School Choice Setup
When using the School Choice module in Focus for controlled open enrollment, the first step is to use the School Choice Setup screen to set up the programs, transportation zones, and priority charts. The Magnet application, the Special Placement Application (SPA), and the Choice application can also be customized.
Each tab on the School Choice Setup screen has its own View and Edit permissions in Users > Profiles.
Program categories, such as IB, AVID, and Dual Language, are used to organize the programs offered by the district.
Program categories are not syear-specific; changes can be made at any time and will display in any year.
1. In the Setup menu, click School Choice Setup.
2. Click the Program Categories tab.
3. In the blank row, enter the category Title.
4. Enter the Code. The code can be up to four alpha-numeric characters and must be unique.
5. Select the Type, Choice, Magnet, or SPA.
6. Press Enter or click Add Category to add the category to the list.
7. To edit an existing program category, edit the desired field as needed.
The changes will auto-save once you Tab or click out of the field.
8. To delete a program category, click the Delete icon next to the program category.
9. In the confirmation message, click OK.
Transportation zones are used to establish which programs have transportation available to students. Transportation zones are not used to determine priority. The zone will change the application display for the parent, informing them which programs would provide transportation for their student.
Transportation zones are not syear-specific; changes can be made at any time and will display in any year.
The district must have the Address Catalog loaded in order to use transportation zones. The Address Catalog must be parsed correctly (use the scheduled job "Parse Addresses."). If a student does not have a zoned school, the application cannot determine which programs to display as providing transportation. The "Set Zoned School" scheduled job can be run to populate students' zoned schools.
1. In the Setup menu, click School Choice Setup.
2. Click the Transportation Zones tab.
3. In the blank row, enter the Title and Zone.
4. In the Schools pull-down, select the feeder schools that belong in that transportation zone.
5. Press Enter or click Add Zone to add the transportation zone to the list.
6. To edit an existing transportation zone, edit the desired field as needed.
The changes will auto-save once you Tab or click out of the field.
7. To delete a transportation zone, click the Delete icon next to the transportation zone.
8. In the confirmation message, click OK.
Former zones are used to establish location-based eligibility or preference for district residents whose neighborhood schools are no longer associated with their transportation zone.
Former zones are not syear-specific; changes can be made at any time and will display in any year.
The district must have the Address Catalog loaded in order to use transportation zones. The Address Catalog must be populated with geocodes and the geocodes entered when setting up former zones must match the Address Catalog exactly.
1. In the Setup menu, click School Choice Setup.
2. Click the Former Zones tab.
3. In the blank row, enter the Geocode that was previously assigned to the referenced location.
4. Select the Elementary, Middle, and High schools that previously belonged to the geocode.
5. Press Enter or click Add Zone to add the former zone to the list.
6. To edit an existing former zone, edit the desired field as needed.
The changes will auto-save once you Tab or click out of the field.
7. To delete a former zone, click the Delete icon next to the former zone.
8. In the confirmation message, click OK.
Once program categories and transportation zones have been set up, the district can begin setting up programs. The programs are associated with a specific school. When filling out the application, students and parents will select the desired programs.
When setting up the Programs tab, ensure the school year selected at the top-right of the screen is the syear applications are being accepted for.
