Classifications

 

Introduction

Classifications in Classter are essential organizational tools that allow administrators to structure and manage academic and administrative content.

By defining specific classifications, institutions can effectively group entities:

• _Grades_/Programs
• _Streams_
• Services
• Service Categories
• _Groups_
• _Group_ Types
• _Subjects_
• _Subject_ Categories
• Financial Series

 

And use the custom groupings at:

• Online Enrollments
• Admission – School Leaving Certificate Qualifications
• Marks
• Registration Statistics
• Registration Numbers
• Scientific fields (related to _Subjects_)
• Reporting (related to statistics, financial, marks, any other purpose)
• Other academic organizational purposes

Along with extra limitations, based on the type and functionality.

 

Case examples

1. Group subjects or services, with minimum-maximum limitations and grade/program filters, to use them in online enrollments. E.g. “Year 12 electives”, connected to Year 12 grade, mandatory to enroll, with min=1 and max=2 enrollment limitation. Or “Seminars”, connected to ‘Marketing’ and ‘Healthcare’ programs, optional but with a limitation to maximum=5 seminars to enroll for the academic period.

2. Group subjects for Final Marks – High School Certificate, where 2-3 subjects must have an average and be counted as one subject for the final calculations and reports. E.g. ‘Sciences’ classification, which includes ‘Physics’ and ‘Biology’ subjects.

3. Group _Grades_/Programs for Registration Statistics, where you can get your statistical results separately based on the custom programs’ grouping. E.g. Location/City A programs, grouped for separate calculations.

 

List of Classifications

To access the Classifications module, navigate to CONFIGURATION > Main Settings > Classifications.

 

 

The Classifications page provides options to:

• Search for existing classifications by free text
• Export classifications such as Print, Excel, CSV, or Copy.
• Edit or Delete classifications from the list
• Create a new classification using the ‘+Create New’ option.

 

Create New

Click ‘Create New’ button:

 

 

A pop-up window will open with the following options:

 

 

Fields

• Abbreviation (Recommended): Short description, Code, or any unique identifier (e.g. ‘Opt – Y12’, ‘TE’, A)
• Description*: Full description of the classification (e.g. ‘Optional Subjects Year 12’, ‘Trips and Excursions’, ‘Arts’)
• Classification Type*: Choose where the classification will be used at (online enrollments, marks, statistics, reporting cases etc.) ***Options explained in a later section
• Includes Type*: In relation with the classification type, specify what the classification/grouping will include (e.g. subjects, services, grades/programs).
• Type of Count: Used in case you need rules (for min-max limitations). Define the counting method, such as counting the “number” of the subjects or the subjects’ “credits”. *Not all options are applicable in all ‘Includes Types’ and ‘Classification Types’. ***Options explained in a later section
• Minimum/Maximum Number: If Type of Count is enabled, set applied limits (e.g. how many subjects or services a user can select for enrollment).
• Prerequisite Number: In addition to the previous limitations, indicate pre-required number of completed entries (e.g. how many subjects the user must have already passed, to be eligible for enrollment).
• External ID: Reference ID for integrations or migrations.
• Includes*: Specify entities included based on the defined ‘Includes Type’. The dropdown will get a list of entities accordingly. E.g. if you select ‘_Subjects_’ at the ‘Includes Type’, you will find the list of Subjects to select. If you select Services, you will find the list of Services etc…

Click Save. The classification will appear in the list of active classifications.

 

Classification Types

Classifications define where the group of entities will be used in the system, such as supporting features like online enrollments, marks reports, statistics, or just data management (extra categorization of entities used in reporting etc.).

 

Below, we have listed the available options per type of usage (and the valid combinations with includes types).

 

The following options can be used in Online Enrollments functionality:

• “All online enrollments/Admission” (all open online enrollments, for registered students, admission, re-registrations)
• “Online Enrollments” (only at registered students)
• “Only online applications for new students” (only at admission – new students/applications)
• “Re-registration and change of students’ data” (only through re-registration)

Valid combinations with “Classification Includes Types”: _Subjects_, _Services_

Relevant settings can be found at CONFIGURATION > Admission > Admission Settings > ‘Online enrollments’ Tab (all settings as per needs) & ‘Applicants Portal’ Tab (‘Functions to be Enabled in Admission’ setting), ‘Online Reregistration’ Tab (‘Online Reregistration – Enrollments’ section settings)

 

Note: Classifications for _Subjects_ enrollments are usually used in K-12/Language centers and other types, except from ‘College’ mode, since in Higher Education, the subjects’ enrollments are normally done based on the ‘Curriculum ‘ structures.

 

The following options can be used at Annual Results & Marks Reports:

• “Marks” (these classifications can be used either just at marks reporting – grouping the subjects accordingly, or added/used in ‘Annual Results Models’ where you can group subjects under one main classification/subject and have an average mark, total credits etc. (e.g. lab and theory subjects, or geometry and algebra under ‘Maths’ classification)

For the models: CONFIGURATION > Academic Settings > Marking Settings > Dropdown lists > Annual Result Models)

Valid combinations with “Classification Includes Types”: _Subjects_

*Or any other option used only for reporting.

