E10 - Sport Selections and Classes: Options and Considerations

Modified on Tue, 23 Sep at 6:02 AM

TABLE OF CONTENTS

Preamble

Preamble

This document will outline some of the options, considerations, and known implications of the variety of ways Sport selections and classes can be managed in a school. Unfortunately, we can't suggest a 'best practice', as there are many options and implications that each school must assess to help decide which method best suits their individual needs.

Sport type dataset - managing sport for one term

A Sport type dataset is simplified compared to the Electives type dataset. It is easily set up and its purpose is for sport data collection and class creation only. No line generation occurs.

Students can be assigned to a sport using one of two options:

Option 1 - E10 juggles class lists	Important information	Knowledge Base documents
Create a Sport type Dataset and enter or import the required Sport Courses for all the relevant year levels. Configure, sync and test the forms for each year level. Students submit online one main sport preference with some reserve options for one term / rotation / semester with their published WebCodes. Once the sport selection process is complete, the form is closed, and the choices are downloaded into the file. No line generation occurs. E10 creates classes to place every student into a Sport class while satisfying the highest student preferences. Classes can be created vertically in a 'SPT' year level or in their academic year levels. The sport classes are created without any teacher/room considerations.	The number entered into the Max students column in Lines > Elective data > Courses must reflect the following: the total number of students per sport option if the #C = 1 or the maximum number of students per sport class if the #C is > 1.	Refer to the following KB documents for a detailed setup guide: E10 - Choice Form Type: Sport E10 - Sport selections using the Sport type dataset E10 - How to: Set up Sport classes - overview E10 - How to: Set up Sport classes (multi year, vertical)

Option 2 - 'First come first served' feature	Important information	Knowledge Base documents
Create a Sport type Dataset and required Sport Courses for all the relevant year levels. Select 'First come first served' via Lines > Edval Choice > Sync > Submission settings. Configure, sync and test the forms for each year level. Students submit online one main sport preference with some reserve options for one term / rotation / semester with their published WebCodes. Upon submission, students are 'Booked in' to their main sport preference based on available spaces. If their main sport preference is full, they will be granted a reserve sport option whilst being placed on a waiting list for their main sport preference. Waitlisted students move out of their reserve into their main preference if another student changes their sport preference and a space becomes available. Once the sport selection process is complete, the form is closed, and choices are downloaded into the file. No line generation occurs. E10 creates classes by placing every student into a Sport class based on the sport they were 'Booked in'. Classes can be created vertically in a 'SPT' year level or their academic year levels. The sport classes are created without any teacher / room considerations.	Keep the 'First come first served' feature selected throughout ALL the Choice steps. The sport form must not get synced until you are certain that the Max students and the #C (number of classes) entries are accurate. The number entered into the Max students column in Lines > Elective data > Courses must always reflect the total number of students who may be 'booked in' the sport (disregarding the #C). No changes should be made to the Max students and the #C entries once the form has been synced and made available to students to make their selections. Once the subject selection process is complete and the form is closed, changes can be made to the Max students and the #C. The forms have to be re-synced, and choices must be downloaded from the web again for the changes to take effect.	Refer to the following KB documents for a detailed setup guide: E10 - Choice Form Type: Sport E10 - Sport selections using the Sport type dataset E10 - How to: Set up Sport classes - overview E10 - How to: Set up Sport classes (multi year, vertical)

Sport type dataset - managing sport for two or more terms (using the 'First come first served' feature)

Scenario - .etz file with one Rotation

Some schools have an .etz file with only one rotation, but they want students to choose a new sport option for the following term / rotation / semester, using the 'First come first served' feature in a Sport type dataset. The multi-year sport classes for the new term / rotation / semester must be created in the 'SPT' year level with their current term's sport classes, without compromising the integrity of the current class data for the remainder of the term.

