Back-to-School Guide - Elementary to... · Back-to-School Guide - Elementary 4 E-sistance Software Services Ltd. Purpose This document is intended to provide additional details for

E-sistance Software Services Ltd.

Back-to-School Guide - Elementary

Date: February, 2017

Version: 1.0

The information in this document is proprietary to E-sistance Software Services Ltd. and may not be

modified, reproduced or distributed without the express consent of E-sistance Software Services Ltd.

Back-to-School Guide - Elementary 1


Contents Back to School Checklist ......................................................................................................................................... 2

Purpose ................................................................................................................................................................... 4

1.0 Commit the Active Schedule ...................................................................................................................... 4

2.0 Confirm the Active Schedule ...................................................................................................................... 8

3.0 Confirm the Master Schedule Structure ..................................................................................................... 9

4.0 Confirm the Master Schedule Sections ....................................................................................................11

5.0 School Calendar ........................................................................................................................................13

5.1.1 Confirm the school calendar.............................................................................................................13

5.1.2 Assign schedule days to all days in session ......................................................................................13

6.0 Staff...........................................................................................................................................................14

6.1.1 Review staff lists ...............................................................................................................................14

6.1.2 Assigning staff to sections ................................................................................................................14

6.1.3 Assigning additional teacher to sections ..........................................................................................15

7.0 Student Data Review ................................................................................................................................16

7.1.1 Enrollments/Withdraws ...................................................................................................................16

7.1.2 Check Student Status ........................................................................................................................16

7.1.3 Check Secondary Students List .........................................................................................................18

7.1.4 Assign homerooms to all students ...................................................................................................19

7.1.5 Assign calendars to all students .......................................................................................................21

8.0 Schedule Students into Course Sections ..................................................................................................22

8.1.1 Preparing the sections ......................................................................................................................22

8.1.2 Scheduling the students into attendance courses ...........................................................................23

8.1.3 Scheduling the students into report card courses ...........................................................................24

8.1.4 Removing students from a roster .....................................................................................................25

9.0 Scheduling a New Student after Group Scheduling .................................................................................26



Back to School Checklist

Task Navigation Comments

Commit the active schedule

Build view > Scenario top tab > click into the detail of the scenario that represents the new school year > Options > Commit Schedule.

• This process creates the master schedule in the school view.

• Term dates must be set on each schedule term before the schedule can be committed.

Confirm the active schedule

School view > School top tab > Schedules side tab.

• Confirm the schedule has the black triangle beside it, indicating it is the active schedule.

• Confirm the days per cycle (DPC), periods per day (PPD), terms per year TPY and terms are correct.

Confirm master schedule structure

School view > Schedule top tab > Structure side tab.

• Terms > Details: o Base terms per year: appropriate

to course length. o Start and End dates: appropriate to

course length and term.

• Days: correct number of days should be represented.

• Periods: correct number of periods should be represented.

Confirm master schedule sections

Schedule top tab > Master side tab

• Confirm correct number of sections. Add or delete sections, as appropriate.

• Sort by Schedule header: there should not be any blank schedule expressions.

• Sort by Schedule Term > Code header: there should not be blank schedule terms.

• Sort by Teacher header: adjust teacher assignments on sections as necessary to reflect new staff.

Review and adjust School Calendar

School top tab > Calendars side tab > select current school year calendar> click Dates

• Set filter to Days in session. Review and set any additional non-school days that are specific to your school.

• Ensure all days in session have a day number assigned.

Review active staff School view > Staff top tab • Do not add to or remove staff from this list! Contact district support staff to create the staff member or remove outdated ones.



Student Data Review

School view > Student top tab

• Admit any new registrations and withdraw students as appropriate

• Ensure status for all currently attending students is Active

• PreReg Students filter

• Current members filter

• Secondary student filter

• Homerooms assigned

• Create Homeroom snapshots for scheduling students into attendance course sections.

Schedule students into attendance courses

School view > Schedule top tab > Master side tab

• Ensure all students are scheduled into the attendance courses for recording attendance when school starts.



