This section discusses the process of creating and managing Classes.

In this section:

• Class Index
• Create a Class
  • Field Descriptions on the “New Class” Screen
• Navigating the Class Profile
  • Class Tab
• Enrolments Tab
  • Link Enrolments
  • The List View
  • The Matrix View
• Scheduler Tab
• Timetable Tab
• Attendance Tab
• Grading Tab
• Events Tab

Class Index

Navigate to Cohorts > Class Index.

Here, you can:

• Search and open existing Classes.
• Use the Save Search feature
  • This saves specific search criteria you have entered into the Advanced Search fields (see SELMA 101 – Tips and Tricks for Using SELMA productively)
• Export the Class list as a CSV file (Figure 1.).

Figure 1. Access the Class Index (red) via the top navigation bar (green). Use the basic Search (orange) or the Advanced Search, below the Save Search feature (purple).

Create a Class

There are two ways to create a class:

1. Click the green cross icon on the Class Index dashboard (Figure 2.).
2. Navigate to “Cohorts” and click “New Class” in the navigation drop-down list (Figure 3.).

Figure 2. Create a new Class via the Class Index dashboard (green).

Figure 3. Create a new Class, immediately, by navigating to Cohorts in the navigation bar (purple) and clicking “New Class” in the dropdown menu (red).

Field Descriptions on the “New Class” Screen

Once you have clicked the relevant button to create a Class, fill out the fields on the “New Class” screen, and add Enrolment Components to link to this Class.

Note: If you are using this class as a shell, or no grading is needed, don’t add Components.

You will find that some fields are similar to the ones seen when creating a new Intake (see Required Fields on the “Add Intake” Screen), including but not limited to:

• Class Code which can be left blank to auto-generate a code for you, using the class’s unique Name, Programme, Start-to-End Date and Campus.
  • The Class Code is often referenced across other areas of the system, so it is best to create a meaningful and consistent code (Figure 4.).
• Places available which sets limits for the number of enrolled students in a class.

Additional fields to note:

• Start and End Times for the Start and End Dates, respectively (Figure 4.).
• Class Components which is a multi-selection field linking specific Components to this class of Students (Figure 4.).

Figure 4. Fill out the following fields, with special consideration for the “Class Code” (purple), and the specific Components (red) you would like to link to this particular Class.

Navigating the Class Profile

Once you have clicked the “Create” button (Figure 4.) and created a new Class, you will be taken to view the Class profile.

Class Tab

On the Class profile, you will see information you have just created and a section on Staff, where you can assign System Users to a class (Figure 5.).

When linking System Users to a Class, you can search by name, or filter by Programme or Intake to select Students to attach to the Class (Figure 6.).

Figure 5. On the Class tab, Click the purple action button to “Link System Users” to this Class.

Enrolments Tab

Link Enrolments

The Enrolments Tab is for making bulk actions against Enrolments, such as sending bulk emails and text messages to System Users, and creating bulk events, like notes, to send to Students.

To enrol Students into a class, click the purple Actions button, in either the List View or Matrix View, and navigate to “Link Enrolments” (Figure 7.). Then, see Figure 6 for a description of how to Link Enrolments.

Note: You can Link Enrolments at the Class and Enrolment levels.

Figure 6. In this example, we have filtered for Students within a particular Programme (orange), who we can select to link to a Class. Click the “Link Enrolments” button (blue) to commit the Students to the Class.

The List View

The default viewing mode is the “List View”, where you can perform bulk actions against Enrolments. You can also filter by Enrolment Status (Figure 7.).

Figure 7. Make bulk updates (red) against Enrolments (purple), and filter by Enrolment Status (orange).

The Matrix View

The second viewing mode is the “Matrix View”, accessed via the button adjacent to the “List View” . There, you can “Bulk Update Enrolment Components” by Component Code (Figure 8.).

Note: Tiles within the Matrix grade are colour coded by Component Status, which is also labelled on the grid and shown in the hover message description when you hover your mouse over a tile (Figure 8.).

Figure 8. The Matrix View allows you to select individual Enrolment Components or bulk update them by selecting all Enrolments (red) or all Enrolments which share specific Components (purple), and clicking the relevant Action button (orange).

