Cohorts - PosiEd

A Cohort represents a group of students studying the same subject. This includes students from multiple grade levels.

The Subject and Subject Offering Salesforce objects also include a multi-select pick list for choosing multiple grade levels. This is how Cohort, Subject, and Subject offering work together.

Our system allows you to customize fields to meet your school's specific needs. Due to this flexibility, the layout may differ from the examples provided in this section. This section will describe the standard out-of-the-box layouts. For details on any additional fields or components please see your local System Administrator. 

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Cohort Name

This is the code for the cohort. Normally this is a class ID eg. 08MAT 1. Refer to ClassCode in LISS Publish Classes.

Cohort Number

This field displays the class number of this cohort within the subject offering.

For example, 08MAT 1 is Class Number 1.

Cohort Type

The type of class. Populated by Publish Classes Type value. Note in LISS an empty value is used to signify a normal class. PosiEd translates this to a Cohort Type of academic.

Primary Staff Member

The primary staff member for classes of this cohort. If the cohort uses various staff members these can be set at either the Cohort Schedule or the Session levels. If not specified it may default to the Primary Staff Member of one of the Cohort Schedule records.

Primary Location

The primary location for classes of this cohort. If the cohort uses various locations these can be set at either the Cohort Schedule or the Session levels. If not specified it may default to the Primary Location of one of the Cohort Schedule records.

Primary Grade Level

The grade level of students this cohort is for. If the cohort supports multiple grade levels then generally any one of the grade levels can be used as the primary grade level. Note, all grade levels included should have the same Start and End time for the periods in which this Cohort runs. This field is critical to the generate calendar process as it is used to find the relevant entries in the Base Calendar object. This field is generally populated from the Form field in the LISS Publish Classes API.

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 the school's Mark Roll Defaults value is set to Cohort then this value will default to the Subject Offerings Mark Role value. 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.

Include in Academic Reports

This field defaults to the corresponding Subject Offering and Subject object fields.

Description

Default description of Cohort eg. Maths 1. Defaults from Subject Offering. Flows up to Event.Session Student.Subject field.

Start Date

The start date of this cohort. If not populated it may default to the Start Date of the Timetable Term.

End Date

The end date of this cohort. If not populated it may default to the End Date of the Timetable Term.

Status

This tab displays the status of the Cohort, if it is Past, Current, Future or Cancelled.

Capacity

The maximum capacity of this cohort. If not defined it may default to the maximum capacity of the primary location.

Cohort Size

The automatically calculated number of students in this Cohort.

Department

The school Department this Cohort belongs to - eg. Science Department.

Cohort Calendar

If ticked this makes this Cohort's calendar available on the Calendar Component's Cohort Calendar list. This is useful for P&F Cohort etc where a calendar can be exposed to those who are not explicitly associated with the Cohort.

Subject Offering

This reference is used to default certain fields including Description, Mark Roll and others.

Timetable Structure

Associated Timetable Structure for a variety of purposes such as calendar generation.

Timetable Term

The Timetable Term record defines the default Start Date and End Date of the Cohort.

Timetable Managed Externally

If unticked PosiEd is responsible for generating the calendar (creating Sessions from Cohort Schedules). If ticked an external process or application such as Daily is responsible for this process and subsequent management and the Cohort Schedule object is only used superficially for the student Timetable display.

Calendar Colour

Some calendar and timetable components use this value to display cells relating to this cohort in the defined colour. This value can be populated manually or via LISS.

Priority in Clash

If a student or staff member have multiple Cohorts at the same time then this value helps define which should take priority. This value is populated from LISS.

Rotations

Rotation value from LISS. See Publish Classes.

Academic Report

In the Academic Report section, the Academic Report Component Type and the Acamedic Report Sort Order should be populated if the Inlcude in Academic Report is ticked in the Cohort details. These fields are essential in creating an Academic Report.

Academic Report Component Type

Defines which of the Academic Report Component Templates within the Academic Report Template should be used for this Cohort. Defaults from equivalent Subject Offering value.

Academic Report Sort Order

Defines the order of Academic Report Components within an Academic Report. The lowest values are first. Defaults from equivalent Subject Offering value.

Requirements Section

This section provides a detailed overview of the requirements specific to the Co-Curricular activities and the School Camp Cohort types. It outlines the necessary guidelines and criteria that need to be fulfilled to ensure successful participation in these programs. You only have to tick to set up requirements for the Cohort.

Charge Fees

Indicates that in order for the Student to attend this 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. This would cause a payment processing component to display on the Carer Approval component in the Carer Portal. Otherwise, payment might be processed later, for example, once they have sufficient numbers.

Requires Carer Approval

Indicates that in order for the Student to attend this Cohort, the Cohort Member.Carer Approval Status must be set to Approved.

Requires School Approval

Indicates that in order for the Student to attend this Cohort, the Cohort Member.School Approval Status must be set to Approved.

Adding students to a New Cohort

You can add students to a new Cohort either in the Cohort object or in the Account Listview.

In the Contacts tab of the system, you have the option to gather students into a new Cohort. To do this, simply click on the Add to New Cohort button. It's important to note that students with an Empty, Former, or Cancelled status cannot be included in the new cohort. Additionally, you will need to select the specific students you want to add before clicking the Add to New Cohort button.

In the Account List view, you can add students to a new cohort by clicking the Add to New Cohort button. The process is the same as adding students to a new cohort in the Cohort object. Please note that students with an Empty, Former, or Cancelled status cannot be included in the new cohort. Additionally, you can only select Person Accounts in the Account List view; otherwise, an error message will be displayed and you will not be able to proceed.

When you click "Add to New Cohort," you need to select a Cohort within the specific school. After selecting the Cohort, click "Proceed.”

A message will be displayed indicating that new cohort members are currently being added. This process may take a few moments.

After the process, students selected from the previous Cohort will be added to the new Cohort.

You can communicate with parents, carers, or students by clicking the Send Comms button. You have a few options when it comes to sending communications. You have the option of communicating via SMS or Email. Select students first before clicking the button otherwise, you can't proceed with the process.

See this link for the Send Communications reference guide.

https://posimente.atlassian.net/wiki/x/HIAJDg