How to create Terms, Semesters and Reporting Periods

Go to Module > Student > File Term Maintenance

Change number of terms per year - depends on number of co-curricular programs and the number of terms within each period

1. Click Add
    
2. Type the current year
    
3. Type the term number in semester field
    
4. Type the actual semester
    
5. Type a start date and end date
    
6. Type a description e.g Summer 2018
    
7. Click OK
    
8. Click on Cycle Maintenance

Cycle Maintenance > General Tab

1. Season Type - Date (for seasons based on a date range)
    
2. Season Active - You can only have one numbered season active at any stage, but any number of active date-based seasons
    
3. Season Start Date - Date the Season Starts
    
4. Season End Date - Date the Season Ends
    
5. Actual Term - Note: The actual term may not match the reporting period, which may be known as the term, report number, half-term or semester, depending on your organisation.
    
6. Season Active - Whether Season is active
    
7. Click OK

Cycle Maintenance > File Types Tab

1. Code - Unique code for the file type.
    
2. Description - Description of the file type
    
3. Allow in Semester - Select to make the file type available for the selected cycle

Cycle Maintenance > Eligibility Rules

Go to Modules > Lookup Table Maintenance (this step is necessary otherwise there will be no entries appearing in the eligibility rules tab)

1. Search - luElectiveGroup
    
2. Code - Sports
    
3. Description - Sports Electives
    
4. YearLevelFrom - Minimum year level allowed
    
5. YearLevelTo - Maximum year level allowed
    
6. AgeFrom - Minimum age allowed
    
7. AgeTo - Maximum age allowed
    
8. MinSelection - Minimum number of selections allowed
    
9. MaxSelection - Maximum number of selections allowed
    
10. SelectMode - Type of selection mode for the electives

Cycle Maintenance > Web Tab

1. From – Date the elective group is published on the portal
    
2. To – Date the elective group is removed from portal
    
3. Publish Text - Description displayed on community portal

Creating Next Term Details

Go to Module > Students > Create Next Term details

Next Semester Creation Rules Tab

1. File Type - S (Summer)
    
2. Term - Actual term associated with co-curricular semester
    
3. Year - Set the next year

Repeat Steps for Winter Sports

Considerations

If you aren’t seeing all available options untick Active Only

Make sure that elective groups have been set up in luElectiveGroup

Scroll down and tick Active for Sports you wish to see in SynWeb

In SynWeb go to Curriculum > Sports Maintenance

1. Click New
2. Code - Type a code for the sport (eg Tennis)
3. Description - This field will autofill
4. Sport - This field is determined by the LearningAreaOverride field in luFileTypeProgram
5. Staff Member - Assign a staff member to oversee the sport

Creating Squads

Go to Curriculum > Sports Maintenance

Co-Curricular Maintenance menu item is determined by the MenuText field in the luFileTypeProgram lookup table

The windows in the Sports Maintenance use the words Sport Squad and Team, these descriptions are set using the SubjectClassCategoryLevel fields in the luFileTypeProgram lookup

1. Select a Sport in the Sports Selector
2. Click the Students Bar
3. Click ADD
4. Code - Select the code of the sport where squads are being added
5. Description - name of the squad ie Squad 1 
6. Staff Member - assign a staff member to the squad

Creating Teams

1. Go to Curriculum > Sports Maintenance
2. Select a Squad in the Sports Selector
3. Click the Add Students Bar
4. Click Add in the Teams Area
5. Create New Team Window will appear
6. Code - select the code of the squad you are adding team to
7. Description - enter a description of the team
8. Staff - Select a staff member to oversee the team

Method

1. Go to Module > System Maintenance > Lookup Table Maintenance
    
2. Search for luFileTypeProgram
    
3. Click ADD
    
4. Code - Sportsmaint
    
5. Description - Sports Maintenance
    
6. Module Code - SPTCOCUR (Sports Co-Curricular)
    
7. SubjectClasssCategory1 - Sports
    
8. SubjectClasssCategory2 - Squad
    
9. SubjectClasssCategory3 - Team
    
10. ActiveFlag - Ticked
     
11. SemesterOverrideText - Season
     
12. LearningAreaOverrideText - Sport

To then need to assign the category levels in  luSubjectClassCategory

This is used to define the category levels for co-curricular programs (for example there are many Sports > Sports have many Squads > Squads have many Teams)

1. Set SortOrder
    
2. Sport - 6
    
3. Squad - 7
    
4. Team - 8
    
5. ActiveFlag - Make sure Sport/Squad/Team are all set as active (ticked)

In SynWeb the structure will look like this

In  luFileType you may also need to define Summer and Winter Sports

If Summer and Winter Sports aren't defined then create them following the below steps

1. Click ADD
    
2. Code - S
    
3. Description - Summer Sports
    
4. DefaultUseCampusFlag - Ticked
    
5. DefaultUseYearLevelFlag - Ticked
    
6. FileTypeProgramCode - SPORTS
    
7. SecuritingMeaning - Group

Repeat these steps and add Winter Sports using the same method.