tweaking your school’s schedule at the …...schedule at the last minute : tips & tricks you...

TWEAKING YOUR SCHOOL’S

SCHEDULE AT THE LAST MINUTE:

T IPS & TRICKS YOU CAN

IMPLEMENT R IGHT AWAY!

08/14/2012 Footer 1

YOUR HOST FOR TODAY

Dan NeubertSchool Solutions ConsultantBlackbaud

08/14/2012 Blackbaud Confidential 2

[email protected]

We’ll be taking questions during the entire session

in the Q & A window.

If you’ve got a question, be sure to speak up!


• A very busy time for most schools

• You spent the summer getting your schedule

SCHOOL IS ABOUT TO START!


your schedule perfect

• Now you need to make some adjustments –HELP!

ADJ US T M E NT S TO T HE M AS T E R S CHE DUL E


ADJ US T M E NT S TO T HE M AS T E R S CHE DUL E

• You can edit timetables for an academic year that already has scheduling information in The Education Edge- KB Tip: BB201338

• In a timetable, you define the periods in each cycle day and when lunches occur.

ADJUSTING THE BELL SCHEDULE (TIMETABLE)


• The timetable represents a school’s bell schedule for each cycle day.

• You can define multiple timetables, for example, so you can use different timetables with different schools.

• When a timetable is in use you cannot delete it, but you can edit timetables for an academic year that already has scheduling information.

• Make a backup of the database

• Important considerations:- Once attendance entries exist, the information cannot be changed unless all

the attendance information is deleted as for the applicable school/academic year/session.

- This includes the attendance taken checkbox as well as individual attendance entries.

BEFORE YOU MAKE ANY CHANGES


attendance entries.

• This process can take several hours to complete and all web applications could be down during the completion of the process. - Consider doing this at a time when users are not attempting to login to

NetClassroom or Faculty Access for the Web.

1. In Configuration, Registrar Setup, select Timetables from the list on the left

2. Select the timetable to edit and click Open on the action bar3. On the Periods tab, edit the appropriate periods

Notes:- If you have already scheduled classes, you will still need to adjust the

meeting times of classes from the Master Schedule after saving changes to the timetable.

HOW TO EDIT A TIMETABLE – STEPS


the timetable. - You may add, edit, or remove periods and meeting times on the timetable.- You must change each day's periods manually. If you use the

synchronization feature, you invalidate patterns associated with the timetable and delete meetings from existing classes and pattern meetings.

4. Click Save on the action bar. A message appears letting you know the timetable is already in use and that saving the changes will update any information using the timetable. To save the changes, click Yes.

5. The Update Setup Process screen appears letting you know copies of the timetable will be created based on the changes. All academic years associated with the timetable that do not have attendance entries are included by default. To exclude an academic year from the changes, unmark the checkbox in the Include? column.

6. Click OK. A screen appears listing the patterns that will be updated.7. Click OK. A screen appears showing you the progress of the

scheduling setup processing.

HOW TO EDIT A TIMETABLE – STEPS CONT.


scheduling setup processing.8. When completed, the number 1 appears after the name in the

Timetable field on the open timetable record. You can edit the name. The timetable name can be a maximum of 20 alphanumeric characters.

• You can also edit Cycles and Patterns – the process if very similar.• Editing Cycles KB Tip: BB308642• Editing Patterns KB Tip: BB139425

• Remember, after you save changes to the timetable, all the information for the academic year points to the copied versions (e.g., Monday-Friday1). If necessary, you can change the name of the

OTHER MASTER SCHEDULE ADJUSTMENTS


Monday-Friday1). If necessary, you can change the name of the copied timetable.

S T UDE NT S CHE DUL E ADJ US T M E NT S


S T UDE NT S CHE DUL E ADJ US T M E NT S

• At the start of school, there are likely to be student schedule adjustments.

• You can drop, transfer or withdraw a student from a class.

STUDENT SCHEDULE ADJUSTMENTS


• Drop: Dropping a student removes associated grades, skill ratings, and attendance entries for the student in the class for the term.

• Withdraw: Withdrawing a student leaves the associated grades, skill ratings, and attendance entries for the student in the class for the term.

SCHEDULING: WHEN TO DROP, TRANSFER,

OR WITHDRAW


• Transfer: Transferring a student leaves the associated grades, skill ratings, and attendance entries for the student in the original class section.- Note: You can only transfer students between class sections of the same

course. To move a student to a section of a different course, you must drop the student from the first class and enroll him in the other one.

• KB Tip: BB376574

Function Details Withdraw Drop TransferScheduling After the scheduling change, does the student

appear in the original class list for the term?Yes No No

After the scheduling change, does the student appear in the original class list for previous terms?

Yes Yes Yes

After the scheduling change, does the student appear in the orignal class list for subsequentterms?

Yes* Yes* No

Grades After the scheduling change, can I enter grading information in marking columns associated with the Yes No Yes

DROP, TRANSFER, WITHDRAW – DETAILS


information in marking columns associated with the term and subsequent terms?

Yes No Yes

Faculty Access for the Web

After the scheduling change, can I enter grading information in marking columns associated with the term and subsequent terms?

No No Yes

Attendance After the scheduling change, can I access attendance entries entered for the current and previous terms?

