AWARDS

Introduction

The Awards Module handles the entering of awards and their assignment to learners and staff. Award ceremonies, including all certificates, pamphlets and associated documentation are also handled.

Features

  • School awards
  • Internal and external awards
  • Award ceremonies
  • Award certificates, pamphlets and other associated documentation

 

Contents

Entering Awards
Assigning Awards
Award Ceremonies
Certificate Templates
Certificates


Entering Awards

In order to assign awards there first needs to be an awards base containing all school awards. The Awards screen is used to set up this base. Awards are then taken from this pool and assigned to learners and staff alike. When entering a new award, the following information is needed:

 

  • Name – The name of the award (e.g. Staff – Year). This name is somewhat short, to-the-point and often abbreviated and should therefore only be used within TS School to identify the award and should not really be placed on certificate templates.
  • Desc – An apt description of the award (e.g. Staff of the Year).
  • Inception Date – The date when the award came into effect (e.g. Jan 01, 1928)
  • Criteria – The criteria that have to be met (e.g. For being the best employee of the year).

 

Assigning Awards

Use the Assign Awards screen to assign awards to learners and staff. Simply select the award and the learners and staff who are to receive it.


Award Ceremonies

TS School allows you to set up individual award ceremonies. There can be as many ceremonies per year as you wish. There might be various academic award ceremonies and other ceremonies dedicated to sports, athletics, gymnastics and swimming. There might also be general staff and learner award ceremonies where staff and learners are recognized for work well done.

The following is required:

  • Name – The name of the award ceremony (such as Academic Awards 2005). This exact phrase will go onto invitations.
  • Description – The description of the ceremony (such as 2005 academic award ceremony for all scholars).
  • Date and Time – the date and time of the award ceremony. This, too, will go on invitations.

Each award ceremony comprises the following sections:

  • The Schedule - This is a schedule of events that represents the entire award ceremony from start to end.

When setting up any event you need to indicate the following:

  • Award or Event – Whether the event is an award or a regular event such as an opening speech for example. In the former case, the award needs to be selected. In the latter case, the actual event and description need to be typed out (e.g. Opening Speech would be the event, and Opening speech by the School Principal, Dr. Patrick John Williams would be the description).
  • Times – The starting and ending times of the event also need to be given. The events of the schedule will be ordered in accordance with their starting and ending times.

Printing

  • To assist you in setting up the award ceremony’s schedule, you can print out both general and detailed versions. The detailed version will show each award along with its recipients. This is of course a quick way of determining that all is fine.
  • Alternatively, you can simply print out the programme that will finally be given to those attending the award ceremony, to make sure that everything is in order.
    (See the Programmes section below).

 

  • Documentation - This section contains the various documents pertaining to the award ceremony, namely:
  • Invites - Default award ceremony invite, Awards – Invite^. This document needs to be sent off to all those invited to the award ceremony.
  • Programmes - Default award ceremony programme, Aawards – Programme^. This is handed out to those attending the award ceremony. The programme contains the full schedule of events of the entire award ceremony from start to end. Shown are:
  • Name - of the event or heat (eg Opening Speech, First in grade)
  • Description – of the event or heat (eg Opening speech given by the School Principal, Dr. Patrick John Williams, Award for coming first in grade)
  • Recipients – The recipients of the award (first name and surname)
  • Other Documentation - There is a link to the Batch Run screen of the Documentations Module where you can print out all those user-defined awards documents to which you have been given access.

 

Note:

All documents are done in MS Word to give you the opportunity to customize them in the way you would like them to be sent out.

 

Cloning

To save yourself a lot of work, you can simply clone from a previous award ceremony. This will copy over the entire schedule of that award ceremony. You can then add, change and drop events. Ensure, though, that all awards do indeed have recipients.

 


Certificate Templates

TS School allows you to set up the look-and-feel of award certificates through the use of certificate templates. In order to print certificates, the templates that drive them have to first be created. Since only two types of people (learners or staff) can receive awards, TS School ships with two basic templates:

  • The Learner Certificate Template – This certificate can be used for all learner awards.
  • The Staff Certificate Template – This certificate can be used for all staff awards.

If you want some awards to have their own look-and-feel simply create your own certificate template and associate those special awards with your custom-made template.


Creating Certificate Templates

Like any kind of template, the easiest way to create your own certificate template is to clone from an existing certificate template and then modify it. To illustrate how, consider the following example:

Lets say you want only the Staff of the Year award to have its own special look-and-feel. Obviously you cannot change the template used for all staff certificates because then all the other staff certificates will adopt this new look-and-feel as well.

So you have to create your own template and associate only the Staff of the Year award with it.

  1. FIRST create the template. Give your template a name and description that describes its look-and-feel, rather for what it’s used for. This is because you may want to later associate the template with other awards. So instead of calling the template Awards – Staff Year CT (short for Staff of the year certificate template), call it something like Awards – Yellow CT (which stands for Yellow certificate template).
  2. THEN associate your new template, Awards – Yellow CT, with the staff award.

 

Associating Certificate Templates

When it comes time to print the certificates to be handed out at award ceremonies, TS School would already need to know which certificate belongs to which award. So before any printing can be done, these associations have to first be set up. This is done in the Certificate Templates screen. This screen is only about associating already-existing templates with awards. As described, the templates themselves are set up from within the Templates screen of the Documentations module. Typically, most schools may well find that TS School’s default certificate templates suit them just fine, so all that needs to be done is to set up two certificate template associations as follows:

  • Learner CT (short for learner certificate template) associated with all learner awards.
  • Staff CT (short for staff certificate template) associated with all staff awards.

In our example, where an additional certificate template was needed to give only Staff of the Year awards their own special yellow look-and-feel, there would also be another template called Yellow CT (short for yellow certificate template) associated with just the Staff of the Year award.

Because TS School needs to know which template to use when printing an award’s certificate, any award can only be associated with one template. So to associate an already-associated award, you need to first unassociate it from the old template and associate it with the new one. In our example, if the Staff of the Year award was originally associated with the common Awards – Staff Certificate^ template, then you must first unassociate this template from the award before associating the Awards – Yellow CT template with the award. Since templates are associated with one or more awards, TS School gives you total freedom to customize the appearance of any one or group of award certificates.

 

Certificate templates require the following:

  • Name – The template’s name (e.g. Staff CT)
  • Desc – An apt description for the template (e.g. General staff certificate template)
  • Template – The actual TS School template (e.g. TS School’s default Awards – Staff Certificate^)
  • Awards – The awards that the template belongs to. Later on when TS School prints the award certificates, it knows to use this template.

 


Certificates

Printing the award certificates is a very easy process:

  • Select the award whose certificates you wish to print. This will bring up all the award’s recipients.
  • Choose the recipients whose you wish to print.

 

 

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