Deleting Records

The permanent deletion of the various types of records from the Accelerus database is not recommended unless a record was entered in error, eg when there is an inadvertent duplication of records.

You should always read deletion messages carefully and proceed with caution.

Where records are to be deleted in Accelerus, whether it be teachers, students, subjects, report runs or comment banks, the appropriate Explorer window is used. Individual or multiple records may be deleted. The selected records are flagged for deletion - with a red line appearing through them - but may be reinstated before the Explorer is saved when they will be deleted permanently.

Deletion and reinstatement icons appear in the bottom right corner of all Explorers, as well as in the Accelerus toolbar.

UI DeleteIconsToolbar

The exceptions to deletion via Explorers are:

•	The deletion of system settings in the School Settings and Security windows, found under the Tools menu.

•	The deletion of related data in records, usually appearing in tables in the various entities in Accelerus, eg students, subjects, etc.

•	The deletion of class assessment items by teachers themselves, rather than by an Accelerus administrator, through the Results menu when working in a class results window.

The extent of deletions in Explorers

All records that may be deleted via an Explorer window may be deleted singly or multiply in the one process. You go to the appropriate Explorer for the type of record, eg to the Teacher Explorer to delete teachers.

There are two situations that you need to be aware of in relation to deleting records in Accelerus: that, with some records, you may be deleting more than you expected; and that some records with dependencies cannot be deleted.

In many cases, when you select records for deletion, you will be deleting all linked records, and even results. For example, if you choose to go ahead with the deletion of a subject, you will also be deleting its classes, all enrolments in these classes, all assessment items for the subject, and any results recorded for students in the subject's classes.

Confirmation messages will be displayed when you choose to delete records, informing you of the extent of the deletion.

UI DeleteSubjMessage

As shown above, despite only 2 subjects having been selected for deletion, 4 classes, 58 enrolments, 15 assessment items and 682 results will also be deleted if you proceed.

Some records cannot be deleted because of the existence of other dependent records. For example, you may not delete a teacher who has been assigned any roles at any time in the database. The teacher would need to be removed from all roles before the deletion could proceed.

Messages will inform you that the deletion cannot proceed where this applies.

UI DeleteTeacherUnable

Note that, in any multiple selection of records for deletion, some of the records may not be able to be deleted because of dependent data whereas others may, eg your selection of teachers to delete may include teachers with and without assigned roles. In these cases, you will be informed of the records that may not be deleted.

UI DeleteTeacherMultiUnable

Then you will be presented with a message regarding the records that may be deleted and, if applicable, the extent of the deletions.

UI DeleteTeacherAble

The table below summarises which entities may be deleted and in which circumstances, plus the extent of the deletion.

With the exception of the Comment Bank Explorer which is available to all users through its icon on the Welcome Screen, all other deletions require the user to have a school level role, with the appropriate permissions activated.

Entity / Explorer

Extent of deletion

Teachers

Only teachers who have never been assigned a role, whether a school, subject, class, or cohort role, at any time in the Accelerus database, may be deleted.

If the teacher has never had a role, but has any comment banks, these will be deleted also.

Students

Any student may be deleted at any time. As students are in the database perpetually, proceeding deletes the student totally from the database, together with all enrolments, cohort memberships and all results for the student, found at any time in the database.

Subjects

Any subject may be deleted. Subjects belong to a particular academic cycle, so deleting a subject only deletes it for the particular cycle. However, doing so, deletes all assessment items for the subject, all classes of the subject, the student enrolments and any results recorded for these students for the subject, for the particular academic cycle to which it belongs.

Any comment bank assignments are removed also.

In addition, subjects that are deleted are removed from all report runs to which they had been added.

Classes

Classes, when deleted, are deleted from the academic cycle to which their parent subject belongs. Deletion of a class removes all student enrolments for the class and the results recorded for any students for the class.

Enrolments

Any enrolments from classes may be deleted, via the student's window or via a class window. Deletion of an enrolment removes all of the results for the student for the class.

Cohorts, eg Year Levels, Home Groups

Cohorts belong to an academic cycle, usually a year. Therefore, when deleted, in addition to the particular cohort grouping being deleted, all student memberships of the cohort, for the academic cycle to which it belongs, will be removed.

