Zangle Handbook. Secondary Scheduling. Version 3.81 September 4, 2012

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1 Zangle Handbook Secondary Scheduling Version 3.81 September 4, 2012

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3 Contents Part I: Background Information... 5 About This Handbook... 6 Zangle s Scheduling Applications... 7 The Six Key Concepts of Scheduling in Zangle... 8 Concept 1: Student Schedule Editor is date-driven Concept 2: A student cannot be scheduled for two different classes during the same period.. 9 Concept 3: All days end at midnight Concept 4: Block classes need to have the appropriate amount of space Concept 5: Attendance is tied to the student s schedule Concept 6: First and second semesters are viewed/scheduled separately Recommended Processes Making schedule changes for an existing student Creating a schedule for a new student Part II: Scheduling Basics About Student Schedule Editor Adding a Section Unscheduling (Dropping) a Section from a Student s Schedule Deleting a Section Printing a Schedule from Student Editor Using Change History Tips and Tricks Hot keys Date shortcuts The History menu The Show All Classes checkbox Setting preferences Define color codes Print schedule changes Viewing scheduled students in a specific section... 32

4 Part III: Advanced Scheduling Techniques Using Course Requests Entering Course Requests Deleting Course Requests Entering Course Requests for a Group of Students Manually Scheduling with Course Requests Auto-Scheduling with the Walk-In Scheduler (WIS) Locking in Sections using the Pre-Scheduled Entry Code Unscheduling (Dropping) Sections from a Student s Schedule Using Course Requests Part IV: Mass Scheduling and Unscheduling Students Using Assign Students Scheduling a group of students Unscheduling a group of students Update vs. Delete Using Mass Schedules Creating a New Section and Mass Moving Students Before the School Year Begins Part I: Create the new course/section Part II: Mass move the students from the old course/section to the new one Part III: Delete the old course/section Creating a New Section and Mass Moving Students During the School Year Part I: Create the new course/section Part II: Mass move the students from the old course/section to the new Part III: Delete the old course/section Part V: Printing Schedules and Other Reports Options for Printing Student Schedules Student Locator Report Index cards Whole school listing Student Schedules Report Schedule Listing Report Master Schedule Grid format List format Class Rosters Report Adds and Drops Class Enrollment Analysis Part VI: Troubleshooting

5 Scheduling Troubleshooting Issues related to dates Issues related to saving Issues related to attendance Issues related to the master schedule and courses Part VII: Appendix Handling AP Students Schedule Changes Site Tech Responsibilities Re-scheduling Non-AP Test Taking Students A. Edit the AP course so that Conflict OK? is turned on B. Assign the unweighted U version of the course to the teacher during the same period as the original AP course C. Schedule the non-ap test taking students for the concurrent unweighted U version of the AP course D. Inform the teacher of the scheduling change Teacher Responsibilities Attendance Marks

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7 Part I: Background Information Secondary Scheduling Handbook Page 5

8 About This Handbook This handbook was created by the IT Training and Support team as reference material for users who will schedule individual students for courses in secondary schools. It is periodically updated to reflect recent changes in Zangle and/or district procedures. This handbook does not provide information related to building a master schedule. The material in this handbook will be covered during SDUSD Zangle Secondary Scheduling courses. The handbook is divided into six sections: Part I provides background information about Zangle s scheduling applications and discusses six key concepts of scheduling in Zangle. Please be familiar with these concepts before attempting to use Zangle to schedule students. Part II covers scheduling basics, including how to add, drop, and delete sections from a student s schedule. This part also describes useful tips and tricks. Part III shows advanced scheduling techniques, including the use of course requests and how to auto-schedule students using a walk-in scheduler. Part IV describes how to mass schedule and unschedule students using applications called Assign Students and Mass Schedules. Part V explains different ways to print student schedules and other reports related to scheduling. Part VI addresses common user problems and ways to troubleshoot them. Names and scenarios used in the documentation are fictitious. Instructions are explained with screenshots and alphabetical steps. Please follow the steps in alphabetical order. Secondary Scheduling Handbook Page 6

9 Zangle s Scheduling Applications The following table describes Zangle s three main scheduling applications for secondary schools. Description Main Use(s) Student Schedule Editor is used to schedule and unschedule (drop) an individual student. It is also used enter course requests. A student s schedule can be printed from this application. To schedule a student. To unschedule a student. To enter course requests. To print a schedule. Assign Students is mainly used to mass schedule students. It can be used to schedule a student or a group of students for a teacher s section. It is also used to remove (or unschedule) a student or students from a teacher s section. To schedule a student or group of students. To unschedule a student or group of students. Change History is used to correct the entry and exit dates of a student s schedule. It is also used to look at a student s schedule history. To correct mistakes. To look at a student s schedule history for the current school year at one site. Secondary Scheduling Handbook Page 7

10 The Six Key Concepts of Scheduling in Zangle For the majority of your scheduling needs, you will use Student Schedule Editor. This application provides you with the power to rapidly and efficiently modify or create a student schedule. It is important to understand six key concepts before attempting to use this application. Concept 1: Student Schedule Editor is date-driven. Some Zangle applications are date-driven because the information you see changes depending on the date that appears in the Show Schedule as of field. You can change the date Show Schedule as of. The date that appears in the Show Schedule as of field defaults to the date that appears in the Zangle System Date. The date that appears as the Zangle System Date defaults to today. If you adjust the System Date to the first date of school before you open the Student Schedule Editor or in the Show Schedule as of field after you open the Student Schedule Editor, Zangle will display information as it appeared on that date. For example, students who enrolled after the first day of school will not display in a class roster if the date that appears in Show Schedule as of is set to the first day of school. The information displayed in Student Schedule Editor can drastically change according to the date you have chosen. Novice users might drop a student from a class as of tomorrow but then become confused when their changes are not reflected on the screen. This is most likely because the Show Schedule as of date is set to today. Since the schedule change takes place tomorrow, the student will appear to be in the current classes until that date even though the change has been made. Check the schedule changes you have made by changing the Show Schedule as of date to tomorrow. You can print the student schedule as of any date. Change the schedule view date here. Secondary Scheduling Handbook Page 8

11 Concept 2: A student cannot be scheduled for two different classes during the same period. Student Schedule Editor will not allow you to schedule a student for two different sections on the same day during the same period. The student must be dropped from one section before the student can be added to another during the same period. For example, a student must be dropped from 9 th Gr. English on Tuesday then added to Geography starting Wednesday. The ability to adjust schedules in the present and the past makes this process easy. This type of schedule change is OK. Student Schedule Editor will not allow you to schedule two sections for the same period on the same day. Concept 3: All days end at midnight. If a student is dropped from a class as of today, then the student will remain in the dropped class until midnight. This might cause confusion with novice users when they attempt to drop a class as of Tuesday and schedule the student for a new class starting the same day. Zangle will display an error message when the user attempts to do this because Zangle considers the student to be enrolled in the old class until Tuesday ends at midnight. If you want the new schedule to take effect today, then you need to drop the student from the old class as of yesterday. If you drop the student from 9 th Gr. English on Tuesday, you cannot schedule the student for Geography until as of Wednesday because the change will not take place until midnight. Secondary Scheduling Handbook Page 9

12 Concept 4: Block classes need to have the appropriate amount of space. Block classes are classes that contain one teacher and one group of students but last for two or more periods. English and Math block classes are common in many secondary schools. Zangle links block classes together. You will see an error message if you attempt to substitute a block class for a traditional one period class because the additional periods associated with the block class will be in conflict with existing periods. You must provide the appropriate space in the schedule by first dropping the student from existing classes currently scheduled for periods during the block. Dropping both Geography and Algebra provided enough space for the 9 th Gr. English Block class. Concept 5: Attendance is tied to the student s schedule. A teacher will not be able to mark a student present or absent until you have scheduled the student for the class. A student will not appear on a teacher s attendance roster until you have completed the scheduling process. If you unschedule a student from a class using a past date, then you will delete attendance information for this student in this section between the current date and the selected drop date. This will impact the ADA calculations for your school site. You cannot undo your changes after you have unscheduled a student. CHECK WITH YOUR SITE TECHNICIAN BEFORE UNSCHEDULING A STUDENT USING A PREVIOUS DATE. Zangle will warn you when you are about to delete attendance records for the selected student. Check with your site tech. before unscheduling a student using a previous date. Secondary Scheduling Handbook Page 10

13 Concept 6: First and second semesters are viewed/scheduled separately. Counselors need to schedule students for first and second semester classes separately. Student Schedule Editor allows you to view semester information separately or together in a split-window. You will use the View radio buttons to control this feature. Novice users might unschedule a student from their first semester section and forget to unschedule that student from the corresponding second semester section. Click Term to see the first and second semester at the same time. You must schedule first and second semester classes separately. Secondary Scheduling Handbook Page 11

