In School Software Pro an Institution can be classified into Higher Education (Colleges and Universities) and K-12 Education. A Course is the study of a particular topic in an institution which when completed, qualifies the student to be a graduate and a Batch is a group of students who complete a specific course over a period of time through different sections/terms/semesters.
1) Universities and Colleges
Let’s first look at how courses and batches are typically structured in universities and colleges. Universities and colleges usually offer multiple courses. Each course is divided into semesters or terms. Every year a new batch of students is admitted into each course. When a batch of students is admitted, the students start with the first semester/term. When the students complete a semester/term, they move to the next semester/term. And when the batch of students complete all required semester/terms, they are deemed eligible for graduation.
Example: Here’s how the above scenario can be configured in School Software Pro.
A university/college offers the course named Master of Business Administration (MBA), that has four semesters. You would then start by creating the course by name ‘Master of Business Administration’. You would give the section name as ‘Semester 1’ and the course code as ‘MBA – Semester 1’. After entering the other required details, you must enter the batch details.
There are a couple of different ways to name a batch. Since each year a new batch of students is admitted, the batch name can either be the year students are enrolled, for example ‘2014’, or the duration of the course, for example ‘2014 – 2016’. Also, something to keep in mind when entering a batch name is that all batch names are automatically prefixed with the course code.
So here’s what we have so far:
- Course name– Master of Business Administration
- Section name– Semester 1
- Course code– MBA – Semester 1
- Batch name– ‘2014’ or ‘2014 – 2016’
Fig 1.
When the above details are entered into School Software Pro and the course is created, you will see the full course name as ‘Master of Business Administration Semester 1’ (Full course name = Course name + Section name), as seen in the image below.
Fig 2.
When you click on the course name, the initial batch created is displayed with the full batch name (Full batch name = Course code + Batch name), as seen in the image below.
Fig 3.
The same process must be followed to create the rest of the semesters. You will finally have four courses – Master of Business Administration Semester 1, Master of Business Administration Semester 2, Master of Business Administration Semester 3, and Master of Business Administration Semester 4. All four courses will have the batch ‘2014’ or ‘2014 – 2016’. So when the students of the batch ‘2014 – 2016’ complete Master of Business Administration Semester 1, they can be transferred to batch ‘2014 – 2016’ of Master of Business Administration Semester 2, and so on until they complete all four semesters and graduate.
Now let’s look at process of admitting the next batch of students into the course Master of Business Administration (MBA).
When admitting the next batch for the following year, you will start by creating a batch by name ‘2015’ or ‘2015 – 2017’ in the course ‘Master of Business Administration Semester 1’, as seen in the image below.
Fig 4.
Similarly, a batch by name ‘2015’ or ‘2015 – 2017’ must also be created in the courses Master of Business Administration Semester 2, Master of Business Administration Semester 3, and Master of Business Administration Semester 4. Since the subjects taught in a course are usually the same for every batch, when creating the batch, you can import the subjects as well as the fees structure from the previous batch, thus saving you time. The above process must be followed whenever a new batch is admitted into the course Master of Business Administration (MBA).
2) K–12 Education
The term K–12 is often used by schools that offer primary and secondary education, that is, from kindergarten/preschool to class/standard/grade 12. The education pattern in K–12 institutions are different from universities and colleges. Students usually start their education with kindergarten/preschool. When students successfully complete a year in a class/grade, they move to the next class/grade. This continues until the students complete 12 years of study. In many K–12 institutions, each class/grade may have different batches of students for the same year. All batches of a class/grade are taught the same subjects.
Example: Using an example, here’s how the above scenario can be configured in School Software Pro.
A K–12 institution teaches students from class/grade 1 up to class/grade 12. You will start by creating a Class by name ‘Grade 1’. You would give the class code as ‘G1’. After entering the other required details, enter the batch name as ‘A 2015’, where ‘A’ is the section name and ‘2015’ is the batch year. Also, something to keep in mind when entering a batch name is that all batch names are automatically prefixed with the class code.
So here’s what we have so far:
-
Class name – Grade 1
-
Section name – Leave blank
-
Course code – G1
-
Batch name – ‘A 2015’
Fig 5.
Enter the above details and create the class.
Fig 6.
When you click on the class name, the initial batch created is displayed with the full batch name (Full batch name = Class code – Batch name), as seen in the image below.
Fig 7.
Similarly, you must create the rest of the batches for ‘Grade 1’, for the same year.
When admitting the next batch of students into Grade 1 the following year, you will start by creating a batch by name ‘A 2016’ in the course ‘Grade 1’. And if there’s a ‘B’ batch for the same year, create another batch by name ‘B 2016’. Since the subjects taught in a class are usually the same for every batch, when creating the batch, you can import the subjects as well as the fees structure from the previous batch, thus saving you time.
The above process must be followed whenever a new batch is admitted into the institution.
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