Working with WVEIS / WOW

Proposed & Master Schedule

Presenter Contact Info:

Jason Bragg

WVEIS Specialist / TSS

Fayette County Schools, WV

Email: jsbragg@k12.wv.us

#1. Run Internet Explorer

Note: WOW does not currently function properly in ANY other

type of Internet Browser#2. In the address bar type

http://wveis.k12.wv.us and

then press the enter key on

your keyboard

#3. Click this link to open the WOW Login

Page

If you have Internet Explorer version 11

and you haven’t already done so, then you

will need to set your Compatibility View

Settings for WOW to work properly.

You can find a tutorial for setting your Compatibility

View settings on the Fayette County Board Website

under the WVEIS Department Page.

http://www.boe.faye.k12.wv.us/Content2/214

Click the Maximize button to

make your WOW window go Full

Screen

Enter your WVEIS User ID and Password

and then click the Submit Button

Click on Menus

For this workshop we’ll assume that we are

working on our Next Year Schedules (FY16)1st, be sure to change your

Fiscal Year to 2016

IMPORTANT!

Please be 100% certain that you are working in

the correct FY that you are intending to work

in. If you accidentally get in the wrong FY you

could wipe out your current Master Schedule.

If you are running Internet Explorer Version 11 and have NOT

set your Compatibility View Settings then the Fiscal Year will

not actually change in the background program even though you

clicked on the year you are intending to work in.

So if need be please go back and make sure your Compatibility

View settings are correctly input into Internet Explorer.

See Slide #4

NOW, continuing off where we left before getting into the

importance of the fiscal year and compatibility view settings

You’ll want to print a copy of your Master

Schedule for Next Year to see what’s

already there

1st, Click on Menus if you haven’t already

2nd, Expand your Student Scheduling

System Menus out by clicking on the “+”.

You’ll want to Navigate into the

Scheduling Reports

3rd, Click on the SCH.567 report

Note: The SCH.567 report in WOW is very similar to the AOS.920 Master Schedule

Print from Client Access Green Screens. The only difference between the two is the

SCH.567 does not print the grid lines between the rows and columns

1st, Make sure your District and

School Numbers are correct

Double check to make

sure you are in the

correct FY by looking here

2nd, Select the Term you want

to print. This report will only

print 1 term at a time

3rd, check these boxes the way

I have them shown here

4th, Click Submit

You should get a confirmation that

the report completed.

If you DO NOT get the confirmation,

then click Exit, then go back and run

the report again

Click on “Reports”

Look at the bottom of your Reports

List for the report that you just ran

If you are having a hard time

figuring out which one you just ran,

you can look at the date and time

that you ran the report

If your report is not in the list,

then click the Refresh button.

If it still does not show up in

the list, then exit Reports and

then go back into the Reports

list again

Click on the Report Title to view the reportWhen you click on the

Report Title to view

reports, they will open on

your computer in a PDF

format. If the report does

not open then make sure

you have Adobe PDF

Reader installed on your

computer.

Another reason the

Reports PDF might not

open is if you have the

Pop-up Blocker turned on

in your internet browser.

To bypass this you can hold

down the Shift key on your

keyboard while clicking on

the Report Title.

The PDF should like

something like this.

You can click here to

Save the PDF to your

computer

You can click here

to Print the PDF

When you have finished printing or

saving the PDF you can click the Exit

button to return back to the menus

For this workshop let’s assume that you want to start with a blank Proposed and Master

Schedule and build a new one from scratch. So we will need to clear what’s already in the

system for the new year.

When the new FY is built in WVEIS usually a copy of your current year Proposed and Master

Schedule is copied over to the new year in order to give you a good starting place.

1st, Navigate to the “Scheduling

Maintenance” menus

2nd, Click on the “Proposed Teacher

Master” SCH.330

Note: It is recommended that

you should ALWAYS work in the

Proposed Teacher Master and

never directly in the Master!

