Scheduling your Nursery registers - New School Year Setup

If you have nursery students, you'll need to schedule registration a little differently because not all nursery students attend full time.

This process is changing soon

We'll be making changes to this process in the next month to make it easier for you to enrol Nursery students in exactly the right registers. You might wish to wait until these changes are released before completing this step in the New School Year Setup process.

 

When to complete this step

Follow the guidance below to schedule your nursery registers before following the instructions in the New School Year Setup guide to schedule your other year group’s registers. You can find the full Primary New School Year Setup guide here.

This step must be completed for your Nursery year groups during Step 6 - Courses & Classes of the New School Year Setup process. All schools must complete step 6. This step schedules your registration periods, when attendance for your registration forms are taken. If you do not complete this step, you will not have any registers in September.

What makes nurseries different?

As nursery-age pupils are not required to attend school full time (25 hours of education a week), you’ll need to reflect when they are not required to attend in Arbor. Making sure Arbor knows whether a nursery student is due to attend ensures your attendance data remains accurate. One of the ways you can manage this in Arbor is by using Attendance Patterns.

What are attendance patterns?

Attendance patterns can be assigned to students to tell the system when to include them in attendance registers.

Using this method, you can include students in all morning roll call registers, all afternoon roll call registers, or both morning and afternoon roll-call registers. For example, if you give a student the ‘Mornings only’ attendance pattern they will appear in only the morning registers for their nursery class every day of the week.

You cannot use attendance patterns for students who do not attend during the same times every day of the week. For example, a student attends all day Monday-Wednesday but doesn't attend Thursday or Friday, or a student attends afternoon only on Monday and mornings the rest of the week. You’ll need to use one of the other two options to set this up for your nursery.

 

Which setup option should we use?

There are four options you can use - we’ve included some details about each below:

  • Option 1 - Use attendance patterns if students attend the same times every day of the week
  • Option 2 - Don’t use attendance patterns and enrol manually
  • Option 3 - Don’t use attendance patterns and enrol automatically
  • Option 4 - A combination of options 1 and 3
Method Positives Negatives
1
  • Only students scheduled to attend will appear in registers.
  • No chance students could be missed off a register.

Students can only attend morning, afternoon or all day every day of the week. Schools with more complex schedules can’t use this.

2

Only students scheduled to attend will appear in registers.

New students must be added to each register manually.

3

No chance students could be missed off a register.

Students not scheduled to be in school will still appear on the register so teachers must mark them with X codes.
4
  • Only students scheduled to attend will appear in registers.
  • Students who attend full time will automatically be enrolled into the register.
Students who are not full time, morning only or afternoon only must be added to each register manually.

 

Setting up your nursery registers for next year

Step 1 - Create your registration sessions

The first step is the same no matter which option you choose.

Go to step 6 of your New School Year setup and select option A. Schedule Sessions from Registration Forms.

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This will bring you to a list of all the registration forms you have. Tick the box next to your nursery registration form(s), then click the blue pencil icon to select Schedule Registration Forms.

Screenshot_2021-04-16_at_08.57.29.png

 

A slide-over will appear where you enter the start and end times for the Registration Forms you have selected.

Schedule registration forms for the whole morning in order to prevent errors during Census, making sure your Morning end time falls at the beginning of lunchtime and your Afternoon end time is the end of the school day.

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Once the sessions have been timetabled, you can see these on the Setup Registration Forms page.

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When you return to the Courses & Classes page you will now see a list of all the scheduled Registration Forms. Notice that for nurseries, a separate module for each AM and PM session is created.

Screenshot_2021-04-16_at_09.00.44.png

 

Step 2 - Enrol the students

Option 1 - Use attendance patterns

If you’ll be using attendance patterns, you’ll need to set these for your nursery students. Whenever you have a new student you’ll need to set their attendance pattern to make sure they appear in the right registers.

