InformationNOW Elementary Scheduling

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1 InfrmatinNOW Elementary Scheduling Abut Elementary Scheduling Elementary scheduling is used in thse schls where grups f students remain tgether all day. Fr infrmatin regarding scheduling students using the Requests methd, see the InfrmatinNOW Scheduling Quick Reference Guide. Scheduling Setup Academic Sessin A new academic sessin will need t be created prir t scheduling. Schls new t InfrmatinNOW will create the academic sessins under the apprpriate schl(s). Fr details, see the InfrmatinNOW Creating An Academic Sessin Quick Reference Guide. Once the new academic sessin is created, switch t the academic sessin under Preferences Change Cntext. Lkups The lkups (cde banks) listed belw will need t be verified prir t scheduling. G t Scheduling Lkups and select frm the drp-list. Then click Refresh. All lkups are district-wide cdes, with the exceptin f Terms and Perids. Bell Schedules Blcks Nte: D nt delete any cdes that are attached t the current academic sessin. Classificatin f Instructinal Prgram (CIP) Curse Type Difficulty Level Funding Methd Instructinal Setting Mdels Quick Reference Guide Chalkable_ InfrmatinNOW Elementary Scheduling 1

2 Perids Teaching Methd Terms Rms T set up rms, g t Schls/District Schl Rms tab and d the fllwing: Add new rms, entering the infrmatin belw fr each. *Rm number Max Capacity *Rm Descriptin Lcatin View rms t update existing infrmatin as needed. Delete any rms n lnger used. Teachers Teacher/staff infrmatin shuld be set up under Staff Staff Maintenance. Fr details entering staff infrmatin, please refer t the InfrmatinNOW Staff Quick Reference Guide. Add new staff as necessary. View existing staff recrds t update applicable infrmatin. Delete any staff members wh have left the district and will nt return. Valid Curses T set up valid curses, g t Scheduling Valid Curses Add (t create new recrds) r Search (t lcate and verify existing recrds). Required fields are indicated with an asterisk (*). Nte: T cpy changes frm the valid curse file t existing sectins in the master schedule, perfrm the fllwing steps, check the Apply Changes t Sectins bx befre selecting t View a curse. G t the Main tab and enter/check infrmatin as fllws: *Curse Number: May be alpha and/r numeric. Alternate Curse Number: May be alpha and/r numeric. State Curse Number: May be alpha and/r numeric. *Shrt Name: Prints n reprt cards, labels, and student schedules. *Lng Name: Prints n standard reprt cards, transcripts and ther scheduling reprts *Curse Type: Used in relatin t gals sught and prerequisites. Required in sme states. Refer t state guidelines fr mre details. CIP Cde: Used fr Vcatinal reprting. Schl Categry: Select the categry f schls fr which this curse applies. When searching, users will be able t search fr nly classes in a specific schl categry. GPA Credit: Ttal amunt f GPA credit fr the curse. Quick Reference Guide Chalkable_ InfrmatinNOW Elementary Scheduling 2

