1. 6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference Walk-In Scheduling Presented by: Sara Sayasane Presented by: Sara Sayasane

2. Agenda What we are covering in this session Walk-In Scheduling Auto-Scheduling Deleting Schedules Partial and Full Term Overrides Collapsing a Section and Moving the Students Adding ESE Courses Hospital Homebound 2

3. Walk-In Scheduling 3

4. Scheduling Walk-in Scheduling is used for students who enroll after the beginning of the semester, transfer from outside the school district or require a schedule change. This lesson will address how to schedule a student with no current schedule also how to delete or change a schedule before the school year begins and the after the current term has started. To begin the scheduling process, navigate to: Scheduling Menu  Student Schedule A Search screen will display. Search for the student. The students schedule screen will display. A student’s schedule can be generated by adding sections or by adding requests and then auto-scheduling the courses. 4

5. Scheduling If a student does not have an schedule Option 1: Manually Schedule a Student by Adding Sections Method 1 Click on the + Add a Section option (if this does not appear, click to hide the state reporting fields) Select the Subject, Course and then Section to add to the student’s schedule. Repeat this process until the student’s schedule is complete. 5

6. Scheduling Method 2 To manually schedule, you will use the Search for a Section to Add feature. You can search from any one of the following options or multiple options: Once you have made your selection, click the Search button. A list of courses will display that meet your criteria. The list includes full course details, including the number of available seats in the course. Click the + sign to add a course from the list. Continue the same steps to add other courses to the student’s schedule. Once you have added all necessary courses to the student’s schedule, remember to click the Save button. Note: If you add courses to the same period, you will receive a dialogue box alerting you There is a conflict. This safe guard will help prevent scheduling errors. 6

7. Auto Scheduling 7

8. Scheduling Option 2: Auto-Scheduling the Student with No Schedule Using requests Adding requests to the student’s scheduling record allows you to first identify what courses the student needs to take and then allow Focus to Auto-Schedule the student based on the requests. Focus will look for the best scheduling option for the student. You can still make manual adjustments to the student’s schedule after running the Auto-Schedule feature. To use the auto-scheduler, you will first add requests to the Request section of the student’s record. To navigate to the Request screen, click the grey Request sub-menu. 8

9. The Request screen will display. Using the Course pull-down feature, select the appropriate course for each requirement. Remember to set the Elective priorities. Once you have completed the request selections, click the Save button. NOTE: If you select courses that the student has already taken or has pre-requisites, you will receive a dialog box warning you of a conflict. By clicking the OK button, it will still add the course requests. 9

10. Scheduling The student’s requests will now display. Set any restrictions necessary. Remember, the more restrictions set, the less options to schedule the student. Once all the requests and restrictions are set, click the Auto-Schedule this Student button. 10

11. Scheduling Focus will now attempt to schedule the student based on the requests and available seats in the various Course Sections. Once complete, you will receive a pop-up box with several override options. Select any option that may apply and then click the OK button to proceed. 11

12. Scheduling SCHEDULED REQUESTS The student’s schedule will now display. All scheduled courses will display in the student’s Schedule section and any unavailable courses will display in the student’s Unscheduled Request section. UNSCHEDULED REQUESTS To complete the scheduling process, manually add the missing courses to the schedule by clicking on the link to the request at the bottom of the screen. This will display the sections for this course and you can add this student to a section, overriding the restrictions that prevented the scheduler from adding the section. If the student requires alternative classes with click to + Add a Section and select the new course and section or adjust the student’s requests and run the Auto-Schedule feature again. 12

13. Deleting Schedules Full and Partial 13

14. Scheduling Prior to the first day of the new school year If the student has a schedule but it needs to be completely removed and created new Prior to the first day of the active marking period for classes they can be deleted from a student’s schedule. Since the class has not yet started deleting the class will not impact attendance or grades. To the left of the Course column there is a Delete column. (If the delete column is not displaying, please deselect Show Florida Fields.) To delete specific classes click on the check box in front of the section and then click Save. 14

15. Scheduling To delete all sections in the student’s schedule click the Delete checkbox in the header and all sections will be checked. Click Save to delete the classes on the student’s schedule. The student will now show with no classes. Follow the steps above to add a schedule for the student using Add a Section or Requests. 15

16. Scheduling If the student has a schedule but it needs to be adjusted to balance classes or for other reasons but the schedule does not need to be deleted – just reorganized. Prior to the first day of the active marking period for classes they can be changed on the student’s schedule by clicking the Period-Teacher pull-down. The pull-down will display all other sections of this course. It also displays who the teacher is for each section as well as the number of available seats. Click on the course that needs to be move, select a new section. Repeat this for all sections that need to be moved, then click Save. 16

17. Scheduling On the First Day of School and Thereafter If the student has a schedule but it needs to be completely removed and created new Once the first day of the class term has arrived the Delete column will no longer display and neither will the ability to use a pull-down to move sections from one period to another. This is because the class is active and attendance and grades may be tied to the section. If the section was deleted all attendance and grades data would be lost. To preserve the attendance and grades data classes must be dropped and added. 17

18. Scheduling If, after the school year begins, the delete column still appears for some sections this is because that section begins in a future marking period with a future start date. An example is a semester class being offered semester 2. Since this class will not begin until January the delete option as well as the pull-down options still remain until the January start date. Sections that need to be dropped due to schedule changes can be dropped individually by clicking on the dropped column and selecting the drop date, remembering the drop date is the last day the student was in the class. If all sections on the student’s schedule need to be dropped the Mass Update option can be used. Click on Mass Update 18

