Scheduling Instructions- Elementary

Working in the Mainframe to schedule students for the Esembler Grade Book

Program

If you wish to view a printable version of this manual do so by clicking on the printer below. Note: you will need to open the file rather than save it. Then you can choose “Print” under the file menu.

Last Updated: 04/19/23

Table of Contents

Introduction………………………………………………………………...page 3

04 instructor maintenance- Printing report ………………………………page 4

04 instructor maintenance- cleaning up ………………………..………..page 5

06 changes to schedules- departmentalized…………………………….page 6

06 changes to schedules- fine arts……………………………………….page 7

08 changes to student schedules- new students……………………..…page 8

08 changes to student schedules- special changes…………………….page 9

06 adding section numbers to courses..………………………………..page 10

Appendix A- Advisor Numbers……………………………………….….page 11

Appendix B- Elementary Course Numbers…………………………….Page 12

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Introduction

The District is using a grade book program called Esembler. This program relies on information from our student information management system, Region 10 Service Center. In order for a student to appear in a teacher’s grade book, they will need to be scheduled into classes with course and section numbers. This is the identical process that the secondary campuses have always used. There is, however, a great level of automation that can be used for this scheduling at the beginning of the year. A comparison between the previous and the new process of attaching students to teachers is listed in the table below.

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Current Process Process for Esembler

1. Verify that old students are in mainframe and add any new students into the system.

1. Verify that old students are in mainframe and add any new students into the system.

2. Attach an advisor number (teacher id) to a student to generate class lists.

2. Make sure that all teachers have an advisor number as per standards. All teachers need to have SS# and 04 section needs to be cleaned up. (see appendix)

3. Maintain records as students add into the school during the year.

3. Attach the advisor number to the students. Contact Region 10 to run the mass schedule to populate the classes.

4. Correct schedules for grade levels that departmentalize (switch students).

5. Add scheduled classes for special circumstances such as leap, MTA and special education classes for individual students.

6. Maintain records for students that enter during the year, which includes scheduling these students into specific courses.

04 instructor maintenance- Printing report

1. Choose the Section 04. You will be cleaning up this section and assigning teacher id #’s.

2. You should print a report before you clean up the file. To do this type in an “R” and type in your location code. You will then press the “enter” key.

3. On the screen that appears choose “F6” to print and use the location you normally print region 10 reports to. Use this printout as a reference for making changes.

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The report you produce will be used to make correction to the Instructor file on your campus.

04 instructor maintenance- cleaning up

1.Press the “f3” key to go back after printing the report or go back to the main menu and choose section “04”. Use this report to select teacher records to correct on the 04 screen.

2. On the main screen, choose the code “C”, type in your location code and then the id you wish to edit. Press enter.

3. At the change screen, make the appropriate changes. If you wish to code something with your own code, the period section is not used for anything, please feel free to use it.

4. After making the corrections, press enter. You can then place a “C” in the function box at the bottom and type in the next id to change. Press “Enter”.

5.You will need to clean up the file by doing the following:

1. Add or correct social security numbers for all the teaching staff.

2. Change teacher id numbers to match the standards. (see appendix for standards)

3. Make sure that the teacher’s legal last name (as it is in personnel) is in the last name field and that the first initial is in the appropriate field. Take out anything else in those fields.

4. Make sure that all teachers giving any type of grades have been assigned an id matching standards. (see appendix for standards)

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123-34-5678

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The 04 instructor maintenance must be cleaned up in order for Esembler to match the information we have on our network. Check appendix for details

06 changes to schedules- departmentalized

1.Choose the option “06 Master Section Maintenance”.

2. On the main screen, type in your location code. You will next type in “5000” if your 5th grade departmentalizes, “4000” for 4th grade, etc. Leave the “N” chosen in the course only option.

3. The first course will be listed with a description of that course. You can scroll through the list of courses by pressing “enter”. A complete list of courses is available in the appendix.

4. Each course is broken into sections, which are attached to a teacher id. These “section” numbers match the last 2 digits of the teacher’s id. They will need to be changed to reflect the actual assignment of children in a departmentalized situation.

5.Scroll to the course sections you need to change by pressing enter. (you could also return to the main screen and type in the course number you need) At the bottom of the screen you will type in a “C” in CD, the section number to change in Sec and the instructor who actually teaches that section in the Ins box. Press Enter. The screen will update.

Example: In this example, section numbers 02-05 were changed to reflect the fact that teacher # 504 teaches those, not the “Home room” teacher. This applies to the course listed at the top, 5100 Lang. Composition.

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Example

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Some campuses have classes that trade kids with other teachers- this is called departmentalization. Make these changes before running the schedule.

