Copy & Tweak the Master Schedule Cami Narron LaShon Creech. Session Room Session Time

Transcription

1 Copy & Tweak the Master Schedule Cami Narron LaShon Creech Session Room Session Time 1

2 Schedule Planning The Schedule Team Scheduling decision makers Knowledge of the students & PowerSchool Can approve teacher, student and course changes! k l a T s Let PowerScheduler Copy the current master schedule Working with Sections Working with Teams Mass Enrolling Students Into Sections 2

3 How is this year s schedule? Schedule Overall are you happy with a few exceptions? Create Next year Years & Terms at LEA & then at School Prepare to Copy Master Schedule discuss changes Teachers How is the turnover? Check to Schedule This Teacher Use placeholders for leaving teachers Uncheck Schedule This Teacher Rooms Is your list of rooms valid in PowerScheduler? Add New Rooms Remove Rooms that are no longer valid Un-associate these rooms in the sections 3

4 How is this year s schedule? Courses New, Old, and Returning Check Course Availability on State Course List Last Year s courses automatically move to next year for scheduling when you create LEA & then School next year Years & Terms New Course Are needed courses on the State Course List? Add approved New Courses at LEA and make available to schools for next year Request New Course not on State list through Remedy Web Portal ticket Old Course Has a course been retired from the State List? Invalid (retired) courses show as red in Scheduler Course Catalog. Do not schedule invalid courses. Change courses on sections before removing from catalog 4

5 y p o C s t e L! k a e w &T PowerSchool Live Side LEA set Next Yr Years & Terms School set Next Yr Years & Terms Set Students Next School Verify weekly or more PowerSchool LEA Create New Courses at District Office Associate New Courses to the School PowerSchool LEA Check Security rights on staff to access PowerScheduler 5

6 Next Year Terms on Live Side Years and Terms at LEA level Navigation: Start Page > Setup/LEA > Calendar/Years & Terms > New - Set Import File Term ID # Years and Terms at School Level Navigation: Start Page > Setup/School > Scheduling/Years & Terms > New - Set Import File Term ID # NOTE: Copying the Master Schedule will change these dates. You do need to enter dates here before running Copy Master Schedule. After Copying - update the dates and Import File Term#. 6

7 Student Next School Student Next School Indicator Navigation: School Start Page > Select Students > Select Function > Next School Indicator Possible Searches: Choose a Grade Level 9, 10, 11 or 12 Search: Grade_Level<12 Search: Grade_Level=12 to set Graduated Students School 7

8 Review Courses on Live Side DID you know? With PowerSchool version (8.1.1) the Course Availability function will now automatically move current year valid courses to next year for scheduling. Course Availability to Next Year Navigation: Start Page > Setup/LEA > Courses/Courses Associate new courses to the school Remove invalid (retired) courses Course Settings for Next Year Setup All New Courses Create new courses at the District Office 8

9 Accessing PowerScheduler PowerScheduler access must be granted through security groups. PowerScheduler can only be accessed from school level PowerScheduler Engine must be installed on the user s computer to run Build or Load. 9 PowerScheduler Engine MUST BE downloaded again after the March Maintainence Weekend, March 10-12, 2017.

10 PowerScheduler Start Screen NOTE: if this is the first time this year accessing PowerScheduler Engine, you will get a confirm note about downloading the scheduling engine. 10

11 PowerScheduler LOAD ONLY Steps Step A: Auto. Scheduler Setup Step B: Create Course Catalog Step C: Copy Master Schedule or Create Master Schedule/Define Parameters Step D: Define Rooms/Department Step E: Define Course and Section Information Manually Step F: Define Teacher and Student Information Step G: Enter Student Course Requests Step H: Define Load Constraints Not Covered in this presentation session. Covered in: Step I: Validate and Prepare to Load Students 11

12 Scenario Setup with Auto. Scheduler Setup Navigation: Start Page > PowerScheduler > Auto. Scheduler Setup a) Lowest term level division b) Number of periods/blocks c) Number of days in schedule rotation Check terms used d) e) f) Enter first and last dates of terms Select build & load or just load and enter build name g) h) i) 12 Terms,Periods,Days fill in automatically Do not select Course Catalog Click submit

13 Scenario Setup with Auto. Scheduler Setup Examples: 13 THINK Course Length, not Report Card Grades length

14 Setting Scenario as Active Navigation: Start Page > PowerScheduler > Scenarios > Scenario Name 14

15 Setting the Scheduling Year Navigation: Start Page > PowerScheduler > Functions > Set Schedule Year Set the scheduling year so student course requests and request screens will be associated with the future year. 15? Ask the question What is my next Schedule Year?