Assessment Items

When deleting assessment items, all results for the assessment items, for the academic cycle to which their subject belongs, will be deleted, in addition to the items themselves.

Note that when the assessment items are deleted in the database, teachers may have entered results for the assessment items in their offline files. When the teachers synchronise their offline files, the results for any deleted assessment items are deleted also. However, they are recorded in the Result Conflict Explorer, from where they may be retrieved, if necessary.

Marking Schemes

Marking schemes are perpetual. Therefore, if a scheme has ever been assigned to any assessment items, in any academic cycle in the database, it cannot be deleted.

Report Runs

You cannot delete a report run that has any report portions defined for it. These must be removed first.

However, when in a Prepare Report Run window, you may delete a portion which will also delete all slots that belong to the portion and remove the subjects that belong to the slots from the report run.

Quick Setups

You may not delete a Quick Setup instance once you have generated any report parameters within it.

Analyses

Any analysis may be deleted.

Result Conflicts

Any record of a result conflict may be deleted, meaning any information about the reason for the conflict or the result value will be deleted.

Comment Banks

When you delete a comment bank, all of its categories, values and comments are deleted. As well the record of the subjects to which it was assigned are deleted, but the subjects themselves are not affected.

As the Comment Bank Explorer is available to all users, via the Welcome Screen, there are special rules for the deletion of comment banks:

•	Those with school level roles, with permission to administer comment banks, may delete any comment bank in the database.

•	Those with this permission as part of a subject role may only delete the comment banks that they own, whether school or teacher comment banks.

•	Teacher level comment bank permissions only allow teachers to delete their own teacher comment banks.

in an Explorer

To delete records in an Explorer window:

•	Go to the Explore menu and select the entity you wish to delete, eg Students, Classes, etc.

•	Use the standard search procedures to find the records you want to delete, eg enter search criteria in any or multiple fields, use wildcards, etc.

•	Select the individual or multiple records you wish to delete:

➢	Click the first record required.

➢	To select multiple individual records, hold down the Ctrl key while clicking in the row of each of the others required.

➢	To select a contiguous group of records, hold down the Shift key while clicking the last of the records in the group to be selected.

➢	To select all records listed, press Ctrl A or click the top left cell of the table, as shown below.

UI DeleteSelectAll

•	Click the Delete icon found in the bottom right-hand corner of the Explorer or up in the Accelerus toolbar.

UI DeleteIconsExplorer

•	Right click and select the Delete option from the menu.

UI DeleteMenu

•	Read the messages that appear, informing you if the records cannot be deleted or the extent of the deletion.

•	If you do not want to proceed with the deletion, click Cancel.

•	Otherwise, to proceed, click OK.

The selected records will be marked for deletion by a red line through them, and change icons will appear in the Explorer's tab and title bar.

UI DeleteRedLines

•	Permanently delete the flagged records from the database by clicking the Save icon or pressing Ctrl-S.

•	Select any or all rows highlighted for deletion that you do not want to delete and click the Reinstate icon to restore them.

UI DeleteReinstateIcon

settings

The Security window and the School Settings window are available to those with school level roles, with the permission Administer System. These windows are accessed via the Tools menu and contain a series of settings usually activated when first using Accelerus. These include the creation of various roles for teachers that determine the extent of their access to Accelerus; academic categories and their cycles; assessment item tags and subject levels.

These settings can only be deleted singly, with the exception of student custom properties in the School Settings window. In addition, may may not be deleted if in use in the database.

The only people who may delete system settings are those who have the school level permission of Administer System in the Security window. The table below summarises what may or may not be deleted in the way of system settings in Accelerus by such users.

