Focus University Training Document

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1 Fcus University Training Dcument Fcus Training: Subjects and Curses Setup; Curse Requests Training Agenda: Setting up Subjects and Curses; Entering Curse Requests; Scheduling Reprts 2016 Subject and Curses Setup Subject Setup Curse Setup Mving Curses Adding and Deleting Curses Optins fr Entering Student Requests Data Tech/Schl Cunselr Enter Requests Entering Mass Requests Saving Mass Requests Autmatic Curse Requests Deleting Student Requests Individual student requests Mass added requests Autmatic Curse Requests Request Reprts Teacher Schedules Reprt (if master schedule was rlled) Objectives Ø T view and/r set up subjects and curses fr scheduling purpses Ø T add and delete individual student requests Ø T mass add and delete requests fr grups f students Ø T save mass requests fr future use Ø T add and delete Autmatic Curse Requests Ø T apprve requests as a teacher Ø T review and use the Requests Reprts t make scheduling decisins Training URL: train.fcus.cllierschls.cm Fcus Schl Sftware v7.3+ 1

2 Curse Requests and Reprts Getting Started Verify Setup Parameters Prir t creating r editing Subjects, Curses, and Sectins fr scheduling purpses, ensure that the fllwing parameters are met: ü Wrk in the upcming schl year (nt the current schl year). ü If Fcus has been setup previusly, Rllver the Master Schedule, Students, etc. ü Marking Perids, Perids/Bell Schedules, and Calendar(s) are setup fr the new schl year. ü Curse Catalg has been enabled in system preferences, and includes any newly added curses and all ld curses have been deleted. Curses als need t be tied t graduatin subjects. Nte: while the district handles mst f these parameters, it is always gd frm t ensure the setup prperly suits specific schl needs. Prir t entering curse requests the schl needs t cnfirm all curses t be ffered are set up fr the schl. The next sectin will intrduce users t setting up subjects and curses and explain hw t add curse fferings. Subjects The subjects can be created fr a schl s specific needs. It is simply a way t rganize the curses fr quick navigatin, particularly when building student schedules. This set up is the basis fr building the sectins fr each ffered curse. Elementary and Middle Schls Elementary and Middle Schls may want t rganize the subjects accrding t grade levels. Secndary Schls Secndary Schls may want t rganize the subjects accrding t the general subject areas such as Math, Science, English, Electives, etc. T access Subjects, Curses, and Sectins, click the Scheduling Menu, scrll dwn and select Curses & Sectins. HINT: This is the Filing Cabinet Fcus Schl Sftware 2

3 Curse Requests and Reprts q Subject Setup Subjects are used t rganize curses and are created t accmmdate specific schl needs. Users must have the prfile permissin t edit subjects and curses. Sme districts may pre-set the Subjects and Curses fr the schls. Initially, districts may have all curses in the All Curses subject flder. T add a new subject, click the + (plus sign) at the bttm f the list. HINT: Subjects are the drawers in the filing cabinet Enter a Title and Shrt Name fr the newly created Subject. K-12 schls shuld leave the remaining three bxes blank as these pertain t CTE/PstSecndary schls nly. When cmplete, click the Save buttn. Subjects that are n lnger used can be deleted as lng as there are n curses in the Subject flder. If there are curses, mve thse (see next sectin) t anther Subject flder r create ne if necessary befre deleting the subject. T delete an empty Subject, click n the Subject name and select DELETE in the upper right crner. Cnfirm the deletin in the pp up n the next screen. Fcus Schl Sftware 3

4 Curse Requests and Reprts q Curse Setup Curses align with the Curse Catalg (when used) and are typically assciated with state-apprved curse numbers. Districts using an 8 th r 9 th digit as a unique identifier typically creates a new curse in the Curse Catalg with the unique identifier. Within the curses, sectins are assigned where the teacher, perid, minutes, etc are defined. Sectins are typically nt built (unless the district has rlled the Master Schedule) until after student requests have been entered and administratrs have viewed the Requests Reprts. HINT: Curses are the flders in the drawers. Mving Curses If the district has filed all curses in the All Curses Subject flder, Curses shuld be mved t their respective Subjects. Curses can be placed in any Subject desired. Click n the Subject then click the Curse that is t be mved int a different Subject flder. On the next screen, use the Subject pull-dwn in the upper right t select the apprpriate subject flder. Once changed click the Save buttn t finalize the change. Nte: in the abve screenshts the curse HOMEROOM was mved frm the ALL COURSES subject int the SECOND GRADE subject flder. Frm year t year, the setup fr Subjects & Curses will be rlled ver and all that may be necessary is adding any new r deleting ld curses. Fcus Schl Sftware 4