3 Difficulty Level: Required in sme states. Refer t state guidelines fr mre details. May als be used fr gals sught. Graduatin Credit: Ttal amunt f graduatin credit fr the curse. Max Capacity: Enter the maximum number f students allwed per sectin. *Starting Grade: Earliest allwable grade level t request r take this curse. *Ending Grade: Latest allwable grade level t request r take this curse. *Allwable Gender: Check Male, Female r bth. Hnr Rll: Check t flag this class as an hnr rll class. GPA Methd: Optins in this sectin f the screen cntrl the GPA Methd criteria fr all sectins f this curse. As a new sectin is added, these data elements will be cpied t the sectin. Users with apprpriate permissins will be able t mdify the settings fr the individual sectin. Hwever, if a user checks the Apply Changes T Sectin ptin and edits a curse and makes changes t the GPA Methd sectin. All changes will be cpied t each existing sectin f the curse. Users shuld take care when selecting the Apply Changes T Sectin ptin and editing a curse. Weight Add: Enter the weight added value fr the varius GPA methds. GPA Methds are created under either Grades Setup r System Preferences Setup. Weight Mult.: Enter the weight multiplier fr the varius GPA methds. GPA Methds are created under either Grades Setup r System Preferences Setup. Inc. Weighted GPA: Check if scres received fr this curse are t be included in a student s weighted GPA. Inc. Unweighted GPA: Check if scres received fr this curse are t be included in a student s nn-weighted GPA. Curse is Instructinal: Check if this curse is cnsidered instructinal. Cnsult State Guidelines t determine if this is required. Is State Reprted: Check if this curse is t be included in state reprts. Cnsult State Guidelines t determine if this is required. Display On Reprt Card: Check if grades fr this curse are t be displayed n the reprt card. Is Required: Check if this curse is t be cnsidered required. When requests are entered fr students, they will be marked as required if the curse is marked as required. Hwever, it may be un-checked n the student s request. Curses marked as required will be scheduled with a higher pririty during the autmated scheduler. Active: Check if this curse is cnsidered active. Inactive curses will nt display n Curse Request Entry, Master Schedule Builder r Curse Listing Reprt (unless selected t include). If mdels exist with inactive curses, the inactive curses will nt be added when the mdel is applied t students. If requests were entered via the hme prtal prir t the curse being set as inactive, the requests can still be apprved vial the request apprval prcess. Requests fr an inactive curse are nt autmatically deleted. Once a curse is marked as inactive, it will nt display frm the request entry screen via the hme prtal. Curse requests can be apprved even if the curse is nt active. Sectins will schedule fr inactive curses if requests exist during schedule requests prcess. Display n Curse Request Matrix Fr : Check if this curse is t be included n the curse request matrix reprt which is used t determine where t best place sectins f this curse fr maximum scheduling results. Nt generally applicable fr elementary scheduling. Instructinal Setting: Select the instructinal setting fr this curse. Cnsult State Guidelines t determine if this is required. Quick Reference Guide Chalkable_ InfrmatinNOW Elementary Scheduling 3

4 Teaching Methd: Select the teaching methd fr this curse. Cnsult State Guidelines t determine if this is required. Funding Methd: Chse the funding methd fr this curse. Cnsult State Guidelines t determine if this is required. Click Create if adding a curse, r click OK if editing a previusly added curse. Summary tab: Lists the sectins f the selected Valid Curse by Schl, Academic Sessin, r Term. Standards tab: Click Add. Select a search criterin such as Standard Subject. Click Search. Place a check next t each Standard that applies. Click OK. Nte: Cntact Chalkable regarding imprting state standards where available. Custm tab: Enter custm data. Custm fields are created under System Preferences Setup. Cnsult State Guidelines t determine required data. Textbk tab: Click t view textbks attached t the curse. Refer t the InfrmatinNOW Textbk Tracking quick reference guide fr mre details. Scheduling Rules tab: Used fr scheduling student requests. Nt applicable t elementary scheduling. Average Setup tab: Used t create averaging methds fr the entire schl fr this curse. Refer t the InfrmatinNOW Grading quick reference guide fr mre details. Tasks menu: Print Screen ptin. Help ptin. Manage menu: Create Sectins frm Curse: See the sectin Master Schedule belw fr mre infrmatin n Master Schedule sectins. Prerequisites Rules (And) sectin: All rules set here are required. Curse Requirements (Or) sectin: Multiple items entered are either/r requirements. Curse Type Requirements (Or) sectin: Multiple items entered are either/r requirements. Curse Fees: Click +Add t add curse fees t each curse. Curse Request Rster: Click t view the list f students wh have requested this curse. Requests may be added, viewed r deleted. Reprts menu: Standards Bank: Allws standards fr the selected curse r all standard t be printed. Quick Reference Guide Chalkable_ InfrmatinNOW Elementary Scheduling 4

