Co curricular are activities or programs that take place outside of the traditional classroom but in some manner complement academic learning from the classroom curriculum. To set up co-curricular activities, you can create a cohort for a specific co-curricular activity and set it up in the School Calendar to be included and displayed in the student calendar.
Setting up Co-curricular in Cohort Structure
In the Cohort tab, click NEW to create or add a new Cohort.
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Input the necessary information.
Information Section
Entered Cohort Name of the event.
Entered Cohort Number to define the class number of this cohort.
Select Cocurricular in the Cohort Type.
Select the assigned Primary Staff Member for this Cohort
Select the Primary Grade Level of the participants for this Cohort.
Set Mark Roll, this field controls what value the Sessions Roll Marking Status field will be set to for any Sessions associated with this Cohort.
If this value is set to Required then all Session's Roll Marking Status will be set to Required, otherwise it will be set to Optional.
If the school's Mark Roll Defaults value is set to Bell Time then this Cohort's Mark Roll value will default to Bell Time and the default state of the Roll Mark Status for all Sessions will depend upon the Mark Roll value in the associated Timetable Period record.
Select Default Cohort Member Status, it could be Current or Invited. This will indicate the status of the Cohort Member of the Cohort. If a Cohort Member has no Status prior to creation, Status is set based on the Default Cohort Member Status you’ve set up.
In the Description field, add a description of the Cohort.
Set the Start Date of this Cohort, if not populated it may default to the Start Date of the Timetable Term.
Set the Start Time of the Cohort.
Set the End Date, if not populated it may default to the End Date of the Timetable Term.
Set the End Time of the Cohort.
Set the Status of the Cohort.
Set the maximum Capacity of the Cohort. If not populated it may default to the maximum capacity of the primary location.
Cohort Size
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Timetable Information
Linked a Subject Offering for reference to default certain fields including Description, Mark Rolls, and others.
Entered the associated Timetable Structure for a variety of purposes just such as Calendar Generation.
Entered Timetable Term to define the default Start Date and End Date of the Cohort.
Entered Priority Clash as this will define which should take priority if the Student or Staff Member has multiple Cohort at the same time.
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Requirements
In this section, you can set the required approvals for the event and other necessary information that you would like to configure.
Charge Fee indicates that in order for the Student to attend the Cohort the Cohort Member Fees paid must be checked.
Payment Required Prior to Approval indicates that payment is required prior to approval for inclusion in the Cohort.
Requires Carer Approval indicates that in order for the Student to join the Cohort, the Cohort Member’s Carer Approval must be set to Approved.
Requires School Approval indicates that in order for the Student to join the Cohort, the Cohort Member’s School Approval must be set to Approved.
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Additional Information
You can provide more details about the requirements you have set for the event in the Additional Information section. You don't need to include any more information if no requirements have been set.
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Picklist Values
In this section, this is where you can set or customise the picklist values you wish to add for Group Values, Position Values, and Ranking values depending on the type.
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The picklist values that you have set will be reflected in the Cohort Member records.
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If you have already entered values in these fields, they will be displayed in the Student related list under the Contact tab.
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Adding Contacts in Co Curricular
Go to Contacts. You can add contacts manually by clicking the New button.
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In this tab, you can view the list of students added to the event. It shows the required approvals, position, group values and rank you set when creating the event. If no required approvals were set, the columns won't display. It also shows the default status you've set for Cohort Members in the Cohort.
Updating Contacts
You can update the Cohort Member’s details individually or in bulk.
You can click the Cohort ID of the Cohort Member to view the view details and there you can edit the details.
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Creating Schedule for Co Curricular Event
You can create a schedule for the Co curricular activities by creating a Cohort Schedule or manually creating a Session under this Cohort.
Go to Schedule and click the New button in the Cohort Schedule related list. Fill in the necessary details and Save.
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After creating a schedule, click the "Generate Calendar" button to automatically create a session. The schedule will be added to the Calendar Cohort.
When creating the schedule for the co-curricular, you can manually add a new session.
Go to Schedule and click New in the Session related list to create a new Session.
Input the information needed to create a new session. Such as the Session Name, Date, Start time, and End time.
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After creating a session it will be added to the Cohort Calendar.