5 Curse Requests and Reprts q Adding Curses If the Curse Catalg is being used, be sure that any new curses being ffered have been added. What the district sets at the Curse Catalg level is lcked fr users at the Curses & Sectins level. Frm Scheduling > Curses & Sectins, select the Subject t which the new curse will be added. In the Curses clumn, click the + at the bttm f the clumn. Use the Curse Number text field in the upper left t enter a specific curse number. As numbers are typed, a list f crrespnding curses in the Curse Catalg will be shwn. Simply click the desired curse r enter the full curse number. Invalid curse numbers will cause the bx t turn pink and the title will display as an Invalid Curse. The Curse Title, Graduatin Requirements Subject and Credits per Curse Histry Term will pull frm the Curse Catalg nce a valid curse is selected. Click the Save buttn upn cmpletin. NOTES: Schedule this curse first alerts the system t priritize the curse when the scheduler is run. ACTIVITY: Team up with members frm yur schl t review the Subjects and Curses being ffered fr the upcming schl year. 1. Create new Subject flders if applicable. 2. Mve curses t new Subject flders if applicable. 3. Delete any Subjects nt being ffered (subject flder must be empty). 2. Add any new curses being ffered. Fcus Schl Sftware 5

6 Curse Requests and Reprts ADDING STUDENT REQUESTS Fcus has several ptins fr entering student curse requests. The scheduling staff and administratrs can enter curse requests fr students individually r by mass adding requests t grups f students. Beginning with versin 7.3, there is an Autmatic Curse Requests feature that allws districts and/r individual schls t autmatically push ut requests fr a specific subset f students. Users entering requests fr students must have the upcming schl year, nt the current schl year, selected in the schl year drp-dwn. q Scheduling staff enters requests fr students individually Enables the user t enter student requests based n the student s graduatin requirements and/r prgressin plan. T access the Student Requests screen, navigate t: Scheduling Menu à Student Requests Use the search screen t find the individual student. Click n the student s name in the search results. There are tw ptins at this pint: use the free text bx at the tp f the screen r use the Quick List. Add requests using the free text bx at the tp f the Student Requests screen: Begin typing in the name r number f the desired curse in the Curse text field and crrespnding curses will display in the drpdwn. Click n the name f the desired curse then tab ver t enter the elective pririty and/r term verride (If applicable) Hit the ENTER key t save the curse t the requests and create anther free text bx t enter the next request A red minus sign and check bx will appear if the selectin saved. These can be used t delete selected requests. When the check bx is used, a DELETE SELECTED REQUESTS buttn will appear at the tp f the screen. Fcus Schl Sftware 6

7 Curse Requests and Reprts Add requests frm Add Request: Quick List The Quick List has curses listed accrding t their Graduatin Subject. If grade levels are set n curses, then nly curses with the grade level f the student will appear in the drpdwns unless the user selects Curses fr All Grade Levels at the tp right f the screen. Select a curse r multiple curses (nn-elective) frm the Curse/Elective Pririty pull-dwn menu by checking the bx(es) fr the desired curse(s). Users can search fr curses by typing the curse number r curse name in the free text bx. Fr Electives, three selectin bxes appear by default and nly 1 curse can be selected per bx. The green buttn with the + sign allws users t create additinal selectin bxes. Electives shuld have the pririty f 1 if the curse(s) is required fr the student t have a full schedule. Electives with a pririty f 2, 3, etc. will be used as alternates fr curses shwing a pririty f 1 that culd nt be scheduled. Nte: if the system preference Overschedule electives if rm n the schedule has been enabled, the system will schedule electives regardless f pririty t fill any hles n the student s schedule. Any subject area displaying a green check mark indicates a selectin has already been requested fr that subject. Once request selectins have been made, click the SAVE buttn lcated in the upper right f the screen. Fcus Schl Sftware 7

8 Curse Requests and Reprts If the user accidentally requests a curse the student has already taken r requested, a warning bx appears stating that there is a cnflict with the curses chsen. Click Cancel unless the student has t repeat the curse requested r it is a curse the student can take fr multiple perids/credits, i.e. OJT r Study Hall. If that is the case, click Cntinue. The selected and saved requests will ppulate at the tp f the Requests screen and will shw the name f the user in the Last Mdified By clumn. Requests can be deleted frm this screen by clicking the red - r using the checkbxes. Electives can be ranked in this sectin as well. The TERM can be selected if the student nly needs the 1 st r 2 nd semester f a Full Year curse r if a ne semester curse is t be taken during a specific term. Teacher and Perid Restrictins (nly applicable if sectins have already been built) If the student has a particular request fr a specific teacher r time f day t take the curse, that can be set n the Requests screen nce the sectins fr the curses have been built. It is advised t place as few restrictins n requests as pssible. NOTE: these ptins will nt appear until sectins have been built ACTIVITY: Select a student and add several curse requests t the student s recrd (Yu will delete this request later in anther activity) Fcus Schl Sftware 8

