Scheduling On The Live Side - nbed.nb.caweb1.nbed.nb.ca/sites/dataconnect/Guides/Scheduling... · Scheduling On The Live Side - K-12 . 4 . 1.0 Getting Started – The Next School

Student Information Systems

Scheduling on the Live Side Revision Date: May 2017

NOTE: This document has been reviewed for accuracy but screen captures with 2016-17 have been retained for expediency in completing document review. Please assure when scheduling that you are using dates associated with the 2017-18 school year.

Scheduling On The Live Side- K-12

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Table of Contents 1.0 Getting Started – The Next School Year Facts ................................................................................................4

2.0 Years, Terms, and Periods ..............................................................................................................................4

2.1 Before Editing Years & Terms ..................................................................................................................... 4

2.2 Review New Year Setup .............................................................................................................................. 4

2.3 Create Terms .............................................................................................................................................. 6

3.0 Periods ............................................................................................................................................................8

3.1 Verify Period Names or Name Periods for the First Time .......................................................................... 8

4.0 Bell Schedules .................................................................................................................................................9

4.1 Edit Existing Bell Schedule .......................................................................................................................... 9

4.2 Add Periods to a Bell Schedule ................................................................................................................. 11

4.3 Creating a New Bell Schedule ................................................................................................................... 12

5.0 School Calendar ........................................................................................................................................ 12

5.1 Calendar Setup ......................................................................................................................................... 12

6.0 Teachers & Staff .......................................................................................................................................... 13

6.1 Current Active Staff .................................................................................................................................. 13

6.2 Verify Information and Setup ................................................................................................................... 13

6.3 Temporary Teachers ................................................................................................................................. 15

6.4 New Teachers ........................................................................................................................................... 15

7.0 Course Catalogue ......................................................................................................................................... 16

7.1 Verify New School Year Course Catalog ................................................................................................... 16

8.0 Course Sections ........................................................................................................................................... 17

8.1 Number of Sections Required for Each Course ........................................................................................ 17

8.2 Creating Course Sections .......................................................................................................................... 17

8.3 Use of Dependent Sections ...................................................................................................................... 20

8.4 Adding Dependent Sections ..................................................................................................................... 20

8.5 Dependent Sections Tips .......................................................................................................................... 20

9.0 Master Schedule .......................................................................................................................................... 20

9.1 View or Print Master Schedule ................................................................................................................. 20

10.0 Verify Student Scheduling Setup ................................................................................................................. 21

10.1 Individual Student Scheduling Setup ........................................................................................................ 21

10.2 Mass Assigning Next School Indicator ...................................................................................................... 22

10.3 Identifying Students with Incomplete Scheduling Setup and Updating Information .............................. 23


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11.0 Enrolling Students into Sections .................................................................................................................. 25

11.1 Selecting Preregistered Kindergarten, New Grade 6, or New Grade 9 Students ..................................... 26

11.2 Selecting Students .................................................................................................................................... 27

11.3 Enrolling Student with Mass Enroll Function ........................................................................................... 28

11.4 Mass Enrolling with Dependent Sections ................................................................................................. 31

11.4.1 Dependent Sections Mass Enrollment ............................................................................................ 31

11.4.2 Verifying Dependent Section Enrollment ........................................................................................ 32

11.5 Enroll Students from the Teacher Schedule Page .................................................................................... 33

12.0 Modify an Individual Student Schedule ....................................................................................................... 34


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1.0 Getting Started – The Next School Year Facts “Live Side” Scheduling in PowerSchool is used to both create a Master Schedule and enroll students into

classes to create student schedules. If you are pleased with the majority of your current years scheduled courses and will only need to make

changes in staff or the time a course is offered, it is advised that you copy your Master Schedule. Before proceeding with this guide go to Data Connect and follow the directions for copying. Then use appropriate sections of this guide to tweak.

The majority of New Brunswick schools will use this type of scheduling. Several scenarios are possible depending on the needs of your school.

The upcoming school year, including the first and last days of the school year, will be created by EECD and should not be changed.

Schools will setup their own Terms, Periods and Days. Provincial Courses are setup in PowerSchool by EECD and they do not need to be re-created for the new

school year. However, schools will need to verify their own course offerings each year. For High Schools, local options must be applied for and approved by EECD within the Provincial

deadlines to be offered in the course catalogue. (Dec. 1 current year for Semester 1 courses following year, and June 1 current year for Semester 2 following year).