14 Recommended Processes MAKING SCHEDULE CHANGES FOR AN EXISTING STUDENT It is recommended that you follow this process when making a schedule change, regardless of the time that a student enters your office. 1. Unschedule the student from all appropriate classes/sections as of today. See Unscheduling (Dropping) a Section on p.21 or Unscheduling (Dropping) Sections from a Student s Schedule Using Course Requests on page Add the student to all of their new classes/sections as of tomorrow. See Adding a Section on p.18 or Manually Scheduling with Course Requests on page Print a copy of the student schedule as of tomorrow once the scheduling process is complete. See Printing a Schedule from Student Editor on p Give the printed copy of the schedule to the student and tell them to finish the day following their old schedule and to start their new schedule tomorrow. The student requested the schedule change during period 2 on Tuesday. They had already attended Geography during Period 1. All changes are made effective Tuesday at midnight. The student completed the original schedule on Tuesday, including attending the old Art elective during period 4. The student reported to the new Spanish elective on Wednesday morning. Secondary Scheduling Handbook Page 12

15 CREATING A SCHEDULE FOR A NEW STUDENT It is recommended that you follow this process when creating a schedule for a new student. 1. Add the student to all of their new classes as of today. See Adding a Section on p Print a copy of the student schedule as of today once the scheduling process is complete. See Printing a Schedule from Student Editor on p Give the printed copy of the schedule to the student and tell them to follow their new schedule as soon as possible. 4. Notify the Attendance office about the schedule change. The Attendance office will insert the appropriate code for the periods they have already missed this morning. The student reported to your office during period 2 on Tuesday. The new schedule was effective midnight yesterday. The student did not attend Geography Per. 1 or Algebra Per. 2. Notify the Attendance office so they can insert the appropriate code for Period 1 and 2. The student will attend the new schedule as of Period 3. Secondary Scheduling Handbook Page 13

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17 Part II: Scheduling Basics Secondary Scheduling Handbook Page 15

18 Secondary Scheduling Handbook Page 16

19 About Student Schedule Editor Student Schedule Editor is used to record student course requests, unscheduled sections, and scheduled sections. It has powerful tools you can use to streamline your scheduling process. Using Student Schedule Editor you can: View a student s schedule and course requests Schedule and unschedule sections Enter and delete course requests Print a student schedule You can view and edit the student schedule in the future or the past. Review the picture below to understand the key features of Student Schedule Editor. 1 Student Schedule Editor is a banner application. The sorting and grouping options behave just like Student Profile. Information about the selected class is displayed in the Detail area. 4 2 There are multiple ways of looking at a student s schedule. By date, cycle/term, or the history of changes made. 5 Student course requests are displayed in the Course Request Grid. 3 The student schedule is displayed on the right portion of the screen. The black arrow next to a period number designates the section that is currently selected. IMPORTANT! Student Schedule Editor is date-driven. You can choose to view the student schedule as of any day in the current school year. Click Print to print the schedule. Click Find to find 6 7 the desired student. 8 Sched/Unscd: Used to schedule or unschedule (drop) sections. Add/Delete/Edit: Used to add, delete, or edit course requests. Secondary Scheduling Handbook Page 17

20 Adding a Section These directions describe how to manually add a section to a student s schedule. Before you do this, make you have an available period in the schedule. If you need to drop a section to create an empty space, please see Unscheduling (Dropping) a Section on p. 21. NOTE: There are other ways to add sections to a student s schedule. For advanced scheduling techniques, please refer to Part III of this handbook. Follow the steps below to add a section to a student s schedule. Launch Zangle. Click Scheduling. Click Student Schedule. IMPORTANT! Enter the first day that the student will attend this class. If the first day is today, use today s date. If the student will not start the class until tomorrow or another day, use that date. 2 3 Click Term. This will show you all scheduling terms (semesters, trimesters, etc.) on the screen. Double-click here! 4 Double-click in the cell next to the period that you want to add a section. (Or click once in the cell and then click Sched button at the bottom of the screen). In this example, Period 1 for Semester 1 will be scheduled. 1 Click Find to find the desired student. Secondary Scheduling Handbook Page 18

21 The window that appears lists all the courses that are set up in the master schedule for the selected period and term. They are sorted by course number and section. TIP! To sort the list by faculty, click Faculty. A black triangle will appear, allowing you to sort in ascending or descending order. You can click other column headers to sort by that column. 5 IMPORTANT! Make sure that the entry date is correct. This should have been set in Step 2. If it is not, enter the correct date. In most cases, you will use the date that is the end of class as the exit date. However, you can change the exit date here if necessary. 6 Click the checkbox next to the course/section for which you would like to schedule the student. NOTE: The other sections will turn pink because these sections are now in conflict with the currently selected section and cannot be scheduled. IMPORTANT: The current enrollment includes students enrolled in the section (not the entire period). Be aware that some teachers are assigned more than one section per period. Sort by Faculty to find a more accurate number. The gender count (male/female) and room number appear in the last columns. Use the color key to understand the screen. Here are some common colors you will see: Green = OK. There are seats available for this class. Yellow = Full. The class is full. There are no seats available. Red = No. There is a conflict with the existing class. In most cases, the entry code of Manually Scheduled is what you will use. However, there may be instances where you will need to use Pre-Scheduled. See Part III of the handbook for details about the entry codes. Click Show Cur Sched to see the student s schedule in this window. 7 Click Save & Done. You will return to the previous window. Important: Nothing is saved until you click Save in the next window. See Step 8. Secondary Scheduling Handbook Page 19

22 The student s section has been added as of the date in the Show Schedule as of field. When the section is selected, information about the class appears at the topleft of the screen. 8 IMPORTANT! Click Save! Click Print to print the student s schedule as of the date in the Show Schedule as of field. Repeat Steps 1-8 as necessary. Click Quit when you are finished. 9 Important: When appropriate, don t forget to schedule all terms (e.g., Semester 1 and Semester 2; or Quarter 1 and Quarter 2 and Quarter 3 and Quarter 4). Secondary Scheduling Handbook Page 20

23 Unscheduling (Dropping) a Section from a Student s Schedule If a student has been scheduled for and has attended a class, follow these directions to unschedule (drop) the student from that class. As you make schedule changes, please keep Key Concepts 1 and 2 in mind, as mentioned in detail in Part I of this handbook. NOTE: If the student has never attended the class and/or you mistakenly scheduled the wrong section and need to delete it, please see Deleting a Section on p. 23. Follow the steps below to unschedule a section from a student s schedule. Launch Zangle. Click Scheduling. Click Student Schedule. IMPORTANT! Enter the last day that the student will attend this class. For example, use today s date if today will be the last day that the student attends. If the student s last day in this class will be a day in the future, like Friday (and will start the new class on Monday), use Friday s date. 2 3 Click Term. This will show you all scheduling terms (semesters, trimesters, etc.) on the screen. 4 Click the section that you would like to unschedule. Do not double-click. The black triangle to the left shows that the section is selected. Click Find to find the desired student. 1 5 Click Unscd to unschedule the student from this class. A new window will appear. Secondary Scheduling Handbook Page 21

24 6 IMPORTANT! Make sure that the exit date is correct. This should have been set in Step 2. If it is not, enter the correct date. 7 Choose Schedule Change from the menu. 8 Click Start Unscheduling. You will return to the previous window. Why is the section still there? You might expect the section to be gone because you just unscheduled the student from it. However, the student s class will still appear because he or she is still scheduled as of the Show Schedule as of date on the right side of the screen. Once you change the date to a future date, the student s class will disappear and the space will be blank. 9 IMPORTANT: Click Save! To check your work, change the schedule date forward one day to make sure that the section no longer appears. Secondary Scheduling Handbook Page 22

25 Deleting a Section At times, you may mistakenly schedule a student for a class and thus want to delete a section. These directions describe how to remove a student from a class so there is no record that he or she was ever scheduled for it. Use these directions only if you are fixing an error and the student never attended the class, not even for one day. IMPORTANT! Never delete a student s attendance. If the student has attended a class, do not follow these directions. Instead refer to Unscheduling (Dropping) a Section on p. 21 for information about unscheduling a student from a section after attendance has been taken. Follow the steps below to delete a section from a student s schedule. Launch Zangle. Click Scheduling. Click Student Schedule. IMPORTANT! Select the date that you want to delete the schedule. Enter the same date as the one used to originally schedule the student. If you do not know the date, use Change History to look up the student s scheduling date or simply look here. 2 3 Click Term. This will show you all scheduling terms (semesters, trimesters, etc.) on the screen. Click Find to find the desired student Click the section that you would like to delete. Do not double-click. The black triangle to the left shows that the section is selected. Click Unscd. A new window will appear. Secondary Scheduling Handbook Page 23

26 IMPORTANT! Make sure that the exit date is correct. This should have been set in Step 2 (the same date for which the student was scheduled). If it is not, enter the correct date now. 6 Choose Schedule Change from the menu. 7 Click Start Unscheduling. Note: Because you entered an exit date that matches the entry date, a new window will appear inquiring if the student attended class for one day or if the student never attended and needs to have the class deleted from his schedule. Click DELETE the schedule. You are deleting the schedule because the student never attended the class and you do not want any record of the student being in this class. 8 Click Start Unscheduling. You will return to the main window. 9 Question: When do I use UPDATE the exit date to match the entry date (Step 8)? If the student attended the class for exactly one day and you need to unschedule him or her from that class, use UPDATE the exit date to match the entry date. The entry date and the exit date are the same and Zangle records that the student attended this class for that day. Secondary Scheduling Handbook Page 24

