© PCSchool – Version 2011.2
Spider Co-Curriculum Setup Guide
Spider Co-Curriculum Setup Guide
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Spider Co-Curriculum Setup Guide
Index
Co-Curriculum - Setup ......................................................................................................... 2
Prerequisites ..................................................................................................................... 2
Security Required ...................................................................................................................... 3
Maintenance Codes ................................................................................................................... 4
Activities .................................................................................................................................... 5
Spider Login .............................................................................................................................. 6
Student Activity Construction.......................................................................................... 7
Select the Filters ........................................................................................................................ 7
Create the Choices .................................................................................................................... 8
Student Activity Admin ................................................................................................... 13
Select the Parameters ............................................................................................................. 13
Optional; View the Activities................................................................................................... 14
Email the Links ........................................................................................................................ 15
View the Details ....................................................................................................................... 18
Co-Curriculum - Setup
Students can now select their co-curricula activities through a logon with Spider. In order for them to
do this the activities need to be created in PCSchool.
This document covers;
Prerequisites
Student Activity
Construction
Student Activity –
Admin
Maintenance Codes
Spider Login
Activities
Prerequisites
Prerequisites for the Co-Curricular are;
Security Required
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Security Required
Path:
PCSchool → Utilities → User Security Setup
In addition to the security they already have Staff will need full access to;
• Co-Curriculum View; to access the Co-Curriculum module
• Maintenance Code View; to create the Co-Curricula codes
Any changes to the security of PCSchool can only be done by someone with Sysadmin rights, a new
group can be created then given to users as required or the Securable Items can be added to an
existing appropriate group.
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2.
3.
Enter a New Group or Select;
• If creating a new Group enter the name and TAB off the line, when asked click Yes to
save it
• If using an existing Group, select the Group
Double click on the Securable Items to add.
The Items will move across to the grid.
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Maintenance Codes
Path:
PCSchool → Scholastic → Utilities → Maintenance Codes
Create the Co-Curricula codes you with to use, do not delete any existing codes as they may already
be in use and removing them will cause errors.
The COCURRIC codes are used for grouping Students; it is up to the schools to create groups but
this could be by Year Levels, simply Junior and Senior or any other form of grouping.
1.
2.
Select the code Type of COCURRIC.
At the bottom of the list in the next free line enter the Codes you wish to use and a
meaningful description;
• Refresh the Module so the codes are recognised
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Activities
Path:
PCSchool → Scholastic → Other Modules → Co-Curriculum
Activity codes need to be created and attached to parameters, for Spider these should be attached to
a Season and a Type; it is optional to have the Activity recorded in the Alumni when the Student
leaves the school.
Go to the Activity Code Setup tab.
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Enter A code for the Activity;
• The code can be alpha numeric 6 characters long
Enter your description for this Activity.
Enter an abbreviation;
• The abbreviation can be alpha numeric 4 characters long
• This enables further sorting of Groupings for reporting on
• Reports written would need to be made sensitive to this Abbreviation
Select a Season or term for the Activity;
• Seasons are hard coded so cannot be added to
Select the appropriate Type;
• Types are hard coded so cannot be added to
Optional; If you wish to have the activity transfer to the Alumni creating a record for the
Student;
• Select the Category
• Select the Code; the Activity Code must be created in Foundation
Click Save when finished.
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Spider Login
Your IT staff will set you up with your link for the Spider site.
Important; This is a Web Based program and will time out, regular saving is very important.
Staff will be issued their own User Name and Password; this is created by your System Administrator
or IT staff.
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2.
3.
Enter your User name.
Enter your Password.
Click Login.
Once logged into Spider, Depending upon your security, you will see a window similar this.
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Student Activity Construction
Once the prerequisites have been entered the Co-Curricula groups and choices can be created.
Select Student Activity Construction by clicking on the folder Icon;
This section covers;
Select the Filters
Create the Choices
Select the Filters
Filters can be set in place to define the group of Students and the Activities to work with.
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2.
3.
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6.
7.
Select the Campus if a multi Campus school.
Select the Season you are working with.
It is optional to select a Type but will make the Activities easier to group.
Select the current Year Level of the Students you will be working with.
Select the period to work in.
For a New Group leave the default of New/Edit;
• To Edit a group select the Group
View the Activities.
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Once the filters have been selected the file can be saved and reopened when necessary.
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2.
Click the save icon; this will automatically create the File name.
Next time you log onto this view the File will be available for selection.
Create the Choices
In the Select Activity tab select all the Activities for the Group you are going to Work with.
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2.
Tick the Activity radio box to select All Activities.
Only the ticked Activities will be available for working with.
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It is optional to select a Group. In the Select Group tab select the Group you will be working with.
1.
2.
Tick the radio box of the Group you wish to work with;
• Once saved this does not need to be done again if working with the same Group
• If several groups are to be selected they can be worked with as one group or
individual groups
• If no groups are selected none will transfer to the co-curriculum within PCSchool
Click Build.
If Students are to have a choice from multiple groups several groups can be added and worked with
in one window or a single group can be worked with.
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Once you have clicked Build you will have two options to help you create the Co-Curricular Activity
choices.
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2.