16 Create Course Catalog Navigation: Start Page > PowerScheduler > Scheduling Setup : Course Catalog 1. Create a Course Catalog by clicking new 2. Give the new catalog the name of the scheduling year. Can add initials and description to further define it. 16

17 Setting Course Catalog in Scenario Navigation: Start Page > PowerScheduler > Scenarios > Scenario Name REMINDER USE

18 Copy Master Schedule Navigation: Start Page > PowerScheduler > Functions > Copy Master Schedule This function copies sections into the schedule, including all associated settings, such as expression, room, teacher, term, etc. 18

19 After the Copy The Decade Issue Look at the upper right corner. What does your scheduling year say now? This is called the decade problem (goes back 10 years). 19

20 BEFORE >> Copy Master Sched >> AFTER Fix Schedule Years & Terms 20

21 Copy Master Schedule >> AFTER Verify your Terms, Days & Periods Open the active Scenario. Click Associate by Terms and check to verify that the true terms needed are checked. Click submit. Do not reduce periods or days at this time Associated Terms is a double submit as you must click the submit bottom of the scenario or the checks will not take

22 Copy Master >> AFTER Edit Scenario Go to Periods are they correct for next year?! DO NOT DELETE as you could lose sections. You can Add if needed change is made in Edit Scenario. Next go to Days and ensure they are correct. Again! DO NOT DELETE until sections have been changed. 22 Year and Terms (see slide 20) - these dates must be correct before you mass enroll students into the classes.

23 After the Copy Auto Generate options Navigation: Start Page > PowerScheduler > Tools / Functions > Auto Generate Make sure to run any Auto Generate functions AFTER copying the Master Schedule (not before). Auto Generate: Rooms Course Information Teacher Assignments 23

24 After the Copy Rooms Navigation: Start Page > PowerScheduler > Functions > Auto Generate Rooms OR Navigation: Start Page > PowerScheduler > Rooms > Preferences Define all required information for each Room Check Schedule this Room 24

25 After the Copy Course Info Navigation: Start Page > PowerScheduler > Courses > Preferences OR Navigation: Start Page > PowerScheduler > Functions > Auto Generate Course Info Define all required information for each course Check Schedule this course 25 Check if the course is to be for a team (in Preferences) >>>>>>

26 After the Copy Teacher Assignments Navigation: Start Page > PowerScheduler > Functions > Auto Generate Teacher Assignments OR Navigation: Start Page > PowerScheduler > Teachers > Preferences Define all required information for each Teacher Check Schedule this Teacher 26

27 After the Copy Students Navigation: Start Page > PowerScheduler > Resources: Students > Preference Update the values in the Next School Indicator (slide7) and Next Year Grade fields Enter values in all required fields a) Next Year Grade c) b) Priority 12=10, 11=20, 10=30, 9=40 d) Schedule this Student Year of Graduation UPDATE STUDENT OPTIONS: Update Students One by One in PowerScheduler or on Live Side (Scheduling Setup), Mass update Students with PowerScheduler > Tools: Functions > Auto Fill Student Information Mass update Students with PowerScheduler > Tools: Functions > Update Selections > Students Table > Choose Fields to search > Verify List > Modify Records > Choose Field and Modify Value Mass update Students on Live Side with Student Field Value 27

28 After the Copy Students Auto Fill Info Navigation: Start Page > PowerScheduler > Tools: Functions > Auto Fill Student Information Hint: Work from the Highest Grade Level backwards. 28

29 After the Copy Students Update Selections Navigation: Start Page > PowerScheduler > Tools: Functions > Update Selections > Students Table > Choose Fields to search > Verify List in List View > Modify Records > Choose Field and Modify Value 29

