Change teachers, academic leads and staff assigned to registers and timetable slots

• Go to Students > Enrolment > Registration forms 
• Check the Academic Year is set correctly in the dropdown in the top right corner
• Select the Form from the Listing tab to take you to the Form Overview page
• See past, future and current form tutors listed in the Form Tutors section

To add a new Tutor from the Form Overview:

• Click +Add in the Form Tutors section
• Select the staff member(s) with the Tutor drop-down (you can select multiple)
• Select the From date (the first day the staff members are Tutors, this field is required)
• Select the Until date (the last day the staff members are Tutors, this field is required)
• (Optional) Be sure to tick the boxes to make them the academic lead of any course with automatic enrolments from the form too. In Arbor, registers are tied to courses, so even if you only have AM and PM registers, to change who sees a register on their calendar and who can access it, the course lead needs to change, too.

If there is already a form tutor, you can add another form tutor to allow both staff to be joint form tutors, or you can remove the initial staff member by:

• Clicking their name in the Form Tutors section
• Clicking Edit 
   
  • Click delete to completely remove their assignment (use this is they shoudl never have been a tutor)
  • Add an end date in the Until field to mark the last day they are a Tutor, the press Save changes

To correct start and end dates:

• Click on the existing incorrect teacher under Form Tutors.  

• Click Edit
• Amend the end date or start date of the incorrect form tutor to reflect the appropriate dates, or delete them if they never should have been the lead for this class.
• Then click Save Changes.

Once the staff member has been removed or had an end date inputted, they will no longer have the registers in their calendar. If the staff member still has the Attendance: Administer All Students permission they will still be able to access all registers, but the classes will no longer appear in their calendar.

This option is most appropriate for schools with a timetable set up in Arbor (mainly secondary schools).  If your school has only registration sessions for AM and PM classes and you use automatic enrolments into courses based on registration forms, please see the section above and make sure to use the remove from course tickbox. 

To see academic leads and access a Course Overview:

• Go to School > Programmes > Courses
• Ensure the correct Academic Year is set in the dropdown in the top right corner
• If the course you need is not a top-level course, use the + next to a parent course to expand the list and see child courses
• Click the appropriate course to go to the Course Overview page

To add a new academic lead from a Course Overview:

• Click +Add in the Academic Leads section
• Select the staff member(s) with the Tutor dropdown (you can select multiple in one go)
• Select the From date (the first day the staff members are Lead, this field is required)
• Select the Until date (the last day the staff members are Leads, this field is required)
• Click Add Lead to confirm

If the wrong teacher has been assigned:

• Click on the existing incorrect teacher in the Academic Leads section

• Click Edit and either:
   
  • Amend the end date of the incorrect form tutor to reflect the appropriate dates, then click Save Changes.
  • Or, Delete them using the red button, if they never should have been the lead for this class. 

Note: If the staff member should be removed from all related modules, the box for 'apply for component modules' should be ticked.

Once the staff member has been removed or had an end date inputted, they will no longer have the registers in their calendar. If the staff member still has the Attendance: Administer All Students permission they will still be able to access all registers but the classes will no longer appear in their calendar.

Go to School > Programmes > Courses > Table View.

Tick the boxes down the left-hand side of the courses you want to change the staff for, and click the Bulk action button to select Bulk Update Academic Leads.

In the slide over, you'll see the option to add an effective date (you can set this to a date in the future if you don't want this change to happen straight away), and a Remove and Add field. When planning for the next academic year, we'd recommend setting the first day of your next academic year.

You can select all the staff to remove from this slot and all the staff to add, all at once. Just start typing the names into each box to select them, then click Change academic leads.

To change the staff assigned to a Timetable slot for register access purposes:

• Go onto School > Timetable > Timetable Administration > Timetable Slots. 
• Use the filter panel at the top of the page and filter your timetable slots by subject, course/class or year group to help you identify lessons that have the same teacher or are in the same room.
• Tick the timetable slots that need to have more staff members added onto or removed from
• Click Bulk Action and select Change staff

• In the slide over, you'll see the option to add an effective date (you can set this to a date in the future if you don't want this change to happen straight away), and a Remove and Add field.

  You can select all the staff to remove from this slot and all the staff to add, all at once. Just start typing the names into each box to select them

• Click Change Staff

The staff will then be updated, and the staff member will be able to take the register for this class.

Top Tip: To remove a staff member from all slots, select all of the timetable slots and select Change Staff. Then select the staff to remove.

Go to School > Programmes > Courses and select the appropriate course.

In the Classes and Lessons section, click the lesson and click +Add to add a new staff member to the lesson, or click the lesson to amend the staff member by clicking on their name.

Click the existing staff member, and click into the staff member's current dates.

Amend the End date to the last day they will be teaching this lesson, then click Save Changes.

Next, click to add a new staff member to the timetable slot.

Select the new staff member, then set the Effective date as the first date they will be teaching this lesson, then click Add Staff.