Mutually Exclusive;
• If a group of Activities are Created as mutually exclusive only one of the Activities in
the group can be selected
• This could be used if the activities clash in some way
Single Choice;
• This is an Activity that can be selected on it’s own
Important; Please ensure you SAVE the information on a regular basis otherwise if your Web
Browser times out you will loose the information.
To start creating the Choices select the Activities then click an Option.
1.
Tick the Activities;
• Tick the activities you wish to group together and click Mutually Exclusive
• Tick activities that are Single Choices and click Single Choice
• Tick Activity Group to select or deselect all activities
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Once the Activities are selected they are removed from the list of Activities.
If several groups are selected at once, when you click Build, the Activities will be listed and can be
identified by the Groups.
The groups can be selected individually or as mutually exclusive and linked as required.
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Continue until you have made your selections;
• You can create links to other activities
• If an activity is linked to another activity then both the activities must be selected
This is an example of the possibilities for Linking the activities, in this example;
• Choices 1,2 and 3 are Mutually Exclusive groups;
o It is Compulsory to select one activity from Group 1
o It is optional to select an activity from groups 2 and 3
• Choices 5 to 10 are Single Choices
• Volleyball and Basket ball are linked both ways so if one activity is selected the other must
also be selected
• Athletics is linked to Aerobics so if you select Athletics you must also select Aerobics
• Aerobics is not linked so this activity can be selected from choice 3 without having to select
Athletics
• If Volleyball is selected then Basketball must also be selected
• If Basketball is selected then Volleyball must also be selected
• If Tennis is selected you would have to select Basketball because this is linked you would
also have to select Volleyball
• Swimming is compulsory
1.
2.
3.
4.
5.
The choices will be numbered in the order they are selected.
To link an Activity click the + button and select an activity from the list;
• Click the link again to remove
A link will be added to the activity along with the name of the linked activity.
Tick any Compulsory activities;
• If you tick one activity as being Compulsive in a Mutually Exclusive group all the
others activities will be ticked
Use the x to remove any activities; this will also remove a single activity from a Mutually
Exclusive group.
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Student Activity Admin
Set the parameters and send emails with a link out to the appropriate students through Student
Activity Admin.
Open Student Activity Admin by clicking on the folder Icon;
This section covers;
Select the Parameters
Optional; View the
Activities
View the Details
Email the Links
Select the Parameters
Select the Parameter and save the settings, it is optional to check your Students Activities.
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6.
Select the File to work with.
The details can be viewed but not changed.
Select the Maximum Number of Activities your Students can select;
• The minimum will depend upon any Compulsory Activities are listed
Select the Accessibility Mode of Publish.
Click Save the Current Changes;
• Each time you log into Student Activity Admin you must select the Activity and click
Save to continue
Optional; Click to View the Activities for the Students.
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Optional; View the Activities
If you selected the option to View Details the following window will open.
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2.
View the Students details.
Click a link to view the Activities for this Student.
A window will propagate showing details of the Activities. This is the view the Students will see, if an
activity is linked they will not be able to save the details until the linked Activity is selected.
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Spider Co-Curriculum Setup Guide
Students can view the number of activities they must select, in this example;
• The Student can select up to 5 activities
• Two Activities are Compulsory and have the preference of High Priority so the
minimum number of Activities that can be selected is 2
• Three activities can still be selected
The preferences for selecting activities are;
• Not Chosen; this can be selected
• High Priority; this is a first or compulsory choice for a student
• Medium Priority; selected by the student
• Low Priority; selected by the student
This Group Mutually Exclusive and Compulsory;
• The first Activity is automatically selected as High Priority
• The Student can make this Not Chosen and select a different Activity
• One Activity is linked so the linked activity must also be selected
• Only one Activity can be selected from this group
Group two is Mutually Exclusive;
• It is optional to select from this group
• Only one of this group can be selected
Group three is Mutually Exclusive with one activity linked;
• It is optional to select from this group
• If Athletics is selected then the linked activity must also be selected
The Status of this line has a link so the Linked Activity must also be selected.
The Status of this line is Compulsory; this Activity cannot be changed from High Priority.
Where there is no Status the Students can select as they wish with any Preference.
Email the Links
Select the parameters and send a Test Email.
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2.
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6.
Select the File you wish to work with.
The details will be available to view but cannot be changed.
Enter the Maximum number of Activities that can be selected.
Select Publish from the drop down list.
Enter the email details of the person to receive the test email.
Click Send Test Email.
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The recipient will receive an email similar to below, make sure the link works before sending them out
to all students.
The default message can be changed through Spider 2012 Templates, Do not change the fields in
the brackets.
The file is;
• STUDENTACTIVITY_UPDATE
Right click the text file and open with Notepad to make the changes.
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Once the link has been validated you will need to send it out to the Students.
1.
2.
In send email to; select an option.
If Send Emails to Students/ Caregivers is not visible you will need to refresh the view;
• The easiest way to do this is to select something different to Publish then reselect
Publish.
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View the Details
Path:
Scholastic → Other Modules → Co-Curriculum
Priorities;
• 0 = High Priority
• 1 = Medium Priority
• 2 = Low Priority
Once the Students have selected their activities they can be viewed with the Activities in PCSchool.
1.
2.
3.
Select a Student.
Highlight an Activity to view the priority.
If Groups are used they will be transferred through.
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