6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference AGE/CTE Scheduling Presented by: Shannon Hutchinson Presented by: Shannon Hutchinson

AGE/CTE Scheduling AGE/CTE Scheduling Agenda: Categorizing courses by program Course setup Building sections Scheduling a student New fields on the Student Schedule

Categorizing courses by program Subjects are used for organizing the courses within a specific program. Focus allows the same course to be setup under multiple subjects. This also ensures the students are scheduled into the next course in a program if the school is using the auto-schedule feature Vocation Program Code and program hours are at the Subject level Click the + symbol at the bottom of the list to add a new Program

AGE/CTE Scheduling AGE/CTE Scheduling Course Number, Course Title and WDIS OCP Hours cascade down from the Course Catalog. Select the OCP the student will receive when a passing grade is posted and Focus will award the OCP and set the Postsecondary Status to Satisfactory Assign the sequence courses are taken in for the program and Focus will automatically schedule the student in the next course when a passing grade is posted. Click the + symbol to add a new course

Building Sections Assign the teacher, period, meeting days, term and section number Term should be set to full year unless it is a semester class. Student schedules will define the start and end dates. Meeting days should be set to M – F(S) and will be defined on the student schedule. Setup the same section number in each course if using the auto-schedule feature. Students will be dropped and enrolled based on matching section numbers.

Building Sections Course History Term defines the posted grade that should be included in GPA calculations and appear on student transcripts Set the section to Take Attendance, Graded and Affects GPA. Graded provides the teacher with a gradebook and Affects GPA will include the course grade in GPA calculations for transcripts and financial assistance monitoring Assign a grading scale and the appropriate calendar Use Parent Section to link sections together. Example, Practical Nursing class time (5 hours on Mon – Fri) and clinicals (8 hours on Sat)

Building Sections Florida Tab Homeless Adult Indicator Cost Reporting Code Postsecondary Start and End Times (print the time of day the class starts and ends on a student schedule) WDIS Start and End Dates (these should be used when a class does not fall within the dates of a specific marking period) Basic Skills Exam Distance Learning Delivery Indicator Class Daily Hours (can be overridden on the student schedule) Adult Fee Status Adult Fee Status Second Vocational Program Code

Building Sections Assign up to 10 co-teachers to each section. Define each users permissions (read only or modify) and if they should be included in the teacher course extract by checking Report to DOE

Scheduling a student Scheduling a student Search for and open the student schedule screen Use the “Search for a section to add” to search for the class to schedule the student Use the Subject dropdown to search for classes in a specific program Click the section title to schedule the student

Scheduling a student Scheduling a student Check the box “Show Vocational/WDIS Fields” Adjust the Meeting Days, Enroll Date and Daily Hours If the student transferred or enrolls with previous hours for a program, enter the program code and hours on the WDIS Additional Hours field located in student demographic. These hours will be included in the Total Clock Hours Earned Toward Award as the student progresses through the program. Select the appropriate Adult Fee Status, Basic Skills, Financial Assistance and Residency for Tuition Purposes

Scheduling a student Scheduling a student Additional fields assigned on the student schedule Industry Certification ID, Outcome and Date should be assigned as they’re awarded OCP’s, LCP’s and Dates should be assigned as the student completes a course or re-tests Set the Post Status as the student re-tests Postsecondary Course Status will be automatically assigned if the OCP is defined on the Course and the student receives a passing grade. Assign the appropriate code if the course is incomplete, the student fails or drops out. Survey extracts will automatically pull Course in Progress for active courses Assign the appropriate Adult Functioning Level, Initial if the student is enrolled in an AGE course Enter the Full Program Completer code and completion date as students complete CTE programs

The different types of hours on the student schedule Attended Hours are the total hours attended per section. This information is pulled from the attendance module as teachers enter attendance Total Hours Earned Toward Award – the WDIS OCP Hours assigned on the course are awarded to the student as they complete a course and the Postsecondary Course Status is set to Satisfactory. Total Hours Earned Toward Award will also include hours entered in Student Demographic on the WDIS Additional Hours field. Daily Hours – the number of hours a student is scheduled in a section Scheduling a student Scheduling a student

The different types of hours on the student schedule continued… Total Hours – these are the WDIS Student Instructional Hours sent in state reporting Survey S, W and F Total Hours – the total WDIS Student Instructional Hours send in each survey. Survey dates have to be setup under Florida Reports->Florida Reports Setup->WDIS Survey Dates in order for these fields to populate Scheduling a student Scheduling a student

New fields on the Student Schedule New fields on the Student Schedule Estimated Course Completion Date uses the Enrolled, Date, Meeting Days, Daily Hours, WDIS OCP Hours and the calendar assigned to the section to determine when the student should be completing the class The Billed field will show the term the student was billed for the individual section Use the Schedule Withdrawal Code to show if the student successfully or unsuccessfully completed the class Check the box Exclude from FTE if you don’t want the schedule record to be sent in the CTE or Adult Student Course Extract Enter the date the student paid through in the Funding End Date. Completion Point Dates 1 – 6 have been added to track the date the student earns an OCP or LCP.

Shannon Hutchinson Director of Postsecondary, Focus School Software ph: (727) fax: (727) Questions?

Thank You Please be sure to complete the comment card for this session and enjoy the rest of the Users’ Conference!