27 10 Verify that the student s section is deleted. 11 IMPORTANT: Click Save! Secondary Scheduling Handbook Page 25

28 Printing a Schedule from Student Editor You can print a student s schedule directly from Student Editor. Make sure you set the date to the desired schedule date. NOTE: There are other methods of printing student schedules. Please see Part V for details. Follow the steps below to print a student s schedule. Launch Zangle. Click Scheduling. Click Student Schedule. 2 Enter the desired schedule date. If you want to print the schedule as of today, enter today s date. You can also enter a date in the future or past to print the schedule as of that date. Click Find to find the desired student. 1 The schedule that appears on the screen is based on the date selected in Step 2. 3 Click Print. Secondary Scheduling Handbook Page 26

29 4 Choose the scheduling term that you want to print. 5 Click Preview. Click the X to close the report if you do not want to print. 6 Review the report. To print, click the Printer icon. The schedule is based on the date selected in Step 2. It displays the course/section, course title, period, term, cycle days, room number, and teacher. Secondary Scheduling Handbook Page 27

30 Using Change History Change History allows you view the schedule history for a student. Information displayed in Change History can be useful when making decisions regarding schedule changes or when attempting to rebuild a student schedule that has been erased. Change History displays the course name, teacher, and scheduling entry/exit dates. IMPORTANT: Changing information in Change History can potentially erase attendance information and impact ADA calculations. Therefore, for most users, Change History is a read-only application due to the serious consequences involved with this information. Only a school s Power User is able to assist with any changes that need to be made in Change History. Follow the steps below to use Change History. Launch Zangle. Click Scheduling. Click Change History. HOW TO READ THE SCREEN: By default, the screen is sorted by period. Each listing shows a class for which the student has been scheduled during this school year. The course name, section, and teacher are listed in the first few columns. Read the Entry Date and Exit Date columns to see the schedule history. Click the column headers to change the sort order. Expand the screen to see who made the scheduling changes as of which date. Click Find or List to locate the desired student. 1 The student s current class should already have an exit date that matches the end of the term. When a student is withdrawn from the school using Student Editor, this date is automatically updated to match the student s exit date from the school. Click Print to print a student s schedule history. Click Edit to edit incorrect Entry or Exit Dates. Note: Only Power Users (Site Technicians) can do this. Secondary Scheduling Handbook Page 28

31 Tips and Tricks HOT KEYS Throughout Zangle, underlined letters on buttons represent hot keys (e.g., F in Find above). To enable a function, press Alt (on your keyboard) and the hot key. This table shows some shortcuts using the hot keys. Function Shortcut Find a student Schedule a section Press Alt + F. (If you need to search for a student immediately after opening Student Schedule, simply press F. This is because nothing else on the screen is active.) Click in the desired cell; press Alt + C. (Or simply doubleclick in the cell.) Unschedule a section Select the desired section; press Alt + N. Print a schedule Press Alt + P. Add a course request Press Alt + A. Delete a course request Select the desired course request; press Alt + D. Edit a course request Select the desired course request; press Alt + E. Quit Press Alt + Q. DATE SHORTCUTS Throughout Zangle, you can use shortcuts to enter or manipulate the date. The table below shows some shortcuts for entering dates. In the date field, type T Y (first letter of Year) R (last letter of Year) M (first letter of Month) H (last letter of Month) What this does Enters today s date. Enters the first day of the school year. Enters the last day of the school year. Enters the first day of the month. Enters the last day of the month. + Moves the date forward by one day. - Moves the date back by one day. Secondary Scheduling Handbook Page 29

32 THE HISTORY MENU Click the History drop-down menu to see the history of schedule changes. Choose one of the listed scheduling points from the History drop-down menu, and the schedule on the screen will change. THE SHOW ALL CLASSES CHECKBOX Click the Show All Classes checkbox to see any section for which a student has been scheduled this year. Click the section and look at the top-left portion of the screen to see the entry and exit dates. SETTING PREFERENCES If desired, you can set preferences related to color codes and printing schedule changes. Details about these preferences are on the next page. To set your preferences, choose Preferences from the File menu in the Student Schedule Editor menu bar. Secondary Scheduling Handbook Page 30

33 Define color codes You can define your own color codes that will appear in the Request Grid (list of course requests) and the Scheduling Grid/Section Scheduler grids to help you distinguish between the various types of scheduling elements. You can change the text and background colors for each element by clicking the appropriate Text or Background buttons and selecting colors from the popup color picker palette. The colors can be toggled On or Off for either the Request Grid elements or the Scheduling Grid elements by using the Show Colors in Grid radio button sets at the top of the screen. When colors are turned off for a group, those elements on the main screen are displayed in black and white only. (The Section Scheduler colors will be the same as the current Schedule Grid colors, but they cannot be turned off.) Print schedule changes You can opt to set preferences so that you will always be asked if you would like to print the changes after making a schedule change. You can also specify how many copies of the report should be printed because you might want a student copy, a teacher copy, a counselor copy, etc. NOTE: The printout will only show the schedule changes, not the student s entire schedule. Secondary Scheduling Handbook Page 31

34 Viewing scheduled students in a specific section You can view the current students scheduled in any section by right clicking the Enrl column within the Section Scheduler application. This is helpful when attempting to determine specific students already scheduled within a specific section. In the Student Scheduler Editor window, right-click the Enrl cell to view all students scheduled into that course/section. The top portion of the screen displays the following: Course description Meeting times Teacher Number enrolled to include gender, grade, ethnicity and special programs involvement. Click the printer icon to print the information displayed here. The grid displays the following: Student name ID number Gender Ethnic code Grade level Entry/Exit dates Programs Secondary Scheduling Handbook Page 32

35 Part III: Advanced Scheduling Techniques Secondary Scheduling Handbook Page 33

36 Using Course Requests For walk-in (new) students who do not yet have schedules, it is highly recommended that you use course requests for scheduling him or her for classes. Course requests are a method of recording the courses that a student has requested or that you want him or her to take for the school year. Student course requests can be viewed using Student Schedule Editor and Student Profile. Course requests are saved when a student s schedule is edited or deleted. They can be used to rebuild a student schedule during an accidental deletion. Student Schedule Editor will search your master schedule for open sections in any period if the user enters course requests first. Once course requests are entered for the student, then you can either manually schedule the student (see page 44) or let Zangle automatically schedule the student for you (see page 47). Request Grid Student course requests are displayed in the Course Request Grid. Add/Delete/Edit: Used to add, delete, or edit course requests. Sched/Unscd: Used to schedule or unschedule (drop) sections. Secondary Scheduling Handbook Page 34

37 ENTERING COURSE REQUESTS Launch Zangle. Click Scheduling. Click Student Schedule. Click Find to search for the desired student. 1 In this example the student has no schedule. In this example the student has no course requests. 2 Verify that you have found the correct student, and then click Add. The Add a Course Request screen will appear. IMPORTANT! BEFORE YOU GO TO STEP 3, GET ORGANIZED! At this point, make sure you know all the courses that you want to add as requests for this student. Example: 1583, 1584, 2325, 2326, 4151, 4152, and so on. If you do not know the course codes, look them up. Do not use Course Descriptions. A report, *Course Listing Active District Courses has also been created and is available in the System Query Writer module (System > Reports > System Query Writer). Secondary Scheduling Handbook Page 35

38 3 Enter the desired course code, or choose the code from the Course Code drop-down menu. The course description automatically fills in after you enter the course code in Step 3. If you want to make sure that the student is assigned to a specific teacher for this course, choose that teacher from the Faculty drop-down menu. If this course is offered during multiple terms (e.g., Semester 1 and 2 or Quarter 1 and Quarters 2, 3, and 4) and you want to make sure that the student is scheduled for this course during a specific term, choose the desired term from the Term drop-down menu. 4 Click Add Another and then repeat Steps C and D until you have entered all of the desired course requests. Note: Don t forget to enter course requests for all terms of the academic year. 5 Click Save. You will return to the main window. Note: If Save is not enabled, it is probably because you clicked Add Another but didn t add another request. In this case, simply click Done and you will return to the main window. Secondary Scheduling Handbook Page 36

39 The course requests that you entered appear in the list. They are salmon colored because the student is not scheduled for those classes. 6 Important: Click Save. DELETING COURSE REQUESTS If you mistakenly added a course request that you need to delete, do the following: 1. Click the checkbox next to the course request that you want to delete. 2. Click Delete (at the bottom of the screen). A confirmation message will appear. 3. Click Yes. 4. Click Save. The course request will be removed from the list. Secondary Scheduling Handbook Page 37

40 ENTERING COURSE REQUESTS FOR A GROUP OF STUDENTS Follow these directions if you need to enter the same course requests for a group of students. Launch Zangle. Click Scheduling. Click Mass Requests. This is where mass course requests appear. In this example, there are no mass requests pending. 1 Click Add. A new window will appear. 2 Click Add Requests. A new window will appear. Secondary Scheduling Handbook Page 38