30 After the Copy Students Live Side: Student Field Value Navigation: Start Page > PowerSchool>Students>Group Functions>Student Field Value Field to Change New Field Value (samples) Sched_Scheduled = 1 (True) Sched_Priority = example choose one:10, 20, 30, 40 Sched_NextYearGrade = example: 5 Sched_YearOfGraduation = example: 2024 As students withdraw between now and end of this school year remember to clear out Scheduling Setup

31 After the Copy Teams Navigation: Start Page > PowerScheduler >Scheduling Setup: Teams Two type of teams a. 31 Static you determine Team Name, students, teachers, courses & sections (manually assign each student to a particular team) b. Dynamic you determine Team Name teachers, courses & sections and the system determines and assigns the students for the best possible balance Teams are setup and associated to teachers, courses, and in case of Static team, students in order to use teams in scheduling.

32 After the Copy Define Teams Navigation: Start Page > PowerScheduler >Scheduling Setup: Teams How to Define a Team Teams must be defined in PowerScheduler before they can be used. On the start page, choose PowerScheduler under Applications in the main menu. The Scheduling page appears. Under Scheduling Setup, choose Teams from the PowerScheduler menu. The Teams page appears. Click New. The Edit Team page appears. Enter a name for the team. Click Submit The Teams page appears. Note: After a team is created, the Teams page will display the team name and ID. The ID number is the value used when mass-assigning a team to a selection of Students/Teachers/Sections 32

33 After the Copy Assign Teams Assign teachers to a team Navigate to: Start Page > PowerScheduler > Teachers > [Teacher] > Preferences Select the desired team from the Team Code dropdown. Click Submit Note: If you need to export or mass-assign this value, the field is [Teachers]Sched_Team. Assign courses to a team Navigate to: Start Page > PowerScheduler > Course > [Course] Check Use Pre-Established Teams Click submit Note: If you need to export or mass-assign this value, the field is [ScheduleSections]Team Assign sections to a team Navigate to: Start Page > PowerScheduler > Click Sections > Click the Section Number Select the desired team from the Team dropdown. Click Submit Repeat steps 4-6 for any desired sections. 33

34 After the Copy Assign Students to Teams Assign students to a team Students can be assigned to teams manually or dynamically during the load process. Manual/Static Navigate to: Start Page > PowerScheduler > Students > [Student] > Preference Select the desired team from the Next Year Team field Click Submit Note: If you need to export or mass-assign this value, the field is [Students]Sched_NextYearTeam Dynamic To use Dynamic teams, leave the field [Students]Sched_NextYearTeam blank. 34

35 After the Copy Update Teachers Navigation: Start Page > PowerScheduler >Resources: Teachers Or Live Side Navigation: Start Page> Staff > Teachers > Function> Set Staff Field Value In PowerScheduler: Enter values in the required fields on the Teacher Scheduling Preferences page 35 In Live Side: Be sure to Update the Schedule This Teacher field for all staff.

36 After the Copy Update Teachers Scheduler Teacher Preferences Navigation: PowerScheduler> Resources/Teachers > Preferences (One by one, Auto fill, Staff Field Value, Update Selections or Auto Generate) Department Maximum Consecutive Periods Schedule This Teacher Assignments 36

37 After the Copy Update Teachers PowerScheduler>Function>Auto Fill Teacher information 37

38 After the Copy Update Teachers Live Side Navigation: Start Page> Staff > Teachers > Function> Set Staff Field Value This page lets you verify the data you are changing Update the Schedule This Teacher field for all staff. Field Name is Sched_Scheduled. New Value can be True or 1. Submit to make the changes 38

39 After the Copy Update Teachers Live Side Navigation: Start Page> Staff > Teachers > Function> Schedule Setup Enter values in the required fields on the Teacher Scheduling Preferences page 39

40 Tweaking the Sections You now have setup the correct years and terms, created an active scenario, copied the current year s schedule, and setup and adjusted rooms, courses, teachers, and students as needed. You have setup the needed information for teams in Teams, teachers, students, and courses. Now let s look at the sections from last year. What do we need to do first? Those red courses you may have in your course catalog, we need change those sections to be the correct course numbers. If it is just a course number change you can change the course number in PowerScheduler. *NEVER CHANGE THE COURSE NUMBER ON THE LIVE SIDE* but we can here. At the teacher level. 40

