TrackOne Studio Pty Ltd

A new semester may bring some changes, so is a good time to review your settings in TrackOne.

Remember that for each of the areas highlighted below a more detailed administration guide is available.

If you have any questions or concerns at all, contact our support team via:

Phone: 07 3831 6590 

Email: helpdesk@trackonestudio.com

This table maps your semesters, terms, and units to ensure that the correct enrolment information is displayed in the Suite. Review the time period names, term or semester numbers, the from and to dates, and the associated year levels. 

If you need to edit the information, click the edit icon or click New to add a new period of time. 

Note the following:

• These dates will not necessarily match your school terms directly.
• The date ranges should cover the entire year and cannot overlap. The end of one term should correspond to the beginning of the next (leaving no gaps in the date ranges).

This area of the Suite ensures that the application can map all the results (overall, criteria, engagement, and behaviour) you record in your Student Information System. Sometimes different mapping codes come into play, so a good time to check the schemas.

Remember, in most cases, if a result is not appearing in the Suite, then likely the mapping is missing from this area. As this area of the Suite can be particularly complex you may wish to consult with the Help Desk before making any changes.

Maintain your result periods here, such as which users should see which periods, the order they should display, and the name of the period as you want them to appear in the Suite.
If not properly maintained, results may appearing incorrectly, out of order, and potentially visible to the wrong people. 

Ensure that:

• All reporting periods available in your Student Information System have been added.
• Each reporting period is ordered correctly.
• The reporting periods access is set correctly for teacher, parent, and student access.

Tip: Enter the Default Access Rules to manage any periods that have not been added to this screen. Remember, result periods will display in the Suite by default if they are not entered and managed in this screen, therefore, you want to ensure that only the appropriate users see them.

Tip: Use the Period Filtering screen to list any result periods that do not need to display at all within the Suite. (Period Setup > Period Filtering).

If you use subject weightings in the calculation of your GPA, ensure that any these have been set for the new result periods. 

First select a result period in the top table, then set the GPA Properties for each year level. Weightings can be copied from a previous result period by using the ‘Copy Properties’ option.

This area looks after the direct and indirect links between subject codes so that student result trends can be established for subject areas, and may need to be checked if new subject codes have been created.

	Use this icon to view and add subjects to a group.
	Use this icon to access options, and also to add soft-links to subjects.

Check also that, once created, they are added to the correct Subject Baskets (if applicable).

Tips:

• If you find any subjects with inconsistent longitudinal data or missing historical periods, this is the place to look.
• Export the Subject Links list via the excel icon for a breakdown of Subject Links, Subject Baskets, Unlinked Subjects, and Duplicate Subjects.

**This area is only relevant to schools running the Synergetic Student Information System.

This is where TrackOne is told which classes belong to which subject, as this concept is not sent from Synergetic.

TrackOne analyses incoming classes and does its best to allocate classes to subjects, but occasionally new classes can be allocated to the wrong subjects. Review the list of subjects and ensure the classes within each subject are correct.

If you are seeing unexpected classes showing when filtering by subject throughout the suite, such as ‘Class Summary’, it is an indication that maintenance in this area may be required.

**This area is only relevant to schools with Schoolbox or Canvas syncs.

Add new Markbooks for the coming semester. You can use the Copy function, then edit the details.

If you are pushing results into another system, after the next Schoolbox/Canvas sync occurs, check the Criteria Comparison screen to make sure that all your subjects are showing and match the codes set up in your Administration system.

If you are displaying continuous results and mapping these back to a live GPA, update the mappings for the new semester.