.etz file with one Rotation	Important information	Knowledge Base documents
Students have selected their Term 1 sport option using the 'First come first served' feature in a Sport type dataset and the multi-year classes were created in the 'SPT' year level. Towards the end of Term 1, while the Term 1 sport classes are still being synced to their third-party system, the school requires the students to select their sport option for Term 2. They need the 'SPT' year level to hold the current Term 1 and the new Term 2 sport classes, without compromising the integrity of any Term 1 class data. After the last day of Term 1, the Term 1 sport classes must be removed from the timetable, their teachers, rooms must be unassigned and the Term 2 classes must be staffed, roomed and placed on the timetable.	If your Term 1 sport classes' line entry in class data is: Line S (letter), enter 1 (number) in the 'Letter or number of first line' field in the 'Parameters' slide out for the Term 2 Sport type dataset. This will prevent the Term 1 sport classes on Line S in the SPT year level in class data from being overwritten with the new Term 2 sport classes on Line 1.	Refer to the following KB document for a detailed setup guide: E10 - Sport selections using the Sport type dataset E10 - Managing rotated sport classes created from a Sport type dataset in a file with one rotation

Scenario - etz file with four Rotations

Some schools have 2 or more rotations set up in their .etz file and they want students to choose a new sport option for each term / rotation / semester, using the 'First come first served' feature in individual Sport type datasets. They require the sport classes (containing students from several year levels) of all terms / rotations / semesters to be consolidated in the same 'SPT' year level.

.etz file with two or more Rotations	Important information	Knowledge Base documents
Students have selected their Term 1 sport option using the 'First come first served' feature in a sport type dataset and the multi-year classes were created in the 'SPT' year level. Towards the end of each term, while the previous term's sport classes are still being synced to their third-party system, the school requires the students to select their sport option for the following term. They need the 'SPT' year level to hold the current term / rotation / semester and the new term / rotation / semester's sport classes, without compromising the integrity of any current class data. Each term / rotation / semester's sport classes must be staffed, roomed and placed on the timetable. Ultimately, all four terms / rotations / semesters' sport classes will be consolidated in the 'SPT' year level in class data with their individual rotations (1/2/3/4) indicated in the 'Rot' column. They will all be staffed, roomed and placed on the timetable, giving the school a full year's picture of all the sport classes and their staff assignment.	If your Term 1 sport classes' line entry in class data is: Line S (letter), enter 1 (number) in the 'Letter or number of first line' field in the 'Parameters' slide out for the Term 2 Sport type dataset. This will prevent the Term 1 sport classes on Line S in the SPT year level in class data from being overwritten with the new Term 2 sport classes on Line 1.	Refer to the following KB documents for a detailed setup guide: E10 - Sport selections using the Sport type dataset E10 - Managing rotated sport classes created from a Sport type dataset in a file with multiple rotations

Electives type dataset - managing sport for four terms (without the 'First come first served' feature)

Some schools opt to gather sport preferences for all four terms in one subject selection. The main advantage of this approach is that students can select all their termly rotated sport preferences at once, along with some reserves (in case they can't be placed into some of their main preferences), and E10 can juggle the class list numbers across the whole year, where sport options run for more than one term. Schools that collect preferences on a term-by-term basis may find particular sports are very popular in Term 1 (possibly having students miss out on their preferred sport), but interest has tapered out by Term 4. Selecting all the sport options for the whole year allows E10 to take into account all four main preferences of the students and create more evenly balanced classes.

Generating one Line with four rotations	Important information	Knowledge Base documents
Create an Electives type Dataset. Create Sport Courses and Rules for all the relevant year levels and rotations. Configure, sync and test the forms for each year level. Students submit online four main sport preferences with some reserve options for four terms with their published WebCodes. Once the sport selection process is complete, the form is closed, and choices are downloaded into the file. One Line with four rotations are generated. E10 creates classes from the Line results placing every student into a Sport class while satisfying the highest student preferences. Classes can be created vertically in a 'SPT' year level or in their academic year levels. The sport classes are created with rotations, teachers and rooms as reflected in Lines > Elective data > Courses.	The Electives type dataset, does not offer the 'First come first served' feature, as it relies on E10's algorithms to produce a good, evenly balanced overall outcome across the four rotations of the Sport line.	Refer to the following KB documents for a detailed setup guide: E10 - Selecting multiple sport options for different terms / semesters using an Electives dataset E10 - How to: Set up Sport classes - overview E10 - How to: Set up Sport classes (multi year, vertical)