Elementary with Master Schedule August 19, 2016

Page 1 Elementary with Master Schedule

1. Overview 2. Elementary with a Master Schedule Setup

School Options Courses Master Schedule or Scheduling Master Schedule Master Schedule Scheduling Master Schedule

3. Scheduling Students into Classes 4. Attendance Period

Attendance Period Changes 5. Attendance Accounting

Monthly Attendance Reports Monthly Attendance Reports for ADA Reporting

6. Grade Reporting

Page 2 Elementary with Master Schedule

Overview There are occasions when Elementary Schools would like to schedule their students into classes with teachers other than their homeroom teachers. Students would have schedules similar to what a Secondary School offers. This type of scheduling is commonly referred to as Elementary with a Master Schedule. The benefits of using a Master Schedule in an Elementary School include:

• Students can be scheduled into courses with teachers other than their primary teacher • Both Standards Based Grade Reporting and Grade Reporting can be utilized • Grades can be given to those courses by the assigned teacher (not necessarily the primary

teacher) • Attendance is taken once per day even though students are scheduled into more than one

class An example of a school that may choose to use Elementary with a Master Schedule type scheduling might be a Kindergarten through Grade 8 school, more commonly known as a K-8 school. Students in grade levels K-5 are typically assigned to one teacher in a self-contained classroom. Students in grade levels 6-8 would have a rotating schedule where they are assigned several courses during the school day, each meeting during a different period of time. Elementary with a Master Schedule Setup School Options School Options must be set up with the following options. The School Type is Elem w/MST, the Session Type is Regular, the Att Type is Daily, the Schedule Basis can be Semester or Trimester, and Grade Reporting is Multiple Mark. Additionally, the Att Pd must be entered. This is the period designated by the school where attendance will be taken. It is important to note that attendance cannot be taken for any period other than the one entered.

Page 3 Elementary with Master Schedule

The Bell Schedule and Term Dates must also be entered. Verify the Term Dates are valid school dates based upon the school’s calendar.

Courses All Elementary Courses must be added to the Courses table. It is advisable to verify each new course to be added with your District Office, most Districts have guidelines to follow regarding the addition of new courses. Courses for lower grade levels can be titled Kindergarten, Grade 1, Grade 2, etc. In the example below, the Course Title given is 0-Kinder Core, the Low Grd and High Grd are both 0 since only kinders will be scheduled into this course. It is not necessary to enter Credit Values for courses at the elementary level. A Dept code can be entered if desired but is not necessary. All Calpads required fields must be populated. Please check the CALPADS in Aeries document for a listing of these fields. The document can be found on the Aeries Website under the CALPADS category.

Courses for upper grade levels are given more specific titles related to the subject area of the course. In the example below, the Course Title given is 6th Math A but notice that a Long Title has also been given. In this case, the Long Title is 6th Grade Math A. The Low Grd and High Grd are both 6 since this is a grade 6 math course.

It is common practice to add a course titled Homeroom, or something similar. This course is used for the Master Schedule sections created for the period attendance will be taken. Note: Do not populate the Subject Area Code fields, they are for high school use for tracking graduation requirements.

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Master Schedule or Scheduling Master Schedule When all courses have been added to the Courses table, a decision must be made whether to use the Master Schedule or Scheduling Master Schedule to create the sections students will be assigned to. The basic difference between the two is that using the Scheduling Master Schedule within the Scheduling Process area has many options for mass scheduling that the Master Schedule does not. Master Schedule To add sections to the Master Schedule, click on the Add New Record button.

The form will open in edit mode with the cursor in the Period field. Entering the period number and tabbing to the next field will cause the section number to automatically populate. The following fields need to be populated to create the new section.

• Period – The period this class will meet.

• Block (Blk) - If this class meets for more than one period, enter the number of periods. For example, the screenshot below the period is 1 and the block is 1 which indicates that this period meets period 1 for a 1 block period of time.

• Semester (Sem) – The semester this class will meet. The drop down menu is populated from the school’s terms. Aeries recommends using Term Y for the Attendance Period section. The Attendance period should not be changed if at all possible.

• Course – Select the course for this section using the drop down menu.

• Teacher – Select the teacher for this section using the drop down menu.

• Grd Range – The low and high grade level this class will allow.

• Exclude – Homeroom and Lower Grade level sections should be populated with an X which will exclude the section from Grade Reporting.

• Split Term – Indicates the days of the week the class will meet.

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There are several other fields on the Master Schedule form that are required to be populated for CALPADS reporting. If the Highlight State Reporting Fields option is selected, those fields will have a green outline around them. If the option is not selected, the green outline will not display. Regardless, the fields must be accurately populated for State Reporting. Please refer to the CALPADS in Aeries document for a complete listing of all required fields.

When all data has been entered, click the Insert button at the bottom of the form. Continue adding sections until all classes are in the Master Schedule. Scheduling Master Schedule Classes can be added to the Scheduling Master Schedule using either the Scheduling Master Schedule or the Scheduling Master Schedule (SMS) Board. Both of these forms are found within the Scheduling Process category on the navigation tree. To add sections using the Scheduling Master Schedule follow the same instructions listed above for adding sections to the Master Schedule. If you are starting from scratch and your Scheduling Master Schedule is blank, adding sections using the Scheduling Master Schedule Board will need to be done using the SMS Builder. When a blank Scheduling Master Schedule Board is opened there are no teachers or periods listed. Teachers need to have at least one section assigned in order for their name to display on the Board. Without a section assigned to teachers the Add Class button on the Board is not available. For detailed instructions on the use of the SMS Builder as well as the Scheduling Master Schedule Board, please refer to the following document. Scheduling_Master_Schedule_Board.pdf

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It is important to note that when using the Scheduling Master Schedule for mid-year scheduling, a prompt will display asking about changing the Attendance Teacher on the Student Demographic form when copying the scheduling results to MST/SEC at the completion of scheduling.