1. In the Setup menu, click School Choice Setup.
2. Click the Programs tab.
3. In the blank row, define the following:
| Column |
Description |
|---|---|
| Title | Enter the program title, as it will display on the application. |
| School | Select the facility where the program takes place. |
| School Level | This will auto-populate based on the School Level designated in Setup > School Information for the selected school. |
| Category | Select the program category from the list set up in the Program Categories tab. This must be selected for each program; the program category determines whether the program is available on the Choice, Magnet, or Special Placement Application. |
| Type | The Type will auto-populate based on the Category is selected. |
| Zone Group | The Zone Group is used to limit the programs that are available to the applicant based on their primary address zone, as defined in the zone_group column of the address_to_district table in the database. To limit the program to a specific zone, enter a Zone Group. Only one value can be entered for the program. If a value is present in the Zone Group field on the program, then the parent/student will only see the program on the application if their address ID has the same value in the zone_group column of the address_to_district table (case sensitive). The Zone Group assigned to a program can be changed from year to year. Note: When filling out the zone_group column in the address_to_district table, the zone groups must be formatted as follows: Single entry example: ,EAST, Multiple entry example: ,EAST,CENTRAL, |
| Zones | Select the zones that will have transportation provided from the list set up in the Transportation Zones tab. |
| Allow Applications | Select the check box to allow parents/students to apply to the program via School Choice Application. |
| Eligible Grades | Select the grade levels that are eligible for the program. |
| Highest Grade Level | Select the highest grade level that is allowed in the program. The highest grade level is used in determining program continuity and duration. |
| Required Tours/Auditions | If applicable, select the tours, auditions, or tests that are required for the application process. Completion is tracked in Setup > Tours and Auditions. If the student does not complete these requirements, the student’s application status will not update to “Eligible” and the student will not be placed in the lottery. |
| Requires Course | If applicable, select the applicable courses that are required for the application process. Focus will look in the student’s Course History for the completed course where credit was obtained. |
| FSA | Select the check box if an FSA score of 3 or above is required in Math and Reading for students to be eligible for the program. |
| Include Gifted | Select the check box if only students marked as Gifted in Focus are eligible for the program. |
| Exclude Gifted | Select the check box if students marked as Gifted in the database are not eligible for the program. |
| Include ESE | This pull-down displays the select options set up for the ESE Model Choice (alias ese_model_choice) field in Setup > Student Fields. If a program has values selected in Include ESE, the program will only be available for the student to apply to if they have an equal value in the student system field with the alias “ese_model_choice” (when considering the current syear) or “ese_model_choice_future” (when considering the next syear) in their student record. If the ese_model_choice_future field does not have a value, the system will look at the ese_model_choice field. When considering the current school year, if there is no ese_model_choice value, the system will use the ese_model_choice default_value. When considering the next school year, if there is no ese_model_choice_future value, the system will first look to the ese_model_choice_future default_value, then the ese_model_choice default_value. |
| Exclude ESE | This pull-down displays the select options set up for the ESE Model Choice (alias ese_model_choice) field in Setup > Student Fields. If a program has values selected in Exclude ESE, the program will not be available to the student if they have an equal value in the student system field with the alias “ese_model_choice” (when considering the current syear) or “ese_model_choice_future” (when considering the next syear) in their student record. If the ese_model_choice_future field does not have a value, the system will look at the ese_model_choice field. When considering the current school year, if there is no ese_model_choice value, the system will use the ese_model_choice default_value. When considering the next school year, if there is no ese_model_choice_future value, the system will first look to the ese_model_choice_future default_value, then the ese_model_choice default_value. |
| Required | Select the check box if ranking the program is required on the application. In the application, the Choice pull-down will be highlighted in red for required programs that were not ranked by the applicant. The application will not save if a required program is not ranked. A message will display to the applicant, “You must rank all required program options.” |
| Run First | Select the check box if the program should be run first in the lottery. After programs that are flagged as “Run First” have students placed, then the lottery will place the remaining students into the rest of the programs. |
| Additional Requirements | Enter additional information to display next to the program name in the application. This can be used as an additional description of the program. |
| PK - 12 Seats | In each grade level column, enter the total seat count for the grade level for the program. This is important for the lottery process; the numbers defined here tell Focus the amount of students that can be placed versus waitlisted when the lottery is run. The default is blank. Note: Seats can also be managed in the Capacity - Magnet, Capacity - SPA, or Capacity - Choice tabs. See Setting Up Program Capacity for more information. |
| All Grades Seats | Instead of listing the seat count by grade level, enter the total number of seats for all grades in the program. This cannot be used in conjunction with the individual grade level columns. In the lottery, the number of seats will be equally divided amongst the eligible grade levels. If the number of seats cannot be equally divided, then the lowest eligible grade level will be favored. For example, if there are 9 seats available in the program and the eligible grades are 9-12, grade 9 will get 3 seats while grades 10, 11, and 12 will each get 2 seats. Note: Seats can also be managed in the Capacity - Magnet, Capacity - SPA, or Capacity - Choice tabs. See Setting Up Program Capacity for more information. |
| Min Syear | To restrict the use of the program throughout the School Choice module based on school year, select a minimum school year. |
| Max Year | To restrict the use of the program throughout the School Choice module based on school year, select a maximum school year. |
4. Press Enter or click Add Program to add the program to the list.
5. To edit an existing program, edit the desired field as needed.
The changes will auto-save once you Tab or click out of the field.