06 changes to schedules- fine arts

1.Choose the option “06 Master Section Maintenance”. The mass scheduler will add all courses automatically. The four fine arts courses to be added are PE, Art, Music and Spanish. If your campus does not teach Spanish it will need to be replaced.

2. On the main screen, type in your location code. You will next type in “0101”. Leave the “N” in the course only option. Press “Enter”.

3. The “Proxy” will be listed with a description of which teacher it applies to. Listed below will be all of the classes to be assigned to those students. This is based on what advisor number you have assigned them.

4. At the bottom of the screen is an editable list of course numbers. Type in a “C” in CD.

5.Use the “Tab” key to go to the block with 1620 in it. Using the list in the appendix, type in the course number you do teach on your campus.

6. The next block beside the 4 digit course is the section number. All fine arts are 01, so it will not need to be changed. Press Enter twice and repeat steps 4-6 for the new proxy number. Stop at proxy “0508”.

Example: In this example, this campus teaches library skills not Spanish. They have changed “Spanish” to “Library” by changing the course number to 1640 for Library.

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Example

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Your campus may teach different fine arts than the traditional 4. These steps will take you through adding or replacing fine arts classes in the proxies.

08 changes to student schedules- new students

1.Choose the option “08 Student Master Maintenance”. When a new student comes in during the school year, they will need to be scheduled using this section. The following steps need to be done after completing your normal student add procedures and assigning them to an advisor number. Put in an “A” in the “Type” section.

2. On the main screen, type in your location code. You will next type in the student id # and under the option section, type “05”. Press enter twice.

3. At the bottom you will need to go in to change the screen to sm47 as opposed to sm44. Press Enter.

4. On the screen that appears, type in the advisor number of the teacher you are attaching the student to with a “0” in front if it. Press Enter.

5.Check the screen that comes up to make sure that the listing of classes is as expected. Press Enter.

6. The next screen indicates the student’s schedule. To add a course, find the next available blank at the bottom. Type in “A4” and then the course number and section number (remember fine arts are always 01) Press “Enter”

7. To delete a course, put in “d4” on the course you want to delete. Press “Enter”.

Example: In this example, this campus teaches library skills as well as the other fine arts classes. They chose to add course 1640 (Library) to the list.

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Example

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These instructions are for new students in your campus coming in during the year. The only change to your enrollment procedures is to put an “A” in the “Type” section when enrolling a student.

08 changes to student schedules- special changes

1.Choose the option “08 Student Master Maintenance”. When a student is added to MTA, LEAP or any type of special ed class, they will have to have those added to their schedule.

2. On the main screen, type in your location code. You will next type in the student id # and under the option section, type “05”. Press “Enter”.

3.The next screen indicates the student’s schedule. Refer to the list of courses in the appendix. To add a course, find the next available blank at the bottom. Type in “A4” and then the course number and section number (remember fine arts are always 01) Press Enter.

4.Note if there is no blank, the screen prompts you to type in “more” to see additional lines for scheduling

5. To delete a course, put in “d4” on the course you want to delete. Press Enter

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These instructions are for adding special classes to individual students such as LEAP, MTA and special education classes.

06 adding sections to courses

1.After you add a teacher or change the teacher’s id in the 04 Instructor Maintenance, Choose the option “06 Master Section Maintenance”. You will need to go in and create a section for that teacher to teach in order for any students to be added to the teacher’s schedule.

2. On the main screen, type in your location code. You will next type in the starting course number for the grade level. You will need to add sections for each of the courses taught in the specific grade level.

3.The next screen indicates the course number, description of the course and what the existing section numbers are. You will be adding the next section number at this screen. Remember that the section number is a reflection of the teacher id. (section 01 is taught by teacher 101or 201or 301, etc.)

4.At the bottom of the screen type in “A” for add, fill in the section number and attach it to a teacher id. The room number can be x or you can actually type it in. The “MAX” feature needs to be set to 030 (unless it is Fine Arts which would be 150).

5. Tab over the next three fields to the one indicated in the example to the right. Fill this in with the info as shown on the other sections listed above. (leave out dashes) Press “Enter”

Note: if this is a departmentalized grade, pay attention to who actually teaches the section you are listing. It may be different than the home room teacher.

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These instructions regard adding sections to existing courses for the purpose of adding teachers so that students can be scheduled for that teacher.