Scheduler Tab

The Scheduler Tab for Classes is navigated like the Scheduler Tab for Intakes.

Please refer to Cohorts – Navigating the Intake Profile – Scheduler Tab in this resource for a general guide on the Scheduler Tab.

Timetable Tab

The Timetable Tab for Classes is navigated like the Timetable Tab for Intakes.

Please refer to Cohorts – Navigating the Intake Profile – Timetable Tab in this resource for a general guide on the Timetable Tab.

Attendance Tab

The Attendance Tab for Classes is navigated like the Attendance Tab for Intakes.

Please refer to Cohorts – Navigating the Intake Profile – Attendance Tab in this resource for a general guide on the Timetable Tab.

Grading Tab

Within the Grading Tab, you can grade Enrolment Components that are linked to this Class, and view and edit Class or Enrolment Component history (Figure 9).

Note: You can only grade components linked to a Class and an Enrolment.

Figure 9. Use the search (black) or filter feature (burgundy) to find Enrolments and Components, quickly. The pencil icon (green) enables you to edit overall Class information, and the information within the “Grade” column is clickable, to grade Enrolment Components (purple).

Events Tab

This tab shows System updates regarding the Class. You can click the “+Add Event” button to attach a note to this tab, specifically (Figure .).

See Event Log – The SELMA Event Log in this resource for more information.

Figure . Notes include the Event type (red), the Event title (orange) and extra details (blue). Click the “+Add Event” button (green) to add a note to this tab.

Components, Compliance information, Fees and Scheduler Events, are automatically inherited by the new clone Intake, while you can manually specify for Staff to be inherited, too.

Note: Enrolments are not inherited by a cloned intake.

Follow the steps below to Clone an Intake:

1. Navigate Cohorts > Clone Intake (Figure 1.).
2. Fill out the required fields, as marked by red asterisks. Some of these are as seen in Required Fields on the “Add Intake” Screen.
   • Campuses can be different between cloned intakes, so specify one from a list taken from the Campus Index (Figure 2.).
3. Click the “Add New Intake +” button to add multiple clones (Figure 2.).
4. Click the “Create” button (Figure 2.).

If you have created a single cloned Intake, you will be taken to its profile, directly. From the Events tab, you can see that the Cloning has been logged (Figure 3.).

If you have created multiple clones, you will be taken to a page listing those Intakes, first, where you can select which profile to view and edit (Figure 4.).

Figure 1. Click “Clone Intake” to take you to the cloning creation page.

Figure 2. Ensure the Intake Status is set to “Open” for Enrolments to be inherited (purple), and click the “Copy Staff?” tick-box (green) to assign the same Staff as the cloned Intake.

Figure 3. View the Events tab to read extra details about the Cloning that has occurred.

Figure 4. You will see a list of your cloned Intakes, if you have created multiple at the same time.

In this Section:

• Intake Profile Tabs
  • Intake Tab
  • Compliance Tabs
    • NZ Compliance
    • AUS Compliance
  • Enrolments Tab
    • List View
    • Matrix View
    • The Action Button
  • Staff Tab
  • Fees Tab
  • Scheduler Tab
    • Schedule an Action: Send Communication
    • Schedule an Action: Create Enrolment Event
  • Timetable Tab
  • Attendance Tab
  • Events Tab

Intake Tab

The Intake Tab is an overview page showing key Intake information and inherited Components from its corresponding Programme.

See Figure 1. for annotated descriptions of key features within this Tab.

Figure 1. The top three circled buttons feature across all tabs within the Intake profile: The PDF icon (orange) enables Attendance Report downloads, while the pencil icon (green) enables editing of all types of information, including Compliance information. Add or remove Components using the “Map Components” button (purple). To edit information you can double-click specific tiles (red) within “Components”, or single-click the pencil icon under the “Actions” column (burgundy), to edit whole rows of information.

Compliance Tabs

NZ Compliance

This tab will inherit the Compliance information provided for its corresponding Programme, and is visible to NZ providers only.

Figure 2. NZ Compliance Tab.

AUS Compliance

This tab will inherit the Compliance information provided for its corresponding Programme, and is visible to AUS providers only.

Figure 3. NZ Compliance Tab.