2.0 Years, Terms, and Periods 2.1 Before Editing Years & Terms

Verify term dates to avoid making changes after terms are created. Changing term dates after the schedule is active is not recommended.

Verify term structure to avoid deleting terms. Deleting terms after the schedule is active is not recommended. Please Note: The term structure should NOT be confused with a reporting period. A term structure represents a segment of time a course begins and ends.

Create terms in chronological order and in order of length to ensure proper association with internal Term ID numbers.

2.2 Review New Year Setup

1. From the Start Page under the section Setup, click on School. 2. Under the section Scheduling, click on Years & Terms. 3. In the Year column, click on the Next Year link (Example 2016-2017).


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4. Review the information: a. Name of School Year b. Abbreviation c. First and last day of school. It will always be 08/01/YYYY and 06/30/YYYY. d. Verify the Periods and Days are accurate.

This screen displays the same number of Periods and Days that were used the previous year. If your school is new to PowerSchool, the default setting of 6 Periods and 1 Day is displayed. After you determine the number of Periods and Days that are appropriate for scheduling your school in the new school year, make adjustments if necessary and Submit. Refer to the following table for Periods and Days configuration recommendations.

5. Determine the scenario that best suits your school’s situation and modify Periods and Days accordingly.

School Scheduling Scenario Scheduling Solution

9-12 Students have 5 classes and a Homeroom • 6 Periods/Day • 1 Day/Cycle

9-12 Students have both a Homeroom and an Advisory period

• 7 Periods/Day • 1 Day/Cycle

K-5 School uses PowerSchool scheduling to enroll students in classes and to allow the teacher to take Homeroom attendance, but does not rely on PS to create individual teacher schedules. Schools continue the practice of informing classroom teachers of their specialist times, and teachers then build their own schedules outside of PowerSchool.

• 11 Periods/Day • 1 Day/Cycle (Represents the maximum number of subjects a K-5 student could take including a Homeroom period.)

K-8 or 6-8 School uses PowerSchool scheduling to enroll students in classes and to allow the teacher to take Homeroom attendance, but does not rely on PS to create individual teacher schedules. Schools continue the practice of informing classroom teachers of their specialist times, and teachers then build their own schedules outside

• 12 Periods/Day • 1 Day/Cycle (Represents the maximum number of subjects a 6-8 student could take including a Homeroom period.)


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of PowerSchool. K-12 or 6-12 Begin with 6 periods to accommodate the High

School students. Then, decide the scheduling structure for Middle and Elementary students.

Determine the total number of Periods required to schedule all grade levels. Example: • 22 Periods/Day o 1 period of Homeroom (all levels) o H1-H5 for High School o M1-M6 for Middle o E1-E10 for Elementary

OR • 17 Periods/Day o 1 period of Homeroom (all levels) o H1-H5 for High School o EM1-EM11 for Middle and

Elementary Schools that do not accurately schedule.

• 5 Days/Cycle o Middle Schools using a M-F cycle

OR • 1 Day/Cycle

2.3 Create Terms

Your SIS Team will advise you of the dates to use for each Term. Create only the terms required (i.e., it is not necessary to create both Semester and Trimester terms if

your school only uses Trimesters). The order terms are created is very important. PowerSchool assigns an internal ID number to each

term. The internal ID numbers must be sequential and by chronological order beginning with the terms longest in length.

There should be no gap between the date one term ends and the date the next term begins. The approved naming convention for Terms is:

Name of Term Abbreviation Semester 1 S1 Semester 2 S2 Trimester 1 T1 Trimester 2 T2 Trimester 3 T3 Quarter 1 Q1 Quarter 2 Q2 Quarter 3 Q3 Quarter 4 Q4

1. Click on the link to Edit Terms for the new school year.


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The Term Setup page is displayed. The Full Year has been created for all schools. This is a required term, DO NOT ALTER. For the majority of elementary, and many of the middle schools, no additional terms will be necessary.