Purpose

This document is intended to provide additional details for completing the tasks on the Back-To School Checklist – Elementary. These tasks represent the key activities that a school must complete to be prepared for registering students and taking attendance in the new school year.

1.0 Commit the Active Schedule

Elementary schools that had a master schedule created in the Build View will “commit the active schedule” to move it to the School view for use in the current year.

To Commit the Schedule:

1. In the Build view, click the Scenario top tab.

2. Click on the blue hyperlink of the schedule that will be used for the new school year. This will open the Details side tab.

3. In the new Details screen, confirm that the correct schedule has been selected.

a. Start date: use the calendar icon to set this date to the first day of school.

b. End date: use the calendar icon to set this date to the last day of school.

c. Click Save.



4. Click the Terms side tab.

a. Click the blue hyperlink of the Full Year term to see the details. This indicates that all courses in the school run for the full year.

b. Click on the Set date button to see the Term Date Ranges fields and the Grade term cover map check boxes.

i. Base terms per year: must be a value of 1.

ii. Term map: box must be checked.

iii. Start date: use the calendar icon to set this to the first day of school.

iv. End date: use the calendar icon to set this to the last day of school.

v. Grade term cover map: There may or may not be a check box. SD20 schools do not use report cards in MyEd BC, so it is ok if there is no checkbox. If there is a checkbox, ensure it is checked and click Save.



5. Click the Days sub-side tab and confirm that there is 1 day.

6. Click the Periods side tab. There should be 1 period for AM.



7. Click the Workspace top tab. Sections of classes should be displayed on this screen. Note

how many sections there are. The same number of sections are expected in the school view

after the schedule has been committed. Nothing needs to be done at this point – just confirm

the sections are there.

8. Click the Scenario top tab and select the Details side tab. Confirm that the correct schedule is

displayed.

9. In the Options menu, select Commit Schedule . . . .

10. In the pop-up box, the Replace the active schedule radio button should be selected. Either

option is fine as no active schedule currently exists in the school view.

11. Click OK. This will create the master schedule in the school view.

Note: This is a one-time activity to create the schedule in the school view. Once the schedule

is committed, all changes will take place in the school view.



2.0 Confirm the Active Schedule

Once the active schedule has been committed, it will appear in the school view. To ensure it transferred properly, check the following:

1. In the School view, click the School top tab.

2. Click the Schedules side tab. A schedule with a YearID representing the current school year should appear with a small black arrow beside the schedule name.

a. DPC column: should have a value of 1 to indicate the school has 1 schedule day.

b. PPD column: should have a value of 1 to indicate the school has 1 period each schedule day.

c. TPY column: should have a value of 1 to indicate there is one term per year.

d. Term column: should have a value of 1/1 to indicate there is one full-year term.



3.0 Confirm the Master Schedule Structure

Once the active schedule has been committed from the Build view, it will appear in the School view. It is important to confirm that the correct schedule structure is in place before the school year begins.

12. In the School view, select the Schedule top tab.

13. Click the Structure side tab.

a. In the Terms sub-side tab, click the blue hyperlink of the FY schedule term and confirm the details are correct from the build view scenario. If the school is entering final marks for studnets, a Grade term cover map box may appear and should be checked.



b. Click the Days sub-side tab and confirm that there is 1 day.

c. Click the Periods side tab. There should be 1 period for AM.



4.0 Confirm the Master Schedule Sections

1. In the School view, click the Schedule top tab.

2. Click the Master side tab. All sections that were in the build view should be displayed here.

14. Ensure the ATT-AM sections have a schedule expression in the Schedule column.

15. Confirm the correct number of sections are in place for each course.

a. To delete a section:

i. Check the box beside the section(s) to be deleted.

ii. In the Options menu, select Delete.

iii. Read the yellow warning box and click Continue to confirm the deletion.

b. To add a section:

i. In the Options menu, select Add.

ii. In the Number field, use the icon to choose the course code a section is being created for. Click the radio button beside the course code in the pop-up window and click OK. The section number will auto-populate, but can be changed by typing over the value, if necessary.

