Student events (ACE)

The Student Events (ACE) module provides comprehensive management for all your Activities, Camps, and Excursions (ACE). This module allows you to:

• Manage the application and approval workflow

• Track and manage event details

• Archive historical records for completed events

Create a student event (ACE)

The form is divided into several sections to capture all necessary details when creating a new student event (ACE).

1. Click Add ACE.

2. Enter Event Details (required): Provide as much information as possible to ensure clarity and completeness.

3. Files (required): Use the checkboxes to indicate any files required for the event.

   • Note: Required files can only be specified during the initial approval of the student event (ACE).

4. Click Submit to save and create the event.

Setup student event (ACE) action columns

See Setup student event (ACE) action columns.

Export a spreadsheet summary of student events (ACE)

1. Click Export.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the file using a spreadsheet application (e.g., Microsoft Excel).

4. Print if needed.

Filter and search student events (ACE)

1. Use the filter options in the top toolbar to set your desired criteria.

   • Show: Select from the dropdown menu to refine search.

   • Date range: Specify a start and end date to filter results within a specific time period.

2. Click Search to apply the filters and display the results.

Manage student events (ACE) search results

The grid displays your filtered student event (ACE) results, along with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.

Icon button states in the action columns

Icons change to indicate status.

• Outline icon: Indicates no content has been added.

• Filled icon: Indicates content has been added or the action is complete.

Status indicators for student event (ACE) requests

• Fully approved

• Initial approval

• Pending approval

• Rejected

Key to visual effects

• Red Text: Indicates a deleted student event (ACE).

• Bold Text: Indicates a completed student event (ACE) that is ready for review and final approval.

• Amber Text: Indicates a flagged student event (ACE) requiring attention.

Flag student events (ACE)

Only available to student event (ACE) managers.

• Flagged events are highlighted.

• Flag:

  • Use the checkbox/es to flag individual student events (ACE) for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).

• Visibility:

  • Flagged student events (ACE) are only visible to users with the necessary flagging permissions.

See Setup student event (ACE) action columns.

Indicator that student event (ACE) has impact on other classes

An icon is displayed when this student event (ACE) is flagged as impacting classes beyond the currently scheduled class/subject.

Download details of a student event (ACE) as PDF

1. Click Download invoice icon button.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the file using appropriate application.

4. Print if needed.

Download a student permission form for a student event (ACE)

1. Click Download permission form icon button.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the file using appropriate application.

4. Print if needed.

Add a student event (ACE) to calendar

The exact steps may differ slightly depending on your computer and operating system.

1. Click Add to calendar icon button.

2. Locate the downloaded file (usually in your "Downloads" folder).

   • If a file (e.g., .ics) is downloaded, open it. Your calendar application should automatically launch and prompt you to add the event

3. Save the event:

   • Review the event details (date, time, location, etc.) and click Save or Add to Calendar to confirm.

Venue link for a student event (ACE)

1. Click on the venue name in the to open the venue website.

Modify a student event (ACE)

After creating a student event (ACE), you can modify its details and add information, such as files. Saving the student event (ACE) unlocks additional functions. The form is organised into sections for capturing all necessary details.

1. Click Edit icon button to open the student event (ACE) form.

Actions in the student event (ACE) event form

Copy a student event (ACE)

This feature allows you to create multiple copies of an existing student event (ACE).

1. Click Copy Event.

2. Enter the date and time range for the new student event (ACE).

3. Click Copy.

The new student event (ACE) will now appear in the Manage student event (ACE) list.

Submit a student event (ACE) for review and approval

Submit the event once all details have been entered and required files have been added. This action sends an email to student event (ACE) managers, informing them that the event details are ready for review and approval.

1. Click the Edit button.

2. Click the Submit as Complete button.

3. Confirm the action.

Delete a student event (ACE)

This action marks a student event (ACE) as deleted, but it is not permanently removed from the system. It can be recovered.

1. Click Delete.

2. Confirm the deletion.

The event will be marked as deleted.

Undelete a student event (ACE)

This option is only available for student events (ACE) that have already been deleted. This action is irreversible.

1. Click Undelete.

2. Confirm the deletion.

The selected student event (ACE) will appear in the Manage student event (ACE) list.

Permanently delete a student event (ACE)

This option is only available for student events (ACE) that have already been deleted. This action is irreversible.