6. To delete a program, click the Delete icon next to the program.
7. In the confirmation message, click OK.
8. To view remaining seats for the programs, select Show remaining seats.
A "Remaining" column is displayed for each grade level and for All Grades. The remaining seats are calculated and are not editable.
9. To display all programs, including programs that are not active in the school year you have selected at the top-right of the screen, select Display All Programs.
The Program Continuity tab is used to establish which programs feed in to subsequent programs, such as a middle school Fine Arts program that feeds into a high school Fine Arts program. Priority is given to students meeting program continuity during the lottery.
The program options that display in the Program Continuity tab depend on the syear selected at the top-right corner of the screen, based on program's min/max syear.
1. In the Setup menu, click School Choice Setup.
2. Click the Program Continuity tab.
3. In the blank row, click the Parent Statement field.
4. In the Edit Parent Statement pop-up window, enter the desired text and click OK.
This text will display on the application for those students who qualify as eligible (those students leaving the program listed in the From field and intend to enter the program in the To field).
5. Select the Gifted check box to indicate that the programs are offered to students marked as Gifted in Focus.
6. Select the program the students are exiting in the From pull-down and the program the students are entering in the To pull-down.
7. Select the Grade Levels that are eligible in the subsequent program.
8. Press Enter or click Add Continuity to add the program continuity record to the list.
9. To edit an existing program continuity record, edit the desired field as needed.
The changes will auto-save once you Tab or click out of the field.
10. To delete a program continuity record, click the Delete icon next to the record.
11. In the confirmation message, click OK.
Priority charts are syear-specific. Ensure the school year selected at the top-right of the screen is the syear applications are being accepted for.
Priority charts contain a list of weighted variables that are used to establish applicant priority for district programs when running the lottery. Before these variables can be ranked for any given program, their corresponding charts must be created.
1. In the Setup menu, click School Choice Setup.
2. Click the Priority Charts tab.
3. In the blank row, enter the Title of the priority chart.
4. Select the applicant Grade Levels.
5. Select the applicable Programs.
6. Press Enter or click Add Chart to add the priority chart.
7. To edit an existing program continuity record, edit the desired field as needed.
The changes will auto-save once you Tab or click out of the field.
8. To delete a program continuity record, click the Delete icon next to the record.
9. In the confirmation message, click OK.
As priority chart rankings are tied to priority charts, ensure the school year selected at the top-right of the screen is the syear applications are being accepted for.
Once priority charts have been created, the list of variables that will be used to determine applicant precedence can be arranged in order of importance.
1. In the Setup menu, click School Choice Setup.
2. Click the Priority Chart Rankings tab.
3. Select a priority chart from the pull-down.
4. In the blank row, select a Priority from the pull-down. The options are pre-defined in Focus.
Multiple priorities may be selected in the pull-down. When multiple priorities are selected, the student must meet all of the selected priorities in order to receive the ranking.
A student will qualify for the "SG - Sibling Guarantee" priority if they have a sibling defined in the Linked Siblings logging field in Student Info who has applied to the same school in the same school year with identical choice number. When running the lottery, this priority is taken into consideration and the siblings must be accepted into the same school upon lottery completion.
For example, if two linked siblings met the Sibling Guarantee preference and there was only 1 seat available to place one sibling at a 1st choice school, the sibling would not be placed; the lottery would then attempt to place the student, along with their sibling into their 2nd or lower choice selections. If both siblings cannot be placed in the same school based upon choice selections, the lottery will not place the students into any school program. They will, however, be added to the waitlist.
