Focus University Training Document

Focus University Training Document FOCUS Training: Elementary Scheduling Part I Training Agenda Part I Subject, Courses and Sections Setup Subject Folders Setup Course Setup (moving courses, adding courses) o Move courses to appropriate subject folders o New PK Attendance Course Section Setup (editing, moving, copying, adding, deleting sections) o Delete or change short name for sections beginning with 9 o Move sections to appropriate Course Folders o New PK Attendance sections for Homeroom o Delete substitute /non-returning teacher sections April 2016 Purpose Participants will have the opportunity to clean up the school folder for Courses & Sections in preparation for full scheduling in Focus for the 2016-17 school year. This will include the addition of a new PK Attendance Course and building the sections for the new course. Learning Objectives At the conclusion of the training, participants will know how and be able to: o Rename Subjects o Move Courses to different Subjects o Add a new Course o Add new Sections o Remove old or unused Sections o Move sections to different courses Training url: train.focus.collierschools.com Training Survey link: surveymonkey.com/r/wcl86x6 Focus School Software 1

Getting Started Verify Setup Parameters Prior to creating or editing Subjects, Courses, and Sections for scheduling purposes, ensure that the following parameters are met: Work in the upcoming school year (not the current school year). Check the Bell schedule to ensure that Period 00 has been marked Used for Attendance and Required for Scheduling. Make sure all teachers have been assigned to the correct grade level. Subjects The Subjects folder is simply a way to organize the courses for quick navigation, particularly when building student schedules. This set up is the basis for building the sections for each offered course or grade level. Go to Scheduling > Set Up > Courses & Sections Each school, with the exception of Charter Schools with grades 6 and higher, will re-name their Subject folders to reflect the following. This will mean adding a new subject as well as deleting any separate ESE subjects. To Rename Subject Titles (STEP 1 from the Checklist) 1. In the Subjects list, click the current subject name Focus School Software 2

2. In the header, click the Title box and type in the new subject name. 3. Click the Save button. The changed name now appears in the Subject column. Renaming the ESE Subject Folder All schools will need to add 006 to the SWD subject folder. This folder should house the ESE courses for all grade levels but schools can opt to keep the folders separated by grade level if already in use. In this case schools may need a 007- SWD unit name. Follow steps 1 3 listed above for renaming grade level folders Adding New Subject Folders In the event a new SWD unit is added to the school or a new course is being offered, schools may need to add a new Subject Folder. In the Subjects list, click the + (plus sign), at the bottom of the list, to add the new subject. Focus School Software 3

1. Click in the Title box and the new Subject name 2. Click in the Short Name box and enter name 3. Click the Save button. Moving Courses from current Subject folders to a new Subject folder (STEP 2 from the Checklist) 1. From the Subject list, click the Subject. 2. Click on a course from the Course list, which will open a header box. 3. In the header, click in the Subject field located to the right and select the new Subject from the drop down that opens. 4. Click the Save button. This will also move all existing sections for that course to the new Subject folder Focus School Software 4

Adding Courses Schools will have to create a new PK ATTEND course for the PK Homeroom classes ONLY. The ELEMATTD course for Grades K-5 has been removed since Attendance will be tied to the grade level course starting with the 2016-17 school year. 1. From the Subject list, click the PK Subject to open the list of courses. 2. Click on the + sign at the bottom of the Courses list. 3. In the Course Number field, begin typing PK until the course displays in the box. 4. Click the course name and hit the tab key; it will populate the Course Number field as well as the Title field. 5. Click the Save button. The new course appears in the list. Activity Create the new PK Attendance Course. You will add sections to the new course in the next activity. Focus School Software 5

Section Setup (STEP 3 from the checklist) NOTE for 2016-17: All sections will initially be designated PERIOD 00, which is the Attendance Period that is now attached to the Grade Level course. DO NOT CHANGE THE PERIOD ON ANY SECTION AT THIS TIME. Since ELEMATTD will only be used for PK classes, all other Grade levels will have to have the Grade Level Course sections checked to take Attendance. Sections will have to be added to the new PK Attendance Course. Adding Sections for PK Attendance Course New sections will have to be created for the PK Homeroom classes only. 1. From the Courses & Sections screen select the PK Subject to open the Courses list. 2. Click on the ATTENDANCE Course to open the Sections 3. Click on the + sign to add a new section. The section information fields will display at the top. Enter ONLY the information for #1 5. 1) Select the PK teacher from the drop down 2) Enter the applicable Building-Room Number 3) Set the maximum number of seats for the PK Homeroom section 4) Enter the Short Name for the section as it applies to the assigned teacher 5) Leave TAKES ATTENDANCE checked and uncheck GRADED if applicable 6) Click the Save button Activity Create a section for the new PK Attendance Course. Focus School Software 6