2. If your school offers courses that are Semester, Trimester or Quarter in length, click New.

3. Complete the value for each field, leaving the Import File Term # value blank.

4. After you submit the page, PowerSchool assigns the Internal ID number to the term. The Term ID for

the 2016-2017 term is 2600. Verify the Term ID assigned is 2601 by clicking on the blue hyperlinked term name.

5. The Internal Term ID is displayed under the fields.

If Term IDs are not sequential, contact SIS to correct.

Blank


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6. Continue adding terms and verifying Term IDs until all terms required for the school have been created.

7. When you complete Term Setup, the page should resemble one of these examples:

3.0 Periods 3.1 Verify Period Names or Name Periods for the First Time

1. From the Start Page, click on Term in the upper right hand corner of the page. 2. Change the Term from the current year to the new school year. 3. Under the section Setup click on School. 4. Under the section Scheduling, click on Periods. 5. In the example below, this High School has 5 class periods and period 6 for Homeroom. To rename

Period 6, click on the number 6 in either the Name or the Abbreviation column.


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a. Change the Period Abbreviation from 6 to HR. b. Change the Period Name from 6 to Homeroom.

c. Click Submit.

Some reports are dependent upon having a period named Homeroom with the abbreviation HR. While it is not necessary to rename every period, a period named Homeroom, abbreviated HR is required.

6. By default, the periods appear in a sorted order according to the Period Number. a. Drag and drop Homeroom to the top of the list to arrange the sort order. Arrange other periods if

necessary.

b. Click Submit.

4.0 Bell Schedules If your school used PowerSchool last year, the Bell Schedule(s) previously setup have been copied to the

new school year. If you are new to PowerSchool, you will need to create at least one Bell Schedule. Periods can occur during the same time or overlap each other. For example, in a K-8 school, period M3

may overlap period E2. Each period must be a minimum of 5 minutes in length. The Period Name and/or Start Time and End Time can be adjusted whenever a change is required. Only one Bell Schedule can be assigned to a Calendar Day.

4.1 Edit Existing Bell Schedule

1. Verify that Term in the upper right hand corner of the page is set to the new school year.


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2. Navigate to Start Page > School > Bell Schedules. 3. Click Edit Schedule.

4. Select the Period to edit.

5. Enter the time the Period occurs.

a. Every High School period must have the box Counts for ADA checked to ensure attendance

calculates correctly.

b. All Elementary and Middle School Homeroom periods must check the boxes Counts for ADA and Use

For Daily Attendance to ensure attendance calculates correctly. Do not select these boxes for periods other than Homeroom.


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i. Option: You may elect to put Default Time In and Default Time Out for the Homeroom period using the start and end times for the school day. This does not impact attendance reports, but does give an accurate minute count on students’ Daily Attendance pages.

4.2 Add Periods to a Bell Schedule

If a Period is missing from the Bell Schedule, it will need to be added.

1. On the Edit Schedule page, click New to add periods.

2. Select a Period to add.

3. Complete New Bell Schedule Item fields.

a. Start Time b. End Time c. Only check the Counts for ADA box if the period meets the following criteria:

i. High Schools, adding (or editing) any period. ii. Elementary and Middle Schools, adding (or editing) Homeroom period.

d. Only check the Use For Daily Attendance box if the period meets the following criteria: i. Elementary and Middle Schools, adding (or editing) Homeroom period. ii. Default Time In and Default Time Out is only used by Elementary and Middle Schools for

Homeroom periods.


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e. Click Submit.

4. Continue to add Periods to the Bell Schedule as necessary.

4.3 Creating a New Bell Schedule

All Bell Schedules use Regular School Day for Attendance Conversion Method.

1. On the Bell Schedules page, click New.

2. Assign a Name to the schedule. 3. Leave Regular School Day as the Attendance Conversion Method. 4. Click Submit.

5. New Bell Schedules have no periods assigned to them. Follow the procedure in section 4.2 Add

Periods to a Bell Schedule.

5.0 School Calendar

It is not necessary to complete the entire year Calendar Setup for Live-Side Scheduling. However, the first Cycle Day of the year and for each Term (S2, T2, T3, Q2, Q3, Q4) must be setup in order to enroll students into courses for that term.

Remaining dates can be setup after the first week of August. Additional information regarding Calendar Setup is available on the DataConnect Project site.