9 Curse Requests and Reprts q Grup: Mass Adding Requests Mass Requests enables searching fr and selecting grups f students by grade level, previus r current curses, grades, test scres, special prgrams, r any ther data cllected n a student and add a curse r multiple curse requests t thse students. Cunselrs can, fr example, schedule mass requests fr students in Gifted, ESE, r ESOL prgrams by specifying the search criteria and then adding the curse request. 1. Ensure the Schl Year in the pull dwn is set t the upcming, nt current, schl year: 2. Navigate t the Scheduling > Mass Request menu: 3. Click n Mre Search Optins t search fr a specific grup f students (by grade level, curse histry, etc.). 4. Click SEARCH nce the grup has been selected. The students meeting the search criteria will display under the Mass Requests screen when it pens. 5. Click Request(s) t Add Chse Curse t select the curse r curses t be mass added. If the curse needs t have an Inclusin sectin linked t it, check the Inclusin bx. A bx will display with a list f all subjects: 6. Click n the apprpriate Subject and then select the Curse. Fcus Schl Sftware 9

10 Curse Requests and Reprts 7. The selected curse name will nw display. If additinal curses need t be added, click the Chse Mre Curses link and select the subject and curse frm the display as befre. 8. Check the bx in frnt f Students/Pht t select all the students in the list t apply the request t r check the bx next t individual student names. 9. Click n Add Request(s) t Selected Students at the tp right f the screen. A cnfirmatin will appear indicating the selected requests were successfully added. Fcus Schl Sftware 10

11 Curse Requests and Reprts q Grup: Mass Adding Requests based n Current Year Curses Example: Intensive Reading students in current year t be mass assigned t Intensive Reading next year. 1. Set Schl Year t the upcming schl year. Fr example, if yu are scheduling requests fr the 2016/2017 schl years, be sure that the year displayed in the pull-dwn is 2016/ Navigate t Scheduling Menu à Mass Requests 3. Use the Mre Search Optins t search fr current students in the desired curse (Intensive Reading) under the Scheduling tab by clicking n Scheduled int Curse Chse 4. A bx will display with a list f subjects. At the tp f the windw, the radi buttn fr Current Year is selected by default. Click the radi buttn fr Last Year t search fr students wh tk the curse the previus schl year and t display the subjects and curses frm the previus schl year. NOTE: Since the upcming schl year is displayed in the year drpdwn, it is technically Last Year that is being searched 5. Chse the Subject (English) and then chse the Curse (Intensive Reading) frm the curse list. Fcus Schl Sftware 11

12 Curse Requests and Reprts 6. The desired curse (Intensive Reading) will nw shw under the Chse link. Click the Search buttn t display the students. 7. Click Request(s) t Add Chse Curse t select the curse t be mass requested. 8. As befre, a bx displays with a list f all subjects. Chse the Subject (English) and Curse (Intensive Reading) The selected curse (Intensive Reading) will display after Request(s) t Add: NOTE: If an additinal curse is desired, click the + sign t repeat the prcess. If the requested curse(s) has an Inclusin sectin that shuld be added t the selected students, check the Inclusin buttn 9. Check the bx in frnt f Students/Phts t select all the students in the list t apply the request t r check the bxes next t individual student names. 10. Click n Add Request(s) t Selected Students at the tp right f the screen. A cnfirmatin will appear indicating the selected requests were successfully added. Fcus Schl Sftware 12

13 Curse Requests and Reprts q Saving Mass Request Search Saving mass requests allws users t title the request and run it at a later time. This is helpful, fr example, if certain grups f students always receive a specific curse r grup f curses frm year t year. Saved Mass Requests rll ver frm year t year and d nt have t be set up again unless the student criteria r curse requests change. 1. Navigate t Scheduling > Mass Requests. 2. Use Mre Search Optins t select the desired grup f students (example: students wh currently have Intensive Reading r scred a Level 1 r 2 n the Reading FSA) 3. Click Request(s) t Add Chse Curse t select the curse t be mass added (example, Intensive Reading) and then 4. Click Save Mass Request Search. 5. In the bx that pps up, type in a Title fr the request 6. Chse the Schl r All Schls 7. Click Save Mass Request. A list f Saved Requests will appear and the newly titled request will display at the bttm f the list. Click n any request in the list t edit r run the request. T delete a Saved Mass Request Search click n the sign in frnt f the Request title. Fcus Schl Sftware 13