Type	Deletion from	Extent of deletion
Academic categories	School Settings window, Academic Cycle Categories tab	An academic category cannot be deleted if it has any sub-categories or any academic cycles, whether used or not used. The sub-categories or academic cycles that belong to the academic category must be deleted first.
Academic cycles	School Settings window, Academic Cycle Categories tab	Only academic cycles that have no sub-cycles become available for deletion. For example, if the 2011 cycle has a semester 1 sub-cycle, that semester cycle must be deleted first. When a cycle is deleted, all subjects, classes, enrolments, assessment items, results and report template associations will be deleted also.
Cohort types	School Settings window, Cohort Types tab	A cohort type may be deleted and, in so doing, any cohort groups created for the particular cohort type in any academic cycle in the database will be deleted, together with their cohort memberships. For example, if you have a cohort type called Home Group, with home groups set up in two years of your database, all of the home groups for those two years and their student memberships will be removed permanently.
Assessment item tags	School Settings window, Assessment Item Tags tab	Assessment item tags may be deleted, even if they have been assigned to assessment items. When deleted, the tags are automatically removed from the assessment items using them.
Subject levels	School Settings window, Subject Levels tab	Subject levels may not be deleted if they have been assigned to any subjects, in any academic cycle.
Student custom properties	School Settings window, Student Custom Properties tab	The only student custom properties that may be deleted are those that have not had any values added for any student in any academic cycle of the database.
School roles	Security window, School Roles tab	No school roles may be deleted if any teachers have been assigned the role in the School Roles tab of the School Settings window. Teachers may be deleted from school roles in this window. However, the exception to this is that teachers with a school role that includes Administer System permissions cannot delete themselves.
Subject, Class and Cohort roles	Security window, from their respective tabs	No role, whether a subject, class or cohort role, may be deleted if it has been assigned to any teacher in any subject, class or cohort record, in any academic cycle.

To delete any settings in the School Settings window or roles in the Security window, an Accelerus user with the required permissions may:

•	Go to the Tools menu and select either the School Settings or Security window.

•	Click the tab of the window that contains the setting or role to be deleted.

UI DeleteCohortTypeTab

•	Highlight the particular setting or role to be deleted.

•	Click the Delete icon.

Note that in the case of Academic categories in the School Settings window, where there are sub-categories or any academic cycles that belong to the category, whether used or not used, the Delete icon will not be activated. Similarly, only academic cycles that have no sub-cycles become available for deletion. You must delete the dependencies first in both of these cases to activate the Delete icon.

•	At the message that appears, informing you whether the setting or role may be deleted and, if allowed, the extent of the deletion:

➢	If the setting may not be deleted, click OK.

UI DeleteRoleNotAllowed

➢	If you do not want to proceed, click the Cancel button.

➢

Click OK.

UI DeleteCohortTypeMsg

If you clicked OK, the setting or role will be flagged for deletion, with a red line appearing through the item.

UI DeleteCohortTypeRedLine

You may:

o	Permanently remove the items flagged for deletion from the database by clicking the Save icon or pressing Ctrl-S.

o	Select any item highlighted for deletion and click the Reinstate icon to restore it.

UI DeleteCohortTypeReinstate

Many of the different entities in Accelerus have tables of related data. For example, the Student record has a table of enrolments, the Subject record has several tabs, each containing tables, eg assessment items and classes. When you have one of these windows open, you may delete the related records appearing therein, eg you may delete from the table of assessment items that belong to a subject.

Great care must be taken when deleting such records. Read all messages carefully and be aware of the extent of the deletion that may occur and of the impact on not only the data currently in the database but on data in offline files that teachers are working on that has not yet been synchronised back into the database.

•	Use the standard search procedures to find the record you require through the appropriate Explorer or Quick Find, eg enter search criteria in multiple fields, use wildcards, etc.

•	Open the record and, if necessary, go to the appropriate tab of the record in which the related data appears.

•	Select the individual or multiple rows you wish to delete:

➢	Click the first row required.

➢	To select multiple individual rows, hold down the Ctrl key while clicking other rows..

➢	To select a contiguous group of rows, hold down the Shift key while clicking the last of the rows in the group to be selected.

➢	To select all rows appearing, press Ctrl A or click the top left cell of the table that contains an arrowhead.

•	Right click over the particular table and select the Delete.

•	Click the Delete icon in the toolbar at the bottom right of the window.

UI DeleteTableIcon

•	Read the message that appears, informing you of the extent of the deletion.

UI DeleteTableMsg

•	If you do not want to proceed with the deletion, click Cancel.

•	Otherwise, to proceed, click OK.

The selected rows will be marked for deletion by a red line through them, and change icons will appear in the window's tab and title bar.

UI DeleteTableReinstate

•	Permanently delete the flagged records from the database by clicking the Save icon or pressing Ctrl S.

•	Select any or all rows highlighted for deletion that you do not want to delete and click the Reinstate icon to restore them.