SEEMiS: Creating a Custom Group in SEEMiS

This article has been rendered mostly obsolete by the ability to create Custom Groups in SchoolCloud. 

Please refer to this article: Creating Custom Groups instead.

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This guide shows you how to create and import a custom group while using SEEMiS integration.

For SEEMiS integration the system relies on two CSV spreadsheet files that you manually import. In order to create a custom group, and assign children to a non-teacher, you need to edit the Teachers and Classes file.

It's important to note that when you import the edited file  it completely replaces the classes on your system - so you should always make sure you add changes into the original file, rather than only uploading the changes themselves.

Your Parent and Student file will look like this:

Your Teachers and Classes file will look like this:

Assigning a single student to a teacher

As an example, lets say you wanted to make your SENCO teacher (Mr B Teacher) available to one of the students at the school (C Student):

1. Make a copy of the files, so you can easily reverse any mistakes.
2. Open the Students and Parents file then find C Student. Take a note of the SEEMiS reference assigned to that student.
   
   In this example file the SEEMiS reference for C Student is 3 (an actual SEEMiS reference will be much longer than this).
3. Open the Teachers and Classes file then paste the reference into the SEEMiS reference column in the first empty row at the bottom of the CSV file. In this example, that would be row 7.
4. Next add the teacher's information to the row in columns B, C and D.
5. In column E you normally enter the subject name. In this example, as it is a SENCO group, you just enter SENCO in the subject name. If you were assigning a science class, you would enter the relevant science subject here, e.g. Biology.
6. In column F you can separate a subject into sub groups. In this SENCO example you can just replicate the subject name. If it were a Biology assignment, you might set the section to something like "4A/Bio1". 
   

Creating a SENCO group

In the last section, we showed you how to create a single assignment. Creating a SENCO group instead would involve less work. In this example, we'll assign students A, C and D in the example file to one SENCO teacher.

1. Filter the Parents and Students file using the filters in your spreadsheet application (such as Excel). Copy all data in column A for the results. In the example, the SEEMiS reference we're copying would be "1", "3" and "4".
2. In the Teachers and Classes file, paste the SEEMiS references to the first empty cells in column A. In the example, this would be cell A7 onwards.
3. Follows steps 3 to 6 in the last section for the first row only, no need to do it for all of the students as it will be the same in each row and you can copy it in the next step.
4. Highlight the cells you entered then click and drag the box to the bottom right of the selection handle. This just quickly copies and pastes the data downwards quickly.

Creating a shared class

In the last section, we showed you how to create a group for a SENCO teacher which would be treated effectively as if it was a class for booking purposes. In this example, we'll assign students A, C and D to a shared maths class. The two teachers for the class will be Mr B and C Teacher. The class code will 7/Ma1 in this example.

1. Follow steps 1 and 2 in the last section so that you have the following:
   
2. In columns B, C and D, enter the details for B Teacher.
   In E, enter "Maths" and in F enter "7/Ma1"
3. Replicate the teacher down to the last student you have in the example class.
4. You've created assignments for B Teacher but we need to add assignments for C Teacher. To do this, copy all the assignments you've created for the class so far then paste them on the first empty cell at the bottom of column A.
5. Change the teacher in the copied data over to C Teacher instead.

Splitting a shared class

In the last section, we showed you how to make a shared class. In a similar way, you can split up a shared class. In this example, we'll set Student A to be assigned to B Teacher but everyone else will be assigned to C Teacher.

1. Follow all the steps in the last section.
   
2. Delete the assignments you don't want. in the example, you'd remove rows 8,9 and 10.