41 After the Copy Update Sections Course # Navigation: Start Page > PowerScheduler > Resources: Teachers > Teacher> Schedule Modify a Course Number under Teacher > Schedule Click Section # Associate Course # When modifying or changing course numbers from last year be mindful of section #s. 41 Modify Add Delete

42 After the Copy Update Sections Teacher Name Navigation: Start Page > PowerScheduler > Resources: Courses> Sections Modify a Teacher Name under Courses > Sections Click Section # Change Teacher Name Submit 42

43 After the Copy Add and/or Delete Sections Navigation: Start Page > PowerScheduler > Resources: Courses or Teachers Add Courses > Sections > New Section Or Teacher > Schedule > New Section Add needed information in the Edit Section screen and submit. Delete open a section > click delete > confirm delete. 43

44 After the Copy Update Sections Other Navigation: Start Page > PowerScheduler > Resources: Teachers > Schedule & Pref Once you have changed the sections e.g. expression or terms (can change all sections of yr to 18 weeks) or removed sections not used. For LEAVING Teachers: Go back and delete the desired depts., rooms, from their area. Uncheck Schedule this Teacher & remove team code. 44

45 After the Copy Update Sections Reports Navigation: Start Page > PowerScheduler > Schedule > Master Schedule Navigation: Start Page > PowerScheduler > Tools > Reports Next, navigate to Reports and run a Master Schedule Report/List and ensure you like the way it looks. This is where the Decision Maker needs to be part of this process. A copy of the Master schedule may come in handy for the next step. Master Schedule - has clickable Section Links Master Schedule (PDF) - has adjustable printing options - Note that it pops to live side to view the report - be careful to navigate back to PowerScheduler Master Schedule List - Easy to read list format with search filter function 45

46 Schedule Mass Enroll Students in Sections Navigation: Start Page > PowerScheduler > Resources: Students Select your students By team By current homeroom By hand Other Click Functions button > Schedule Mass Enroll Students in Sections Fill in the needed information. If you click the Back Button after you submit, you will be back at the screen to continue keying in the information. If more than one person is working on Mass enroll, be sure they are not duplicating. Also, remember to change students and repeate the steps to the Functions button. 46

47 Schedule Mass Enroll Students in Sections - Reports Navigation: Start Page > PowerScheduler > Tools : Reports : Pre-Build Reports Reports for the Decision makers Course List Course Relationships Course Request Tally Requests by Course Request by Student Room List Student List & Teacher List Student Request Tally Teacher Assignments by Course Teacher Assignments by Teacher Conflict Matrix Export Conflicting Students List 47

48 Schedule Mass Enroll Students in Sections- Reports Navigation: Start Page > PowerScheduler > Tools : Reports : Post-Build Reports Reports for the Decision makers 48 Students Rooms Teachers Student Schedule List Room Utilization Master Schedule Reports Under-Scheduled Students Room Schedule Unscheduled Teachers Unscheduled Students Unscheduled Rooms Course Reports

49 PowerScheduler - Next Steps Do any necessary tweaks to: The sections either at the teacher or course level either work Add new students to next year classes schedule information and enroll in class Remove leaving students schedule info all schedules for next year and scheduling information Finalize all PowerScheduler scheduling prior to last day of school up until EOY. After school ends, grades are stored & before End of Year Process, Commit 49 Form 2016 EOY GUIDE Complete Scheduling (Required) Each school has already made the decision to either use PowerScheduler to build their Master Schedule, to roll their current master schedule over and tweak it for the 20XX-20XX school year, or are planning to create a new master schedule for the 20XX-20XX school year from scratch. Note:Before committing the schedule, or copying the master schedule to the live side, remember to check the Years and Terms start and end dates. Incorrect dates in the Years and Terms will cause incorrect student enrollment dates when running the End of Year Process.

50 Questions? Support Contacts: Cami Narron, NCDPI Professional Home Base Learning Team LaShon Creech, NCDPI HBSC Support Analyst Tier 2 lashon.ceech@dpi.nc.gov To open a Support desk ticket LEA designated personnel may access the Web Portal at 50