iii. In the Primary Staff > Name field, use the icon to choose the teacher associated with the class.

iv. In the Primary Room > Number field, use the icon to select the room number associated with the class.

v. In the Schedule Term > Code field, use the icon to select FY (Full Year).



vi. In the Schedule field, click Edit Schedule. This will generate the popup window to click the box indicating the class happens in the AM period on Day 1. Click OK. The Schedule field will now display a schedule expression.

vii. In the Enrollment maximum field, enter the number of students that could potentially be enrolled in this section.

viii. Click Save. Then click the Sections sub-side tab to return to the full list of sections. The new section should appear.

16. Edit section details, if necessary.

a. In the main list of sections, use the icon, to select the field set called Primary teacher.

b. Click the Primary Staff > Name header. This will sort the sections by teacher name. If sections require a different teacher:

i. In the Options menu, select Modify List.

ii. Click the icon at the top of the Primary Staff > Name field. Use the icon to select the teacher name that should be attached to the sections.

iii. Click the icon at the top of the column to save changes before proceeding to another page or column.

c. Click the Schedule Term > Code header. Confirm that all sections of all courses have a value of FY in the Schedule Term > Code column. Use Options > Modify List to populate any missing values.

d. In the Schedule column, ensure ATT-AM courses have a schedule expression.

i. ATT-AM sections should have a value of AM(1)

ii. If the schedule expression needs to be added:

• Click into the details of the section

• Click the blue hyperlink that says Edit Schedule. A pop-up box will appear with one day and two periods. Click the appropriate box for the AM day and period and click OK.

• Click Save on the section details screen.



e. Click back to the Sections side tab to display all sections. Ensure that the Max column has the appropriate value for the number of students that can be enrolled in each section. Use Options > Modify List to populate these values, if necessary.

Instructions for loading students into these sections are provided in a different section of this documentation.

5.0 School Calendar

District support personnel will initialize the calendar at the district level, which will create a calendar for each school. Schools should review the dates in this calendar and make any adjustments necessary to indicate non-school days that are specific to the school.

Note: Early dismissal days should NOT be considered non-school days if the school intends to record attendance on early dismissal days.

5.1.1 Confirm the school calendar


2. Click the Calendars side tab. The calendar for the current school year will appear (2016-2017).

3. Click the Dates leaf. All dates in the current school year will appear.

4. Use the icon to filter for Days in Session. If there are dates that should be set to not in session:

a. Click the blue hyperlink for that date.

b. Un-check the is school in session check box.

c. Use the drop-down menu on Schedule day type to identify why it is a non-school day.

d. Click Save.

e. Click the Dates leaf to return to the list of all Days in Session.

5.1.2 Assign schedule days to all days in session


2. Click the Calendars side tab to see the 2016-2017 school year.

3. Click the Dates leaf and use the icon to filter for Days in Session.



4. In the Options menu, click Mass Update.

a. Field: use the drop-down menu to select Schedule day number.

b. Value: type in a value of 1.

c. Click Update. Read the pop-up warning messages and confirm the update.

6.0 Staff

Do not add or delete staff from the school staff list. If staff adjustments are necessary, contact the district support personnel to make the adjustments.

6.1.1 Review staff lists

1. In the School view, select the Staff top tab.

2. Use the icon to set the filter to All Staff. Do not delete staff from this list if they are not associated to your school. Advise district support staff that they should be removed.

3. Click the Status header to sort active staff to the top. If expected staff do not appear as active, check to see if the staff member is in the list with a status of Inactive. To make a staff member active:

a. Click the blue hyperlink of the inactive staff member.

b. Use the drop-down menu on the Status field to select Active.

c. Click Save. Click the Staff List breadcrumb to return to the full staff list.

4. Review the list and determine if staff additions or deletions are required. Contact district support personnel to make the additions or deletions.

5. Review the homerooms assigned to each teacher and modify as necessary. To assign or modify a homeroom value for a teacher:

a. In the Staff top tab, check the blue hyperlink for the teacher to open the Details for that teacher.

b. Populate the Homeroom field with the appropriate value.

c. Click Save.