41 Choose Course from the Type drop-down menu. 3 4 Enter the course code (or choose it from the Code drop-down menu). The course description automatically fills in after you enter the course code in Step 4. If you want to make sure that the student is assigned to a specific teacher for this course, choose that teacher from the Faculty drop- down menu. 5 Click Select Students to assign this course request to multiple students. A new window will open. If this course is offered during multiple terms (e.g., Semester 1 and 2 or Quarter 1 and Quarters 2, 3, and 4) and you want to make sure that the student is scheduled for this course during a specific term, choose the desired term from the Term drop-down menu. You can choose students by grade, group, or any other parameters listed here. In this example, we will pick four individual students. 6 Double-click Student. A new window will open. Secondary Scheduling Handbook Page 39

42 7 Click Find. (Don t type anything in the Last Name, First Name, or Student ID fields.) A new window will appear. The students selected in Step 8 appear here. Double-click the names of the students for whom you want to assign this course request. They will move to the right side of the screen. You can also use the Enter key or the single right arrow (in the center of the screen) to move students to the right side of the screen. 8 9 Click Done. This number indicates how many students have been selected. These are the ID numbers of the students selected in Step Click Done. Secondary Scheduling Handbook Page 40

43 11 Click Save. The information for this mass request will be saved and the screen will reset. If you have more mass requests to enter for other courses, repeat Steps Click Done once you have entered all of your mass requests. 12 Click Done. The mass request(s) that have been added are listed under Pending Actions. Note: At this time, the students have not yet been assigned these course requests. You must process these requests (see Steps 13-19). Once this process has been run, you will see the requests for each student in Student Schedule Editor. Click Process. 13 Secondary Scheduling Handbook Page 41

44 Click Detail for all students. This will provide information about each student for whom you have added a request Strongly recommended: Click Do not change data to do a trial run and not change any student records. When you run the process in Step 16, it will give you an idea of what will happen when you actually do change the data. Note: If you opt to do this, you will need to repeat Steps Click Process. The course requests will be processed, and then a summary report will appear. Read the summary. Then click the X to close it. The details are underneath it. 17 The students names will appear here. Important: Read the details to see if the desired students were given the desired course request. If they did and you checked the box in Step 15 above, remember that you will need to go back and uncheck the box and process again. In either case, once you ve finished viewing this report, click the X to close this page. 18 Secondary Scheduling Handbook Page 42

45 The mass requests have been processed. Click Quit. It is recommended that you open Student Schedule Editor and look up some students to further check your work. 19 Secondary Scheduling Handbook Page 43

46 Manually Scheduling with Course Requests You can manually schedule a new student for courses using course requests. Zangle searches for open sections from all periods for a specific course if you enter course requests first. You must enter course requests prior to following these directions. See Entering Course Requests on p. 35 for details. IMPORTANT: You need to schedule the student for both first and second semester classes or for quarter 1 through quarter 4. Follow the steps below to manually schedule using course requests. Launch Zangle. Click Scheduling. Click Student Schedule. IMPORTANT! Enter the first day that the student will attend this class. If the first day is today, use today s date. If the student will not start the class until tomorrow or another day, use that date. 2 3 Click Term. This will show you all scheduling terms (semesters, trimesters, etc.) on the screen. 4 Select the course(s) you want to schedule by clicking its checkbox(es). 1 Click Find to find the desired student. Verify that you have a course request for each course the student needs. Remember that you need to create course requests for each term of the academic year. If you need to enter or edit the course requests, do it now. 5 Click Sched. The Section Scheduler window opens. Secondary Scheduling Handbook Page 44

47 The Section Scheduler window that opens lists the courses that are set up in the master schedule. They are sorted by course number and section. Tip: To sort the list by faculty, click Faculty. A triangle will appear at the top of the Faculty column, allowing you to sort in ascending or descending order. You can click on other column headers to sort by those columns. 6 IMPORTANT! Make sure that the entry date is correct. This should have been set in Step 2. If it is not, enter the correct date. In most cases, you will use the date that is the end of class as the exit date. However, you can change the exit date here if necessary. 7 Click the checkbox next to the Course/Section for which you would like to schedule the student. Note: In this example, both Semester 1 (1583-3) and Semester 2 (1584-3) courses are being scheduled. IMPORTANT: The current enrollment includes students enrolled in the section, not the entire period. Be aware that some teachers are assigned more than one section per period. Sort by faculty to find a more accurate number. Use the color key to understand the screen. Here are some common colors you will see: Green = OK. There are seats available for this class. Yellow = Full. The class is full. There are no seats available. Red = No. There is a conflict with the existing class. The gender count (male/female) and room number appear in the last columns. In most cases, use Manually Scheduled as the Entry Code. However, there could be instances where you will need to use Pre- Scheduled. See Page 51 for details on the entry codes. Click Show Cur Sched to see the student s schedule in this window. 8 Click Save & Done. You will return to the previous window. Important: Make sure you click Save in Step 9 on the next page. Secondary Scheduling Handbook Page 45

48 The scheduled section(s) will appear in the Student Schedule Window. Repeat Steps 4-8 until the student s schedule is complete. Remember that you need to schedule all first and second semester classes. When you are finished click Save. 9 Scheduling tip: Schedule singletons first (classes which are only offered during one period of a semester or quarter), doubletons next (classes which are only offered during two periods of a semester or quarter), and then other courses around them. Secondary Scheduling Handbook Page 46

49 Auto-Scheduling with the Walk-In Scheduler (WIS) Student Schedule Editor has a feature called the Walk-In Scheduler (WIS) which automatically creates a schedule for you based on the student s course requests. With the WIS, you can view various scheduling possibilities, and then choose the one that works the best. Prior to using the WIS, you must enter course requests for the student. Please see Entering Course Requests on page 35 for details. Follow the steps below to create a schedule with the Walk-In Scheduler (WIS). Launch Zangle. Click Scheduling. Click Student Schedule. 1 Enter course requests for the desired student. For information about entering course requests, see page 35 for details. Verify that you have a course request for each section the student needs. Remember that you need to create course requests for all terms of the academic year. IMPORTANT! Enter the first day that the student will attend this class. If the first day is today, use today s date. If the student will not start the class until tomorrow or another day, use that date. 2 3 Click WIS. A new window will appear. Secondary Scheduling Handbook Page 47

50 4 Choose the desired term(s). In this example, All Semesters is selected to schedule both Semester 1 and Semester 2. This is what schools typically choose. 5 Click Override so that the box is checked. 6 Verify that the date displayed is the day that the student will begin attending these classes. If not, change it now. 7 Click Schedule. The Walk-in Scheduler will build a list of possible schedules and display them in a new window. The course requests that you entered appear in the list in red. Now is the opportunity to verify that the desired course requests are listed. If not, click Cancel and repeat the steps to edit course requests. 8 Click First. The first scheduling option will appear. Secondary Scheduling Handbook Page 48

51 9 Review the first possible schedule. This screen displays the course code/description, section, term, period, days (if applicable), number of students enrolled, and teacher name. Green versus Red Courses highlighted green mean that they can be scheduled. Courses highlighted red have problems. Click a red course and look at the Reasons box (bottom right) to see why the course cannot be scheduled. 10 Click Next to see the next option. Use the First, Next, and Previous buttons to review as many schedules as desired. Click a red course and look here in the Reasons box to see why it cannot be scheduled. After finding a schedule that you like, click Save Click OK. The student has been scheduled for the selected classes. Secondary Scheduling Handbook Page 49

52 In this example, Period 1 needs to be handscheduled because the WIS did not find a match based on the course requests. 13 Review the schedule. Make fixes as necessary. Print if desired. Secondary Scheduling Handbook Page 50

53 Locking in Sections using the Pre-Scheduled Entry Code There might be times where you want to lock in a particular section and then run the WIS to schedule around it. To do this, use the Pre-Scheduled entry code (see Step 8) instead of the Manually Scheduled entry code. Follow the steps below to lock in a section using the Pre-Scheduled entry code. Launch Zangle. Click Scheduling. Click Student Schedule. IMPORTANT! Enter the first day that the student will attend this class. If the first day is today, use today s date. If the student will not start the class until tomorrow or another day, use that date. 2 3 Click Term. This will display all scheduling terms, e.g., semesters, quarters, etc. 4 Select the course(s) you want to lock in by clicking the checkbox. 5 Click Sched. 1 Click Find to find the desired student. Secondary Scheduling Handbook Page 51

54 IMPORTANT! Make sure that the entry date 6 is correct. This should have been set in In most cases, you will use Step 2. If it is not, enter the correct date. the date that is the end of class as the exit date. However, you can change the exit date here if necessary. 7 Click the checkbox next to the courses/sections for which you would like to schedule the student. NOTE: In this example, both Semester 1 (0271-1) and Semester 2 (0272-1) are being scheduled. 8 From the Entry Code dropdown menu, choose Pre-Scheduled. This is how you lock in a course so it cannot be overwritten by the WIS or Loader. 9 Click Save & Done. You will return to the previous window. Secondary Scheduling Handbook Page 52

55 The scheduled section(s) will appear in the Student Schedule Editor window. Click Save. When you run the WIS, the pre-scheduled sections appear in yellow, meaning they are locked in. 10 Yellow (Locked in) Green (Can be scheduled) Red (Cannot be scheduled) Secondary Scheduling Handbook Page 53