 

The following option can be used at the Registration Statistics tool:

• “Registration Statistics” (organizing Institution’s statistics per _Grade_, _Stream_ etc.)

The tool: ‘Quick Actions’ on the top right > ‘Actions Menu’ Tab > ‘Management Views’ section > ‘Students Registration Statistics’ option.

Valid combinations with “Classification Includes Types”: _Grades_, _Streams_

*Or any other option used only for reporting.

 

The following option can be used at the Admission – Qualifications functionality:

• “School Leaving Certificate qualifications” (special functionality in Admission – entry requirements and eligibility calculation for School Leaving Certificate qualifications. Institutions can set up classifications by subject and level, such as Advanced Mathematics, Intermediate Physics)

Valid combinations with “Classification Includes Types”: _Subjects_

Relevant settings can be found at CONFIGURATION > Admission > Admission Settings > ‘Qualification Settings’ Tab.

 

The following options can be used at custom Reporting:

• “Financial” (to organize data for any custom report purpose)

Valid combinations with “Classification Includes Types”: Any

• “Scientific Fields” (to organize data for any custom report purpose)

Valid combinations with “Classification Includes Types”: _Subjects_, Any

 

Note: Scientific fields also exist as a dropdown field at Main settings> Dropdown Lists > Type: System, Dropdown list: Scientific fields. This field can be connected to A. Subjects through Subject Form > Advanced Tab > Scientific Fields section and B. Teachers through Teacher Form > Employment Data Tab > Scientific Fields section.

• “General Statistical Report” (to organize data for any custom statistical report purpose)

Valid combinations with “Classification Includes Types”: _Grades_, _Streams_, any

Other:

• “Registration Number” (Used to keep a separate incremental number per group of _Grades_/Programs, at the Students’ Registration Numbers. Only if the setting below is enabled.)

The setting: CONFIGURATION > Main Settings > General Settings > Student Form > ‘Educational Program Registration Numbering’ section > ‘Registration numbering is per _Grades_ classification’ setting.

Valid combinations with “Classification Includes Types”: _Grades_

 

• “Curriculum Structure” (used in Curricula for College mode. Usually, these classifications are not created from this screen, but through the curricula structure configuration.) 

Common curricula configuration: CONFIGURATION > Main Settings > Educational Programs > Curriculum > Edit Structure. Only when College mode/module is enabled.

Valid combinations with “Classification Includes Types”: _Other classifications_, _Subjects_

 

Classification Includes Types

The Classification Includes Type defines the type of entities that will be included in the classification. This option defines the list of available values in the field ‘Includes’.

Available Includes Types:

• _Grades_: The _Grades_/Program, according to the Institution’s configuration.

(CONFIGURATION > Main Settings > Educational Programs > _Grades_)

• _Streams_: The _Streams_/Years-Semesters, according to the Institution’s configuration.

(CONFIGURATION > Main Settings > Educational Programs > _Streams_)

• Services: The services/activities (e.g. Football, transportation, trip, application fee)

(CONFIGURATION > Main Settings > Services > Manage Services)

• Service Categories: Group services by type, e.g., academic, financial, or administrative.

(CONFIGURATION > Main Settings > Dropdown lists > Type: Services, Dropdown list: Service Categories)

• _Groups_: _Groups_/Classes/Cohorts, according to the Institution’s configuration

(MANAGEMENT > _Groups_ > Manage _Groups_)

• _Group_ Types: Organizing groups by type, such as Main, Foreign, Morning, Distance, and Project.

(CONFIGURATION > Main Settings > Dropdown lists > Type: System, Dropdown list: Group Types)

• _Subjects_: Subjects/Modules/Units, according to the Institution’s configuration.

(CONFIGURATION > Main Settings > _Subjects_ > List of _Subjects_)

• _Subject_ Categories: Organizing subjects by type, such as Mandatory, Elective, and Entrance.
• Series: Transaction Types/Series. Used primarily for financial tracking and reporting.

(CONFIGURATION > Financial Settings > Transaction Types/Series)

• Other Classifications: Parent groupings/classifications from other classifications. Used primarily in custom reporting and curriculum structure configuration (recommended through the curriculum structure configuration menu). E.g. ‘First Year Subjects’ classification, which includes the ‘other classifications’: ‘mandatory’ and ‘optional’ subjects.

 

Examples

1. Optional service offered at specific _Grades_/Programs (through all online enrollments):

 

 

1. Mandatory selection of at least 1– up to 2, foreign language _Subjects_

 

 

Please note that there are subjects of several _Grades_/Programs/Years included, with no filter of _Grade_/Program/Year below.

You can either: Create separate classifications per Program and apply the relevant filters

Or: If the rules are common between all Programs, you can create one classification – since the connected _Grade_/Program to the _Subject_ or Service will be automatically taken into consideration from the system. So, if the student is enrolled in Grade/Program ‘A’, then the student/parent will only see subjects/services connected to Program ‘A’.

 

1. Classification for marking purposes, grouping 3 subjects into one, to be used in Annual Results Models/marks & credits calculations, as well as in Marks Report.