Viewing/Editing Sections All sections will have to be reviewed for the Building and Room number assigned to the teacher for that section. Additionally, any section Short Name that begins with a 9 will have to be changed or deleted. The sections for all Grade Level courses will have to be checked to Take Attendance. 1. From the Courses & Sections screen select the Grade Level Subject, Grade Level Course, and Section to be updated. Section information will be displayed at the top of the screen. 2. Double click the red X for Takes Attendance to open a check box and set the section for taking attendance. 3. Review the Teacher and Room Number for accuracy; correct if necessary. 4. Click the Save button. 5. Repeat 2-4 for each Homeroom section. This can also be Mass Updated from the Master Schedule Report for users with the profile permission to edit the Master Schedule Report. Any sections with the Short Name beginning with 9 should be changed or deleted. (See page 10 for instructions on deleting sections). Remember that all sections must be reviewed for the Building and Room Number. Correct if necessary. Focus School Software 7

Moving Sections to another course At times it might be necessary to move a section from one course to another course. There is a link in the upper left corner of the section information box that simplifies this process: 1. Select the section to be moved and click on the section title in the upper left corner A new window will pop up with another link to move the section to a different course: 2. Click on the link Move Section: to a different course. Another window will pop up in Courses & Sections to choose the Subject or Course to move the section to: 3. Click on the Subject or Course where the section is being moved Focus School Software 8

A confirmation box will appear. 4. Click ok to confirm the move. Copying Sections The Copy feature is used when additional sections are needed within the same course; this process is generally recommended over adding a new section when sections already exist. 1. Within a specific section, click the Copy button in the upper right of the Section information. 2. Focus will ask for confirmation; click OK to accept. 3. Change the Teacher, Room, Short Name, and any other Section field; click Save when done. Note: The short name must be 3-5 digits that are unique for each section. Be sure to remove the word Copy from the short name. Focus School Software 9

Deleting Sections If more sections exist than are needed for a course, some may be deleted. All sections created for Substitutes and non-returning teachers should be deleted. Sections with a Short Name beginning with 9 may also be deleted. 1. Navigate to the Section list and click the section that will be deleted. 2. Click the Delete button in the upper right of the Section information. Note: Once the term begins, sections cannot be deleted if there are students scheduled into the section or at anytime where attendance or grades were tied to the section. 3. Focus will show a Confirm Delete box; click Delete to verify the choice. Activity With the time remaining, do any of the following: Complete the renaming of the Subjects Complete moving the ESE Courses to the new 006-SWD folder Create the PK Attendance Course Complete the addition of PK Attendance sections Complete the marking of all Grade Level Homeroom sections to Take Attendance Delete sections for substitutes and non-returning teachers Focus School Software 10

Elementary Scheduling Timeline Elementary Scheduling Part I (all Data Entry must attend one session listed below) April 29, 2016 9:00am 12:00pm 1:00pm 3:30pm May 2, 2016 9:00am 11:30am 12:30pm 3:00pm Elementary Scheduling Open Lab (optional) May 3, 2016 9:00am 3:00pm Elementary Scheduling Part II (all Data Entry must attend one session listed below) May 23, 2016 9:00am 12:00pm 1:00pm 3:30pm May 24, 2016 9:00am 11:30am Elementary Scheduling Open Lab (optional) May 25, 2016 9:00am 4:00pm May 26, 2016 9:00am 4:00pm June 1, 2016 9:00am 3:00pm Focus School Software 11

Elementary Scheduling Checklist Part I You will need the following 2016-2017 information: Number of homerooms at each grade level (including PK if applicable) *teacher names if you have them SWD Special Units (if applicable) Updated school map Step 1 (FOCUS training Elementary Scheduling doc page 2 and 3) Rename Subject Folders Subject Folders 00 Pre-K 000 Kinder 001 1 st grade 002 2 nd grade 003 3 rd grade 004 4 th grade 005 5 th grade 006 (SWD Special Unit) which may contain all grade levels Electives Speech, Language, OT/PT, Vision, Hearing and the ESOL courses Charter schools with grades 6 th and higher can choose how those subject folders are organized Step 2 (FOCUS training Elementary Scheduling doc pages 3, 4, and 5) Move any applicable courses to the appropriate subject folders Delete any empty Subject folders Create NEW PK attendance course = PKATTEND for PK homerooms ONLY Step 3(FOCUS training Elementary Scheduling doc pages 6-9) Create NEW PK attendance sections for your PK homeroom classes ONLY Check TAKES ATTENDANCE for all Grade Level course sections and Move sections to the appropriate course folders Delete sections for substitute or other teachers that will not be returning for the 16-17SY Delete or change the short name for any section that begins with a 9. Check the Building and room for all sections Step 4 Email Rick Hayes the list of teachers that will not be returning to your school for the 16-17SY so they can be removed. Focus School Software 12