If the issue still persists please contact the SEQTA Support team with the following information:

Timetable period affected

Provisioning of Parent and/or Student accounts

The following Knowledge Base article will assist with provisioning accounts:
Sending Welcome emails (provisioning accounts)

Backdating of enrolments

To backdate enrolments please contact the SEQTA Support team with the following information:

SEC/STC approval
The students' names, classes, and correct enrolment dates
Note that in some circumstances the backdating process may attract a charge

What time does the sync run?

By default the Sync is run at 12:00AM (your server time). Schools may have their Sync time customised. To find out if this is the case, please speak to your school's SEC/STC to confirm.

How to setup timetabled classes - Internally managed

The following Knowledge Base article will assist with setting up internally managed timetable classes:
Internally managed timetabled classes

How to setup timetabled classes - Externally managed timetable

The following Knowledge Base article will assist with setting up timetable classes for an externally managed timetable:
Rolling Out a Timetable and Setting up the Nightly Sync (Externally Managed Timetables Only)

How to setup calendar classes

The following Knowledge Base article will assist with setting up calendar classes:
Creating, Cloning, Managing and Deleting Calendar Classes

How to clone calendar classes

The following Knowledge Base article will assist with cloning and managing calendar classes:
Creating, Cloning, Managing and Deleting Calendar Classes

How do exceptional days work?

Exceptional days are used to manage timetabling for days where the classes differ from the existing days in the cycle, such as Sports Carnivals, Religious observation and cultural holidays. The following Knowledge Base article will assist with setting up exceptional days:
Timetabling Exceptional Days

No timetable showing for the student

If a student does not have a timetable showing please ensure the following:

Confirm the student is enrolled in classes via your school's timetabling or admin software. (It would be best to contact your Timetabler to review this information)

If the Timetabler has confirmed the student has been enrolled successfully from the sync, please contact the SEQTA Support team with the following information:

Student name
Example class that they are not enrolled into

How to enrol students into classes through SEQTA

The following Knowledge Base article will assist further with enrolling and unenrolling students from within SEQTA:
Enrolling and Un-Enrolling Students from Timetabled Classes (Non-Synced, Roll Classes)

Wrong days in manage days

The following Knowledge Base article will assist with adjusting days in Manage Days:
Timetable day management
Please note if the day has passed, you will need to contact the SEQTA Support team and provide the following information:

Timetable period
Incorrect days assigned
Correct days to be assigned
Approval from the schools SEC/STC to conduct the work

Setting up Terms and Non-teaching days

The following Knowledge Base article will assist with setting up terms and non-teaching days:
Timetable day management

Absentee SMS not picking up students that are absent on a certain period

This issue most commonly occurs when the absentee logic has not been changed to be consistent with timetabling code changes made by the school. Please contact the SEQTA Support Team with the following information:

Example student who was absent and at what time

Students not appearing in attendance roll

If students are not appearing in their attendance roll it is most likely due to the students' enrolment dates are being set incorrectly when syncing. Please contact your school's Timetabler to confirm that the students have been correctly enrolled into their classes. If this is confirmed by your school's Timetabler please contact the SEQTA Support team and provide the following details:

Class name
Staff member allocated to the class
Students who are not appearing
Date expected students to be enrolled from

Attendance roll not appearing

If an attendance roll that is synced is not appearing, please confirm:

The sync profile has roll classes enabled to sync
The school Timetabler has input the new attendance roll classes
A sync has run since the new attendance roll classes have been input

If the issue is still present please contact the SEQTA Support team providing the timetable period and example class that is not appearing.

Week numbers in planner not correct

The following Knowledge Base article will assist with adding in lessons to correct the weeks in a planner:
Adding additional lessons to a programme

The following Knowledge Base article will assist with when to copy, bridge and share a programme:
When to Bridge, Copy and Share

Missing lessons in the planner

The following Knowledge Base article will assist with missing lessons in a planner as well as further queries regarding lessons:
Lesson Management FAQs

Add new SyncUI user

Please contact the SEQTA Support team providing the following information:

Approval from your school's SEC/STC for the new account
The staff member who you would like to have the new account created for

Reset SyncUI password when you cannot log in

Please contact the SEQTA Support team with the following information:

Approval from your school's SEC/STC
The staff member whose account requires the password to be reset

Attendance in Untimetabled classes

Untimetabled classes cannot be used to take attendance, as they have no reference to time, which is required for the system to be able to record attendance.

The following Knowledge Base article will provide a workaround to allow recording of attendance in an untimetabled class. Note that this attendance will not be counted or recorded by any of the attendance reports.

Tracking Attendance Using the Marksbook (Does Not Contribute to Overall Attendance)

Setting up Untimetabled class

The following Knowledge Base article will assist with setting up an untimetabled class:

Creating and Managing Untimetabled classes

Adding students to Calendar Classes using Dynamic Groups

Select the Edit icon of the calendar class. On the left hand side of the sub page please select the drop down for ‘Select group’ to add a student group to the class.