The Year Level Management page contains the settings for each year level in Compass, such as auto-roll marking, arrival/departure behaviour, the period structure a year level is tied to and the relationship import threshold date. These settings are automatically set by Compass when your school is implemented, and should only be changed on an ad hoc basis.

To access Year Level Management, navigate to the Tools menu (cog icon) > Administration Tools > Year Level Management.

Permissions

To access the Year Level Management page in Compass, your staff will need the 'Configure' permission.

Due to the features this permission gives access to, we recommend only limited staff have this permission assigned at your school.

If you require this permission, please speak with your school's Compass Sponsor or school technician. For further information, please refer to the Knowledge Base 

Adding/Editing a Year Level

Please note: Every school will have a ‘Cross Year’ year level. This cannot be removed. The ‘Cross Year’ year level is used for composite classes, or classes that every year level will participate in, i.e. Specialist Classes. 

On the Year Level Management Page, click 'Add new year level' (or if you need to edit an existing Year Level, click the edit pencil icon for that level).
    

When clicking the Add or Edit button, you will be presented with the following screen where you can make changes to the settings for each year level.

     

Please refer to the below sections in this article for details on each field of this pop-up.

Import Identifier

This field is the number or letter which identifies the year level. The identifier for Year 6 would be 6, Prep/Foundation would be 0. If your school uses a Kindergarten year level, this is usually identified with a K.

You will see this information in the Subject and Class screen within Compass (under the Teaching and Learning menu).

Name

This is the name of the year level, for example, Year 6 or Prep. This used throughout Compass in various locations for example, on the Attendance page and on the Subjects and Classes page.

Period Structure

The Period Structure field ties the Year Level to a period structure set up in Configure Schedules page. In the example of a P-12 school, the primary year levels (P-6) may be linked to a primary period structure with 2 sessions per day (AM/PM), and the secondary year levels (7-12) would be linked to a secondary period structure with multiple sessions per day.

To learn more about period structure, please refer to the Configure Schedules article

 from our Knowledge Base. 

Automarking Behaviour

Auto roll marking allows rolls to be ‘marked forward’, removing the need to mark multiple rolls per class. This is useful in the case of ‘double periods’ or primary schools using a non-AM/PM period structure.

 

Automarking behaviours:

Conservative - mark forward if the subsequent session is part of the same class/activity. For example, if 07MATA runs Period 1 and 2, the Period 1 roll will mark Period 2. This is best for marking double periods and is most suited to Secondary schools.
 

P1	07MATA - SMITH	Conservative mode will automark session 1 to session 2
P2	07MATA - SMITH

Balanced - mark forward if ‘Conservative’ mode criteria is satisfied, or if the subsequent session contains exactly the same students and the same session teacher. For example, if 07MATA runs period 1 with Mrs Jones, and 07ENGA runs period 2 with Mrs Jones, it will auto mark Period 1 to Period 2. This is fine for both primary and secondary schools.
 

P1	07ENGA - JONES	Balanced mode will automark session 1 to session 2
P2	07SCIA - JONES

Aggressive - mark forward if ‘Balanced’ mode criteria are satisfied, or if the subsequent session simply contains the same students. For example, 07MATA Period 1 will auto mark 07ENGA Period 2. This is more suitable for primary schools.
 

P1	07HISA - KIM	Aggressive mode will automark session 1 to session 2.
P2	07GEOA - KELLY

     

Automark Threshold

The threshold represents the maximum interval of time in which rolls will automark into the next session. I.e. if the threshold is set to 20 minutes, any classes scheduled to start 21 minutes after the previous, will not be automarked.

This is useful in ensuring there are distinct times in the day that the Roll needs to be manually marked i.e. creating separation before and after lunch.

Arrival/Departure Behaviour

Arrival/Departure behaviour determines what will occur on the marked roll when a student arrival or departure is added to Compass by a staff member.

Confirmation - The teacher will be notified with a suggested change to their roll which they can then choose to accept or reject.

Override -  the roll will be automatically updated with the new information.

Confirmation is more commonly used in Secondary schools as, just because a student has arrived, does not always mean they have gone to class.
 
Please note: The default behaviour for Arrivals and departures via a Compass Kiosk is that they are presented as a suggested change.  Please contact our Support Team if you need to discuss an alternative.

Relationship Import

The Relationship Import field determines the date Compass will form the relationship between Future students and their parents, regardless of the date they were imported as user accounts into Compass. For example, if the Relationship Import is set to 1/10/2020, Future students imported prior to 1/10/2020 will be imported into Compass alongside their parents, however, their relationship will not be created until the 1/10/2020.

Once the relationship is created, you are able to generate Parent Account Login Letters.