6.1.2 Assigning staff to sections

New or departing staff may mean a change is required on an attendance class.


2. Click the Master side tab.

3. Click the blue hyperlink for the section that requires a staff person assigned.

4. In the Primary Staff > Name field, use the to select the staff person from the pick list.

5. Click Save.



6.1.3 Assigning additional teacher to sections

More than one teacher can be assigned to an attendance class if necessary.


2. Click the Master side tab.

3. Check the box beside the class that requires an additional teacher and click the Teachers leaf.

4. In the Options menu, click Add.

a. Name: Use the icon to select the additional teacher from the pick list.

b. Schedule Term > Code: use the to select FY.

c. Is primary teacher?: leave blank unless this is to be the main teacher for the classroom. Only one teacher can be assigned as the primary, so if the box is checked for this teacher, it must be unchecked for the other.

d. Role: This field is optional, but some schools like to set this value to Co-Teach.

e. Gradebook access?: This box is not currently relevant for SD20 since report cards are not done in MyEd BC. It can be left blank.



7.0 Student Data Review

7.1.1 Enrollments/Withdraws

School view > Student top tab

Review the student list. Enroll new students and review the list for students who were transitioned to the school or pre-admitted prior to the end of the previous year, but are not going to be attending and require withdraw.

Points to note about enrolling new students:

1. If the student is attending immediately, the enrollment date should be a current date and their status should be set as Active.

2. If the student is enrolling now, but not attending until a later date:

a. Set the enrollment date to the future date they are expected to arrive

b. Set the status to Active. (The status of Pre-Reg is only for pre-registering students for the next school year). Student will become active on the date set as the enrollment date.

3. Remember to give new students a homeroom value and add them to the attendance sections that correspond to that homeroom.

4. Ensure the new student has a calendar assigned to them for attendance purposes.

Points to note about withdrawing students that have not returned.

1. Blank the homeroom value for the student prior to withdraw.

2. End-date any student program assignments.

For withdrawals made later in the school year, follow the instructions in the student registration guide for the elementary clerical course.

7.1.2 Check Student Status

All students who are currently attending the school should have a status of “Active”.

1. In the Student top tab, use the icon to set the filter to PreReg Students. No students should appear in the list after year-end rollover. If there are students in this list who will be attending the school, change their status to Active.

Note: If there are students in this list with a status of PreReg that will not be attending the school, their status still needs to be changed to Active before they can be withdrawn.

a. Check the box beside the first student.

b. In the Options menu, select Registration, then Change Student Status... The Update Enrollment Status pop-up window will appear.

i. Date: Set to today’s date. A future date will only be used if the student is arriving at a later date.

ii. Reason: Leave blank.



iii. Status: Use the drop-down menu to select Active.

iv. Disable related user accounts: leave blank.

v. Repeat for each student who in the PreReg Students list.

c. PreReg students who have changed their mind about attending the school can now be withdrawn, if necessary.

2. In the Student top tab, use the icon to set the filter to Current Members. Note the number of students that appear at the top.

3. Change the filter to Primary Active Students. If this number is higher than Current Members, there are students that have been admitted with future registration date. To find out who these students are:

a. In the Options menu, click Query.

i. Tables: use the drop-down menu to select Enrollments.

ii. Fields: click the “Sort A-Z” button and select the field Date.

iii. Operator: use the drop-down menu to select After.

iv. Value: enter today’s date or earlier.

v. Click Add, so the selection goes into the Search criteria box.

vi. Set Search based on to Primary Active Students.



vii. Click Search.

4. Review the list to ensure these students are attending at a future date. If the student is in attendance right now:

a. Check the box beside the student name and click the Membership side tab.

b. In the Enrollment sub-side tab, click the blue hyperlink for the most recent E record.

c. Modify the Date to a current date and click Save.