1. Click Permanently Delete.

2. Confirm the deletion.

The selected student event (ACE) will be permanently deleted from the system.

Approvals section

The Approvals section is used to manage all required approvals or rejections for the student event (ACE).

The approval process can involve two stages:

1. Initial approval:

   • Granted by a Student Event (ACE) Approver (if your school has one).

   • Confirms that the event details are complete and ready for final review.

2. Final approval:

   • Granted by a Student Event (ACE) Manager.

   • Confirms that the event is approved to proceed.

Key points:

• If your school uses a one-stage process, only final approval is required.

• If your school uses a two-stage process, both initial and final approval are required.

Approve a student event (ACE)

1. Click the Edit icon button.

2. Select the Approvals section.

3. Provide approval only in the applicable fieldset(s) for your assigned role(s).

4. Click the Approve button.

5. Confirm the approval.

   • Your name and the date will appear in the approval fieldset.

6. (Optional) Enter comments.

7. Click Save.

Reject a student event (ACE)

1. Click the Edit button.

2. Select the Approvals section.

3. Click the Reject button in the Reject Approval field.

4. Confirm the action.

   • include a rejection comment (optional).

   • Your name and the date will appear in the rejection fieldset.

5. Click Save.

Add approver comments to a student event (ACE)

1. Click the Edit icon button.

2. Select the Approvals section.

3. Enter comments in the Approver comments field.

4. Click Save to store your comments.

View approver and organiser comments for a student event (ACE)

1. Click the Edit icon button.

2. Select the Approvals section.

3. Read comments added to the Approver and Organiser comments fields.

Files/Links section

Any files marked as required during the creation of the student event (ACE) will be listed in the Files section.

Proforma template files may be available for download to assist with your application.

Add or replace a file for a student event (ACE)

1. Click Edit icon button.

2. Click the Files/Links section

3. Click Add File button.

4. Click Browse to select a file.

5. Add a description (required).

6. Select file type (required).

7. Click Upload.

Once uploaded:

• The file name will appear as a clickable link.

• A Remove button will also appear for managing the file.

Add a link to a student event (ACE)

1. Click Edit icon button.

2. Click the Files/Links section

3. Click Add Link button.

4. Enter link (URL).

5. Add a description (required).

6. Select file type (required).

7. Click Save.

Once saved:

• The link name will appear as a clickable link.

• A Remove button will also appear for managing the link.

View and download proforma templates for student event (ACE) files

1. Click Edit icon button.

2. Click the Files/Links section.

3. Click View Proforma Templates.

4. Click on the text link to download the desired file.

5. Locate the downloaded file (usually in your "Downloads" folder).

6. Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).

7. Print if needed.

Remove a file or link from a student event (ACE)

1. Click Remove icon button.

2. Confirm the action to complete the removal.

   
   

Staff section

Add a staff member to a student event (ACE)

1. Click the Edit icon button.

2. Navigate to the Staff section.

3. Select individual staff members from the Select Staff dropdown menu.

4. Click the Add Selected Staff button.

Once added:

• The staff member will appear in the staff list.

• The number in the Staff tab will increase to reflect the number of staff attending.

Send an email to staff member/s attending a student event (ACE)

1. Click Email.

2. Enter the email details.

3. Click Email.

Manage staff for a student event (ACE) search results

The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.

Icon button states in the action columns

Icons change to indicate status.

• Outline icon: Indicates no content has been added.

• Filled icon: Indicates content has been added or the action is complete.

View cover required details for staff member to attend a student event (ACE)

1. Click View ACE cover required details.

View a staff member's feedback for a student event (ACE)

1. Click View feedback.

Remove a staff member from attending a student event (ACE)

1. Click Remove staff.

2. Confirm removal of staff member from the student event (ACE).

Set the Time In Lieu for staff attending a student event (ACE)

Enter the amount of Time in Lieu that can be accrued by a staff member when they attend the student event (ACE).

To modify Time in Lieu details for each staff member:

1. Click directly in the grid to edit the values.

2. Changes are saved automatically.

Notes section

The number in the Notes is indicated by the number in the section header.

View notes for a student event (ACE)

1. Click the Edit icon button for the student event (ACE).

2. Navigate to the Notes section.

3. View the list of notes, including:

   • The note content.

   • The name of the person who added the note.

   • The date and time the note was added.