Appendix A- Advisor Numbers

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Advisor Numbers for Elementary School Campuses Lewisville ISD

001, 002, 003, 004, 005, 006, 007, 008, 009 ½ DAY KINDER 011, 022, 033, 044, 055, 066, 077, 088, 099 ALL-DAY KINDERGARTEN 930, 940, 950, 960, 970, 980, 990 BI-LINGUAL KINDERGARTEN 100’s 1ST GRADE 109 **D1 200’S 2ND GRADE 300’S 3RD GRADE 400’S 4TH GRADE 500’S 5TH GRADE 700, 702, 703, 704 ***PE 701 HOMEBOUND 705, 706, 707, ***ART 710, 711, 712 MUSIC 715 SPANISH 720 COMPUTER 725 LIBRARY 730 DRAMA 735 STUDY SKILLS (SETS) 740, 741, 742, 743, 744 RESOURCE 745, 746 ESL pull out 747, 748 1ST GRADE ESL SELF-CONTAINED 749, 751 2ND GRADE ESL SELF-CONTAINED 752, 753 3RD GRADE ESL SELF-CONTAINED 757, 758 4TH GRADE ESL SELF-CONTAINED 759, 760 5TH GRADE ESL SELF-CONTAINED 750, 754 MTA 755 LEAP 800’S EARLY CHILDHOOD 901-909 SELF-CONTAINED, BRIDGING, TU 931, 941, 951, 961, 971, 981, 991 BI-LINGUAL 1ST GRADE 932, 942, 952, 962, 972, 982, 992 BI-LINGUAL 2ND GRADE 933, 943, 953, 963, 973, 983, 993 BI-LINGUAL 3RD GRADE 934, 944, 954, 964, 974, 984, 994 BI-LINGUAL 4TH GRADE 935, 945, 955, 965, 975, 985, 995 BI-LINGUAL 5TH GRADE

Appendix B1- Courses 1-5 and Bilingual

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1st grd 2nd grd 3rd grd 4th grd 5th grd

00 1000 2000 3000 4000 5000

Lang Comp 01-4 1100 2100 3100 4100 5100Reading 01-I 1110 2110 3110 4110 5110Spelling 01-P 1120 2120 3120 4120 5120

02 1200 2200 3200 4200 520003 1300 2300 3300 4300 530004 1400 2400 3400 4400 540005 1500 2500 3500 4500 5500

Art 06-4 1600 2600 3600 4600 5600Music 06-I 1610 2610 3610 4610 5610Spanish 06-P 1620 2620 3620 4620 5620Computer 07 1630 2630 3630 4630 5630Library 07 1640 2640 3640 4640 5640Drama 07 1650 2650 3650 4650 5650Study Skills 07 1700 2700 3700 4700 5700Res. Lang Art 08 1101 2101 3101 4101 5101ESL 08 1102 2102 3102 4102 5102ES BL 08 1122 2122 3122 4122 5122MTA 08 1111 2111 3111 4111 5111LEAP 08 1130 2130 3130 4130 5130Res. Math 08 1210 2210 3210 4210 5210

00 1008 2008 3008 4008 5008

Lang Comp 01 - 4 1108 2108 3108 4108 5108Reading 01 - I 1118 2118 3118 4118 5118Spelling 01 - P 1128 2128 3128 4128 5128

02 1208 2208 3208 4208 520803 1308 2308 3308 4308 5308

Bi-Lingual Social Studies 04 1408 2408 3408 4408 5408

Bi-Lingual MathBi-Lingual Science/Health

Lewisville Elementary Schedule

Bi-Lingual Homeroom/Life Skills

Bi-LingualLanguage Arts

SubjectPeriod/daymet

Homeroom/Life Skills

Language Arts

Special Programs:

Other Electives

PE

MathScience/HealthSocial Studies

Fine Arts:

Appendix B2- Courses Kindergarten and D1

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Period/Daymet KN

Bi-Lingual

KN D100 6000 6008 100101 6100 6108 100202 6200 6208 100303 6300 6308 100504 6400 6408 100605 6500 6508 1500

Art 06 - 4 6600 6608 1600Music 06 - I 6610 6618 1610Spanish 6620 6628 1620Computer 6630 6638 1630Library 6640 6648 1640Drama 6650 6658 1650Study Skills 6700 6708 1700

OtherElectives Movement 07 N/A 1004

Res. LA 08 6101ESL 08 6102LEAP 08 6130Res. Math 08 6210

Schedule for Kindergarten and D1

SubjectHomeroom/Life SkillsLang Arts

Fine Arts

SpecialPrograms

MathScience/HealthSocial StudiesP.E.

Appendix B3- Courses TU

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Subject Period/daymet

         

1st grd 2nd grd 3rd grd 4th grd 5th grd

TU Homeroom/Life Skills   00 1007 2007 3007 4007 5007

TU Language Arts

TU Lang Comp 01 - 4 1107 2107 3107 4107 5107

TU Reading 01 - I 1117 2117 3117 4117 5117

TU Spelling 01 - P 1127 2127 3127 4127 5127

TU Math   02 1207 2207 3207 4207 5207

TU Science/Health   03 1307 2307 3307 4307 5307

TU Social Studies   04 1407 2407 3407 4407 5407