Scheduling Students into Classes Students in lower grade levels are typically scheduled into one class only. Students in upper grade levels are typically scheduled into a rotating schedule. Lower Grade Level Student Scheduled into One Class Only In the example below, the student is in kindergarten and the class he is scheduled into is a 0-Kinder Core class which meets period 0. Period 0 is the period where attendance is taken. This student is being scheduled on the Course Requests form found within the Scheduling Process category on the navigation tree. This student was scheduled by entering the Sec # (Section Number) but alternately could have been scheduled by entering the Crs ID (Course ID) and allowing the scheduler to schedule the student into their class.

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Upper Grade Level Student Scheduled into a Rotating Schedule In this example, the student is an upper grade level student and is scheduled into many classes during the course of the day. This is a rotating schedule. The student is scheduled into a Home Room class which meets 0. In this school, period 0 is the period where attendance will be taken. This student is being scheduled on the Current Classes form found within Student Data Classes on the navigation tree. This student was scheduled by entering the Sec # (Section Number).

The student could have been scheduled from the Walk-In Scheduler form by entering the Crs ID, saving the entry, and clicking on the Schedule Course Requests button.

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In the above examples, students were manually scheduled using the forms mentioned. Students can also be mass scheduled using the forms available within the Scheduling Process category on the navigation tree. Detailed instructions on Student Scheduling is available, please refer to the following document. Student Scheduling.pdf

Attendance Period It is important that the Teacher field on the Student Demographic form is correctly populated with the name of the teacher the student is assigned to during the Attendance Period on the Class Schedules form. These fields must also match the Teacher field on the Attendance Enrollment form for accurate attendance accounting. Student Demographic Form

Class Schedule Form

Attendance Enrollment Form

Page 9 Elementary with Master Schedule

Queries can be run to verify the Teacher on the Student Demographic Form matches the Attendance Period Teacher from the Class Schedule form or the Attendance Teacher on the Attendance Enrollment Form. These queries will list students whose teachers do not match. To verify the Student Demographic Teacher matches the Class Schedule Teacher for Attendance Period: LIST STU SEC MST STU.ID STU.LN STU.FN STU.GR STU.CU MST.TN IF MST.PD = # AND MST.TN # STU.CU NOTE: MST.PD = # - enter the correct period as populated on the School Options ATT PD field. To verify the Attendance Enrollment Teacher matches the Student Demographic Teacher: LIST STU ATT STU.ID STU.LN STU.FN STU.GR STU.CU ATT.TN IF ATT.TN # STU.CU If there are discrepancies, queries can be run to make the corrections. It is very important to note that these queries should only be run prior to Initializing ATT and CAR records. To change the Student Demographic Teacher to match the Class Schedule Teacher for Attendance Period 0: CHANGE STU SEC MST STU.CU TO MST.TN IF MST.PD = # NOTE: MST.PD = # - enter the correct period as populated on the School Options ATT PD field. To change the Attendance Enrollment Teacher to match the Student Demographic Teacher: CHANGE STU ATT ATT.TN TO STU.CU IF ATT.CD > “ “ NOTE: Caution should be used when running Query CHANGE commands. Attendance Period Changes

When changes need to be made to the attendance period, the change should be made on the Student Class Schedule form. In this example the student’s period 0 Homeroom class was changed from Section 36 with Teacher Boston to Section 8 with Teacher Merle.

After saving the change, the Attendance Change form will open showing the change from Teacher Boston to Teacher Merle, the Leave and Enter Dates for the change, and the Reason the change was made. Click OK if all data is correct.

The change is now reflected on the Student Demographic form, the Attendance Enrollment form, the Course Attendance form, and the Counselor information on the Class Schedules form.

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Attendance Accounting Taking attendance in a school set as Elementary with a Master Schedule is taken in the same way attendance is taken in an Elementary school. Attendance is taken one time per day in the period set as the Attendance Period on the School Options form. The Attendance Period is the only period that will display when attendance forms are opened. For example, Teacher Merle has several classes assigned to her yet when the attendance form is opened, her 0 period homeroom class is the only one that displays. Period 0 is set as the Attendance Period.

Monthly Attendance Reports Various attendance reports are available from the Attendance Accounting/Reports navigation tree that should be run regularly. One important report is the Attendance Audit Listing.

This report will list any discrepancies in the student’s Enter / Leave dates or in the attendance program. This report is typically not run for No Show students.

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Monthly Attendance Reports for ADA Reporting The ADA Reports are available from the Attendance Accounting/Reports navigation tree. The Gain and Loss Report details the students who have entered and withdrawn from your district to date.

The Monthly Attendance Summary details attendance totals by grade and program.

The Monthly Attendance Report lists detailed attendance information by student, grade and program.

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Grade Reporting Standard Based Grade Reporting vs Grade Reporting An Elementary School with a Master Schedule can use Standard Based Grade Reporting or Grade Reporting, or use a combination of both. You may want to use Standard Based Grade Reporting for the lower grade levels and Grade Reporting for the upper grade levels. Detailed documentation is available to assist with the Grade Reporting or Standards Based Grade Reporting setup at the following links. Grade_Reporting.pdf

Standard_Based_Grades.pdf