Middle School Secondary Scheduling SY 2020-2021

Middle School Secondary Scheduling SY 2020-2021

Valerie Lytle - Manager, Data Surveys

Page Numbers Title

2-3 Creating and Assigning Students to Inclusion Sections

4 Creating Co-teacher sections

5 Adding minutes to sections – the correct way

6 New Teacher Replacing Old teacher – the correct way

7 Reading Intervention Component coding (Tier 2 or Tier 3 students)

8-10 Collier Virtual Part-time (FLVS Franchise) School of Instruction 7004 Scheduling and Entering Grades

11-12 FLVS Scheduling and Entering Grades

13 Teacher Class List Verification Report

14-18 Reports to assist with Data Verification Class Size Report Teacher In/Out of field report DOE Verification Reports And more ….

19 Home Schooled kiddos and Students in the Big Boy Jail

Middle School Special Scheduling – September 2020

2

Creating Inclusion Sections

If a student will be receiving in-class support for a course, use the Inclusion tab to create the

Inclusion section. If created accurately the minutes will be automatically subtracted from the general

education section when the Inclusion Box is checked on the student’s schedule.

Go to Scheduling -> Setup -> Courses & Sections Select the Subject, Course and Section that will have the Inclusion teacher assigned Click on the Inclusion tab and fill out the fields in the highlighted box as shown

Inclusion Teacher: select from the dropdown

Gradebook Permissions: select None, Read Only or Modify

Scheduling Method: I – In-Class One-on-One

Team Teacher Training: select “B” – Has training

Primary Instructor: LEAVE UNCHECKED

Report to DOE: check box – once you click save you should see “Yes” in that field

Section Number: cannot be left blank

Mirror the primary teacher’s section/short name

If the primary teacher’s section is 302X, then the inclusion sections short name should

reflect X302 with the same numbers used as in the primary teacher’s section but the

“X” was moved to the opposite side of the section name from the primary teachers

This will ensure that no duplicate course/sections will be created

Remember to keep section/short names to a maximum/minimum of 4 characters

Minutes Weekly: enter ½ the class minutes weekly of a single period

Example: 245 CMW would be set to 122 for the inclusion section

Inclusion Rotation Days: check all boxes

Days of the week: Select the days the Inclusion teacher will be assigned to the class

If Friday is not checked, then the inclusion section will not be included in the Class Size

calculation

Click the save button to preserve changes


3

Assigning Students to the Inclusion section

The Inclusion section is added from the student’s schedule once the scheduler has been run. An

editable red X will appear under the Inclusion column on the schedule, indicating the course has an

Inclusion section but the student is not assigned to it.

If the student requires the Inclusion section, users will click the red X, which after saving, will turn to an editable green check mark. The Inclusion section will appear below it with a green checkmark that cannot be edited.

Once you have checked the inclusion section in the student’s schedule, you must also attach the Student Exceptionality code to the inclusion section. Example: indicates the courses that would be applicable for the inclusion support .

If you have created separate courses/sections for an inclusion section, you must manually subtract the inclusion minutes from the academic course. Both courses together must equal the total minutes in the alloted period. Example: Academic course = 123, Inclusion section/course = 122, together equal 245, which equals the total Class Weekly minutes for that period.

Reviewing the Master Schedule – Inclusion Section tab periodically for errors

NOTE: You cannot adjust the Minutes Weekly on the Master Schedule Report>Inclusion tab – it will

not update the minutes on the students that are already scheduled with the inclusion section.


4

Creating Co-Teach Sections

If a second teacher will be equally responsible for planning and delivering instruction as well as evaluating students (grading), use the Co-Teacher tab on the primary section to designate the Co-Teacher and grade book permissions. NOTE: You will not see the “Co-teacher” listed on the student’s schedule

Go to Scheduling -> Setup -> Courses & Sections Select the Subject, Course and Section that will have the Co-Teacher assigned Click on the Co-Teachers tab and fill out the fields in the highlighted box as shown:

Co-Teacher: select the teacher from the drop down

Permissions: select None, Read Only or Modify

Scheduling Method: select C for Co-Teaching from the dropdown

Team Teaching: “B” Has training

Primary Instructor: CHECKED

Report to DOE: check box – once you click save you should see “Yes” in that field

Days of Week: select the days the Co-teacher will be assigned to the class – all 5 days

should be checked

IMPORTANT: update the primary teachers Florida tab - Scheduling Method to a “C” and

Team Teacher Training to a “B”

Reviewing the Master Schedule – Co-teacher Section tab periodically for errors

NOTE: You cannot adjust the Minutes Weekly on the Master Schedule Report>Inclusion tab – it will

not update the minutes on the students that are already scheduled with the inclusion section.


5

Adding Minutes to sections (new or existing) Schools should double-check this by using the Master Schedule Report.