5 Master Schedule The Master Schedule cntains infrmatin n when a curse will be taught, where it will be taught and wh will teach the curse. Sme infrmatin will pull frm the Valid Curses file. In sme instances, this infrmatin may be edited n each sectin. In ther cases, the infrmatin may nt be edited. G t Scheduling Master Schedule. Click Search fr a list f current sectins. T insert a new sectin, click Add. T mdify an existing recrd, select the recrd and click View. Infrmatin shuld be entered as fllws: Curse Infrmatin: Curse Number, Alt Curse Number, State Curse Number and CIP Cde pull frm the Valid Curse File and cannt be edited. Sectin Details *Sectin Number: Enter a unique sectin number. This field may be alpha and/r numeric. *Shrt Name: Enter a shrt name fr this sectin. The shrt name will print n mst grading reprts (including reprt cards), transcript reprts, student schedule reprts, Master Schedule reprts, discipline reprts as well as the student s schedule screen. *Lng Name: Enter a lng name fr this sectin. The lng name will print n the Rm- Teacher utilizatin reprt and will display n mst f the teacher s classrm screens. *Allwable Gender: Check Male and/r Female as needed. *Curse Type: Select the apprpriate curse type frm the drp-list. Used in relatin t transcript graduatin requirements and prerequisites. Cnsult State Guidelines t determine if this is required. Difficulty Level: Assign the difficulty level fr this sectin. Difficulty level may be used in tracking graduatin requirements. Cnsult State Guidelines t determine if this is required. Display On Reprt Card: Check if grades fr this sectin are t print n reprt cards. Merge Rsters Fr Attendance: Check if the teacher teaches multiple sectins f classes during the same perid f the day. If this is checked, any classes that meet fr the same perid and teacher will be cmbined int ne screen frm which the teacher can take attendance. Hnr Rll: Check if the grades received fr this sectin f the curse shuld be cnsidered when calculating hnr rll. Teacher: Click the Teacher link and then click Add t add teachers t curse. Rm: Select frm the drp-list. Rms are created under Schl/District Schl. Search fr and view the schl. Click the Rms tab. *Starting/Ending Grade: Enter the lwest and highest grade level t be scheduled int the class. Remember that the students will be in their current grade level until prmtin has taken place s, fr example, at the High Schl the earliest grade level fr freshman classes may need t be 8 rather than 9. Grading Scale: Select a grading scale if this curse uses a scale different frm the scale attached t grade levels. GPA Credit: Enter the amunt f credit a student will earn tward GPA fr the entire curse. Amunt must be entered in the frmat f x.xxx (i.e ). Graduatin Credit: Enter the amunt f credit a student will earn tward graduatin fr the successful cmpletin f the entire curse. Amunt must be entered in the frmat f x.xxx (i.e ). Serving Sectin: When editing sectins in the master schedule at a Reprting Schl, the user may link this sectin t a sectin in a Serving Schl which allws the user t imprt Quick Reference Guide Chalkable_ InfrmatinNOW Elementary Scheduling 5

6 reprt card grades, cmments and ntes frm the Serving Schl t the Reprting Schl. Fr mre details regarding dual enrlled students refer t the InfrmatinNOW Grading quick reference guide. *Perids: Check the perid(s) during which this sectin will meet. Perid Variatin: Only available if perid variatins have been attached t bell schedules. Fr example, if the student lunch wave is determined by the class the students attend during 3 rd perid, each Perid 3 curse wuld be assigned a perid variatin indicating the time that students g t lunch vs. class. Please refer t the InfrmatinNOW Attendance Quick Reference Guide fr mre details regarding perid variatins. *Meets On: If available, select the apprpriate day type(s) n which the class will meet. Terms: Check the terms during which the class will meet. Capacity: Enter the maximum number f students that may be scheduled int this class. When sectins are created under the Build Master Schedule ptin, capacity will autmatically be set t 25 fr sectins where a capacity is nt specified. Enrlled: The number f currently enrlled students fr the term will display. A. Credit: Check if attempted (GPA) credit is awarded at the end f the term. The number f check marks here will be divided int the GPA credit and Graduatin credit values entered fr the sectin. GPA Methd: Enter the GPA settings t be cnsidered fr the grade a student receives in this class. Weight Add: Enter the weight added value fr the varius GPA methds. GPA Methds are created under either Grades Setup r System Preferences Setup. Weight Mult: Enter the weight multiplier fr the varius GPA methds. GPA Methds are created under either Grades Setup r System Preferences Setup. Inc Weighted GPA: Check if the scre that the student receives fr this sectin f this curse is t be included when calculating a weighted GPA. Inc Unweighted GPA: Check if the scre that the student receives fr this sectin f this curse is t be included when calculating an unweighted GPA. Additinal Inf Curse is Instructinal: Check if this is an instructinal curse. Used fr sme state reprting. Is State Reprted: Check if curse is reprted t the state. Instructinal Setting: Select frm drp-list. Used fr sme state reprting. Teaching Methd: Select frm drp-list. Used fr sme state reprting. Funding Methd: Select frm drp-list. Used fr sme stare reprting. Teaching Team: Used nly by schls that use a team-riented methd when scheduling student requests. Des nt apply t elementary scheduling. Manage Rster: Under the Manage menu n the left, click t manage the Rster fr this sectin. Quick Reference Guide Chalkable_ InfrmatinNOW Elementary Scheduling 6