56 Unscheduling (Dropping) Sections from a Student s Schedule Using Course Requests These directions describe how to drop sections from a student s schedule using Course Requests. (To unschedule sections without referring to Course Requests, please see Unscheduling (Dropping) a Section on p. 21.) NOTE: An advantage of using this technique to drop sections during the first semester (or first or third quarter) is that you only need to set the drop date during the current term and Zangle automatically deletes the section from the following term. Follow the steps below to add a section to a student s schedule. Launch Zangle. Click Scheduling. Click Student Schedule. IMPORTANT! Enter the last day that the student will attend this class. If the last day is today, use today s date. 2 3 Click Term. This will show you all scheduling terms (semesters, trimesters, etc.) on the screen. 4 Select the courses you want to unschedule by clicking its checkboxes. 1 Click Find to find the desired student. Verify that there are course requests entered for the courses you re about to drop. If you need to enter or edit the course requests, do it now. 5 Click Unscd. The Unschedule Requests dialog box opens asking you to confirm the change. Secondary Scheduling Handbook Page 54

57 6 Click Yes. 7 Choose Schedule Change. 8 Click Start Unscheduling. 9 Click DELETE the schedule. 10 Click Start Unscheduling. Secondary Scheduling Handbook Page 55

58 Why is this section still appearing in the student s schedule? You might expect the section to be gone because you just unscheduled the student from it. However, the student s class will still appear because he or she is still scheduled as of the Show Schedule as of date on the right side of the screen. Once you change the date to a future date, the student s class will disappear and the space will be blank. Why is this section gone? When you clicked DELETE the schedule in Step 9 above, Zangle removed any trace of this student ever being scheduled for this section. 11 Click Save. Secondary Scheduling Handbook Page 56

59 Part IV: Mass Scheduling and Unscheduling Students Secondary Scheduling Handbook Page 57

60 Using Assign Students Assign Students is a scheduling application used primarily by elementary schools. However, there might be instances where this application is useful for secondary schools. With Assign Students, you think by teacher, not by student. Using this method, you find the teacher and class first. Then you assign the students to the teacher s class. Follow the steps below to use Assign Students. SCHEDULING A GROUP OF STUDENTS Launch Zangle. Click Scheduling. Click Assign Students. Upon opening this application, the first faculty member who has access to your track is selected by default. This message appears when the selected faculty has no courses in the master schedule. 1 Click Find or List to locate the desired teacher. This should be the teacher for whom you want to schedule the students. Secondary Scheduling Handbook Page 58

61 IMPORTANT! Select the date that 3 the students will start the class. Select the teacher s course for which you would like to schedule the students. The courses are sorted by course code. 2 If desired, filter the grade level list to match the grade levels of the student whom you are scheduling. For example, if you are scheduling 10 th grade students for a class, choose You can see the number of students enrolled in the class as of the selected date. The left side of the screen displays the student(s) that match the criteria selected in Steps 3 and 4. The right side of the screen displays the class roster for the class as of the selected date. About the colors: 1. Blue-purple: Student is scheduled on this day. 2. Grey: Student is not scheduled on this day. He or she has either dropped from the class or is scheduled for the class as of a future date. 3. See the key at the bottom of the screen for information about the other colors. Secondary Scheduling Handbook Page 59

62 Click the students that you want to assign to this teacher s course. You can select one name or multiple names. The selected name(s) will be highlighted green. Make sure the green stripe goes all the way across. 5 6 Click the right arrow to schedule the selected students. A new window will appear. IMPORTANT! Make sure that the date is correct. If it is not correct, click CANCEL Scheduling NOW! and adjust the date on the previous screen (see Step 3). 7 Choose Manually Scheduled from the Entry Code menu (unless you want to lock in this course). See the previous pages for information about using the Pre-Scheduled entry code. 8 Click Start Scheduling. After the students are processed, you will return to the previous window. Secondary Scheduling Handbook Page 60

63 The total number of students and the gender count appears here. The students selected in Step 6 will appear on the class roster. 9 Click Quit when you are finished. Secondary Scheduling Handbook Page 61

64 UNSCHEDULING A GROUP OF STUDENTS Launch Zangle. Click Scheduling. Click Assign Students. 1 Click Find or List to locate the desired teacher. This should be the teacher for whom you want to unschedule the students. Secondary Scheduling Handbook Page 62

65 IMPORTANT! Select the date that is the last day that the students will be in this class. For instance, if the students last day in the class is Friday and will enter the new class on Monday, use Friday s date. 3 Choose the teacher s course for which you would like to unschedule the students. The courses are sorted by course code. 2 Click the single left arrow to unschedule the students you had selected in Step 4. 5 D Click the students that you want Click the students to drop you from this teacher s course. would like to You unschedule. can select one name 4or multiple names. The selected names will be highlighted green. Make sure the green stripe goes all the way across. E Click the single left arrow to unschedule the selected students. A new window will appear. Secondary Scheduling Handbook Page 63

66 IMPORTANT! Make sure that the date is correct. If it is not correct, click CANCEL Uncheduling NOW! and adjust the date on the previous screen (see Step 3). 6 Select Schedule Change from the menu. 7 Click Start Unscheduling. You will return to the previous window. NOTE: Are you dropping the students as of the same day as the entry date? If so, you will get a special screen. See the directions at the end of this section. Change the date forward to verify that the students are dropped. The students that you unscheduled should appear grey. 8 You might expect the students names to be missing from the roster because you just unscheduled the students. However, the students will still appear on the roster (blue/purple) because they are still scheduled as of the date in the center of the screen. Once you change the date to a future date, the students names will appear grey, meaning they are no longer currently scheduled in the class. IMPORTANT: Please see the information on the next page. 9 Click Quit when you are finished. Secondary Scheduling Handbook Page 64

67 Update vs. Delete Are you dropping the students as of the same day as the entry date? If so, you will see a special screen that says, The unscheduled date is on or before the entry date. You will need to either update the exit date to match the entry date or delete the schedule. UPDATE the exit date to match the entry date Use this when the students were actually in the class for one day. For example, if they were scheduled for the class as of 9/5/06 and actually attended that class that day but will start a new class the next day, they would need their schedules to reflect that they were in the class from 9/5/06 9/5/06. DELETE the schedule Use this when you do not want any record that the students were in this class. Typically you do this when you make scheduling errors that you need to fix. For example, if the students were scheduled for the class as of 9/5/06 but never attended that class, you would not want this class to appear in their scheduling history. Moreover, you could not schedule them for a different class as of 9/5/06 unless this one is deleted. You need to choose one of these options if you are dropping the students as of the same day as the entry date. See above for details. If you are deleting the schedules, click Don t delete schedule if attendance records exist. If you are deleting the schedules, in most circumstances you will want to choose Apply to all selected Students for this Course. Click Proceed upon making your selections. You will return to the main window. Secondary Scheduling Handbook Page 65

68 Using Mass Schedules Mass Schedules is an application that allows you to mass move a group of students from one section directly to another section. Prior to doing this, it is very important that you know the old and new section numbers. Follow the steps below to use Mass Schedules. Open Zangle. Click Scheduling. Click Mass Schedules. 2 Choose Drop and Add. This will drop students from the old section and add them to the new one. 1 Click Add. The window will change. 3 On the left side of the screen: Choose the OLD section. Choose Schedule Change as the exit code. 4 On the right side of the screen: Choose the NEW section. Choose Manually Scheduled as the entry code. (OLD) (NEW) Click Ignore Class. 5 Do you need to select only certain students from the old section? If so, click Select Students. Then use the same technique as described in Entering Course Requests for a Group of Students in Part III. 7 6 Click Save. You will return to the previous window. Enter the date that you want the students to start the new class. Important! Do not choose a date in the past if attendance was already entered for the old section. If you choose today s date, make sure that attendance was not taken yet. Secondary Scheduling Handbook Page 66

69 The action you just added appears on the Pending Actions screen. If you have more Drop/Add actions to add to the Pending Actions screen, click Add and repeat Steps Click Process when you are ready to perform the actions in the Pending Actions screen. A small window will appear. 9 It is recommended that you click Detail for students processed. This will generate a report that lists the students that were processed. 10 OPTIONAL! Click Do not change database when you want to first do a practice run to see what will happen. You would need to run the process again with this box unchecked to change the database. 11 Click Process. Be patient. The system will scan through all students. You will see the number of students dropped and added. Secondary Scheduling Handbook Page 67

70 Read the summary page. 12 Then click the X to close it. Click the printer icon if you want to print the report. Read the details page. 13 Then click the X to close it. The students names will appear here. 14 Click Quit. IMPORTANT! It is recommended that you check your work at this point by looking at a few students schedule records. Click Scheduling and open Change History. Find a student. Make sure that the student s schedule for the old section is closed as of the appropriate date, and that the new section begins on the appropriate date. Check some other students. If the dates are incorrect, you can click Edit and fix them. Example: This is an example of how the student s schedule should look after doing a schedule change. The exit date (9/10) is the day before the entry date (9/11) of the next section. Secondary Scheduling Handbook Page 68