Enrolments Tab

The Enrolments tab shows existing Enrolments on an Intake, which you can select and perform actions on (Figure 1.).

List View

The List View includes a search field to filter by first name or surname, and the options to filter by status. You can also resize the columns in the table (Figure 2.).

Figure 1. The Enrolments tab shows Enrolments you can select (blue) to perform various changes to, via the action button (orange). Switch between different table displays e.g. the current list view (red) or matrix view (purple).

Figure 2. Filter by name (orange), click to show only “Active” enrolments (green) or filter by other Enrolment statuses (purple). Drag the column division lines in the top row (red arrows) side-to-side to resize columns.

Matrix View

In this view, you can see a coloured grid-display of Enrolments and their Components which are attached to an intake (Figure 2.).

Figure 2. The Matrix view displays Enrolments i.e. Students against their Mapped Components, which are each colour-coded by Completion Code (see legend below).

The Action Button

All of the Action buttons are enabled once you have made at least one Enrolment and/or Component selection within the matrix.

You can then access key buttons such as the “Bulk Update Enrolments” and “Bulk Update Enrolment Components”, to change details about all Enrolments and/or their Components attached to an Intake (Figure 3.).

Bulk updates save time by marking all Students at the same time.

Figure 3. The Action button allows you to make Enrolment and/or Component changes in bulk, saving you time from marking each one individually, at their level.

Staff Tab

The Staff Tab allows you to assign a System User or Staff member to an Intake (Figure 4i.).

Select who the User is and their role in relation to the Intake, and select the time period for which they will have access to the System (Figure 4ii).

Notes:

• If the User is a “Teacher” they will only be able to view their assigned Intake from the Intake Index, and the corresponding Enrolments of an Intake from the Enrolment Index.
• Roles have different privileges, and they may be changed.
  • See System Users – System Roles and Privileges for more information.

Figure 4i. On the “Staff” tab (orange), click the “+Add” button (green) to assign a Staff member to this intake.

Figure 4ii. Select the Staff member i.e. the User assigned to the Intake (orange), along with their role (blue) and the duration of their System access (red).

Fees Tab

Please see Finance – Fees for a comprehensive guide on how to use this Tab.

Scheduler Tab

The Intake Scheduler serves to automate purposeful communications, which notify Students and/or Staff.

To schedule an action, go to the “Scheduler” tab and use the green “+ Add” button (Figure 5i.) :

Figure 5i. Click the “+Add” button to schedule an action (green).

Schedule an Action: Send Communication

You can use a Communication template you have previously set-up, to select and send an email to students. The email can be sent to Stakeholders, too, if they have been enabled to receive communications at the Student level (Figure 5ii.).

See System Settings – Communication Templates in this resource, for more information.

Figure 5ii. Send an email template to Students (red), including those with “inactive” Enrolment Statuses (green), and stakeholders (purple) who have been marked to receive communications.

Schedule an Action: Create Enrolment Event

You can schedule an Enrolment Event with someone, such as a note, task, call or visit (Figure 5iii.).

Figure 5iii. When scheduling an Enrolment Event, pick your “Event type” (burgundy) and describe it (orange). Click the “Task” check-box to set this event as a task for a user (blue arrow).

Timetable Tab

This tab allows you to create Timetable sessions for an Intake (Figure 6.), which produces an Attendance register for student enrolments, seen in the following Attendance tab.

Note: When a Session is created, attendance registers are created for marking automatically overnight. 

See Attendance – Create Timetables in this resource for a complete guide on creating Timetables.

Figure 6. To create a Timetable session, click and drag your mouse over a particular day, between your specified hours (blue).

Attendance Tab

The Attendance tab reflects the Timetable sessions created on the Timetable tab, and allows you to mark Student attendance against a session (Figure 7.).

See Attendance – Mark Attendance in this resource for a complete guide on Attendance marking.

Figure 7. Select student enrolments to mark using the flash icon (green). All “active” Enrolments show by default, unless you click the stack icon to show all students (purple).

Events Tab

This tab shows System updates regarding the Intake. You can click the “+Add Event” button to attach a note to this tab, specifically (Figure 8.).

See Event Log – The SELMA Event Log in this resource for more information.