7 Mdels Mdels may be set up as either Scheduling mdels, which include specific sectins f curses; r as mdels based n Requests nly. Fr details regarding Request mdels, please refer t the InfrmatinNOW Scheduling Quick Reference Guide as that is nt a typical elementary schl applicatin. The steps fr creating scheduling mdels are as fllws: G t Scheduling Setup. Select Mdels frm the drp-list and click Refresh. Click Add t create a new mdel. Select *Type f scheduling. Enter a *Name fr the mdel. Examples might include 4-A (hmerm), Mrs Smith, etc. Enter a Descriptin if desired. Fr example, if the name f the mdel is 4-A, the descriptin may be the teacher name fr that hmerm. Click Create. Click Add. Enter search criteria, such as a teacher name, and click Search. Checkmark the curse(s) t be added t the mdel and click OK. If multiple pages exist, add the curses n ne page then navigate t the next page t cntinue adding. On the mdel Add screen, click OK nce all curses have been added. Cntinue until all scheduling (hmerm) mdels have been created. Scheduling Students Mdels may be applied t grups f students r t individual students by fllwing the steps belw. Applying Mdels t a Grup A wizard will guide the user thrugh this prcess. The steps are as fllws: G t Scheduling Mass Apply Mdels. The first screen explains the steps taken during the scheduling prcess. Click Next. Step 1: In the drp-list, select the type f mdel with which t wrk (Schedule). Click Refresh. Bullet the mdel with which t wrk and click Next (r alternately, click n the link fr the mdel). Step 2: Enter the search criteria t build a list f students (fr example, Find a hmerm) and click Next. Step 3: Select the students t schedule using this mdel. Click n individual names r press and hld the Ctrl key t multi-select students. Click Add> (the user may als click Add All>> t add every student t the Selected Students dialg bx). If multiple pages f students exist, add students frm first page and then navigate t next page and cntinue adding. Repeat until all pages have been used. Click Next. Verify that all students in the list shuld have this mdel. If incrrect, click Back and add r delete students as necessary. When crrect, click Apply. Quick Reference Guide Chalkable_ InfrmatinNOW Elementary Scheduling 7

8 The prgram will apply the mdel and return t Step 2. If additinal students need t be added t this grup, cntinue. T wrk with a new mdel, click Back. Repeat prcess until all students have been scheduled. Applying a Mdel t a Single Student T apply a mdel fr a single student, select Students Student Maintenance. Search fr and select t View a student. Under the Manage menu n the left, select Schedule. Under the Tasks menu, select Apply Mdel. Select the mdel and click OK (r alternately, click n the link fr the mdel). Verify that all curses are crrect fr student. If changes need t be made, checkmark the curse and click Delete t remve a curse; r click Add t add an additinal curse. When schedule is cmplete and crrect, click Clse. Reprts Curse Listing: Generates a listing f all curses fr which sectins have been created. Curse Rster: Generates a listing f all students in each curse. Free Rm: Generates a listing f all rms that are free during a specific perid/day type. Free Teacher: Generates a listing f all teachers wh are free during a specific perid/day type. Incmplete Student Schedules: Generates a listing f student schedules that are incmplete based n a specific number f perids/day types. Als can generate a listing f all students with n schedules. Master Schedule List: Generates a listing f all curses currently scheduled, including teacher name, perid f day, terms met, day type, rm and number f students scheduled. Master Schedule Summary: Generates a summary f students scheduled int each class, brken dwn by grade, ethnic cde and gender. Rm-Teacher Utilizatin: Generates a matrix view f rms r teachers and the perid f day they are utilized. Student Schedule List: Generates a schedule fr each student. Student Schedule Matrix: Generates a matrix view f each student s schedule. Quick Reference Guide Chalkable_ InfrmatinNOW Elementary Scheduling 8

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