[sims] PROFILES - Editing issues

[Lucystockton]

Hi I'm new to Profiles & my new school , after today I am realising that there must be a better way to edit/correct student reports than the way it's has been done by my predecessor. Firstly the comment banks aren't really being used just to get the students name on the comments ( so I think Inv reports would be better ?)

The reports have been completed by teachers I have generated then printed them and they have been proof read and returned to me marked up in red pen. This is when I realised that I am expected to go into each teachers class list to correct as I can only edit and change the form tutors comments ( everything in free text so lots of potential for errors here)

This is a massive job and hard to get a flow on as I am chopping and changing around between a form tutor group then maths then photography or whatever then back to the form list find next one and search around for that students subjects ....is this correct or is there not a way of looking at the form groups and going through alphabetically clicking on each subject and correcting that ... Help me ...I've spent all day on this and thinking of running off to join a circus ....

[SouthCoastSaint]

Lucy

 

You can put reports into review mode. This removes lists from class teachers list entry, and you then access each report as a whole in a list by tutor group. Here at our school, we have vertical TGs so ask our tutors to proofread their tutee reports (about 4 per year group). You can either change the report yourself when reviewing, or you can reject it which puts in back in the teacher's list entry for correcting. Seems like you are past this point, but I am sure you would find it easier when making the changes to do it via the review screen.

[Lucystockton]

Thank you for this ... so I would put them in review mode before I generate them ? and I have access rights to edit and correct the comments ?

I assume then as well that once they have gone into review mode it means any late reports cannot be added ?

[SouthCoastSaint]

Nothing changes with the generating part - you can still do this as many times as you like before printing. Obviously, any changes you make in the actual word report rather than in the Sims entry will be discarded if you generate again, but that would already be the case for you anyway. With regards to late reports, you can either reject the blank entry so the teacher can access their list again and write it or you can paste it straight into the report entry via the review screen. If you have permissions for Review profiles, then yes, you will be able to view and edit the reports.

[Lucystockton]

this sounds like exactly what I need ... so I change the session to review go focus/profiles/review profiles and browse for the session i want , work through approving / editing and correcting etc then go back to student profiles and re generate and print ??

[SouthCoastSaint]

Yes that should be exactly how it works.

 

As a quicker fix, you can of course generate, then click to edit all the reports and make the changes directly into the word docs. As long as you save them after editing and you don't re-generate, the changes will stay in the report in the linked document and for printing. This might be better for you if you are in a rush this time.

[Lucystockton]

yes but correcting in word only is a possibility but I would have re send them to the linked docs to overwrite the 'incorrect' generated one as that is where staff access them - which sounds like hassle even if I knew how ( I suppose I just upload to the doc server?)

But I am keen to try this review mode especially if I just use it for me - as approver and correcter all in one as the reports have been checked already.

One last thing what is the worst case scenario ... could i wipe out all the reports or anything can I switch back to active and re generate is needed ?

Many thanks for this info

[SouthCoastSaint]

Profiles are treated differently in Linked Docs than individual reports. In Ind Reports, once you are happy with them you have to tell Sims to upload them to linked docs. With Profiles, each time you generate, you automatically overwrite the linked doc with the latest version. If you edit and save that generated version, that should be what is saved in linked docs. Try editing just one this way, view it before and after via linked docs to check that it does behave in this way.

 

With regards to review mode, it is irreversible. However this really only affects teaching staff as the main difference is teachers cannot access their classes through list entry. We give a deadline - staff know if they miss this deadline and the reports are put tinto review mode, they will have to find each of their students to add their reports that way, which is more work for them. If your reports are almost ready to go I don't think it would be any issue for you.

[Lucystockton]

Brilliant I'll test the linked docs theory but mine seemed to save wanting a folder location....? but I'll check again and yes the teachers well know is after the deadline and will have to liaise with me to get reports on after the date set.

Many Thanks again

[SouthCoastSaint]

When you were asked for a saved location, had you clicked export? Here, just by generating, I get an entry in the students linked docs folder automatically. Likewise, once generated, if you edit a report, click save before closing then view the linked doc, the changes made in word should be saved.