14 Curse Requests and Reprts q Access Saved Requests Navigate t Scheduling > Mass Requests; Click search (d nt enter anything in the search bx) Click n the Saved Mass Requests link at the right f the screen. This will return the list as seen abve. ACTIVITY: 1. Use Mre Search Optins t select criteria fr a grup f students 2. Mass add tw curses t that grup f students (Yu will delete these requests in a later activity) 3. Recreate the search criteria and Save the Mass Request Search 4. Access the newly saved Mass Request q Autmatic Curse Requests (ACR) Curses can als be mass added t a specific grup f students via the ACR feature. The district can set the rules fr and run these requests district-wide r fr individual schls. Based n district preferences, specific users at each schl may be assigned the prfile permissin t access the ACR fr their schl. Autmatic Curse Requests can be rlled frm ne schl year t the next fr all schls r fr individual schls. Navigate t Scheduling >Autmatic Curse Requests Fcus Schl Sftware 14

15 Curse Requests and Reprts Users will see several ptins n the Autmatic Curse Requests screen based n whether the District Requests tab is selected (if the district has pted nt t set up district-wide requests, nthing will display n this tab) r whether the Schl Requests tab is selected: Set up Requests (District r Schl tab): Title: enter the name f the Curse Request and hit ENTER; a search screen will pp up t enter Search Terms: use Mre Search Optins t define the grup f students t whm the requests will be pushed ut t Set Search Terms: click after selecting search criteria (similar t the previus instructins n Mass Requests) Users will be returned t the selected Requests tab where the Curse(s) t be requested can be selected and Pririty can be set. Fcus Schl Sftware 15

16 Curse Requests and Reprts Hit the ENTER key after all fields have been cmpleted in rder t save the Autmatic Request. An additinal ptin if the request is a Schl Request, is t set a nightly run jb fr students withut requests. If this ptin is selected, the bx fr Only run fr students withut requests must be checked. At a time determined by the district r schl-based users, the requests can be pushed ut t the selected students fr the schl shwing in the schl drpdwn (r fr all schls if it is a district-defined request). Additinally, with either ptin, users can check the bx Only run fr students withut requests if this is the nly grup fr whm the requests shuld ppulate. DISTRICT REQUESTS SCHOOL REQUESTS Fcus Schl Sftware 16

17 Curse Requests and Reprts Deleting Curse Requests: Individual Fcus allws users t delete curse requests nce they have been added. The deletin prcess can be carried ut fr an individual student r fr a grup f students. Examples f when this feature might be used: Ø A student s State Assessment scres came in after the request was placed and nw the student needs t be placed in a remedial curse r remved frm the remedial curse Ø A curse is n lnger ging t be ffered and a grup f students need t have their requests changed T access the Student Requests screen, navigate t Scheduling Menu à Student Requests Use the search screen t find the individual student. Click n the student s name in the search results. In the student s request recrd a list f curses that have been requested will display. The Last Mdified By clumn will indicate if the student r schl persnnel entered the request; if the request was pushed ut by the ACR, it will be listed in that clumn. T delete the request, click n the red n the left side f the list next t the Curse. T delete multiple curses at nce, use the check bx in the clumn header t the left f Curse r in frnt f each request and select the Delete Selected Requests buttn at the tp f the screen. This buttn will nt appear until a check bx has been selected. A warning bx will display asking the user t cnfirm the delete request. Click OK t delete the request Fcus Schl Sftware 17

18 Curse Requests and Reprts Deleting Curse Requests: Grup Mass Delete T delete a select grup f students requests, fllw the same directins prvided fr Mass Adding a request. 1. Navigate t Scheduling > Mass Requests. 2. Use Mre Search Optins t select the desired grup f students. 3. Click Request(s) t Add Chse Curse t select the curse t be mass drpped. 4. Click n the apprpriate Subject and Curse. 5. Check the bx in frnt f Students t select all the students in the list r check the bx next t individual student names t mass drp the request. 6. Click the Drp Request(s) t Selected Students. A cnfirmatin will appear that the curse(s) has been drpped: ACTIVITY: 1. Find the student yu entered a request fr and delete the request. 2. Search fr the grup f students yu entered a mass request fr and mass delete the requested curse. 3. Access the Saved Mass Request search yu created and delete it. Fcus Schl Sftware 18

