Event Cleanup

The events that have taken place at the school are the basis for paying teachers and debiting students. Having up-to-date information is essential, since KVS relies on this data for almost every function. Events should be reviewed and closed as soon as possible - ideally, on the day after they have taken place.

Both the teacher and normal KVS users can access the Course Cleanup window. Teachers are limited in the information they see and the changes that they can make - they cannot, for example, change the financial information associated with the event. The recommended procedure is as follows:

1. The event takes place.
2. Each teacher opens the Course Cleanup window after his or her event and
   • enters the course attendance,
   • checks the course level, and corrects it if necessary,
   • enters information about the event (such as the homework assignment) in the teacher note (this note appears on the class card),
   • enters any special remarks for the office personnel in the manager note (e.g., errors in the attendance list) and
   • updates the cleanup-status as appropriate to  "wait", "report error" or "close"
3. The school administration opens the Course Cleanup window and
   • checks the manager note, for any special comments by the teacher,
   • checks the attendance list (especially if the frame around the attendance button is not green) 
   • check the salary and bonus amounts and
   • updates the cleanup status to "closed"

Important notes:

• Events can only be cancelled from the daily plan.
• The attendance list only contains students and members of groups that KVS expects to attend the event. These are all students and members of groups which had booked but not used up a number of lessons. It is possible that the data KVS had at the time did not quite represent reality (a booking may have been agreed upon, but not yet entered in KVS, an attendance list from last week may not have been up-to-date, etc). Therefore, it is possible that there are people missing from the attendance list as well as people who are, but should not be, on the attendance list.
  In such cases, it is necessary to update the attendance list by hand. Whether teachers can add students to the attendance list themselves is set under general options.
  Important note: If a participant who belongs to a group is added the attendance list, you must also add the group if you are running KVS Version 3.1.2 or higher.
  Important note: You should only remove someone from the attendance list if he or she was not expected to attend the event at all. For participants who were expected to attend, but did not show up, simply remove the checkmark under "Present".
  Important note: If you put a checkmark under "Excused", and the course type allows credits for absences, the student will not be debited for the event.
• The button "attendance list" has a frame around it, used to highlight problematic events.
  • red: There are no participants on the attendance list
  • orange: There are more than the maximum number of participants for the course type on the attendance list
  • yellow: There are less than the minimum number of participants for the course type on the attendance list
  • green: The number of participants is between the minimum and the maximum for the course type.
• The button "attendance list" is not active if the event has been cancelled.
• The closing status for teachers behaves as follows:
  • wait: The teacher has not yet finished entering data on the event.
  • report error: The teacher has finished entering data on the event, but has an error to report (missing participants, incorrect salary, etc). The error should be described in the field manager note.
  • close: The teacher has finished entering data on the event. Closed events disappear from the teacher'ss list of pending events.
• The closing status for the school administration behaves as follows:
  • pending (teacher): The teacher has not yet finished entering data on the event. Teh school administration may choose to do so for the teacher.
  • pending (error): The teacher has finished entering data on the event, but has an error to report (missing participants, incorrect salary, etc). The error should be described in the field manager note. The school administration should fix the error.
  • pending (manager): The teacher has finished entering data on the event. The school administration should check the event data.
  • closed: The teacher and the school administration have finished entering data on the event. Closed events can no longer be edited. If you have made an error, you will now have to fix the error by entering a correction.
• For larger schools, the number of events a day to be dealt with by the school administration can be quite large. Therefore, KVS allows you to group events to be cleaned up in various ways:
  • By course: A window opens with a list of all courses with pending events. Click on a course to see a list of all events of that particular course which have not yet been closed.
  • By teacher: A window opens with a list of all teachers with pending events. Click on a teacher to see a list of all events of that particular teacher which have not yet been closed.
  • Quick cleanup: A window opens with a list of all events whose status is "pending (manager)" and whose manager note is empty. You can close these directly in this window.
  • All: A window opens with a list of all pending events. You can sort these by event or closing status, for instance.