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Up Placing Students Placements next year Old Data
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Introduction
The Planner can
help in a number of ways.
 It utilises
Ratings data to help you 'balance' classes
 It provides
forms for capturing preferences and other key information for placement
decisions
 It produces
helpful class lists such as:
 This years
classes arranged by where the students are going next year. This is useful
for picking up friendship errors and unhelpful combinations
 Next year's
classes arranged by the students' current classes  useful for maximising
conversations (and hence the flow on of information) between teachers
1. Class Organisation
Excel spreadsheets that make this task really easy are available
here.
The spreadsheets
 show how many students you have allocated to each class
 keep track of how many students are yet to be allocated in each year group
 show how many students are in each class (useful for getting composites
right
 enable you to easily generate a number of different models
There are versions for K6 and 710 as well as versions that enable you to model
gender balances
You simply
1. Enter the total number of students in each year
2. Enter the number allocated to each class
3. Juggle the figures until all are placed is a way that makes sense
2. Check that you are ready
 Make a backup of your Planner; go File / Backup database and store
this carefully. Backup regularly during the placement process (every few days
at least)
 Check that the Ratings data is current (if required)
 Initially print out Class Ratings for reference at the beginning of the placement process (button
on the Student Ratings form)
 Go to the Add/Place Students form and click the Next Classes
button
 Edit the Classes to match next year's proposed arrangements
 Next year's Class names  these can include other schools, eg,
some primary students will go to a nearby high school
 Next year's Teachers (optional)  if you know the class name but
not the teacher, just enter TBA in the Teacher field
3. Entering the students' next year or next grade
Use the Add/Place Students form to
enter the students' next year or grade level:
 Select Year column  left click on the column heading and
copy
 Select and paste into the Next Year column
 Select the Next Year column  left click on the column
heading
 Click Home in the Main Toolbar and choose Replace to change the years so that students are advanced by a
year
 Note: The order in which you do this is important!!
 Start with the highest year of grade and work down: e.g.,
 10 becomes 11, ...
 06 becomes 07 ... and so on
4. Preparing the Next Class column
Make sure that the Next Class column is clear or only has 'TBP' (to
be placed)  this will reduce confusion and uncertainty. The quick way to do
this is to use Excel:
 Open a blank Excel
spreadsheet
 Fill down the first column with TBP (one for each student in your
Planner)
 Copy and paste the exact number of these cells into the Next Class
column of
the Planner
5. Gathering information that will assist the placement decisions
 Go to the Add/Place Students form
 Check out the Preference Information report  this can be
used to collect & record key information about the future placement of
individual students
 Note: it is possible to enter most of this data in the database but
you will have to make a judgement about whether this is required  you can
collect written data and photocopy for various users
 Print out Current Placements: this should give you
copies of this year's class lists, however, you may discover that
your present placement data has got a little out of control during the year
and will need some updating
 Update the students' current class placements so that they are
accurate
 Do a rough draft of suggested placements
 Annotate the current class lists with suggested placements
for next year
 Open the Add/Place Students form and enter these using the drop
box for each cell (or by copy and paste) into the Next Class column
 This may be made easier by reorganising and sorting the columns into Class; Surname;
Given Name; Next Class... and then
 Select the first three columns and sort ascending (reorganises the
data into classes ordered by surname)
 From time to time use the Placement reports to check on, and
manage, progress with this task
6. Added possibilities
 Check out the Add Student Comments and Add Teacher
Comments buttons and consider how these might be useful
 Use the Alert function to enter school perspectives
 As you progress you may want to move to working with other
views, eg,
 If you have student ratings entered then you can run stats
on how classes compare.
7. Faster Placements
Want to make it easier to enter all the placements?
Example: To
place next year 3 students that have not yet been
placed (TBP):
 Go to the bulk Placements form
 In the top toolbar click the Filter by Form
button
 Clear all columns (if necessary)
 In the Class column put TBP (this will select those
students who are To Be Placed
 In the Year put 03 (this will select the year 3 students
 Now in the top tool bar click the Filter
button
 This will give you a view of all the Year 3 students who are yet
to be placed
 Use the drop box in the Class column to place the students
You can use this method to give selective views of most forms 
very handy
Another example: To place everyone from 2/3A into their next
classes:
 Click the Filter by Form button
 Clear all entries
 In the From column enter 2/3A (or select 2/3A from the
drop box)
 Click the Filter button
 Use the drop box in the Class to place the students
8. Refining placement Class lists
Having made some tentative placements you then have a variety of
class lists available to you to refine your decisions:
 FROM: so that you can give a list to the current teacher
to show where all his/her children are going
 TO: future class lists which also shows where they are
from and leaves room for comments to be written
 CLASS RATINGS: to show the class averages, etc on LIT, NUM, WORK,
SOC, BEH...
 CLASS HISTORIES: to pass on all the anecdotal notes and
histories to the next teacher
 