7.1.3 Check Secondary Students List

Elementary schools very rarely have secondary students (cross-enrolled students). Elementary secondary school associations are generally an error that occurred when transitioning the student through year-end rollover and should be corrected.

To check secondary school associations:

1. In the Student top tab, set the filter to All Secondary Students. This screen should be blank.

2. Students in the list where this school should be the primary school:

a. Check the box beside the student name and click the Membership side tab.

b. In the Enrollment sub-side tab, check for an entry record for this school for the current year.

i. If there is a correct enrollment record for this school for the current year, ensure the student status is Active and the student will appear properly when the secondary school association is deleted (instructions below).

ii. If there is no enrollment record here for the student, this screen will show a record from their previous school. The student will need to be properly withdrawn from their previous school and re-admitted to this school after their secondary school association is deleted (instructions below).

c. In the Schools sub-side tab, a secondary school association will appear for the current year with this school name.

i. Check the box beside the record.

ii. In the Options menu, click Delete. Read the warnings and confirm the deletion.



7.1.4 Assign homerooms to all students

There are 2 ways to do this, depending on if the school assigned Next Homeroom values to students before end-of-year rollover.

Option 1:

If next homeroom values were assigned to students before end-of-year rollover, use the following process to copy those values into the homeroom field for the new school year.

1. In the School view, click the Student top tab.

2. Use the icon to set the filter to Primary Active Students.

3. Use the icon to select the Pre-Transition field set.

4. In the Options menu, select Mass Update.

5. In the pop-up window, click the Advanced button to the right. . A new set of fields will be displayed.

a. Field: use the drop-down menu to select Homeroom.

b. Source: use the drop-down menu to select Another field.

c. Value: use the drop-down menu to select Next Homeroom.

d. Force save: check the box.

e. Click Update. Read the warning messages and continue with the update.

6. All students will now show a homeroom value that matches the next homeroom field.

Option 2:

If next homeroom values were not assigned to students before end-of-year rollover, use the following process to add homerooms to students.


2. Use the icon to select the Primary Active Students filter.

Tip: It may also be helpful, when selecting students for a homeroom, to click the Grade column header to group students in the same grade together. This makes it easier to find and select students for a homeroom, even if it is a blended-grade classroom.



3. Check the box beside all students that will have the same homeroom assignment.

4. In the Options menu, select Show Selected. THIS IS VERY IMPORTANT!

If you miss this step, you will add all students showing in the list to the homeroom, regardless of whether or not they have the box checked beside their name!


a. Field: use the drop-down menu to select Homeroom.

b. Value: enter the homeroom value. This value must exactly match the homeroom value on the teacher’s staff record.

c. Click Update. Read the pop-up warning to ensure the correct number of records are being updated. Proceed with the update.

Create a homeroom snapshot for scheduling

d. Confirm the list of students is correct.

e. In the Options menu, select Snapshot.

f. In the Manage Snapshots pop-up window, click New.

i. Name: Enter the name of the snapshot (ex. Hrm 112)

ii. Owner: Use the drop-down menu to set this value to the school name.

iii. Click Save.

iv. Click Cancel to return to the list. Repeat steps 2-6 for each homeroom.

Note: Remember if new students are assigned to the homeroom after the snapshot was created, they will not automatically be added to the snapshot, nor will withdrawn students be automatically removed.



7.1.5 Assign calendars to all students


2. Use the icon to select the Primary Active Students filter.

3. Check the box beside all students that will have the same homeroom assignment.


a. Field: use the drop-down menu to select Calendar.

b. Value: use the to select the Standard calendar. Click OK.

c. Click Update. Read the pop-up warning and confirm the update.



8.0 Schedule Students into Course Sections

There are a variety of ways to schedule students into courses. This guide will walk through the method using platoons.

8.1.1 Preparing the sections


2. Click the Master side tab, which will open up to the Sections sub-side tab and a list of all course sections will be displayed.

3. Use the icon to select the field set called Primary Teacher.

4. Use the icon to select the filter called Teacher Last Name = ?. This will generate a pop-up window:

a. In the Teacher field, enter the last name of a teacher.

b. In the Search based on field, ensure the setting is Current Year.

c. Click Submit.