19 Curse Requests and Reprts Request Reprts Request Reprts ffers tls useful fr planning sectins f curses and mnitring student requests. There are five reprts prvided. If schls have nt created sectins, the values fr Number f requests and Requested Credits are based n the curse lengths set n the curse level in Curses & Sectins. Districts can als turn n the system preferences t limit the maximum number f requests and/r maximum number f Credits in Requests. T access the Request Reprts navigate t Scheduling Menu à Request Reprts q Requests by Curse Allws the user t see the subject, curse title, curse number, ttal seats based n last years max seat numbers fr each sectin, number f ttal requests, number f alternate requests, breakdwn f requests by grade level, additinal filled seats, and extra seats fr each curse ffered. This reprt can be filtered by any f the clumns displayed. NOTE: if n max seat cunt was set when the sectins were rlled ver, the number displayed is the number f students in the sectin the previus year. Click n the # f Requests links t see the list f student requests and mdify thse requests if needed. The number f students displayed may be higher than what shws n the Requests Reprt due t the inclusin f alternates. Fcus Schl Sftware 19

20 Curse Requests and Reprts q Print Requests Enables the user t print student request sheets either individually r by grups. Optins include chsing a letterhead, printing multiple cpies, and srting the requests sheets by Prir Schl. Schls may use this feature t send Request Sheets hme fr parent signatures. The reprt dwnlads as a pdf and als shws curse request alternates and elective pririty. q Duplicate Requests Displays students that have mre than ne request fr the same curse. Click n the student s name t view and edit their requests r click Delete all the Duplicate Requests in the upper right crner. Fcus Schl Sftware 20

21 Curse Requests and Reprts q Students with T Many Requests Displays a list f students with mre requests than allwed based n the number f semesters and perids scheduled in a schl day and/r the system preferences fr limiting requests. Requests with pririty 2 r higher are nt included in the ttals here since they are alternative requests. Semester-lng curses are cunted as half a request if sectins are set up; therwise the value is based n the curse length. If sectins are built with terms assigned, then term length is used instead f curse length Click n the student s name t delete r mdify the requests. The reprt can be srted by Number f Requests r by grade levels and assigned t scheduling teams t rectify. q Students with T Few Requests Displays a list f students with fewer requests than there are perids in the scheduled schl day. Alternates fr ther requests are nt included and semester curses are cunted as half a request if sectins have been created. Otherwise this value is based n curse length. The last clumn displays the ttal number f credits requested; again if sectins have nt been created, this value is based n curse length. Click n the student s name t add requests. The reprt can be srted by number f requests r by grade levels and assigned t scheduling teams t rectify. Fcus Schl Sftware 21

22 Curse Requests and Reprts Teacher Schedules Reprt The Teacher Schedules Reprt will display a list f scheduled teachers and sectins (assuming curses and sectins were rlled ver frm the current year t the new year). This reprt can be used t make changes t teachers schedules by literally mving (dragging and drpping) sectins arund, much like a whitebard schedule. The drp and drag feature wrks best with sectins that are built as single perids instead f spanned perids. Fr spanned perids, the recmmendatin is t pen the sectin and change the perids at the sectin level. T access this reprt, click the Scheduling Menu and select Teacher Schedules Reprt. The reprt can be filtered t display by subjects r teachers and by grade levels (fr elementary and middle schls if that is hw the Curses & Sectins has been rganized). Additinal fields can be selected fr display such as Rm Numbers, Curse/Sectin Numbers, Terms, Rtatin days if applicable, and Ttal students. Student ttals will nly display after the Scheduler has been run; therwise all ( ) will display a zer. The reprt als identifies pssible sectin cnflicts by displaying thse sectins in red. It indicates mre than ne sectin has been scheduled int a single perid. This reprt shuld be used nly after the decisin has been made abut the number f sectins needed, which is based n student requests, and thse sectins have been built in Curses & Sectins if nt rlled frm the previus year. T mve a sectin, click and hld the blue plus sign (+), lcated t the right f the sectin title, and drag the sectin t the new lcatin (perid r teacher). In the example belw, Mikayla Aceved Perid 3 Eng 1 class will be mved t her Perid 2, which is currently pen. Nte: sectins shuld be mved PRIOR t building packages and scheduling students, NEVER afterwards. The user shuld never use drag drp f sectins if students are scheduled int the sectin. If a sectin is mved t a different perid r teacher and the schl is using the Run Scheduler, it will be necessary t re-run the scheduler in rder t redistribute the students, as dragging and drpping DOES NOT MOVE STUDENTS. Fcus Schl Sftware 22