5.1 Calendar Setup

1. Verify that Term in the upper right hand corner of the page is set to the new school year. 2. Navigate to Start Page > School > Calendar Setup. 3. At a minimum, complete Calendar Setup according to the following criteria:

a. High Schools must complete the first day of each Term. b. Schools with a 5 day cycle must complete the first 5 days of each Term. c. Schools with a 6 day cycle must complete the first 6 days of each Term.


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4. In the Calendar header, click on the month to setup.

5. To complete Calendar Setup:

a. Select the appropriate Cycle Day from the Day drop down list. b. Select the appropriate Bell Schedule from the Schedule drop down list. c. Ensure the In Session box is checked (checked by default for weekdays). d. Ensure the Membership Value is 1 (set to 1 by default for weekdays). e. Select In Session from the Type drop down list.

6.0 Teachers & Staff 6.1 Current Active Staff

1. Verify that Term in the upper right hand corner of the page is set to the new school year. 2. Navigate to Start Page > Staff Tab to view the list of staff currently assigned to your school. 3. Click the search icon to generate a list of all active staff at the school.

6.2 Verify Information and Setup

1. Click on the first staff member’s name to verify Information and Schedule Setup.


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2. Click on Information.

a. Verify the correct Position Teacher is selected for anyone you will be scheduling b. Leave FTE as Select FTE

c. Click Submit.

3. Click on Schedule Setup.

a. Ensure the Active box is checked. b. Verify the Staff Type. c. If the staff member will teach a course, check the Schedule This Teacher box. d. Click Submit.

4. Repeat for each staff member.


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6.3 Temporary Teachers

If you anticipate a teacher active in the current school year will not return for the new school year, do not use that teacher for scheduling. Use a temporary teacher for scheduling.

Temporary teachers allow for creating a Master Schedule and enrolling students if the permanent teacher is unknown.

Each school has four temporary teachers. Request additional temporary teachers if they are necessary.

6.4 New Teachers

1. When a new teacher is assigned, log a helpdesk request to have this teacher added to the school Staff List.

2. Once added to the Staff List, designate the teacher as a Lead Teacher, replacing the Temporary Teacher.

3. Navigate to Start Page > Special Functions > Generate Homerooms. a. Select the appropriate values. b. Click Submit.

See DataConnect for more information on Assigning a New Lead Teacher. The Special Function Generate Homerooms is required to ensure the correct teacher name appears on

reports. If there is a delay in assigning a new teacher to the school, the office can take attendance for the

Temporary Teacher.


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7.0 Course Catalogue Provincial Courses have been setup in PowerSchool by EECD. Course numbering indicates the Course Type:

Course Number - Final Digit Reference 0 = Prescribed Course 1 = Online 2 = Pilot, In-Class 3 = Pilot, Online 4 = Local Option

Prior to scheduling, schools should verify new school year course offerings. Local option courses which have been approved for the school by EECD are available for scheduling. The school must apply within the Provincial deadlines for EECD approval of local option courses in order

for the courses to be included in the Course Catalog. The application deadline for requesting local option courses is: o Dec. 1 of the current year for the following year Semester 1 courses; o June 1 of the current year for the following year Semester 2 courses.

7.1 Verify New School Year Course Catalog

1. Verify that Term in the upper right hand corner of the page is set to the new school year. 2. Navigate to Start Page > School Setup > Courses. 3. Click Manage Courses for this school.

4. Select the Available tab.

Checked boxes indicate Active Courses.

5. Review the Courses List. a. Check boxes for Courses that will be Active and scheduled in the new school year. b. Uncheck boxes for Courses that will not be offered in the new school year.


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6. If you plan to offer a course that is not included on the Available tab Courses List, click the Unavailable tab and verify it is an EECD approved course.

a. Log a Help Desk request to make the Course available for your school.

8.0 Course Sections

8.1 Number of Sections Required for Each Course

Determine the number of Sections are required for each Course. o How many classes of Grade 2 ELA or Grade 9 Math are needed?

If more than one teacher teaches the same students a subject, DO NOT create two sections. This is one Section and the teachers are Co-Teachers. o Teacher A has ELA 6 on Monday, Wednesday and Friday, and Teacher B has the same group on

Tuesday and Thursday.