71 Creating a New Section and Mass Moving Students Before the School Year Begins Before the school year begins, you may realize that the course assigned to a teacher in the master schedule is not the correct one. Use these directions when you need to create a new course/section for a teacher, mass move all of the students from the old section to the new one, and then close the teacher s old course/section. This is a three-step process. Follow the steps below to create a new section, mass move students to it, and then close the old section. Part I: Create the new course/section Open Zangle. Click Scheduling. Click Master Schedule. In this example, the existing course ( PHYS ED 6 TH -8 TH ) is the wrong one. In Step 2S, the new correct course is assigned to the teacher. 1 Click the Faculty menu to choose the teacher for whom you would like to assign a course. 2 Click the new course (in this example, DRWPAINTCOMP) from the Available Courses menu, and drag and drop it next to the appropriate period on top of the existing course. Secondary Scheduling Handbook Page 69

72 3 Click Add New Section. Note: This window appears only if this teacher has previously been assigned this same course during another period. If this teacher has not been previously assigned this same course during another period, this window does not appear. 4 Choose the appropriate Mark Definition. (Verify that Assign Grades and Post to History are clicked on.) Choose a room number from the Classroom menu. 5 6 Click Save. You will return to the Master Schedule Editor window. Secondary Scheduling Handbook Page 70

73 Red text Important! You will see red text, indicating that multiple courses are assigned to the same period. (OLD) (NEW) 7 Click the red text. You will see the old and new courses appear in a dropdown list. Write down the section numbers of the old and new courses. You will need this in Part II. In this example: Old section: New section: Secondary Scheduling Handbook Page 71

74 Part II: Mass move the students from the old course/section to the new one Close the master schedule. Open Zangle. Click Scheduling. Click Mass Schedules. 1 Click Add. The window will change. 2 Click Drop and Add. This will drop students from the old section and add them to the new one. 3 Section to Drop: Choose the OLD section. Choose Schedule Change as the Exit Code. 4 Section to Add: Choose the NEW section. Choose Manually Scheduled as the Entry Code. (OLD) (NEW) 7 Click End of Class. Click Delete Class. This removes any record of the students ever being scheduled for the old class. 5 6 Enter the first day that classes start. 8 Click Save. You will return to the previous window. Secondary Scheduling Handbook Page 72

75 The action you just added appears on the Pending Actions screen. If you have more Drop/Add actions to add to the Pending Actions screen, click Add and repeat Steps Click Process when you are ready to perform the Pending Actions. The Process Actions window opens. 10 It is recommended that you click Detail for students processed to list the students who had the classes changed. 11 OPTIONAL! Click Do not change database when you want to first do a practice run to see what will happen. (The report in Step 10 displays.) Note: You would need to run the process again with this box unchecked to change the database. 12 Click Process. Be patient. The system will scan through all students. You will see the number of students dropped and added. Secondary Scheduling Handbook Page 73

76 Read the summary page, and then click the X to close it. The Details appear. 13 Click the red arrow to view the next page. Click the printer icon if you want to print the details. Read the details, and then click the X to close it. 14 Note: If you chose to do a practice run (Step 11, above), the Process Actions dialog box would appear after you closed the report. If you are satisfied with the practice run, remember to uncheck Do not change database and click Process (Step 12, above) to make the actual changes. If you didn t do a practice run (or after you do an actual run that makes changes), you return to the window displaying the Pending Actions. However there will be nothing listed under Pending Actions because you just executed any actions that were pending. Secondary Scheduling Handbook Page 74

77 There will be nothing listed here because you just executed all actions that were previously pending. 15 Click Quit. Secondary Scheduling Handbook Page 75

78 Check Your Work by Examining a Few Schedule Records It is recommended that you now check your work at this point by looking at a few students schedule records. Look at Change History for a few students to make sure that the old course does not appear and the new course begins on the correct date. If the dates are incorrect, the Power User can click Edit and fix them. Open Zangle. Click Scheduling. Click Change History. This is an example of how the student s schedule should look. Notice that there is no record of the student ever having Phys Ed during first period. 1 Click Find or List to locate a student whose schedule was just changed. Secondary Scheduling Handbook Page 76

79 Part III: Delete the old course/section Open Zangle. Click Scheduling. Click Master Schedule. Click the Faculty menu to choose the teacher who has the old and new sections assigned. 1 The number of students scheduled in the old section should read 0 (zero). If there are students left in the class, run a class roster to determine who is remaining. You will need to individually change their schedules. Complete Steps D-H only when there are no students left in the class. 2 Click the red text to display the old and new sections. Secondary Scheduling Handbook Page 77

80 Click the old section so it is highlighted. (The new section does not display.) 3 4 Click Delete. A new window will appear, asking if you are sure about deleting the old section. 5 Click Yes. Secondary Scheduling Handbook Page 78

81 Notice that only the new course and section appear and the red text is gone. 6 Click Quit. Secondary Scheduling Handbook Page 79

82 Creating a New Section and Mass Moving Students During the School Year After the school year begins, you may realize that the course assigned to a teacher in the master schedule is not the correct one. Use these directions when you need to create a new course/section for a teacher, mass move all of the students from the old section to the new one, and then close the teacher s old course/section. This is a multi-step process. Note: You ll also need to run the Teachers Summary of Attendance report before you mass move all of the students from the old section to the new one to capture that class s attendance because all attendance will be deleted during the mass move. See the Zangle Attendance handbook for instructions. Follow the steps below to create a new section, mass move students to it, and then close the old section. PART I: CREATE THE NEW COURSE/SECTION Open Zangle. Click Scheduling. Click Master Schedule. In this example, the existing course ( PHYS ED 6 TH -8 TH ) is the wrong one. In Step 2, the new correct course is assigned to the teacher. 1 Click the Faculty menu to choose the teacher for whom you would like to assign a course. 2 Click the new course (in this example, DRWPAINTCOMP) from the Available Courses menu, and drag and drop it next to the appropriate period on top of the existing course. Secondary Scheduling Handbook Page 80

83 3 Click Add New Section. Note: This window appears only if this teacher has previously been assigned this same course during another period. If this teacher has not been previously assigned this same course during another period, this window does not appear. 4 Choose the appropriate Mark Definition. (Verify that Assign Grades and Post to History are clicked on.) Choose a room number from the Classroom menu. 6 Choose the appropriate Term. 5 7 Click Save. You will return to the Master Schedule Editor. Secondary Scheduling Handbook Page 81

84 Red text Important! You will see red text, indicating that multiple courses are assigned to the same period. (OLD) (NEW) 8 Click the red text. You will see the old and new courses appear in a dropdown list. Write down the section numbers of the old and new courses. You will need this in Part II. In this example: Old section: New section: Secondary Scheduling Handbook Page 82

85 PART II: MASS MOVE THE STUDENTS FROM THE OLD COURSE/SECTION TO THE NEW Note: Make sure you run the Teachers Summary of Attendance report before executing this part! Close the master schedule. Open Zangle. Click Scheduling. Click Mass Schedules. 1 Click Add. The window will change. 2 Click Drop and Add. This will drop students from the old section and add them to the new one. 3 Section to Drop: Choose the OLD section. Choose Schedule Change as the Exit Code. 4 Section to Add: Choose the NEW section. Choose Manually Scheduled as the Entry Code. (OLD) (NEW) 7 Click End of Class. Click Delete Class. This removes any record of the students ever being scheduled for the old class including any attendance. 5 6 Enter the first day that classes start. 8 Click Save. You will return to the previous window. Secondary Scheduling Handbook Page 83

86 The action you just added appears on the Pending Actions screen. If you have more Drop/Add actions to add to the Pending Actions screen, click Add and repeat Steps Click Process when you are ready to perform the Pending Actions. The Process Actions window opens. 10 It is recommended that you click Detail for students processed to list the students who had the classes changed. 11 OPTIONAL, BUT RECOMMENDED! Click Do not change database when you want to first do a practice run to see what will happen. (The report in Step 10 displays.) Note: You would need to run the process again with this box unchecked to change the database. 12 Click Process. Be patient. The system will scan through all students. You will see the number of students dropped and added. Secondary Scheduling Handbook Page 84

87 Read the summary page, and then click the X to close it. The Details appear. 13 Click the red arrow to view the next page. Click the printer icon if you want to print the details. Read the details, and then click the X to close it. 14 Note: If you chose to do a practice run (Step 11, above), the Process Actions dialog box would appear after you closed the report. If you are satisfied with the practice run, remember to uncheck Do not change database and click Process (Step 12, above) to make the actual changes. Secondary Scheduling Handbook Page 85

88 If you didn t do a practice run (or after you do an actual run that makes changes), you return to the window displaying the Pending Actions. However there will be nothing listed under Pending Actions because you just executed any actions that were pending. There will be nothing listed here because you just executed all actions that were previously pending. 15 Click Quit. Secondary Scheduling Handbook Page 86

89 Check Your Work by Examining a Few Schedule Records It is recommended that you now check your work at this point by looking at a few students schedule records. Look at Change History for a few students to make sure that the old course does not appear and the new course begins on the correct date. If the dates are incorrect, the Power User can click Edit and fix them. Open Zangle. Click Scheduling. Click Change History. 1 Click Find or List to locate a student whose schedule was just changed. This is an example of how the student s schedule should look. Notice that there is no record of the student ever having Phys Ed during first period. Important: You ll need to use the attendance information from the Teachers Summary of Attendance report that you printed before Part II (see page 83) and enter it for each student that was moved from the old class into the new one. Secondary Scheduling Handbook Page 87

