Subject Group Allocation

Overview

Subject Group Allocation is the process of assigning learners to the specific academic groups created in the Subject Groups module. This ensures that learners appear on the correct mark sheets and are accounted for in the academic timetable.

Navigation Path

My School > Curriculum > Learner Subjects:  Subject Group Allocation

Purpose of Feature

Proper allocation is critical for:

• Mark Sheet Accuracy: Ensuring teachers only see the learners they actually teach.

• Report Card Generation: Mapping marks to the correct learners profile.

• Timetable Integration: Allowing the system to identify student clashes or room capacity issues.

• Departmental Compliance: Providing accurate learner-to-subject data for SA-SAMS and LURITS exports.

Step-by-Step Instructions

1. Allocating Learners to Groups

1. Select the Year, Grade, Gender, and Learning Program (Term).

2. Select the Subject required for allocation.

3. Choose the specific Subject Group from the list.

   • Note: If the group is greyed out or no teacher is visible, you must first define the group under "Subject Groups".

4. To simplify the process, check the box "Do you want to sort the learners by register class?" if you wish to allocate learners based on their administrative class.

5. Select the Register Class from the dropdown menu.

6. Select the learners from the column (Available) and click on the tick box next to the learner's name.
   

7. Click Submit to save the allocation.

8. Repeat these steps for all subjects and groups within the grade.

2. Managing Learners who have Left

Learners who leave the school remain in their subject groups by default to preserve historical data. To remove them from active view while maintaining their records:

1. In the Subject Group Allocation screen, go to the filter box below the right-hand (Allocated) list.

2. Type the word "Left".

3. The system will filter and display Learners who have left (highlighted in grey).

4. Select these Learners and click the Left Arrow to remove them from the active subject group.

System Behaviour

• Data Consistency: The system uses a dual-list (shuttle) interface to ensure a Learners cannot be "lost" during the process—they are either in the available pool or assigned to a group.

• Historical Preservation: When a learner is moved to the left (un-allocated), their existing marks for that term are not deleted but are hidden from the active mark sheet.

• Greyed-out Status: Subject groups appear greyed out if the setup in the "Subject Groups" module is incomplete (e.g., no teacher or classroom assigned), preventing incomplete data from being processed.

Restrictions & Reasons

• Sequential Dependency: You cannot allocate learners to a group that has not been created in the Subject Groups module.

  • Reason: The system requires a "container" (the group) with a designated teacher and classroom before it can accept learner data.

• Removal of Subjects for "Left" Learners: It is strictly not recommended to delete a subject entirely from a learner who has left.

  • Reason: Historical marks are required for cumulative report cards and statutory SA-SAMS exports. Removing the subject relationship entirely can lead to "missing data" errors during year-end processing.

• Submit Requirement: Changes made in the shuttle list are temporary until the Submit button is clicked.

  • Reason: This allows users to verify large-scale movements of learner before committing the changes to the database, preventing accidental bulk re-allocations.