Please contact your support representative for assistance to leverage this feature.
5. Enter a numerical Ranking. 1 is the highest priority.
6. If applicable, enter a Preference Code short name.
Up to 16 alphanumeric characters can be entered. When the "Display preferences on parent/student application?" preference is enabled for the application, the short name entered here will display to the parent/student in the Preferences column in the Programs table on the application if the student is eligible for that priority.
7. Press Enter or click Add Ranking to add the priority ranking.
8. Add any additional rankings as needed.
9. To edit an existing priority ranking, edit the desired field as needed.
The changes will auto-save once you Tab or click out of the field.
10. To delete a priority ranking, click the Delete icon next to the record.
11. In the confirmation message, click OK.
The School Choice module supports three separate choice applications and lotteries, one for Magnet, one for Special Placement (SPA), and one for Choice. The Customize Application - Magnet tab is used to set up the Magnet application, the Customize Application - SPA tab is used to set up the Special Placement application, and the Customize Application - Choice tab is used to set up the Choice application. The options contained in each tab are the same. The options are year-specific, and so can be changed from year to year. On the Rollover screen, the "School Choice - Customize Application Options" item can be used to roll these options as part of your district's rollover process.
The Customize Application - Magnet, Customize Application - SPA, and Customize Application - Choice tabs are syear-specific. Ensure the school year selected at the top-right of the screen is the syear applications are being accepted for.
Custom fields, including check box, computed, date, pull-down, and text fields, can be added to the application for applicants to enter information.
1. In the Setup menu, click School Choice Setup.
2. Click the Customize Application - Magnet tab, the Customize Application - SPA tab, or the Customize Application - Choice tab.
3. In the blank row in the Custom Fields section, enter the Title of the field.
4. Select the field Type.
5. To enter a note that will display beneath the field on the application, click the Note field.
6. In the Edit Notes pop-up window, enter the note and click OK.
7. Enter a number for the Sort Order to define the order in which the fields will display on the application.
8. If the field is a pull-down, enter the Pulldown Options, each option on its own line.
9. To include the custom field on the School Choice Reports, select Show on Report.
10. To include the custom field on the application, select Show on Application.
If the custom field has both "Show on Report" and "Show on Application" enabled, then the field and its value will display on the School Choice Reports. If only "Show on Report" is selected, the field will display on the School Choice Reports, but its value will be blanked out.
11. To require the district to verify the information in this field, select Require Verification.
For custom fields used in priority charts, such as Active Military, you must select "Show on Report" and "Require Verification." If the verification is not obtained, the student will not be granted the priority.
12. If Verify All is selected along with "Require Verification" on a field, when a student applies to two or more programs in the same category, and the field is verified for one program, it is automatically verified for the other programs.
13. If Computed is selected as the Type, enter the SQL query in the Computed Query field.
14. Press Enter or click Add Field to add the custom field to the list.
15. To edit an existing custom field, edit the desired field as needed.
The changes will auto-save once you Tab or click out of the field.
16. To delete a custom field, click the Delete icon next to the field.
17. In the confirmation message, click OK.
The display text entered in an application note can display on the application for specific programs and grade levels.
1. In the Setup menu, click School Choice Setup.
2. Click the Customize Application - Magnet tab, the Customize Application - SPA tab, or the Customize Application - Choice tab.
3. In the blank row in the Application Notes section, click the Display Text field.
4. In the Edit Application Note pop-up window, enter the display text. Use the text editor tools to format the text and add images, tables, and hyperlinks.
5. Click OK when finished.
6. To only display the note for specific programs, select the Programs.
7. To only display the note for specific grade levels for the program, select the Grade Levels.
If programs and grade levels are selected, the note will display as footnote at the bottom of the application with a subscript. If no programs are selected, the note will display at the bottom of the application for every applicant without a subscript.
8. Press Enter or click Add Note to add the note to the list.
9. To edit an existing note, edit the desired field as needed.
The changes will auto-save once you Tab or click out of the field.