90 PART III: DELETE THE OLD COURSE/SECTION Open Zangle. Click Scheduling. Click Master Schedule. Click the Faculty menu to choose the teacher who has the old and new sections assigned. 1 The number of students scheduled in the old section should read 0 (zero). If there are students left in the class, run a class roster to determine who is remaining. You will need to individually change their schedules. Complete Steps 4-8 only when there are no students left in the class. 2 Click the red text to display the old and new sections. Click the old section so it is highlighted. (The new section does not display.) 3 4 Click Delete. A new window will appear, asking if you are sure about deleting the old section. Secondary Scheduling Handbook Page 88

91 5 Click Yes. Notice that only the new course and section appear and the red text is gone. 6 Click Quit. Secondary Scheduling Handbook Page 89

92 Secondary Scheduling Handbook Page 90

93 Part V: Printing Schedules and Other Reports Secondary Scheduling Handbook Page 91

94 Options for Printing Student Schedules There are three reports that you can use for printing students schedules: Locator Report, Student Schedules, and Schedule Listing. Student Locator p. 93 Student Schedules p. 96 Schedule Listing p. 98 The Student Locator report can be run on index cards (Avery 3381) or as a whole-school report on 8.5 x 11 inch paper. It prints condensed student schedules with multiple students per page. As a wholeschool report, it provides a quick method for determining the physical location of a student or set of students on a given school day. Use the Select tab to filter this report by student, grade, lastname, student group, counselor, advisor, or membership. The Student Schedules report lists each cycle day in separate columns on the report. For example, if you have an A-Day and a B-Day, they will be listed in separate columns for better readability. Use the Select tab to filter this report by enrollment, student, student group, grade, gender, ethnicity, lastname, counselor, advisor, or membership. The Schedule Listings report uses the same data as the Student Schedules report but condenses the information by listing a student's classes only once. The net result is a smaller report. For schools with cycle days, this might not be the best option for printing. Use the Select tab to filter this report by enrollment, student, student group, grade, gender, ethnicity, advisor, or lastname. In addition to the reports mentioned above, you can print an individual student schedule from Student Schedule Editor (see p.26) or Student Profile (see the Introduction to Zangle Handbook). Secondary Scheduling Handbook Page 92

95 Student Locator Report This report can be run on index cards (Avery 3381) or as a whole-school report on 8.5 x 11 paper. Use the Select tab to filter this report by student, grade, lastname, student group, counselor, advisor, or membership. Open Zangle. Click Scheduling. Click Reports. Select Student Locator. INDEX CARDS 1 Set the effective date. Note: If you are running this before the school year starts or before a new term, make sure you set the date to the first day of school or new term Click Print on Index Cards. 2. Click the desired Number of Copies: Single Copy: 4 students per sheet 2 Copies: 2 students (two copies each) per sheet 4 Copies: 1 student (four copies each) per sheet 3. If you want the students lunch PIN to appear on the report, click Include Food Service Number. Click these checkboxes if you want to include phone numbers and addresses. Note: If you check any one of the three options that includes Contact, select the contact type(s) in the Contact Types box. To select more than one contact type, hold the Control key on your keyboard while you click. Secondary Scheduling Handbook Page 93

96 Sample (4 Copies selected in Step 2, above) Secondary Scheduling Handbook Page 94

97 WHOLE SCHOOL LISTING To get a whole-school listing, set up the screen where nothing is checked. 1 Set the Effective Date. Note: If you are running this before the school year starts or before a new term, make sure you set the date to the first day of school or new term. Leave the boxes unchecked. Sample (as a whole-school listing) Secondary Scheduling Handbook Page 95

98 Student Schedules Report The Student Schedules report lists each cycle day in separate columns on the report. For example, if you have an A-Day and a B-Day, they will be listed in separate columns for better readability. Use the Select tab to filter this report by enrollment, student, student group, grade, gender, ethnicity, lastname, counselor, advisor, or membership. Open Zangle. Click Scheduling. Click Reports. Select Student Schedules. Set the Effective Date. Note: If you are running this before the school year starts or before a new term, make sure you set the date to the first day of school or new term. 1 2 Select the Schedule Terms that you wish to print. If you do not want all terms to print, uncheck All and then click the desired term. If you want to S1 and SA to print, click S1 and then Ctrlclick SA. Click these checkboxes to customize the report as desired. Secondary Scheduling Handbook Page 96

99 Sample Secondary Scheduling Handbook Page 97

100 Schedule Listing Report The Schedule Listings report uses the same data as the Student Schedules report (p.96) but condenses the information by listing a student's classes only once. The net result is a smaller report. For schools with cycle days, this might not be the best option for printing. Click the Select tab to filter this report by enrollment, student, student group, grade, gender, ethnicity, advisor, or lastname. Open Zangle. Click Scheduling. Click Reports. Select Schedule Listing. 1 Set the Effective Date. Note: If you are running this before the school year starts or before a new term, make sure you set the date to the first day of school or new term. 2 Select the Schedule Terms that you wish to print. If you do not want all terms to print, uncheck All and then click the desired term. If you want to S1 and SA to print, click S1 and then Ctrlclick SA. Click these checkboxes to customize the report as desired. Secondary Scheduling Handbook Page 98

101 Sample Secondary Scheduling Handbook Page 99

102 Master Schedule There are two ways to print the master schedule: in grid format using Grid Master Schedule or as a list using a report called Master Schedule. Open Zangle. Click Scheduling. Click Reports. Select Grid Master Schedule. GRID FORMAT Use the Grid Master Schedule to view the master schedule in a grid layout. The faculty are listed alphabetically, with each section they teach going across the page, by period. With this report, you can opt to view only classes that are set up to assign/collect grades. Secondary Scheduling Handbook Page 100

103 LIST FORMAT Use the report called Master Schedule to view the master schedule by course, teacher, period, or classroom. Use it to view the total number of students in each section, including a breakdown by gender and grade level. Secondary Scheduling Handbook Page 101

104 Class Rosters Report Class rosters display students that are in a particular section. Use the Select tab to filter the report by track, faculty, faculty group, course, course group, period, cycle day, class (same as section), gender, ethnicity, grade, counselor, advisor, membership, or student group. Choose the desired form from the Form drop-down menu. The ability to add extra lines at the bottom of the report is also available. Sample Secondary Scheduling Handbook Page 102

105 Adds and Drops This report prints a listing of student schedule changes that have occurred during a specified date range. The report is intended for teachers. Its intent is to inform teachers of the students who have enrolled in or withdrawn from their classes. The report is sorted by teacher name, period, cycle day, and course name. Options allow you to set page breaks between teachers, show only courses added, show only courses dropped, or both. Sample Cortel, Orli Secondary Scheduling Handbook Page 103

106 Class Enrollment Analysis The Class Enrollment Analysis report is helpful for determining active enrollment by class. This report opens as a pivot table in Excel. Follow the steps below to determine active enrollment by class. Launch Zangle. Click Schedule. Click Reports. Select Analysis/Class Enrollment. 1 Select an effective date. The report will only include class numbers on this date. 2 Click Create Pivot Table. An Excel Pivot Table will open. Secondary Scheduling Handbook Page 104

107 3 Notice that Cell B4 says sped and Cell C4 says grade. Click sped and drag it to the field list (in the box to the right). Click grade and drag it to the field list. Upon completing Step C, Cell B4 should be empty. By removing sped and grade, you removed those filters from the report. 4 From the list of fields, drag class to cell A5, right on top of teacher. This will create a new column to the right of teacher that displays the sections that each one teaches. Secondary Scheduling Handbook Page 105

108 5 If you want a male/female breakdown, drag gender to cell C4 (above Total). Click on the disk icon (or go to File, Save) to save the pivot table. Click on the printer icon (or go to File, Print) to print the pivot table. Each teacher s sections appear here. Gender breakdown by class is displayed for each teacher. TIP! Double-click on any number to see the names of the students. A new worksheet will open. (The pivot table information appears on Sheet 1.) Note: Please refer to the Zangle Reports Handbook for more information on pivot tables. Secondary Scheduling Handbook Page 106

109 Part VI: Troubleshooting Secondary Scheduling Handbook Page 107

110 Scheduling Troubleshooting ISSUES RELATED TO DATES I made a schedule change but I don t see the new classes. This issue may be related to the fact that Zangle is a date-driven application. In most instances, you simply need to change the effective date to tomorrow, and then the new schedule will appear. I click Sched but there are no available sections. All I get is a red screen. When you attempt to schedule a student and all courses are listed in red, it indicates a scheduling conflict. Most likely, all you need to do is make sure that you set the effective date to the first day that you want the student to start this class (see Adding a Section, Step 2). This should be the day after the exit date of the previously scheduled section. Also keep in mind that you cannot schedule a student for two sections during the same period simultaneously. If all sections appear red, change the entry date to a day that the student s schedule does not have a conflict. I made a schedule change but I selected the wrong effective date. The student has attended the new class. Sometimes you may drop a student from a section and add the student to another section only to realize that the effective date for the schedule change was incorrect. There are two key issues that must be addressed: 1. The drop date for the old section and the add date for the new section must both be corrected. Changing one date and not the other may cause issues with ADA calculations. 2. The attendance records for the class must be manually adjusted. If the student was present but not scheduled then the attendance staff must hand enter the code for the date in contention so that the site receives the appropriate ADA funding? The Site Technician is the only person at your school who can fix the problem. Please contact your Site Technician and Attendance Office so the following steps can be performed. 1. Open Attendance History and find the student. Print the existing attendance for the incorrect section. You can also use the Detailed Student Attendance report. This information should be stored in case it is needed in the future. Secondary Scheduling Handbook Page 108