 

Go to Students > Enrolment > Year Groups and select the next academic year from the drop-down menu. Select your nursery, then click the Attendance Patterns option from the left-hand menu.

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To change an existing attendance pattern you’ll need to delete it then add a new one. Click the Attendance field then click the Delete button in the slide over.

attendance_pattern.png

 

Use the Bulk Set Attendance Patterns button to bulk set attendance for any students who do not have an attendance pattern. Select the enrolment start date and pattern, then select the students this applies to. Once you are happy, click the green Set attendance pattern button.

bulk_set_attendance.png

Option 2 - Don’t use attendance patterns and enrol manually

If you click into a session from the new school year setup, you’ll be taken to the Overview. For example, I’ve clicked on Monday AM.

Monday_AM.png

 

If you scroll down to the Future Students section, you can see the children that have been automatically enrolled.

As you don’t use attendance patterns and don’t want students to be enrolled automatically into sessions they may not be attending, you’ll need to remove this automatic enrolment.

remove_enrolment.png

 

To do this, go to School > Programmes > Next Year Courses > Registration Forms and select the registration form.

reg_form.png


In the Automatic Enrolments section, you’ll need to click into each one, click the Edit button then select the Remove option to delete the automatic enrolment.

remove_auto_enrolment.png

 

To enrol your students into the right sessions, you’ll then need to go to School > Programmes > Next Year Courses > Table View. Select the session to enrol students into, then click the Enrol Students button.

enrol_students.png


In the slide over select the students to enrol and select what sessions they will be attending.

select_sessions_to_enrol_into.png

Option 3 - Don’t use attendance patterns and enrol automatically

If any new students join your class later on, once they are enrolled into the right Year Group and Registration form, they’ll be automatically added to all your registration registers.

If you click into a session from the new school year setup, you’ll be taken to the Overview. For example, I’ve clicked on Monday AM.

Monday_AM.png

 

If you scroll down to the Future Students section, you can see the children that have been automatically enrolled. All of the children in your nursery have been enrolled into all of your registration sessions. This means all of your nursery students will appear on every register.

When students are not required to attend a certain session, teachers will need to mark them with an X code in the register.

Screenshot_2021-04-16_at_09.19.53.png

Option 4 - Use attendance patterns and manual enrollments

Whenever you have a new student you’ll need to either:

  • Give them an attendance pattern if they will be full time
  • Enrol them into the right registration sessions if they are not full time

You’ll first need to know which of your students will be attending full time, and which of your students will be attending part-time.

For your full-time students, you’ll be able to automatically have them appear in the right registers by setting an attendance pattern for them. Go to Students > Enrolment > Year Groups and select the next academic year from the drop-down menu. Select your nursery, then click the Attendance Patterns option from the left-hand menu.

Screenshot_2021-04-16_at_09.04.12.png

 

Make sure any of your students who are not attending full time do not have an attendance pattern. To delete an existing attendance pattern click the Attendance field then click the Delete button.

attendance_pattern.png


To add attendance patterns for your full-time students, click the Bulk Set Attendance Patterns button. In the slide over, select All Day attendance pattern and untick any of the students who will not be attending full time.

full_time_attendance_pattern.png

saved_attendance_patterns.png

 

For your part-time students, you’ll be able to manually enrol them into the registration sessions.

Go to School > Programmes > Next Year Courses > Table View. Select the session to enrol students into, then click the Enrol Students button.

enrol_students.png


In the slide over select the students to enrol and select what sessions they will be attending.

select_sessions_to_enrol_into.png

 

 

What if our nursery doesn’t run full time?

If your nursery doesn’t run Monday - Friday or doesn’t run with an AM and PM session every day of the week, you’ll need to remove the extra timetable slots.

Return to the Courses & Classes page of your new school year setup and you can see a full list of all the registers. All you’ll need to do is click into each one that you need to remove. For example, if my nursery doesn’t run on a Friday afternoon, click into Friday PM.

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Then click the delete button on the overview page.

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