Yes No Yes

After the scheduling change, can I record attendance entries for the student in subsequent terms?

Yes No Yes

Report Cards and Transcripts:

After the scheduling change, does the course appear on report cards printed for the term?

Yes No Yes

After the scheduling change, does the course appear on report cards printed for the previous terms?

Yes Yes Yes

*Unless you mark the Reflect Student Schedule Changes in Subsequent Terms checkbox in Scheduling Business Rules

• KB Tip: BB134926

• Before withdrawing or dropping: Check the withdrawal date in the Academic year. If there is no withdrawal date on the term or the current date is before the withdrawal date, you will not have the option to withdraw the student.

HOW TO WITHDRAW, DROP, OR TRANSFER A STUDENT

(FROM CLASSES)


• Dropping, withdrawing, and transferring students from classes in Edit master schedule1. On the Scheduling page, click Edit master schedule. 2. In the List View or Grid View of the Master Schedule screen, confirm the

school, academic year, session, and term are correct. 3. Select the class from which to remove the student and click Open on the

action bar. 4. Select the Students tab.

1. Select the rows of the students to transfer.Note: To select more than one student to transfer, hold down the CTRL key while selecting rows.

2. Click Transfer on the action bar.- If you transfer a student to a new section within a term, only the new section and

teacher name appear on report cards printed for the term - If you transfer a student to a new section across terms (for example, Billy is in

section 1 in Fall and section 2 in Spring), both sections and teacher names appear on report cards printed for both terms

TRANSFER TO ANOTHER SECTION


appear on report cards printed for both terms

3. On the Open screen, click Find Now to search for other sections of the course.

4. Select the section to transfer the students to and click Open.- If you are transferring only one student and the section does not create a conflict

in the student's schedule, OK appears in the Status column on the Open screen. If the section does create a conflict, Conflict appears in the Status column.

- If you are transferring more than one student, the Open screen does not include a Status column.

5. To save the class record and return to the Master Schedule screen, click Save and Close.

1. Unmark the checkbox in the student's Enrolled? column. 2. A message appears asking if you want to drop or withdraw the

student. Click Drop. - The dropped student remains in the grid for informational purposes only.

3. If you have Student Billing, specify the date and time the student was dropped for billing purposes.

DROPPING A STUDENT FROM A CLASS


Note: If there is no withdrawal date on the term, when you save you will receive a confirmation prompt to drop the student, which will remove the student's associated grades, skill ratings, and attendance entries in the class for the term.


1. Unmark the checkbox in the student's Enrolled? column. 2. When you unmark the checkbox, a message appears asking if you

want to drop or withdraw the student. To withdraw the student, click Withdraw.Note: If the option to withdraw is missing in the prompt, you probably need to add a withdrawal date to the term (see KB Tip BB145859).

3. On the Details screen, enter withdrawal information such as

WITHDRAW STUDENTS FROM A CLASS


withdrawal date and term. You can also edit the student's grades for the class.

Note: The withdrawn student remains in the grid, but Withdrawn appears in the Status column.


1. On the Scheduling page, click Edit student schedules.

2. Select View, Schedule View from the menu bar.

3. Select the appropriate school, academic year, session, and term.

DROPPING, WITHDRAWING, AND TRANSFERRING

STUDENTS FROM CLASSES IN EDIT STUDENT

SCHEDULES


4. In the Enter for field, you can select a query.

5. In the Student field, enter the student for which to edit schedules or click the binoculars to search for the student. Use the scroll buttons to scroll through the group of students.

• In the Class column, transfer the student to another class section of the same course by selecting a different section.

• If the student already has grades, skill ratings, and/or attendance for the original class section, you will receive a prompt letting you know the information will stay with the original class.

TRANSFER FROM EDIT STUDENT SCHEDULES


• Click Yes to transfer the student.

• In the Class column, you can drop or withdraw the student by selecting the blank entry.

• A message appears asking if you want to drop or withdraw the student.

• To drop the student, click Drop.

DROP/WITHDRAW FROM EDIT STUDENT SCHEDULES


• To drop the student, click Drop. - If you have Student Billing, specify the date and time the student was

dropped for billing purposes.

• To withdraw the student, click Withdraw.

• Note: You can withdraw a student only after the withdrawal date defined for the term on the academic year record in Configuration. Before the withdrawal date, you can only drop the student

• In Grades, the grades and comments are associated with the new class section and teacher, not the original teacher.

• In Scheduling, in Edit Student Schedules, the student lists two sections for the course.

• In Attendance, class attendance entries remain with the original class.Note: Because the new class also appears in Attendance for the term, make sure you do not enter attendance for both sections on the same

SUMMARY OF EFFECTS OF TRANSFERRING A

STUDENT WITHIN A TERM


day. • In Faculty Access for the Web, the new teacher can see the grades

posted by the original teacher, but he cannot see the assignment and marking column grades entered by the original teacher.

• In Faculty Access for the Web, the original teacher can see the assignment and marking column grades for the student if he marks the Show students with historic information checkbox in references.

• Because the student's assignments, assignment grades, and running category averages for the original teacher are not active in Faculty Access for the Web, they do not appear in NetClassroom.

Questions?


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