Go to Scheduling > Current Schedule Reports > Master Schedule Report

Scroll to the right until you locate the Class Minutes Weekly column

NOTE: Changing minutes on the Master Schedule panel will only update the minutes in the student’s schedule if the minutes are blank or null. In order to assure the minutes are updated appropriately, update the minutes directly on the course/section itself. You will see a box appear (indicated below) and all the students in the course/section will have the minutes overridden. For example, if you change minutes from 235 to 230 – all students that have 235 minutes in their schedule will be changed to 230 minutes. If the minutes on a course have been manually adjusted, such as subtracting 30 minutes for speech, then the minutes will not be overridden. Bottom line, check student’s schedules by running an FTE-1 Detail. Quick way from the Master Schedule Report to the Course and Section

Click on the little blue circle in the Section # column It will open the exact course and section that needs to be updated

Click on the Florida tab to add or edit the Class Minutes Weekly


6

New Teacher Replacing Old Teacher Go to Scheduling > Current Schedule Reports > click on Master Schedule Report

Click on Filter button and then enter the current teacher’s last name in the teacher box DO NOT CHANGE THE TEACHERS NAME ON THE MASTER SCHEDULE REPORT You must change the teacher of record on the individual course and section

Quickest way from the Master Schedule Report to the Course and Section Click on the little blue circle in the Section # column It will open the exact course and section that needs to be updated

Once the applicable course/section is opened in a new window – click on the teacher’s name and a drop down box will appear – scroll to find the “new” teacher that is replacing the “old” or current teacher – once the new teacher has been selected, a box will appear as indicated below. You must fill out the dates on the “old” teacher so that the appropriate tracking is logged behind the scenes for audit purposes. Click on the calendar icons when entering the dates to ensure accuracy.


7

Reading Intervention Component coding (Tier 2 and/or Tier 3)

**If the Tier code pertains to ALL students in the course/section the field can be coded

on the Florida tab

If the coding is specific to an individual student, code the student’s individual schedule


8

CVS (Collier Virtual School Part Time) via the FLVS platform and content

COURSE TEACHER SCHOOL OF INSTRUCTION

HOPE SEM 1 3026010A Mike Huffman 7004

HOPE SEM 2 3026010B Mike Huffman 7004

PERSONAL FITNESS 1501300 Mike Huffman 7004

SPANISH 1 SEM A High School 0708340A Sandra Nova 7004

SPANISH 1 SEM B High School 0708340B Sandra Nova 7004

SPANISH 2 SEM A High School 0708350A Sandra Nova 7004

SPANISH 2 SEM B High School 0708350B Sandra Nova 7004

Driver Education 1900300 Chris Chandler 7004

Go to Scheduling > Setup > Courses & Sections

Select the Subject, Course and Section A = 1st semester of instruction B = 2nd semester of instruction A or B can be scheduled in either semester

The A and B indicate the curriculum not what semester the course is taken in courses ending with an “A” or “B” are split into semester courses and should not be

scheduled as a Full Year course If a course is a “semester” course, such as Driver’s Ed or Personal Fitness

Teacher Name: select the primary instructor from the teacher drop down.

Room number: select room number 00-NOTOC

If the student is taking this course during the normal school day, assign the room where the student is to report to. If a staff member is needed to take attendance in this scenario – use the Co-teacher tab - do not check the Report to DOE box.

Section Short Name: 74?X

All sections must be different for each school to avoid duplicate course/section numbers Replace the “?” with the assigned letter for your school X is a character of the school’s choice keep section/short names to a maximum/minimum of 4 digits

School assignment of the section numbers are as follows: BCH 74AX BHS 74MX GCH 74BX GGH 74CX IHS 74DX LHS 74EX LWH 74GX NHS 74JX PRH 74FX EVG 74HX (MS & HS students) Do not assign a section number starting with 74 if the course is being instructed by a CCPS teacher assigned to your school


9

Go to Florida Tab School of Instruction: 7004 Class Minutes Weekly = Are not left blank Facility Type = 20 (only use facility type 20 if the room assignment is 00-NOTOC) On-Line course: “Y” Location of Student: “N”

Click the save button to preserve changes

Welcome call date is the start date Targeted date for course completion is 90 days from the welcome or start date NO MORE emails – just the initial email for the counselor’s approval Frequency of checking the website for scheduling accuracy

STUDENTS THAT WERE ENROLLED or STARTED IN CVS COURSES DURING THE SUMMER (prior to the first day of school) are NOT eligible for funding. The student is scheduled in FOCUS to keep track that the student is currently taking the virtual course, YOU MUST CHANGE THE “EXCLUDE FROM FTE” box on the student’s schedule to a green check – meaning to “EXCLUDE” from funding. The “enrolled” date on the student’s schedule should be updated to indicate the actual date the student started the class prior to school starting.


10

Entering Grades for CVS courses Course grades must be manually entered on the grades panel If the course on the schedule indicated either an A or B in the course number then it must also be

included when entering the grade Enter the applicable information in the logging fields: year, marking period, course number,

grade, credit attempted, credit earned, GPA points, check the box for “affects GPA”, teacher, grade subject, district, school 7004 and Online course “Y”

Once you have the logging fields entered click “SAVE” The GPA and Passed Reading Assessment boxes with flash green and the information you entered will blink as it is being saved to the student’s course history

**IMPORTANT** the course number on the student’s schedule must match exactly to the academic history when the grade is posted. If the course does not match the academic history, then the district will lose funding for that course when reported in our summer survey 4 reporting period.