Double check and

make sure you are still

in the correct FY!

1st, Make sure your

school is correct

2nd, Click in the Teacher

Field just to put your

curser there

3rd, Click the hand icon

to open the teacher list

Double check that you are

working in the correct FY by

looking here

1st, on the teacher list window

that pops-up remove anything

in the Teacher ID field

2nd, make sure the name

field has *ALL in it

3rd, click the Search

button

1st, select all of the

Teachers by checking the

box beside each ones name 2nd, click the Submit

List button

The first Teacher Proposed Schedule

opens, and in this case it is empty. So we

click Next to go to the next teacher

Click Next to go to

the next teacher

! NOTE: For a definition of

what each of these fields

mean look at slides 40-50

At this point I have clicked Next several times to

get past teachers with no Proposed entries and

this is the fist one that shows entries so far

1st, Keeping in mind at this

point we are clearing the

Proposed and Master out so

we can start from scratch.

So I’ll want to clear all of

these entries out

2nd, Once I have cleared

everything I can click the

Next button to save and

move on to the next teacher

1st, The quickest way to clear these fields is the

click in the first field and delete everything out,

then press the Tab key on your keyboard and

when it moves to the next field everything will be

highlighted. Then simply press Delete, then Tab,

then Delete, etc.

2nd, manually

uncheck each of

these boxes

After you have cleared

all the fields, click the

Next button

The system will move to the

next teacher record and also

confirm that the previous record

changes were completed

For clearing the next year Proposed

and Master to rebuild from scratch

you will want to do this for EVERY

teacher that came up on that

teachers list in slide #21

Once you have finished clearing

ALL next year Proposed Teacher

records, click Exit to return to

your menus

Now you will want to copy the blank

Proposed to the Master. Which essentially

blanks the Master out

1st, navigate to the Scheduling

Maintenance menu

2nd, click on the SCH.622

program to Create Master

Schedule from Proposed. This

copies the blanked out Proposed

over the Master

Make sure you are

still working in the

proper year

1st, make sure the

District and School

numbers are correct

2nd, click the

Submit button

Make sure the

year is correct

IMPORTANT!

It is important to note here that if you have multiple people in your school or county that might be working in

schedules and any of those people are “old school” and work directly in the Master Schedule, then when you

make this copy from Proposed to Master you could wipe out any work that they might have done directly in

the Master. That’s why it’s important that everyone in a district be on the same boat and following the same

procedure. This can easily be avoided with proper communication!

Once you submit on the SCH.622 you

should get a confirmation telling you

that the procedure has been

completed You can now click the Exit

button to return to your

menus

Now that we have finished clearing Next Years Proposed and Master

Schedule you can go back and re-print the Master if you like just to double

check and make sure it is cleared.

You can reference how to do that by going back to slide #10

Now that everything is cleared we are ready

to start building our new Proposed Teacher

Schedule from scratch!

If you already have written out the courses, sections, periods and

terms for each teacher and know who is teaching what course then

you are ready to advance!

If you are unsure of course numbers then you will need to look up

those numbers from the proper year Course Code Manual. This

manual is published by the WVDE and can be found at

http://wveis.k12.wv.us/support.htm

Instead of downloading and saving the Course Code Manual it is

recommended that you just click on it and view it from the Support

website every time you need to use it. That way you ensure that

you are always viewing the most up to date version.

Please note that from year to year course numbers DO change so it

is also a good idea to verify any course numbers you had already

listed for use.

So now lets go back and start working on the Next year

schedule since we have cleared everything and ready to

work from scratch…

It’s also important to note that if you didn’t want to clear

everything you can also start from here in the tutorial and

follow the steps to modify and update an existing Proposed

and Master Schedule…

1st, Make sure you are still

working in Next Fiscal Year!

