Overview

The Annual Teams and Managers module links the school's permanent house records to a specific academic year and assigns team managers to each house for that year. This configuration must be completed annually before learner allocations and sport reporting can be processed for the relevant year.

School houses must exist in the system before annual teams can be configured. The annual team setup is year-specific and does not carry over automatically between academic years. A new setup is required at the start of each sport season.

Navigation Path

My School > General  > School Activities:  Annual Teams and Managers

Purpose of Feature

This feature enables the school to:

• Activate specific school houses for participation in a given academic year.
• Assign one or more team managers to each active house for the selected year.
• Establish the annual sport team structure required for learner allocation rules and sport reports.

Step-by-Step Instructions

Step 1 — Select Teams for the Year

This step activates the school houses that will participate in sport for the selected academic year. Only houses selected here will be available for learner allocation and reporting.

Step 2 — Assign Team Managers

This step assigns a manager to each active house for the selected year. Team managers are linked to the annual configuration and are not permanently attached to the house record itself.

System Behaviour

• Annual team configurations are year-specific. Selecting teams and assigning managers for one year does not affect configurations for any other year.
• Only houses activated in Step 1 will appear in Step 2 for manager assignment. Houses that are not selected in Step 1 cannot have managers assigned for that year.
• A manager can be assigned to more than one house team within the same academic year.
• Learner allocation rules and sport reports reference the annual team configuration for the selected year. If no annual setup exists for a year, allocations and reports for that year will return no data.
• Removing a team from the annual selection after learner allocations have been processed will affect existing allocation records for that year. [Clarification Required: confirm whether existing allocations are cleared or preserved when a team is deactivated mid-year.]

Restrictions and Reasons

• Annual teams cannot be configured if no school houses exist. The system requires at least one saved school house before the annual team tabs are accessible. School houses must be created first under My School > Sport > Sport Teams > School Houses.
• Step 2 cannot be completed before Step 1. The manager assignment tab only displays houses that have been activated in Step 1 for the selected year. Attempting to assign managers without first selecting teams will result in an empty team list.
• Each annual configuration is isolated to its year. The system does not roll over annual team selections or manager assignments between years. This is by design to allow the school's sport structure to change each year without affecting historical records.
• Team managers are year-specific. A manager assigned in a previous year's configuration is not automatically carried forward. Manager assignments must be re-confirmed for each new academic year to ensure reporting accuracy.