End of Year Class Placements – Hero

Throughout the year, students can be moved between classes using the class edit function. Refer to article - Adding and Removing Students from Classes

The Class Placements bulk process is primarily for the end of year, when moving all continuing students into their classes for next year. This is a simple, drag and drop process that can be carried out by either administrators or teaching staff. The feature will remain available until the end of February and will then be removed until later in the year when it will become available for next year.

This article includes the creation of your next year's classes. This function can only be carried out by a staff member with administration rights.

CREATING NEXT YEAR'S CLASSES

This can be done on a class by class basis using the Creating a Class tool or it can be done in a single bulk process. The bulk process will only be available if no classes already exist for next year. If one or two classes have been created manually, it will be faster to delete these and use the bulk process.

1. Navigate to the Administration menu. If you have a wide-screen device this will already be visible on the left-hand side of your screen. If not, click on the site administrator menu icon at the top left-hand side of your screen.

2. Click on Classes

3. Click the right arrow to advance to next year.

4. Click DUPLICATE <current year> CLASSES TO <next year>. This button will not exist if classes are present.

5. Your next year's classes will be created. You are now able to edit these classes to change teachers, teams or names.

SETTING WHO CAN DO CLASS PLACEMENTS?

Class Placements can be carried out by either Administration staff or Teaching staff. As the main process is under the Administration Menu it needs to be made available elsewhere if non-administration staff need to access it. This is controlled via a setting in your school options.

2. Under the heading Options select Basic Options

3. Change Teachers can access Class Placements slider to on.

4. Click Save at the bottom of the screen to save your changes.

5. Teachers will now be able to access Class Placements via the Quick Links icon.

WHO CAN SEE CLASS PLACEMENTS?

One of the settings under 'What can parents see?' controls the ability for caregivers to view the class their child will be in next year from the Hero app / login. It is important that this slider is turned off until you are ready to make this information available to the wider community.

2. Under the heading Options select What can parents see?

Scroll down to Class Placements

3. Ensure Show NEXT year's class on class page is turned off. Once you are ready to release this information, turn on this slider along with Show class page to caregivers. This is what your caregivers will then see.

4. Let's take this opportunity to explain the other sliders in this section. Show class page to caregivers - this will include either the current class or next year's class in the selection menu depending on the 'Show NEXT year's class....' slider.

5. Show classmates to caregivers on class page - turn this on to show either profile images or name badges (depending on the next slider) of all students in the selected student's class.

6. Hide classmates photos - turn this on to show names only with no profile photos.

7. Show student's current class in profile information - this controls whether a student's class is included in the student information section.

8. You are able to hide next year’s classes from teachers who do not have administrator access while class placements are being juggled and finalised.

In the Administration menu, under Basic Options, turn on the hide next year's classes from teacher view slider:

hide classes.png

This will remove future class viewing from the Groups menu, List Builder and the Groups option for an individual student. It will also prevent teachers viewing Class Placements.

CLASS PLACEMENT PROCESS

The following method for Class Placements is for staff members with administration access. Staff without administration access will use Quick Links > Class Placements once classes have been created.

2. Click on Classes

3. Click the right arrow to advance to next year.

4. Click CLASS PLACEMENTS. This button will not exist if classes have not yet been created.

5. On the left, enter the name of the class you wish to place and click SELECT. It is best to work with one class at a time. As many of your next year's students may be new to your school, it is also possible to select the Future Students auto group to enable placement of your pre-enrolled students.

NB: only place pre-enrolled students who are starting at the beginning of next year into a class at this stage. Any other pre-enrolled students should placed in their class on their start date.

6. On the right, enter and select each of the classes that these students will be placed in.

7. Click and drag students from their current class (left) to their next year's class (right).

The class will display GREEN when the student can be dropped - to do this, navigate your cursor around the Room Box until it shows a green line (this will be near the bottom of the box). Once you have placed your first student into the next year Room Box, the full box will become green and easy to drag and drop into.

8. When a class has been completed, click the X in the top right corner to close the class. Select the next class.

Note: This process has no effect on their current classes. The process does not have to be completed all at once. Each time you go into Class Placements, the left column will only show those students who have not yet been placed.

Students who are leaving at the end of the year can remain showing on the left as they do not need to be placed in a next year's class.

If you make an error you can drag students from the incorrect next year's class to the correct next year's class. (You can't drag them back to a current class.) Or, you can remove them from next year's class as for any class.

Adding and Removing Students from Classes

VIEWING NEXT YEAR'S CLASSES

After class placements have been completed, all staff can see these placements in the next year's classes section.

1. Click on the Groups and Classes icon

2. Click on the arrow to the right of the current year to view next years classes.

3. Click on a class to view the students. This will display with the year before the name of the class to differentiate them from current or previous years classes.

CLASS PLACEMENT REPORTING

List Builder contains two pre-made reports to assist with your class placements. It also has a field for Next Year's Class that can be selected for any custom list.

Note: if you do not want to display the student's class to parents at all, you will also need to hide the current class in their profile information by going to your What can parents see? options > turn off the slider "Show student's current class in profile information"

1. Click on the Quick Links icon (three lines) located on the right-hand side of the screen

2. Click on List Builder

3. Click on PRE-MADE LISTS

4. Select CURRENT CLASS > NEW CLASS for a set of current class lists with a column showing each student's next year's class.

5. Select NEW CLASS > PREVIOUS CLASS for a set of next year's class lists with a column showing each student's current class.

6. To include the Next Year's Class in a custom list, select the field under Basic Details. This will be blank if class placements have not yet been carried out.

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