Figure 8. Notes include the Event type (orange), the Event title (green) and extra details (red). Click the “+Add Event” button (green) to add a note to this tab.

This section discusses the process of creating and managing intakes.

In this section:

• Intake Index
• Create an Intake
  • Required Fields on the “Add Intake” Screen
  • Programme-to-Intake Component Inheritance
• Enrol Students

Intake Index

Navigate to Cohorts > Intake Index.

Here, you can:

• Search and open existing Intakes.
• Use the Save Search feature
  • This saves specific search criteria you have entered into the Advanced Search fields (see SELMA 101 – Tips and Tricks for Using SELMA productively)
• Export the Intake list as a CSV file (Figure 1.).

Figure 1. Access the Intake Index (red) via the top navigation bar (green). Use the basic Search (orange) or the Advanced Search, below the Save Search feature (purple).

Create an Intake

There are three ways to create an intake:

1. Access the Intake tab of a Programme level (Figure 2.).
2. Click the green cross icon on the Intake Index dashboard (Figure 3.).
3. Navigate to “Cohorts” and click “New Intake” in the navigation drop-down list (Figure 4.).

Figure 2. Create a new intake via the Intakes tab of a Programme in the Curriculum Index (green).

Figure 3. Create a new intake via the Intake Index dashboard (green).

Figure 4. Create a new intake, immediately, by navigating to Cohorts in the navigation bar (purple) and clicking “New Intake” in the dropdown menu (red).

Required Fields on the “Add Intake” Screen

Once you have clicked the relevant button to create/add an Intake, fill out the required fields as indicated by red asterisks. You may also create additional Intakes at the same time. (Figure 5i.).

Important Field Notes:

The “Programme” field

• This field is auto-filled if you accessed the “Add Intake” screen from the Programme level (Figure 5i).

The “Intake Status” field

• This field MUST be set to “Open” to enable student enrolments into the Intake (Figure 5i.).
  • Use “Draft” if you are preparing intakes but aren’t ready to begin enrolments.

The “Intake Code” field

• If you have your own Intake Code for the intake, please type it into this field (Figure 5i.). Otherwise, the field can be left blank to auto-generate a code for you, using the intake’s unique Name, Programme, Start-to-End Date and Campus (required fields).
  • The Intake Code is often referenced across other areas of the system, so it is best to create a meaningful and consistent code.
  • If you have a code to provide for the intake at a later date, the auto-generated code can be updated.

The “Start/End” date fields

• The Start Date must be entered manually, while the End Date can be automatically calculated depending on the Programme duration, if it has been set. To enable the auto-calculate feature, click the purple calendar icon (Figure 5ii.).

“Places Available” fields

• You can use this field to set limits for the number of enrolled students in an Intake (Figure 5ii.).
  • If the maximum number of places is reached, the “Intake Status” will automatically be flagged as Full on the Intake profile.

Figure 5i. The Programme field (orange) and Intake Code (purple) may be auto-filled for you. Remember to set the “Intake Status” field to “Open” (red) to enrol students into the Intake, later; and click the “Add New Intake +” button (green) to add multiple Intakes, simultaneously.

Figure 5ii. Enter the Start/End dates of the Intake, manually, or auto-generate an End date if the associated Programme duration has been set (orange). You can also set limits for the number of student enrolments this Intake allows (red). Click the “Create” button (blue) when you have filled all necessary details.

Programme-to-Intake Component Inheritance

Once you have clicked the “Create” button (Figure 5ii.) and created an Intake, you will be taken to view the Intake profile or to a clickable list of Intakes, if you have created multiple.

On an Intake profile, you will notice a Components section. This section displays the Components inherited from the associated Programme of the intake, which are in turn inherited by Students/Enrolments when linked to an Intake, later. (Figure 6.).

Note: If a Programme does not have any Components created, you will not see any Components attached to the Intake.

Figure 6. The Components section of the Intake profile (red) shows the Components inherited from the Programme. You can remove or add Components as you wish, by clicking the “Map Components” button (purple).

Enrol Students

Once Intakes have been created, you may edit values within their profiles and begin enrolling Students into the Intake from the Enrolments tab (Figure 7.).

Figure 7. Enrol Students (green) through the Enrolments tab (red) on the Intake profile.