Rollover

Overview

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During the academic year, the timetable and the classes students attend may change. It may therefore be necessary to perform a 'Rollover' in Schoolbox to archive class pages so that a timetable code may be reused on another page.

The most common scenarios for needing to perform a rollover are:

  • It is the end of the academic year.
  • Early Commencement or Head-Start programs.
  • Elective subjects or subjects that do not run for a full academic year. e.g. Design and Technology where the class code is used for a semester of Product Design and then for a semester of Digital Design.
  • Summative Reporting on short academic periods.

On this page, you will find the following information:

Performing a Rollover

Class Folder Structure

Creating Folders or Pages in Bulk

NOTE: If a timetable is created so that there is a different timetable code in use for different semesters, it may be possible to initially create the page with both codes so that a mid-year rollover is not required.

Performing a Rollover

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Performing a Rollover will look through all subfolders of the selected folder, and detach them from their enrolment (class) codes with which they are associated.

NOTE: This function is irreversible, so only do this if you are absolutely certain that you want to.

1. Ensure you have separated the classes into two clear categories:

  • Class pages that will continue to be used in the current and/or next academic period.
  • Class pages that will have their codes removed and archived.

2. Go to Administration > Resources > Class Rollover.

3. Select the top level of your classes folder that contains all of the classes that you want to rollover.

NOTE: Be careful not to include any other classes/folders as you cannot undo this action. 

4. Select 'Rollover'.

The rollover process will take the selected folder, and all its sub-folders, and remove the class codes. The class code will then appear in the folder’s name. For example: Year 10 English Lit [10ENGLI01].

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Classes Folder Structure

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We suggest that you separate your Classes Folder into sections that will support your rollover.

This could include:

  • Current Year (2020)
  • Year ahead (2021)
  • Classes that will be maintained over a 2 year period (2021/2022)
  • Archived Classes (2019)
  • Semester 1 Classes (Sem1 2020)
  • Term 1 Classes (Term1 2020)
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  • Managing the End of the Academic Year

Creating Folders or Pages in Bulk

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This guide will take you through how a Superuser can create folders in bulk for class pages. The same process can be used to create any type of folder in bulk by simply omitting the class codes.

1. Go to Administration > Resources > Import Pages.

3. Download the bulk folder template.

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3. Add your data to the template.

  • The Parent ID is the ID for the folder where you want your new folder to be housed. To get this ID number - open the Resource Browser and find the target folder (for example 'Current Classes'), select 'modify' and you will find the ID at the end of the URL. Paste this number in the Parent ID field of each new folder you would like to go into this target folder.
  • In the Folder Name field, enter the name to be displayed in Schoolbox.
  • You can add a Folder colour using either a hex or rgb code.
  • You can add a Folder image, by uploading the image to your instance and then using either the image’s URL or hash.
  • In the Folder Code fields, enter the class codes from your school management system. You can use more than one code to import more than one class onto a class page.
  • Add the Year Level for the associated classes. This will assist your users when filtering things such as the Assessment Calendar.
  • You can add the name of a homepage template so that it will be used on the page.
  • Order pages on the Summative Report by ‘Sequence’ as defined during the class upload process.
    • The higher the number in the sequence, the earlier the page will appear.
    • Where a value is not defined, it will treat the null as a 0.
    • Negative numbers may also be utilised.

4. Save the file as a CSV.

5. Go back to Administration > Resources > Import Pages.

6. Select the permissions for the new pages you are uploading. Before you choose your permissions, please read the following important information about permissions:

  • Do not select 'inherit permissions' when importing folders with class codes, to avoid overriding class codes.
  • For best practice, we recommend allowing 'Write' access for Staff. 
  • It is also important to note that if a student role is given read access to class pages, then students will be able to view and contribute to any collaborative components on all class pages. We recommend giving all student roles no access to class pages, since your school management system codes will give students access to their assigned class pages.
  • If you want to vary the permissions to different folders within the file, you can modify these permissions later by going into the Resource section, and modifying permissions.

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7. Select a Fallback Homepage Template. This will be used if a homepage template is not defined for the page on the CSV.

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8. Select if you wish to 'Apply Changes'. If this is toggled to 'ON', the folders will be created immediately. If this is toggled to 'OFF', you will see a preview of the folder upload.

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10. Drag and drop the file onto the drop zone. 

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11. Select 'Import'.

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