DO NOT create two sections for a single course scheduled in different periods in Semester 1 and Semester 2. o This is one section that will be rescheduled when Semester 2 begins. o Creating more than one section for this course will result in course duplications on report

cards and transcripts.

8.2 Creating Course Sections

1. Verify that Term in the upper right hand corner of the page is set to the new school year. 2. Navigate to Start Page > School Setup > Sections. 3. Sort the Course list by Name or Number according to your preference.

4. Click on the Course. 5. Click New.


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6. The Edit Section page opens. Configuration of the following Fields is required: a. Schedule

i. Click on the Periods and Days the section is offered.

b. Term

i. Select the Term the section is offered from the drop down list

c. Teacher – Section Lead

i. Click Add ii. Select the Teacher from the drop down list. iii. Designate the % Allocation. iv. Verify the Start Date and End Date.

d. Room i. Enter the Room designation where the section will be held.


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e. Section Number

i. Section Numbers must be unique among sections of the same course for a given school year. ii. Best Practice Suggestion: Section numbers should begin with the grade level followed by a

unique alphabetical identifier (i.e., 6A, 6B, 7A, 7B, etc.).

f. Maximum Enrollment

i. Set the maximum number of students allowed in this section or at this grade level.

g. Attendance

i. Verify Meeting is selected for Record Attendance Using Attendance Mode. ii. Verify Once for All Meetings is selected for Record Attendance. iii. Verify the Exclude from Attendance box is NOT checked.

7. Configuration of the following Fields is Optional: a. Teachers/Staff – Additional

i. If the section is taught by more than one teacher, click Add.

ii. Select the Teacher from the drop down list. iii. Select the Role. iv. Designate the % Allocation. v. Designate the Start Date and End Date


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b. Grade Level

i. Enter the Grade Level that the course is offered.

c. Dependent Sections

i. See sections 8.3 Use of Dependent Sections, 8.4 Adding Dependent Sections and 8.5 Dependent Section Tips.

8.3 Use of Dependent Sections

Dependent Sections are often used by Elementary Schools and Middle Schools where students stay together as a class throughout the day.

If Dependent Sections are used, when students are enrolled in one section of a course (Parent Section), they will be automatically enrolled in other courses (Dependent Sections).

Best Practice Recommendation: Use English Language Arts as the Parent Section.

8.4 Adding Dependent Sections

1. Enter Dependent Sections in a coursenumber.sectionnumber format, comma separated.

Ensure there are no spaces between the course number and the section number and separate each coursenumber.sectionnumber with a comma, not a space.

End the sequence with a comma.

8.5 Dependent Sections Tips

A list of the Dependent Sections K-12 is available on the DataConnect Project site. The Dependent Sections are organized by grade level and program of study. This list can be used to copy and paste the dependent sections you need. This will save some time and help avoid typing errors.

If it is necessary to change a student’s schedule, drop the student from each course individually. Remember to keep Dependent Sections up to date. If a section changes or a section name changes, it

must also be changed in the Dependent Section field.

9.0 Master Schedule

9.1 View or Print Master Schedule

After Sections have been setup, the Master Schedule is created. The link to Master Schedule is in the right menu pane under the Functions heading. You may find it beneficial to have a printed copy of the Master Schedule when enrolling students.


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1. Navigate to Start Page > Master Schedule. 2. Complete the Master Schedule Preferences (after the initial Preferences selection, the Master

Schedule will default to these settings).

3. Click Submit. 4. Print the page (optional) for reference when enrolling students.

10.0 Verify Student Scheduling Setup IMPORTANT: Students moving to another school should have their Next Year School Indicator updated

as soon as possible to allow the receiving school to schedule them. They will not be displayed for the new school to schedule until this step is complete.

10.1 Individual Student Scheduling Setup

1. Select a student. 2. Navigate to Start Page > Student Selection > Scheduling Setup. 3. Verify the field value Next Year Grade is correct.


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4. Check the Schedule This Student box. 5. Populate the Next School Indicator field by selecting the appropriate school from the drop down list. 6. If any changes have been made, click Submit.

10.2 Mass Assigning Next School Indicator

Mass assigning the Next School Indicator is a quick way to update the field.

1. Search for a group of students by grade level. (For example, in an Elementary School, most of the Grade K-4 students will remain at the same school next year. Their Next School Indicator can be mass assigned.) a. On the Start Page, search Students for Grade_Level#5 to generate a list of all students in the school

who are not in Grade 5.