2nd, Run the Proposed

Teacher Master app –

SCH.330

Once you run the application you can

double check to make sure you are

in the correct year by looking here

1st, click in the Teacher ID

field just to highlight it and

put your curser in there

2nd, click the hand icon to

get a list of teachers

1st, make sure the pop-up

window teacher list has *ALL

for Teacher ID and *ALL for

Name

2nd, click Search to

make sure you are

getting the whole list

Click on the Teacher ID

that you wish to

schedule or update

The Teacher ID that you

clicked should appear in the

Teacher field now

Click submit to edit that

teachers proposed schedule

1st, make any changes or additions

to the teacher schedule that you

need to make

2nd, click submit to

save the changes

So, what do each of these columns mean?

1st, the course number. The WVDE assigns the first 4 numbers of the

course code and the school or county assigns the last two number.

Totaling 6 numbers for a course code. Typically schools just put two

zeros for the last two digits..

2nd, is the section number. WVEIS doesn’t care what this number is so long as it

doesn’t match another course and section number. Sometimes schools will have

come up with their own codes for these numbers like 71 might be 7th grade 1st

period. This is a three digit field.

3rd, is the Terms.. If the course is a full year course then the Terms would be

1-4 for all 4 Nine Weeks.. If it is only a one semester course then it would

be either 1-2 for 1st semester or 3-4 for 2nd semester

4th, is the Periods.. This one is a little confusing because it isn’t

actually referring to the period that the course is being taught but

rather the number of periods the course is worth. In most cases

this would just be 1. But for a block class that is two periods long

then it would be 2.

5th, is the Range. This is the range of total periods

available at a school from the beginning of the day until

the end. Most ranges end with something like TP, or HR.

You can click in the Range field

and then click the hand icon for

to see the range list available at

your school

6th, is the Select Field. This is the actual period field. So if a

class is taught 1st period then this field would be 01-01… Third

period would be 03-03.. And so forth..

7th, The Group field can be left blank

8th, Days, are the days that the course is being

taught by this teacher. Typically MTWRF..

9th, is the Room number. This cannot be left blank in WOW, and the

correct room number doesn’t always exist in WVEIS. So if you are unsure

of what to enter here, you can click in the Room field, then click the

hand and choose a room from the list. If it isn’t the correct room number

you can always go back and change it later after you have the correct

room number added.

10th, is the Seats. This is the number of

students who can be scheduled in a class.

This usually defaults to 25

11th, is Rolls. If this is checked then Teacher Rosters

will print for this class when you print SCH.538. If this

is not checked then no Teacher Rosters will print for

this class. In most cases you would want to check

this…

Once you have made all the needed updates to the Proposed Teacher

Master then you are ready to copy it to the Master Schedule. Keeping in

mind that it completely replaces the Master Schedule. So once again

please make sure you are working in the proper year!

Double check your

FY here!

Click on SCH.622 to copy your

finished Proposed Schedule to

your Master Schedule.

You can look here to make sure the year is

correct!

Make sure your school and

district numbers are correct

Click submit to complete

the copyOnce you submit the copy

don’t forget to look for the

confirmation so that you know

it worked!

Now that you have completed updating your Next Year

schedule and copied the Proposed to the Master you are

nearly done! All you need to do now is reset your enrollment

count, and then you are ready to start scheduling students!

To reset your Enrollment Count,

run SCH.611P and then submit it.

Don’t forget to look for the

confirmation after you submit it!

You still need to be

working in Next Year!

As a final precaution that your Next Year Master Schedule looks

the way you want, I would recommend going back now and

printing a new copy of your Master Schedule.

You can go back to Slides #10-17 for the steps on how to do that!

If everything looks good on your new Master Schedule

printout then you are ready to start scheduling students

into those classes!

For detailed instructions on how to

schedule students in WOW, go to

the Fayette County Schools district

website.

http://www.boe.faye.k12.wv.us

Then hover your mouse over the

Departments menu and click on

WVEIS from the pop-out menu

Now scroll down the page

and look for “How to Enroll

Students in WOW”

THE END