111 2. Open Change History and find the student. 3. Click Edit. Enter the correct exit date for the old section and the correct entry date for the new section. This process will delete attendance for the dates in question that was recorded for the old section. 4. If necessary, manually enter the correct attendance for the new section. I want to make a schedule change effective as of a date in the future. Is this OK? Yes, there are legitimate reasons for scheduling a student for a section using a future date. 1. The counselor has decided that the student should be scheduled for a new section but needs to attend the class starting next week (or another date in the future). 2. The counselor is balancing section sizes by redistributing students. A target date in the future has been designated for all schedule changes. In general it is not recommended that schedule changes be made in the future for other reasons because students and parents might change their minds. Any future corrections made to your schedule changes may involve additional work by both you and the site technician. IMPORTANT: Remember that the drop date for the old section should be the day before the add date for the new section. Failure to do this will create a gap in the student schedule and may cause issues with ADA reporting and affect the amount of funding your site receives. ISSUES RELATED TO SAVING I just dropped a section in Student Editor but now I want it back. I have not clicked Save yet. If you drop a student from a section and then immediately decide that you did not want to perform that action and you have not clicked Save, follow these steps to undo your steps. 1. Click the VCR buttons to move forward one student. A message will appear that asks, Do you want to save the current student s schedule? This is a VCR button. It takes you to the next student. 2. Click No. 3. Use the VCR buttons to move back to the student. The student s schedule will show the section that was originally there. I dropped a section but now I want it back and I have clicked Save. This error can be repaired using Change History. The exit date for the section needs to be reset to the date that the class ends (usually the end of the semester, trimester, or quarter). The Site Technician is the only person at your school who can make this change. Please contact your Site Technician for further assistance. Secondary Scheduling Handbook Page 109

112 ISSUES RELATED TO ATTENDANCE I am making a schedule change and Zangle warns me that attendance records exist. If you are in the process of unscheduling a student from a section and you receive a message that says Attendance records exist, this is because attendance was entered for the student on or after the date that you are attempting to drop the student. The message will orphan attendance records or will delete attendance records warns you that Zangle is going to delete attendance information. Upon receiving the message that says Attendance records exist, do the following: 1. Stop the process of dropping the section by clicking No. Do not save any changes. 2. Notify the Site Technician and Attendance Office about the situation. 3. The Site Technician/Attendance Office need to verify that the correct attendance history is recorded for the student. They will need to open Attendance History, find the student, and review the attendance history between the present and the date you wish to drop the student. You must determine if attendance was collected for the section you want to drop between the present and the date and the proposed Exit Date. Record this information by printing a copy of the student attendance history. 4. If the student was marked present, then contact your Site Technician. You must research where the student was. If the student was actually attending the class that you want to drop, you should not drop the section. If the student did not attend the class during this time period, continue with the process of dropping the section. Add the new section and make sure the appropriate attendance information is recorded. In almost all cases, you do not want to delete the attendance records. However, there are legitimate reasons for deleting a section and the attendance. The student stopped attending the section because they were notified that they were dropped, but the scheduling change was never made. In this situation, it is OK to delete attendance information because the student did not attend the class between the present and the date you have selected. The attendance will need to be manually added to the new section. The student was attending a new class because they were given a schedule change, but the information was never entered. In this situation, it is OK to delete attendance information for the old section, but the attendance information for the new section must be hand-entered by the attendance staff for the dates in question. Secondary Scheduling Handbook Page 110

113 ISSUES RELATED TO THE MASTER SCHEDULE AND COURSES I want to schedule a student for a class but It does not appear in the master schedule. You may not be able to find the correct section when attempting to add a section to a student schedule. This may be due to a variety of reasons. 1. The requested section is not offered during the period that you are attempting to schedule a class for. Solution: Select a different period. 2. The section list in Student Schedule Editor is not sorted correctly. Solution: Resort the section list by clicking on various column headings. 3. The requested section is not offered during a specific semester. Solution: Contact the Site Technician regarding the issue. Your Site Technician might need to make a change to your school s master schedule. IMPORTANT: Viewing your master schedule using the Master Schedule Report might assist in locating available sections. Please refer to page 100 of this handbook for more information about running the master schedule report. Click the column headings to sort the list of available sections. This might make the section list easier to read. I see teachers ZZTeacherA, ZZTeacherB, and so on in the Master Schedule. What are ZZTeachers? Schools frequently use the "ZZ Teachers" in their master schedule as place-holders until a permanent staff member is hired. Secondary Scheduling Handbook Page 111

114 Secondary Scheduling Handbook Page 112

115 Part VII: Appendix Secondary Scheduling Handbook Page 113

116 Handling AP Students Schedule Changes If a student is scheduled for an Advanced Placement (AP) class but does not take the Advanced Placement test, that student needs to have the course changed from the weighted version to the unweighted version. SITE TECH RESPONSIBILITIES For any AP course where a student or students did not take the AP test, the site tech will need to do the following: 1. Edit the existing AP course so that Conflict OK is turned on. 2. Assign the unweighted U version of the course to the teacher during the same period as the original AP course. 3. Schedule the non-ap test taking students for the concurrent unweighted U version of the AP course. 4. Inform the teacher of the scheduling change. 5. IMPORTANT! Leave the Semester 1 course and mark as is. Make sure the teacher enters marks for students for the appropriate course for the second semester depending on whether or not they take the AP exam. Note: Teacher directions for taking attendance and assigning marks appear on page 120. Please print out page 120 and distribute it to teachers who teach AP classes. Secondary Scheduling Handbook Page 114

117 RE-SCHEDULING NON-AP TEST TAKING STUDENTS A. Edit the AP course so that Conflict OK? is turned on. 1. Launch Zangle. Click Scheduling. Click Master Schedule. 2. In the drop-down list, find the faculty who teaches the AP class. You should see all the courses that he or she teaches. 3. Select the AP course by clicking it once. Click Edit. A new window will open. 4. Click the Conflict OK? box. This allows students to be scheduled concurrently. Make sure that Scheduling Course?, Assign Grades? and Post to History? are checked. 5. Make sure that the Take Attendance? and Count Attendance? boxes are checked. 6. Click Save. You should return to the previous screen. 7. Write down the course number and section of the AP class. You will need this later. B. Assign the unweighted U version of the course to the teacher during the same period as the original AP course. 8. The Master Schedule Editor window is still open with the same faculty selected in Step From the right side of the window, find the U version of the AP course that you want the non- AP test taking students to get marks for. Drag the course from the right side of the window and drop it on the period that has the AP course. A new window will appear. Secondary Scheduling Handbook Page 115

118 10. Click the Conflict OK? box. This allows students to be scheduled concurrently. Make sure that Scheduling Course?, Assign Grades? and Post to History? are checked. 11. IMPORTANT! Deselect the Take Attendance and Count Attendance checkboxes. This means that the teacher will not take attendance for this section. 12. Choose the appropriate Mark Definition. 13. Choose the room number. 14. Click Save. You should return to the previous screen. If you have a one-cycle day, go to Step 17. If you have something other than a one-cycle day, go to Step Repeat Step 9, using the same course. This time, drop the course on the next meeting day. A new window will open. Add a segment (not a section). Repeat this step until you have added segments for each class meeting. (The course should have the same section number for each meeting.) 16. Write down the course number and section of the unweighted U class. You will need this later. 17. Click Quit. C. Schedule the non-ap test taking students for the concurrent unweighted U version of the AP course. 18. You should be in the Scheduling module. Click Assign Students. This application is useful for mass scheduling students. 19. Click Find to find the faculty from Step From the menu that r <All Courses>, choose the U course that you wrote down in Step 16. Secondary Scheduling Handbook Page 116

119 21. Using the date field in the center of the screen, enter the date that you want the students schedules to reflect that they began the new course. In the example, the date that is two weeks prior to the end of the semester was selected because the students are only being enrolled into this course for the purpose of collecting marks. 22. On the left-hand side of the screen, select the non-ap test taking students by clicking their names. Each name should be highlighted green, all the way across the row. 23. Click the right arrow. A new window will appear. Secondary Scheduling Handbook Page 117

120 24. Make sure the date on the window is the first day that you want the students to begin. Choose the Manually Scheduled entry code. Click Start Scheduling. After the students are processed, you will return to the main screen. 25. The students names are scheduled in this course as of the date in the center of the screen. Their names will be highlighted pink, which signifies that they are scheduled for two courses concurrently. To check, choose the AP course that you wrote down in Step 7 to see these students names highlighted pink. The students who took the AP test should have their names highlighted purple, indicating that they are in only one course during that period. 26. Click Quit. Secondary Scheduling Handbook Page 118