2. Click on Select a Function and select Next School Indicator from the list.

After this option is selected once, it will be the default selection for the drop down list.


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3. Select the appropriate school from the drop down list for this group of students to set the Next School Indicator.

4. Click Submit.

5. Repeat this process to set the Next School Indicator for Grade 5 students. a. On the Start Page, search Students for Grade_Level=5 to generate a list of all students in the school

who are in Grade 5. b. Select the Next School Indicator from the Function list. c. Select the appropriate school from the drop down list for this group of students to set the Next

School Indicator. d. Click Submit.

10.3 Identifying Students with Incomplete Scheduling Setup and Updating Information

1. Search for students with incomplete Next Year Grade information. a. On the Start Page, search Students for Sched_NextYearGrade=0 to generate a list of students who

have no value set in the Next Year Grade field.


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2. Click on the first student in the list and open the Scheduling Setup page to update information. a. Enter the correct value in the Next Year Grade field (for most students, this will be their current

Grade Level +1). b. Check the Schedule This Student box. c. Populate the Next School Indicator field by selecting the appropriate school from the drop down

list. d. Click Submit.

e. Navigate to the next student on the list by clicking on the Student navigation icon located in the

upper left side of the page.

f. Continue updating Scheduling Setup information for all students listed.

3. Search for students missing Schedule This Student indicator. a. On the Start Page, search Students for Sched_Scheduled=0 to generate a list of students who do

not have the box checked for the Schedule This Student field.


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4. Click on the first student in the list and open the Scheduling Setup page to update information.a. Check the Schedule This Student box.b. Update the Next Year Grade and Next School Indicator if necessary.c. Click Submit.d. Navigate to the next student on the list.e. Continue updating Scheduling Setup information for all students listed.

5. Search for students missing a Next School Indicator value.a. On the Start Page, search Students for Next_School=0 to generate a list of students who do not

have a value in the Next School Indicator field.

6. Click on the first student in the list and open the Scheduling Setup page to update information.a. Populate the Next School Indicator field by selecting the appropriate school from the drop down

list.b. Update the Next Year Grade and Next School Indicator if necessary.c. Click Submit.d. Navigate to the next student on the list.e. Continue updating Scheduling Setup information for all students listed.

11.0 Enrolling Students into Sections If the date that you are working on the task to enroll students is prior to June 30th :

o Verify that Term in the upper right hand corner of the page is set to the new school yearo A group of students selected by grade level will be enrolled in courses for their Next Year Grade

(Grade 2 students will be enrolled in Grade 3 courses).o To select Preregistered Kindergarten students or students transferring from feeder schools refer to

section 11.1 Selecting Preregistered Kindergarten, New Grade 6, or New Grade 9 Students.

If the date that you are working on the task to enroll students is after July 1st:o The database has been rolled into the new school year and the correct Term will be selected by

default.o A group of students selected by grade level will be enrolled in courses for the same grade level

(Grade 2 students will be enrolled in Grade 2 courses).


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11.1 Selecting Preregistered Kindergarten, New Grade 6, or New Grade 9 Students

1. Navigate to Start Page > PowerScheduler > Students.

2. Select the Current Year Grade Level for the group of feeder students (Grade 5 to enroll for Next Year Grade 6 sections).

3. Click on Start Page in the breadcrumbs to return to the PowerSchool Start Page.

4. Save the group of students selected in PowerScheduler for easy access to them while scheduling.

a. From the Functions menu, select Save Stored Selection.


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b. Assign a Name to the selection. c. Select the Save the current selection with a new name radio button.

d. Click Submit.

5. To reactivate the selection later, a. Click Stored Selections on the Start Page.

b. Locate the stored selection and click Go Functions.

c. Click on Start Page in the breadcrumbs to return to the PowerSchool Start Page. The students from the stored selection will be the active selection.

11.2 Selecting Students

1. Verify that the Term in the upper right hand corner of the page is correct for scheduling. 2. On the Start Page, click on a Grade Level Indicator to begin student selection (or enter search criteria

in Search box.)


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3. Click Select By Hand.