10. To delete a note, click the Delete icon next to the note.
11. In the confirmation message, click OK.
The Preferences section contains several application options.
1. In the Setup menu, click School Choice Setup.
2. Click the Customize Application - Magnet tab, the Customize Application - SPA tab, or the Customize Application - Choice tab.
3. In the Preferences section, select an option for the following preferences:
| Preference | Description |
|---|---|
| Use Registration Validation (only available for the Choice application) | Select the check box to prevent parents from accessing the Choice application until their student’s registration information is validated. The system student fields “Registration Validated - this year” and “Registration Validated - next year” are used to determine whether registration has been validated for the student. The “Registration Validated - this year” field defaults to No, and the “Registration Validated - next year” field defaults to Yes, unless the student is actively enrolled in the Applicant school, in which case the field is defaulted to No via Edit Rules & Workflow > Execute SQL. If “Registration Validated - this year” is set to No or Null, the Choice application for the current year will not be available to the parent. If “Registration Validated - this year” is set to Yes, the Choice application for the current school year will be available to the parent. If “Registration Validated - next year” is set to No or Null, the Choice application for the next year will not be available to the parent. If “Registration Validated - next year” is set to Yes, the Choice application for the next school year will be available to the parent. |
| How many program choices can the user choose? | Select the number of programs the user can choose when applying. |
| Use Pending Acceptance Status Type | Select the check box to add the status "Pending Acceptance." When this option is set on an application type, instead of being accepted students are set to Pending Acceptance (db status = 4). When the student has been set to Pending Acceptance, the parent will have to accept the application, which will change the student's status from Pending Acceptance to Accepted and all other statuses to Canceled. If this preference is enabled and the portal alerts preference is also enabled, the alert is now altered to let the parent know that they need to finalize their choice acceptance. If the preference to “Allow parents to approve Pending Acceptance choice assignments?” is enabled on the application, then parents can accept the assignment. |
| Remove Parent Signature Line from Print & Save Letter | Select the check box to remove the parent signature line when printing the application. |
| Display tours or auditions completed by student? | Select the check box to display the tours and auditions section of the application, where the applicant will enter the tours and auditions completed by the student. |
| Display program titles on application to parents/students? | This preference is enabled by default. Deselect the check box to hide the program titles in the Programs table from parents and students on the application. Administrators are still able to see the title of the programs. |
| Display preferences on parent/student application, and on Evaluate Placement? | Select the check box to replace the column “Priorities” with “Preferences” on the Programs table in the application, and on the Evaluate Placement screen. In the Priority Chart Rankings tab, enter preference short names in the Preference Code column. The Preference Code short names that fit the priority the student is eligible for will display for each program in the Preferences column on the application and on the Evaluate Placement screen. |
| Display sibling section on application? | This preference is enabled by default. When this preference is disabled, the “List Siblings at Applying Schools” logging field is removed from the application. |
| Display local ID on application? | Select the check box to display the local ID field (alias local_id) on the application instead of student ID. |
| Display Current Magnet/SPA on application? |
Select the check box to display the Current Magnet/SPA block at the top of the application. Deselect the check box to hide the block. |
| Current Magnet/SPA label |
To change the default label of the Current Magnet/SPA block at the top of the application, enter the custom label. |
| Display Gifted on application? | This preference is enabled by default. When enabled, the Gifted cell is displayed on the application. |
| Display ESE Status on application? | This preference is enabled by default. When enabled, the ESE Status cell is displayed on the application. |
| Neighborhood school label | The default label for this cell on the application is “Neighborhood School.” Enter a different label if desired. |
| Display accepted/waitlisted alerts on the parent and student portals? | Select the check box to display an alert on the Parent/Student Portal when the student has been accepted to or waitlisted for a program. The alert links to the School Choice screen. |
| Display program continuity statement on (Magnet/SPA/Choice) applications? | Select the check box to display a program continuity statement on Magnet, SPA, or Choice applications. The continuity statement is set up by clicking Edit Continuity Statement below. |
| Allow parents to cancel school choice assignments? | Select the check box to allow parents to cancel a school choice assignment when the student has been accepted. When this preference is enabled, a Cancel Application button is available on the School Choice screen in the Parent Portal until the first day of school for the school associated with the program. Define the legal verbiage that will display when the parent confirms cancellation in the “Application cancellation legal verbiage” preference below. When the preferences “Use Pending Acceptance Status Type,” “Allow parents to cancel school choice assignments?” and “Allow parents to approve Pending Acceptance choice assignments?” are enabled for the application, the Cancel Application button is also available. |