The sections displayed should all belong to one teacher.

5. Assign a platoon code to the sections that matches the homeroom for that teacher:

a. In the Options menu, click Mass Update.

b. Field: use the drop-down menu to select Platoon.

c. Value: use the drop-down menu to select the value that matches the teacher’s homeroom.

d. Click Update. Read the warning message the pops up about how many records will be changed. If it looks correct, proceed with the update.



6. Repeat steps 4 and 5 until the platoon value that matches each teacher’s homeroom has been assigned to all sections for all teachers.

8.1.2 Scheduling the students into attendance courses



3. Check the box beside all sections of ATT-AM and ATT-PM course sections.

4. In the Options menu, click Show Selected. It is very important not to miss this step!

5. In the Options menu, click Group Scheduling. In the Load Students by Group pop-up:

a. Student field selection: set to Homeroom.

b. Sections: should show the number of ATT-AM and ATT-PM sections.

c. Students: leave setting at All students.

d. Click OK. Read the pop-up warning and proceed with the action.



8.1.3 Scheduling the students into report card courses



3. Use the icon to select the filter called Course Grade Level = ?

a. School Course > Course > Grade level: select the grade level of the students to be scheduled.

b. Search based on: ensure this field is set to All Records.

c. Click Submit. The list of sections will now display only courses for the grade level selected. It is ok if there are different teacher names in the list, as long as all sections are the same course grade level.

4. In the Options menu, select Group Scheduling.

a. In the Student field selection area, leave the setting at Homeroom.

b. In the Sections area, leave the setting at Current Selection. Ensure this number equals the number of attendance sections that are students are being loaded to.

c. In the Students area, change the setting to Grade level. This will

generate a Grade selection pop-up.

iii. Click the radio button beside the grade that matches the grade level of the sections selected in step 3.

iv. Click OK.

The group scheduling pop-up window will now show only the number of students in the grade selected.

d. Click OK.

5. Check the Total column in the Sections side tab to see that students did get scheduled into the sections.

6. Repeat steps 3 and 4 for all grade levels.

When the process has completed, all students in the specified grade(s) will be scheduled into the

sections with a platoon value that matches their homeroom.



8.1.4 Removing students from a roster

It is possible to delete multiple students at once from a roster if they have been scheduled into a section in error.


2. Click the Master side tab (Sections).

3. Check the box beside the section that needs students removed.

4. Click the Roster leaf. This will display a list of the students in the selected class.

5. Check the box beside the student(s) to be removed from the class.

6. In the Options menu, select Delete.

7. Read the warning message to ensure the number of records looks correct and proceed with the deletion.

This process will remove the students from the class and also remove the classes from the student schedule in Student top tab > Schedule side tab.



9.0 Scheduling a New Student after Group Scheduling

New students will arrive at the school after group scheduling has been done and will need to be added to the attendance courses and report card courses appropriate to their homeroom and grade. There are different ways to do this, but the method below is simple and direct.


2. Check the box beside the new student that has been registered.

3. Click the Schedule side tab.

4. Click the Workspace sub-side tab. In the upper right corner is a small blue hyperlink. If the screen does not look like the screenshot below, click the little blue hyperlink in the upper right corner that

says List view.

5. In the Student Schedule section of the screen, click the Select button. This will generate a pop-up window with all the sections in the school.



6. Uncheck the box called Valid sections only. All course sections will appear.

a. Set the Grade Level field to the grade the student is in.

b. Set the Platoon field to the homeroom the new student will be assigned to.

c. Check the box beside all the classes the student should be scheduled into.

d. Click OK. The courses will now appear in the student’s workspace.

e. Click Select again and choose the ATT-AM section the student is to be scheduled into.

7. Click the button to the lower right of the list of classes in the workspace to make the schedule permanent for the student.

Documents

Back-to-School Guide - Elementary to... · Back-to-School Guide - Elementary 4 E-sistance Software Services Ltd. Purpose This document is intended to provide additional details for