4. Uncheck the box beside each of the students you DO NOT want to schedule, OR click on the box

beside Student to Deselect All and then go through the list of students and check the names you want to enroll in a section.

5. Click Update Selection.

NOTE: Refer to DataConnect Project Site for the Program of Study Search Commands Document to search for and select for students by a combination of Grade Level and Program of Study in either Power Scheduler (For incoming K, Grade 6 or Grade 9) or in PowerSchool.

11.3 Enrolling Student with Mass Enroll Function

1. Verify that the Term in the upper right hand corner of the page is correct for scheduling. 2. Using the selected group of students, choose Mass Enroll from Functions.


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3. The Mass Enroll page opens providing options for locating the section to enroll this group of students.

a. Course.Section b. Period c. Teacher d. Course

4. If you know the Course Number and Section Number (refer to the Master Schedule printed as instructed in section 9.1 View or Print Master Schedule), enter CourseNumber.SectionNumber in the Quick Enroll Course.Section box.

5. Click Enroll and continue with step 11.3 6d.

If you do not have the Course.Section information, filter for the section using another option.

6. For example, use the Teacher filter to find the section. a. Select the Teacher from the drop down list. b. Click Search.

c. Click on the Course Name to select it and enroll the students.

d. The Mass Enroll Preview page is displayed.


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e. Verify the Action information is correct.

f. Click Enroll Students.

g. The Class Roster page is displayed verifying that the students were enrolled in the section.

h. To enroll the same group of students in another section, click Enroll into Different Class. i. Continue Mass Enroll process to enroll students in appropriate sections.


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11.4 Mass Enrolling with Dependent Sections

11.4.1 Dependent Sections Mass Enrollment

This option can only be used if Dependent Sections have been set up. See sections 8.3 Use of Dependent Sections, 8.4 Adding Dependent Sections and 8.5 Dependent Section Tips.

1. Verify that the Term in the upper right hand corner of the page is correct for scheduling. 2. As in 11.3, use a selected group of students and choose Mass Enroll from Functions. 3. Select the appropriate Parent Section (English Language Arts is the recommended course to use as

Parent Section).

4. The Mass Enroll Preview page is displayed. 5. Verify the Action information is correct.

6. Click Enroll Students.


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7. The Class Roster page is displayed indicating that the students were enrolled in the sections.

11.4.2 Verifying Dependent Section Enrollment

1. Navigate to the Parent Section. In this example, it is English Language Arts 3, Section 3A. a. Start Page > School > Sections > English Language Arts 3 b. Click on hyperlink 3A in the Sec # column.

2. Make note of the Dependent Sections listed.

a. NGHRA1308.3A

FEARB0030.3A MEFMA0030.3A FEMUD0030.3A PEPEK0030.3A PEPEA0030.3A SEGEA0030.3A HESSA0030.3A

3. Navigate to the Parent Section Class Roster. a. Click on the Course Name in the page header breadcrumbs to return to the Sections page.

b. Click on the hyperlink number in the Enrollment column for the Parent Section to display the Class Roster.

c. Click on a Student hyperlink in the Class Roster list.


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4. Navigate to the student schedule List View (Start Page > Student Selection > Schedule List View). 5. Verify that the student’s Schedule List View consists of the Parent Section and Dependent Section

list.

a. If the two lists match, the Dependent Section Mass Enrollment was successful.

11.5 Enroll Students from the Teacher Schedule Page

Another option to enroll a student or group of students into sections is from the Teacher Schedule page.

1. Select a student or group of students. 2. Navigate to Start Page > Teacher Schedules. 3. Select the appropriate teacher to enroll the students.

4. On the Teacher Schedule page, select the section to enroll the students by clicking on the hyperlink

number in the Enrollment column.

5. The Class Roster page is displayed. Select Enroll into this Class.


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6. The Mass Enroll Preview page is displayed. 7. Verify the Action is correct. 8. Click Enroll Students.

9. The updated Class Roster page is displayed.

12.0 Modify an Individual Student Schedule 1. Refer to the DataConnect Project site for instructions to Modify an Individual Student Schedule.

Documents

Scheduling On The Live Side - nbed.nb.caweb1.nbed.nb.ca/sites/dataconnect/Guides/Scheduling... · Scheduling On The Live Side - K-12 . 4 . 1.0 Getting Started – The Next School