| Allow parents to approve Pending Acceptance choice assignments? | Select the check box to display the Accept Application button on the School Choice screen in the Parent Portal, allowing the parent to confirm their child’s choice assignment. |
| Do not Decline other Waitlisted Programs during Parent Acceptance | Select the check box to allow parents to accept a Pending Acceptance seat for their student without auto-declining higher-choice programs with a Waitlisted status. |
| Ignore Projected Grade Levels when Lotterizing using "All Grades" seats | When this preference is disabled and the "All Grades" seat count is used, the accepted students are split evenly among the eligible grades set on the program. When this preference is enabled, the "All Grades" seats will instead be a single pool and all eligible students regardless of grade level will be sat according to their priority. Grade level is still considered for eligibility, but not in the order in which the eligible students are placed. |
| Do not allow applications for inactive students | Select the check box to disallow parents from completing an application for an inactive student. |
| Don’t Cancel Alternate Choices | When this preference is enabled, the student’s other applications will not be declined while running the lottery, as well as when a parent accepts a Pending Acceptance application on the Parent Portal. Additionally, the lottery will run for all school_choice_application_statuses at once, rather than iterating for 1 to 20. This will eliminate the priority for choice; all of the student’s applications will be treated equally and multiple acceptances for one student will be allowed. |
| Zone Group: Restrict Programs when Address not in Address Catalog | Select the check box to restrict students from completing an application if their address is not in the district's Address Catalog. |
| Edit Zone Group Restrict Programs Statement | If the Zone Group preference is enabled, click Edit Zone Group Restrict Programs Statement to enter the message that will display when the student's address is not in the district's Address Catalog. |
| Enable Late Applications | Select the check box to allow late applications to be submitted. When this preference is selected and a late application hits the database, any existing school_choice_application_status entries for that student in the same {SYEAR} (which is always {DEFAULT_SYEAR} + 1) will be updated to have a status = ‘2'. The new entries into the table will have a status = ‘0' and deadline_met = 'N'. When “Enable Late Applications” is not selected, the default value for deadline_met = 'Y'. |
| Edit Late Applications Statement | If the Enable Late Applications preference is enabled, click Edit Late Applications Statement to enter the message that will display in a confirmation message when the parent submits a late application. If the parent clicks OK, the process will complete and their late application will save. If they click Cancel, they will be returned to the application and their changes will not have been saved. |
| Send e-mail confirmation? | Select the check box to send a confirmation email to the parent or student who completed the application. The email is sent to the email on record when the application is completed in the Parent/Student Portal (users.custom_100000001 or students.custom_200000012). |
| Custom application title | Enter a custom application title. The title defined here will then display in the various menu options, the application itself, and profile/permissions. |
| Save application label | To change the label of the “Save" button on the application, enter a custom label here, e.g. Submit. |
| Program continuity statement | If the preference to display the program continuity statement is selected, click Edit Continuity Statement. In the pop-up window, enter the statement and click OK. |
| Choose programs statement | To customize the Choose Programs statement on the application, click Edit Choose Programs Statement. In the pop-up window, enter the statement and click OK. |
| Upload documents statement | To customize the Upload Documents statement on the application, click Edit Upload Documents Statement. In the pop-up window, enter the statement and click OK. |
| Choose siblings message |
To add a custom message in the “List Siblings at Applying Schools” section of the application, click Edit Choose Siblings Message. In the pop-up window, enter the message and click OK. |
| Save application statement | To display a custom save application statement, click Edit Save Application Statement. In the pop-up window, enter the statement and click OK. The default statement is “By saving this application, I agree to the terms and conditions of the application process.” |
| Application cancellation legal verbiage | If parents are allowed to cancel school choice assignments, click Edit Legal Verbiage to enter the text that will display in the confirmation message when the parent cancels the assignment. In the pop-up window, enter the legal verbiage and click OK. |
| Application acceptance legal verbiage | If parents are allowed to accept pending applications, the accept confirmation message can be customized. Click Edit Acceptance Legal Verbiage to enter the text that will display in the confirmation message. Click OK. |
| E-mail subject | If sending confirmation emails, enter the subject of the email. |
| E-mail template | Select the template to use for the confirmation email. Email templates are set up in Students > Print Letters & Send Email. Only saved letters assigned with the School Choice category are available for selection. |
| Add an E-mail address to be CC'd on E-mail Receipt (Optional) | To send a copy of the confirmation receipt to a particular email address, enter one or multiple email addresses. Separate email addresses using commas. |
