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Creating and Maintaining Templates

In This Chapter


Introduction 111

Creating Templates 113

Adding Data Entry Columns 115

Adding Data Review Columns 122

Adding Additional Student Information Columns 125

Viewing/Editing Existing Columns 128

Displaying the Template Columns as Full Screen 130

Changing the Column Order 130

Hiding Template Columns 131

Deleting Columns 132

Adding Formula Columns 132

Selecting and Using Formula 142

Associating Templates with Categories 162

Saving Templates 163

Editing Existing Templates 163

Deleting Templates 164

Viewing Template Properties 165

Importing and Exporting Templates 165
  1. Introduction

    1. What is a Template?


A template is the definition of the set of columns that will appear in the resulting marksheet(s). It consists of:

  • A name.

  • A short textual description which appears as Notes on subsequently generated marksheets.

  • Data Entry columns.

  • Data Review columns, which display previously recorded results.

  • Formula columns which calculate results using outcomes from other columns in the template. The calculated results can be saved (Data Entry Formula columns) or produced for display purposes only (Data Review Formula columns).

  • An association with one or more Categories used to group the templates in a meaningful way e.g. Science templates, English templates, etc.

When defining templates therefore, you can include columns for entering data, reviewing data or a combination of both. It is also possible to include formula columns that calculate results based on data stored in other columns of the marksheet. One template can contain up to 249 columns – 230 plus 19 data columns (i.e. columns that contain data collected via pre-defined fields accessed from the right-click menu).

Templates can also be imported and exported and therefore shared throughout your school or across establishments. Your LA may supply you with templates to import in addition to those that may be supplied by Capita SIMS.


      1. Data Entry and Data Review Columns


When creating templates, it is possible to include columns for Data Entry only, Data Review only, or a mixture of both.

For Data Entry columns, if any results exist in the database, the latest result is displayed when the marksheet is opened. Users can view the history of results for a given pupil/student by right-clicking the appropriate cell.

There may be times when you wish to display existing results in the marksheet as read-only and/or wish to display earlier results. This is achieved by including Data Review columns in the template.

Data Review columns allow you to select an aspect and then filter the results within a specified date range or from a selected result set. If no filters are selected, the latest result is displayed.



Date Entry and Review columns can also contain formulae. A Data Entry formula column displays the outcome of a calculation which is then stored with a chosen aspect when the marksheet is saved. The calculated result can be overtyped unless the column has been set to be read-only. Data Review formula columns display the outcome of a calculation, but do not save the result and are therefore always read-only.
      1. How to Create Marksheets


Once the required templates have been defined, marksheets are created by associating the template with one or more groups. This process creates one marksheet for each Supervisor of each chosen group. The marksheet will include the list of columns (aspects) specified in the template definition and a row for each pupil/student in the selected group.
      1. Template Permissions


You must have the permissions associated with the Assessment Co-ordinator role to be able to manage templates (add, edit, delete, etc.). Users with the permissions associated with the Assessment Operator role can view existing templates only.


More Information:

Roles/Permissions for SIMS Assessment on page 397
    1. Creating Templates


Before creating templates, you must have previously created:

  • Categories (if required)

  • Aspects (and appropriate grade sets)

  • Result sets (if required)

  1. Select Focus | Assessment | Template to display the Templates browser.



  1. Click the New button to create a new record in the Template Details page.



New button



  1. In the Basic panel, enter a Name for the template (maximum 25 characters).

  2. Enter any notes that you wish to appear on each marksheet associated with this template, in the Notes field. These could include the date by which you would like the marksheet to be completed or more details on the marksheet content.

  3. To apply a Group Filter, click the Group Browser button to display the Group Browser dialog.



  1. Select the group to associate with this template and click the Apply button.

  2. To display the pupil/students’ class details in the marksheet, click the Course Browser button to display the Course Selector dialog.

The From and To fields can be used as a filter to display the course details within a particular date range. The default date range is the current academic year.



  1. To change the date range you can directly enter the new dates, or click the Calendar button, select a date from the displayed calendar and click the Refresh button.

  2. Select the Show all courses check box to display all courses.

  3. Click the Course + symbol to list the courses. Highlight the required course and click the Apply button. Class details can subsequently be displayed in the marksheet by right-clicking in the Student column heading and selecting Show Class.

  4. To set the functionality to calculate results when the marksheet is saved, select the Calculate on save check box.

  5. To set the functionality to calculate results on data entry, select the Calculate on Data Entry check box. If this check box is selected, results are calculated for all summary rows and formula columns when you press the Enter key or when the cursor leaves the current cell. Calculations are carried out only when marksheet data is changed.

  6. The Active check box is selected by default, to indicate that the template is currently in use and that it can be used to create marksheets. To make a template inactive so that it cannot be used, deselect the Active check box.




More Information:

Entering Results on page 29

Calculating Results on page 41
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