19. Scheduling Select Dropped from the pull-down and then select the drop date for the classes. Click Run Mass Update to place the dropped dates on the schedule. Click Save and the sections will be removed from the schedule. The student’s schedule will now display no sections. Use one of the above methods to add sections to the student’ schedule. To see the dropped classes, click the Include Inactive Courses checkbox. 19

20. Scheduling If the student has a schedule but it needs to be adjusted to balance classes or to adjust classes due to changes that took place over the summer Select the section to be dropped and enter a drop date. Click Save to save the changes. Use the Add a Section to locate and add the replacement section. To see the dropped classes, along with the currently active classes click the Include Inactive Courses checkbox. 20

21. Term Overrides 21

22. Scheduling Term Overrides Some students need only one semester of a full year course. A new section is not needed rather a term override can be attached to the student schedule. If the student only need semester 2 of a full year class click on the Full Year in the Term column and change this to Semester 2. Save the change. Once the Term override is saved the Full Year is changed to *Semester 2. The * identifies this term code is a term override. 22

23. Collapsing a Section and Moving the Students 23

24. Scheduling Collapsing a Section and Moving the Students after school begins or when the sections meet different periods of the day It is determined that one of many sections of a class will be dissolved and the students will be moved into other remaining sections. To identify the students in the section to be dissolved From the Students menu select Student Info In the More Search Options, select Scheduled into Select Section and then search for the section that is to be dissolved This search will provide a list of students that need to be rescheduled into a different period and section. 24

25. Scheduling Collapsing a Section and Moving the Students after school begins or when the sections meet different periods of the day This search will provide a list of students that need to be rescheduled into a different period and section. Reschedule each student – typically this cannot be done enmass due to variety in student schedules. Once all students are removed from the section either rename the short name to “not using” or move the section to a not using folder so no new students will be scheduled into the section Do not delete the section if grades and attendance have been entered 25

26. Moving a Section to a Different Course Number 26

27. Scheduling Moving a Section, with the teacher and students, to a different course number Step 1: Scheduling Menu  Courses/Sections Step 2: Navigate to the section to be Step 3: Click on the section to open and then click on the section name in the top left corner Step 4: Click on the link to move the section 27

28. Scheduling Step 5: Select the Subject and Course to move the section to the new course number. In this example the section is being moved to Subject 2, Course Hrm2. Step 6: Click OK to confirm moving the section The section will now appear in the selected Subject and Course area. The teacher, students, and attendance have now all been moved to the new course number. 28

29. Adding Special Education Courses 29

30. Scheduling Add an ESE course to a student schedule In order to schedule an ESE student into an ESE course, navigate to the Scheduling Menu and select Student Schedule: A search screen will appear so users can search for the desired student(s). Find the ESE course the student is to be enrolled in by utilizing the Search for a section to add feature (this will only show if the Show Florida Fields box is checked). Search from any one of the following options: In this example, the ‘Subject’ drop-down menu will be used to select a course under “ESE Self-Contained”. Clicking the Search button will populate all courses offered within that subject area: 30

31. Scheduling Enroll the student in a course by clicking on the course title. The course will then be added to the student’s schedule. Continue in this manner until all necessary courses have been added. Alternatively, users may utilize the Add a Section button to search for a course to add. If this button does not display on the screen, uncheck the Show Florida Fields checkbox. NOTE: If courses are added to the same period, a dialogue box will pop up alerting that there is a conflict. This prevents scheduling errors. 31

32. Scheduling Once the student schedule is completed, be sure that Show Florida Fields is checked in order to view FEFP information on that schedule. Weekly class minutes for each course should also be reviewed and corrected if needed, as that information is also reported to the DOE. If the section added was an inclusion section, subtract the number of minutes for the inclusion class from the total minutes for the general education section of the same course. If the section added was a pullout section, the minutes may not need to be adjusted. Click after making any changes to the student schedule. 32

33. Hospital Homebound 33

34. Hospital Homebuond There are three enrollment possibilities for a Hospital Homebound (HH) student: Full-time: Option 1: The student’s schedule is built by the Hospital Homebound school with all academic courses reflected with HSHB instructors. Based on district setup, the appropriate FEFP numbers would be assigned to sections by default. Or the student’s schedule is built by the Hospital Homebound school with the single Hospital Homebound course number. Part-time: The student spends part of the day at the primary school and part of the day being served by the Hospital Homebound school. The student is concurrently enrolled in both the primary school and the HH school and will have two partial schedules. The Hospital Homebound school would add the student’s courses taken outside the home school. Or the student’s schedule is built by the Hospital Homebound school with the Hospital Homebound course number and the home school schedule is left intact and grades reported to teachers there. 34

35. Hospital Homebuond Intermittent or Chronically ill Co-Enrollment: The student is concurrently enrolled in both the primary school and the Hospital Homebound school, attending HH as needed. Both schools build a full schedule for the student with the Hospital Homebound schedule reflecting the courses as ESE with the appropriate FEFP numbers. Or the student’s schedule is built by the Hospital Homebound school with the Hospital Homebound course number and the home school schedule is left intact and grades reported to teachers there.. Note: If scheduling a student into Hospital Homebound courses, which are considered as ESE courses, Focus will automatically apply the 255 FEFP for those sections upon extract. 35

36. 6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference Any Questions Contact Information Sara Sayasane Project Coordinator 727-388-1599 saras@focusschoolsoftware.com 36

37. Thank You Please be sure to complete the comment card for this session and enjoy the rest of the Users’ Conference! 37