4. Click Save Preferences when finished.
The Statuses tab is used to change the display names of the statuses that display on the School Choice Reports, Magnet/Special Assignment, and Evaluate Placement screens.
The Statuses tab is not syear-specific; changes can be made at any time and will display in any year.
1. In the Setup menu, click School Choice Setup.
2. Click the Statuses tab.
The table displays the Status Code, Status, and Display Name.
3. Edit the Display Name for a status, as needed. If left blank, the Status is used as the display name.
The change is auto-saved once you click or Tab out of the field.
The Reasons tab is used to add reason codes that can be selected for an applicant on the School Choice Reports, Magnet/Special Assignment, and Evaluate Placement screens. If any reason codes were previously housed in the config folder, they will be migrated over to display in the Reasons tab.
The Reasons tab is not syear-specific; changes can be made at any time and will display in any year.
1. In the Setup menu, click School Choice Setup.
2. Click the Reasons tab.
3. To add a reason, enter the Code and Label in the blank row of the table.
4. Press Enter to add and save the row.
5. To make a reason inactive, select the Inactive check box.
6. To delete a reason, click the red minus sign.
7. Click OK in the confirmation message.
If a reason is in use, a message will display indicating the reason is in use and cannot be deleted.
The Capacity - Magnet, Capacity - SPA, and Capacity - Choice tabs are used to view and edit the seat capacities for magnet, special placement, and choice programs by school. In Users > Profiles, each tab has separate view and edit profile permissions under School Choice Setup. Edits made to the seat fields in the Programs tab are reflected in the Capacity tab, and vice versa.
The Capacity - Magnet, Capacity - SPA, and Capacity - Choice tabs are syear-specific. Ensure the school year selected at the top-right of the screen is the syear applications are being accepted for.
1. In the Setup menu, click School Choice Setup.
2. Click the Capacity - Magnet, Capacity - SPA, or Capacity - Choice tab.
3. Select the School to view. This defaults to the school you have currently selected at the top-right of the screen. You may only select schools you have access to in the pull-down.
4. Click Search.
The programs offered at the selected school are listed, with a separate row for All and each grade of the program.
If a seat count was entered in the Programs tab for All or specific grade levels, it will be reflected in the Capacity column.
The Registered column displays the total number of students who have accepted placement (status = 1 in the school_choice_application_status table for this program/grade)
The Reserved column displays the total number of students who have pending acceptance (status = 4 in the school_choice_application_status table for this program/grade).
The Available column displays the number of available seats (Capacity - [Registered + Reserved]).
The % of Seats column is tied to the school_choice_program_seats.pct_seats_XX. XX represents the 2 digit grade level. This is for data entry only and is not used in a calculation.
The OC column indicates whether the program is over capacity. This is tied to the school_choice_program_seats.oc_seats_XX. XX represents the 2 digit grade level.
The TE column indicates the target enrollment. This numeric field is tied to the school_choice_program_seats.te_seats_XX. XX represents the 2 digit grade level.
5. Edit the Capacity, % of Seats, OC, or TE columns as needed.
Edits will auto-save once you Tab or click out of a column.
