1. 6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference Understanding the School Set Up Menu Presented by: Josh Mostyn Presented by: Josh Mostyn

2. Agenda What we are covering in this session Portal System Setup School Setup Rollover Import

3. Portal Focus Portal Page The Portal dashboard displays several modules that contain user-specific alerts, updates, and notifications, as well as useful links to easily navigate within Focus. From the Portal, users will see available software updates (administrators only), pending deadlines, event reminders, links to Focus programs, and alerts to update grade/attendance/discipline data. Each profile type has a customized Portal dashboard, and the modules have been selected and arranged with the Portal Editor.

4. Portal Focus Portal Page

5. Portal Portal Editor/Messages To access Portal Editor go to: School Setup Menu  Portal Editor Select portal page by profile in the dropdown

6. Messages From the School Setup Menu select Portal Messages Message title, message, sort order, publishing options are set here

7. System Setup System Preferences Default School Preferences Default User Preferences Database Backup System Update These are the default settings for all users in the district, preferences can be changed at the school level

8. Default User Preferences Display Options Student Listings Use Simple Date Input allows user to begin typing the date and it will auto fill with the correct format, for example; 12 14 14 in the example above. Display student search by default will determine how a student information is displayed on all Focus screens, i.e. Last Name, First Name

9. Default User Preferences Columns in Student Lists Gradebook Configuration – Session 7, 9:00am 01.08.15

10. Database Backup/System Update Database Backup System Update Update to Latest Version – contains bug fixes and enhancements, by clicking Update to the Latest Version installs to all schools Stable Releases will be under this tab if available Daily Releases is the most recent release it will note if it is stable Developer Branches lists changes made by Focus Developers

11. Letterhead Templates Please see session 9 01.08.15 11:00am

12. District Address Editor Allows for imported addresses and zones to be set for the district’s schools to validate that a student can attend a specific school, based upon their residential address

13. Gradebook Templates Please also see: Session 1 – Teacher Gradebook Set Up 10:00am 01.07.15 Session 7 – Grades, Report Cards, Transcripts 9:00am 01.08.15

14. Grade Posting Average Grade Posting Averaging Schemes allow for multiple calculations of quarter, semester, and full year grades within a single school, offering classes more than one way to calculate grades. A GPA Scheme can be set as the default for a school, and any GPA Scheme can be modified and duplicated to set up each variation of calculation weights for the school. Semester, Quarter, Full Year Calculations set up here for the district, schools can customize their own setting at the school level

15. School Fields The School Fields feature lets your district create its own fields to collect additional data to meet the district’s unique needs. These customized fields will appear on the School Information screen and as field options for Letters and Emails: the Users ability to modify School Fields can be limited, and viewing access can be customized on the User Permissions and Profiles

16. Application Editor Used to to create an online application form for students to enroll at a new district See Session 3, Application Editor, 1:00pm 01.07.15

17. Log In History Tracks log ins by IP address Reports on successful/unsuccessful log ins Tracks hack attempts * Allows Administrators to unlock user accounts *The Login History also includes a report that tracks any hack attempts (non-existent user names) to a Focus SIS. The report displays the data and time that a login attempt was made, the IP address, and the user agent string in the non-existent users tab.

18. School Setup Calendars Marking Periods Periods Grade Levels Copy a School Resource Scheduler

19. Calendars Establish your academic or school year Feature all of the days that classes are in session making them an important component of correctly tracking student attendance. Calendar also creates school holidays or in-service days, which are excluded from attendance and ADA data. Focus can accommodate multiple Calendars per school. This documentation covers the following topics: o Creating a New Calendar o Holidays/In-Service Days and Calendar Events o Setting up Rotation Days

20. Calendars Creating a New Calendar School Set Up>Calendar, click on create a new calendar “Default” is a preferred Calendar name for the calendar that will be used by the majority of schools. To set the Calendar as the default for the school, check the box next to “Default Calendar for this School.” This makes copying calendars from school to school much easier.

21. Calendars Add Calendar Title Select timeframe (make sure to select the correct year) Click OK

22. Calendars Holidays/In-Service Days and Calendar Events 1.School days have green check marks 2. To exempt a day from the school year and remove it from the At 2. To exempt a day from the school year and remove it from the Attendance module, click on the green check mark once to select the box for editing, and then click again to uncheck it as a school day.

23. Calendars Holidays/In-Service Days and Calendar Events 3. Click on the “+” sign at the bottom of the day that you exempted from the Calendar to display the New Event module in a pop-up window 4. Enter a Title for the Event and select either the individual school or all schools add your note and save 5. Click Update to save changes to the calendar Messages can be for the district or schools

24. Calendars Setting Up Rotation Days 1. Select Advanced Rotation type and select either number or letter label from System Preferences 2. Select Populate this Calendar to set the rotation 3. Select blocks and set dates, then click OK and save Blocks other than A,B have to be set up manually

25. Calendars Setting Up Rotation Days

26. Marking Periods Full Year Semesters Make sure marking Periods are dated consistently for Full Year, Semesters, and Quarters to avoid “holes” in the marking periods, meaning; the Quarter, Semester, and Full Year dates need to match. If Q1 end date is October 24 th then Q2 start date is October 25 th, also, if the Q2 end date and S1 end date should be the same and Q3 and S2 start dates need to be the same as well. Focus recommends Grade posting to range up to a week prior and a week after the end of the Marking period, depending on when Report Cards are issued.

27. Marking Periods Quarters Progress Periods The short name needs to match any imported data. The short name will appear in place of the title in various locations within Focus, including the Report Cards screen and in More Search Options.

28. Periods Elementary Schools Select Periods from the School Set Up Menu Click the + to add periods Set short name, start/end times Set Minutes Select period used for attendance Require for scheduling Multiple Bell Schedules can be used

29. Periods Bell Schedule Examples Weekday Rotation 4x4 Block Schedule

30. Periods Bell Schedule Examples A-B Rotation Block and Skinny

31. Periods Secondary Schools Select Periods from the School Set Up Menu Click the + to add periods Set short name, start/end times Set Minutes Select all periods used for attendance Determine periods required for scheduling

32. Grade Levels Select Grade Levels from the School Set Up Menu Click the + to add grade levels Set Short Name Set Sort Order to ensure the students moving to a different school are automatically enrolled in the grade level with a sort order of 1 Set Next Grade Determine periods required for scheduling High School

33. Copy Schools Select Copy School from the School Set Up Menu If other schools have already been created, you can choose to “Copy to an Existing School” using the corresponding radio button, and then select the school from the list that will display.. Otherwise, select “Create a New School” and enter the new school’s name in the “New School’s Title” text box.

34. Copy Schools Don’t copy after scheduling has begun???

35. Resource Scheduler Select Resource Scheduler from the School Set Up Menu Create a Category Add short name, specify if resource is a room, set max seats and category Title will be the FISH Number Short Name is the room number on the section The green check indicates the room is a classroom

36. Rollover Focus Rollover feature is designed to help each school begin their new school year with last year’s baseline data and settings, so that schools and districts will not need to rebuild their schedules and courses, reconfigure all of their system preferences, etc. Please see: Session 10, Rollover and End of the Year Processing, 01.08.15 1:00pm

37. Duplicate Marking Periods The Duplicate Marking Periods feature is used to set up prior school years before historic data is going to be imported; schools can duplicate the Marking Periods that exist in the current year to accommodate Course History.

38. 6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference Any Questions?

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