TABLE OF CONTENTS

• End of Year Check-List
  • BEFORE STUDENT ROLLOVER:
  • PREPARATION FOR SEQTA SET-UP IN THE SCHOOL'S ADMINISTRATION DATABASE:
  • SEQTA TIMETABLE ADMINISTRATION:
  • SEQTA ADMINISTRATION:
  • PLANNING AND PROGRAMMING:
  • REPORTING:

This document should be read in conjunction with the SEQTA End of Year manual. Some tasks can be completed at either end of year, beginning of year, or both.

It is important to seek direction from your governing body or systemic board office to determine what reports and information the school needs to produce in the coming year. This is mostly in terms of Attendance/Census reports, Academic reports and any other data required specifically for your jurisdiction.

These reports need to be run and saved before you start with the Start of Year Process/Check-List

The tasks below must be completed after student roll over and after you have gone through the the end of year check-list.

End of Year Check-List

BEFORE STUDENT ROLLOVER:

• Disable the AoS Sync Profile
• Archive Academic Reports
• Print and Save Attendance and Pastoral care Reports

*It is assumed that it's been run on a regular basis as per our recommended best practice.

PREPARATION FOR SEQTA SET-UP IN THE SCHOOL'S ADMINISTRATION DATABASE:

New staff members for the upcoming school year have been entered

Student rollover has been completed and class lists printed (if required)

If your school uses an external timetabling software (eg: EdVal, Timetabler etc), a new sync profile must be set up before the timetable will be rolled out and synced into SEQTA

It is suggested that your timetable and the relevant Sync Profile, be setup at least 2 weeks prior to the return of staff, so that any issues can be attended to.

SEQTA TIMETABLE ADMINISTRATION:

• For Internally Created Timetable Setup Guide - under the sub-heading Internally Managed Timetable Setup
• For Exernally Created Timetable Setup Guide - under the sub-heading Externally Managed Timetable Setup
• Setup Non-teaching days, Holidays, Term dates - under the sub-heading Manage days
• Setting up a New Sync Profile for data sync
• Setting up a New Sync for Timetabled sync
• Re-Enable the MANAGE SYNC (NEW) Profile
• Enable the MANAGE SYNC Profile
  
  

For Internally created timetables (e.g. timetables manually created in SEQTA), once students and staff have been rolled over from your database complete the following:

• For Internally created timetables: Create Roll Class groups
• For Internally created timetables: assign Teachers to Roll classes
• For Internally created timetables: Enroll Students into their correct Roll Group and/or Class (completed in SEQTA)

If the following is not synced through, Create new subject records as required. Set subject priority, Unit code, Course code and extra Attributes

Change the Group Number of Past Timetable Periods to Prevent Bridging Issues

SEQTA ADMINISTRATION:

• Set attendance alert reset date
• Adding new staff to SEQTA
• Setting Staff permissions
• Removing left staff from SEQTA
• Removing unused correspondence templates
• Creating and Editing Student Groups
• SEQTA Engage - Manage Guardian Accounts: Revoke Engage accounts for families who have left the school at the end of the Academic year
• SEQTA Learn - Manage Student Accounts: Revoke Learn accounts for sttudents who have left the school at the end of the Academic year

PLANNING AND PROGRAMMING:

Change groups for past Timetable periods

If your school uses term or semester based timetables in SEQTA, ensure that you change the Group number of the previous year/semester timetable to 0. This is to avoid confusion when bridging classes in the new academic year.

Programme setup

Syllabus - Review all Syllabus entries to ensure they are up-to-date, or if missing, check the Syllabus management page for available downloads. If not available, submit Service Desk ticket to have new Syllabus added. 

NOTE: It’s important to deactivate previous syllabus versions immediately after activating the most up-to-date versions. Failure to do so may result in issues with the appearance of syllabus throughout the SEQTA suite.

REPORTING:

• Remove past timetable periods from the Marks book display
• Preparing for academic reporting - (Catholic Education Western Australia ONLY)
  

Academic Reporting signatures: Ensure you have all staff signatures and other resources are ready for the first round of reports, or a process is in place for capturing those assets early in the New Year.