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Copy Rollbook

This Staff Connect SCRBCASSR application allows you to create a Rollbook based on details in an existing Rollbook.
To copy an existing rollbook, the user must first select the Create Rollbook option in the Staff Connect menu.
They should then select Create New Rollbook using an Existing Rollbook option by  clicking on the Find Rollbook button.

This allows the user to search for the Rollbook to be copied.

The basic steps for this process are as follows:

1. Selecting the Source Rollbook
2. Copying the Rollbook
3. View the Rollbook Summary

Once the new Rollbook is saved the system will present a summary of the newly created Rollbook(s). This includes the Rollbook ID, Person ID, Name and Description details.

The copying of Single Student rollbooks is slightly different to the copying of Single Unit or Multi Unit Rollbooks. The process for each is described below.

1. Selecting the Source Rollbook

The first step is to select a Rollbook to be copied:

• In the Search Rollbooks page, enter search criteria and then click on the Find Rollbook button
• Rollbooks which satisfy the search criteria are displayed in the table below in Rollbook ID order
• If no records are returned from the search, then ‘No rollbooks found’ is displayed in the table in red
• If the desired rollbook does not appear in the results table, click on the Clear button to clear the Search Parameters and then enter correct search details
• When the Rollbook that you want to copy is displayed, select the radio button for that rollbook and then click on a Select Rollbook button
• An error is generated if you click on the Select Rollbook button when no radio buttons are selected.

See below a screen displaying Search parameters and Search results table:

2. Copying the Rollbook

A.Copying Single Student Rollbooks

Selecting Students for whom you wish to create Single Student Rollbooks
When the source rollbook has been selected, its details are displayed in summary at the top of the screen.
Select the appropriate tab(s) for the rollbooks that you plan to create and continue as described below:

Student details can be added using any of the following options:

• Add a Single Student allows you to search for any individual student by Person ID using a range of criteria. The search result will list all students who meet the search criteria and the user can select which students for whom to create Rollbooks.
• Add Students in Bulk allows you to search for any group of students using a range of criteria. The search result will list all students who meet the search criteria and the user can select which students for whom to create Rollbooks.
• Add Potential Student gives you the option to create a Rollbook for a potential student.  To do so you need to supply: Surname; Given Names; Date of Birth (dd/mm/yyyy); Gender, and Contact Details (free text 200 characters).

i. To create rollbooks for individually selected students:

• Select the Single Student Search tab
• Enter Search details and then click on the Find Student button
• Students that satisfy the search criteria are displayed in the Search Results table sorted by Surname, Given Names, Person ID ASC
• If no records are returned from the search, then ‘No rollbooks found’ is displayed in the table in red
• Select the checkboxes for those students for whom you wish to create Rollbooks
• Click on the Create Rollbooks button
• An error is generated if you click on the Create Rollbooks button when no student checkboxes are selected.

ii). To create rollbooks for students selected in bulk:

• Select the Bulk Student Search tab
• Enter Search details and then click on the Find Student button
• Note: If 'Include Continuing Enrolment Students' is selected then the search results will include students who student unit outcome is incomplete
  
• Students that satisfy the search criteria are displayed in the Search Results table
• If no records are returned for the search, then ‘No rollbooks found’ is displayed in the table in red
• Select the checkboxes for those students for whom you wish to create Rollbooks
• Record details in the Rollbook Description field if required
• Click on the Create Rollbooks button
• An error is generated if you click on the Create Rollbooks button when no student checkboxes are selected.

iii). To create rollbooks for Potential Students

• Select the Add Potential Student tab
• Enter Search details and then click on the Find Student button
• Students that satisfy the search criteria are displayed in the Search Results table
• If no records are returned from the search, then ‘No rollbooks found’ is displayed in the table in red
• Select the checkboxes for those students for whom you wish to create Rollbook
• Record details in the Rollbook Description field if required
• Record details in the Rollbook Description field if required
• Click on the Create Rollbooks button
• An error is generated if you click on the Create Rollbooks button when no student checkboxes are selected.

B. Copying Multi Unit and Single Unit Rollbooks

For Multi Unit and Single Unit Rollbooks, when the Rollbook to be copied has been selected, a different Maintain Rollbook screen is displayed - see blow.

The user may copy details from the source rollbook, including students if required,
Errors will display if the following conditions are not met:

• The Attendance Recording Method for the rollbook must not be closed
• Unit Offering must be available in the Location selected
• The Teaching Period of the unit version must be available for the Academic Period selected
• The Unit Version must be active
• The current date must be between the Assessment Task Result Schema code start and end dates, and the end date not null.
• There are not enough valid unit offerings available for selection.

The Description, Academic Period, Location and Attendance Recording Method values can be changed for Single Unit or Multi Unit Rollbooks.

Fo Single Unit or Multi Unit Rollbooks, the user can elect to copy all the students from the original rollbook.

If Rollbook details such as Location or Academic Period are changed, the unit(s) associated with the original rollbook may be invalid and new unit offering(s) may need to be selected.

In this case the Unit Selection screen will display, as shown below including a list of units 'Not being copied'.

Select the new Unit(s) and click on the Add or Delete buttons as required.

The following errors may be generated in this process:

• Only one valid unit offering can be selected for a single unit rollbook.
• You do not have a unit offering selected to Add.
• You do not have a unit offering selected to Delete.

3. View Rollbook Summary:

A. Single Student Rollbooks

When the Create Rollbooks button is selected, Rollbooks are created based on the original Rollbook and a Summary screen displays as shown below.

The Maintain Rollbook screen for an individual Rollbook can be opened by clicking on the link formed by the Rollbook ID value.

The rollbooks created will have the same unit, activity details, assessment tasks and user access and as the original.

However the new rollbook will have:

• a new Rollbook ID
• the new value for the Rollbook Description or otherwise it will display the original description,
• you as creator
• rollbook unit status of ACTIVE

B. Multi Unit and Single Unit Rollbooks

When a Single Unit or Multi Unit Rollbook is created based on an existing Rollbook, a Summary screen displays as shown below.

The Maintain Rollbook screen for an individual Rollbook can be opened by clicking on the link formed by the Rollbook ID value.

Note that if new units have been selected as described above, then clicking on the Previous button and electing to go back to the Copy/Change screen will result in newly chosen Unit Offerings being lost.

4. Rollbook Security:

If users have access to a particular rollbook they will be able search for and select any courses or units in that rollbook regardless of any Organisational Unit restrictions that apply.

• Users with RB-AD-UPD permissions can copy any rollbook
• Users with RB-AD-VIEW permissions cannot access this application,
• Users with RB-CR-UPD permissions can copy any rollbooks from a rollbook they have created
• If the user does not have any permissions, they can still be defined as an owner via the Authorised Users functionality which means they can copy rollbooks.
• If they are able to VIEW or UPDATE a rollbook (as a user not an owner) then they cannot copy that rollbook using this application.

Last Modified on 22 October, 2010 10:02 PM

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