Add a note to a student event (ACE)

1. Click the Edit icon button.

2. Navigate to the Notes section.

3. Click the Add Note button.

4. Enter note details.

5. Click Save.

Once added:

• The note will appear in the notes list.

• The number in the Notes section will increase to reflect the number of notes added.

Remove a note from a student event (ACE)

1. Click the Edit icon button.

2. Navigate to the Notes section.

3. Click the Delete button to remove the note.

Risk assessments section

The number of Risk assessments is indicated by the number in the section header.

View risk assessments for a student event (ACE)

1. Click the Edit icon button for the student event (ACE).

2. Navigate to the Risks section.

3. View the list of risks.

Add a risk assessment to a student event (ACE)

1. Open the event:

   • Click the Edit icon button for the student event (ACE).

2. Navigate to risks:

   • Go to the Risks section.

3. Add a risk assessment:

   • Click the Add Risk Assessment button.

4. Complete the form:

   • Enter all required details in the risk assessment form.

5. Save the assessment:

   • Click Save to store the risk assessment.

6. Confirm treatment action:

   • Review and confirm the status and treatment action for the risk assessment.

Once added:

• The risk assessment will appear in the risks list.

• The number in the Risks section will increase to reflect the number of risk assessments added.

Download risk assessments as PDF

1. Click Edit icon button.

2. Click the Risk section.

3. Click Download button.

4. Locate the downloaded file (usually in your "Downloads" folder).

5. Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).

6. Print if needed.

Manage risk assessments

The grid displays all the risk assessments for the student event (ACE) with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.

Icon button states in the action columns

Icons change to indicate status.

• Outline icon: Indicates no content has been added.

• Filled icon: Indicates content has been added or the action is complete.

Status indicators of treatment plan for the risk assessment

• Monitor: Low risk - no action required

• Monitor: Moderate risk - existing controls

• Treat: High risk - additional action required

Modify a risk assessment for a student event (ACE)

1. Open the event:

   • Click the Edit icon button for the student event (ACE).

2. Navigate to risks:

   • Go to the Risks section.

3. Edit the risk assessment:

   • Click the Edit icon button next to the risk assessment you want to modify.

4. Make changes:

   • Update the necessary details in the risk assessment form.

5. Save changes:

   • Click Save to update the risk assessment.

6. Confirm treatment action:

   • Review and confirm the status and treatment action for the modified risk assessment.

Remove a risk assessment from a student event (ACE)

1. Click Edit icon button.

2. Click the Risk section.

3. Click Remove risk assessment icon button.

4. Confirm removal.

Program section

The number of activities included in the program for the student event (ACE) is indicated by the number in the section header.

View the activity program for a student event (ACE)

1. Click the Edit icon button for the student event (ACE).

2. Navigate to the Program section.

3. View the list of activity programs.

Add an activity to the program of a student event (ACE)

1. Open the event:

   • Click the Edit icon button for the student event (ACE).

2. Navigate to activity program:

   • Go to the Program section.

3. Add an activity program:

   • Click the Add Activity button.

4. Complete the form:

   • Enter all required details in the activity form.

5. Save the activity:

   • Click Save to add the activity to the program.

Once added:

• The activity will appear in the activity program list.

• The number in the Program section will increase to reflect the number of activities added.

Download the activity program for a student event (ACE) as PDF

1. Click Edit icon button.

2. Click the program section.

3. Click Download button.

4. Locate the downloaded file (usually in your "Downloads" folder).

5. Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).

6. Print if needed.

Export a spreadsheet of the activity program for a student event (ACE)

1. Click Export.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the file using a spreadsheet application (e.g., Microsoft Excel).

4. Print if needed.

Manage activity program

The grid displays activities on the program for the student event (ACE) with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.

Modify an activity on the program for a student event (ACE)

1. Open the event:

   • Click the Edit icon button for the student event (ACE).

2. Navigate to program:

   • Go to the program section.

3. Edit the activity:

   • Quick option (Grid editing):

     • Click directly in the grid to modify activity details. Changes are saved automatically.

   • Detailed option (Activity form):

     • Click the Edit icon button next to the activity you want to modify.

     • Update the necessary details in the activity form.

     • Click Save to update the activity.

Remove an activity form the program of a student event (ACE)

1. Click Edit icon button.

2. Click the program section.

3. Click Remove activity icon button.

4. Confirm removal.