11

Florida Virtual School Scheduling (FLVS on or office campus) Florida Virtual classes are identified by the 7-digit course number, short name/section, room, teacher (optional) and to “Exclude from FTE”. Go to Scheduling > Setup > Courses & Sections

Select the Subject, Course and Section for FLVS offerings Teacher Name: FLVS Staff (this will be populated by the district in the drop down list of

teacher names) o The teacher name can also be a school staff member such as a Para or classroom teacher

if the student reports to a lab or classroom during the normal school day

Room: If the student is taking the FLVS course on campus and the student is scheduled to report to a room during the normal school day, then assign the applicable room to the course/section. If the student is taking the FLVS course off campus (at home), then assign room 00-NOTOC (NOT On Campus).

Short Name: all short names should follow this naming convention: FLV# where the # can

be a digit of the school’s choice. Remember to keep section/short names to a maximum/minimum of 4 digits and alpha characters should be in uppercase.

The Class Weekly Minutes should have been removed from all FLVS sections – this is done so that the FTE (minutes) report will calculate the student’s actual FTE accurately.

Exclude from FTE: click the field twice to change the red X to a box, then check the box

As long as the “Exclude from FTE” box has the green check mark, this will prevent the course from having any FTE errors regardless of which fields have been updated appropriately

Facility Type: select “20” – Virtual School”


12

Entering Grades for FLVS courses Course grades must be manually entered on the grades panel Enter the applicable information in the logging fields: year, marking period, course number,

grade, credit attempted, credit earned, GPA points, check the box for “affects GPA”, teacher, grade subject, district, school 0500, 0600, 0700 and Online course “Y”

Once you have the logging fields entered click “SAVE” The GPA and Passed Reading Assessment boxes with flash green and the information you entered will blink as it is being saved to the student’s course history


13

Teacher Class List Verification Rosters


14

Reports to assist in Data Verification

These reports will show you scheduling issues that may affect Funding, Class Size, and Teacher Class

List Verification

Go to Florida Reports and click on the applicable report

Print FTE Detail, Class Size, Teacher In/Out of Field, FTE Summary Reports (Breakdown) (Less than full funding and More than full funding) DOE Data Verification Reports

Class Size Report: Check your school’s average

Look for classes with too high of a class size

Look for classes with too low of a class size

Look for the ? in a box – means there is no scheduling method for that course

Look for the hover over the triangles to see the error description


15

Career Experience and Career Placement are funding eligible and need to be assigned to a valid room

Courses used for Class Size Go To Scheduling>Setup>Course Catalog

Click on the Filter Enter Core for Class Size – Contains – “Yes”


16

Teacher In/Out of Field report: School adminstration should be reviewing this report periodically and be prepared to answer any OOF questions from the Certification Staff Go to Florida Reports:

click on Teacher In/Out of Field Check the box to “show out of field only” if you wish to only view teachers OOF

You can sort this report by clicking on any header, such as teacher and then the report will be sorted alpha by teacher’s last name

DO NOT hit the button to “reconcile certification status” – this is a very time consuming process and will bog down the system

FLVS Staff should not be on this report

Helpful items when scheduling ESE students

If a teacher has ESE certification only (no other core subjects on their teaching certificate), the teacher must be scheduled as an I – inclusion teacher. They may not be assigned as a pull-out, co-teacher or self-contained.

IBI (Intensive Behavioral Intervention) teacher – must be certified in ESE AND the core subject they are teaching.

Scheduling students in Access courses, the teachers must have ESE AND General Ed certification – no matter the grade level.


17

DOE Verification Reports Go to Florida Reports:

click on DOE Data Verification Reports Set the survey to the current survey – click “Refresh Report” Review all applicable formats for that survey and correct any errors that are NOT handled by

district staff

In-depth training on these reports is given at the Data Surveys & Compliance trainings

Survey Breakdown Reports This information is reviewed at the Data Surveys & Compliance meetings Go to Florida Reports and click on FTE Summary Reports (Breakdown)

Set the Survey, Format and FTE Type (must reset every time you go to this page) Review the applicable information


18

Loading Reports Go to Scheduling >Reports> Loading Reports

Run the Students with Incomplete Schedules o Uncheck the boxes to search all schools and to include inactive students

Click Search “Effective Date” to today’s date Once the header appears with the “periods to check” – click on the applicable periods for your school and then click update Review all students on the list – you can hyperlink directly into the student’s schedule by clicking on the student’s name


19

Home School Students Pertains to students who are “home-schooled” but taking a class at a CCPS NEW student(s) must enroll with Central Registration at the applicable home school – CR will

check 2nd school of enrollment School must email Valerie Lytle to enter the enrollment record for N998, which becomes the

“primary” school of enrollment School can then schedule the student in the appropriate course(s)

Student Served Instructional Time in Collier County Jail (not Detention Center)

Information for the student will be provided by Richard (Rick) Duggan, which would include teacher, courses and instructional time

Create the new course/section for the applicable student Facility type: 07 Courses ARE eligible for FTE funding

Documents

Middle School Secondary Scheduling SY 2020-2021