Documentation for Administrators

New Course Catalog

Updated on

The Course Catalog serves as an exhaustive inventory of all courses a district offers, providing district administrators the flexibility to manage course availability, edit course identifiers, and set specific parameters like start and end dates, all within the framework of state guidelines.

Utilization of the Course Catalog is at the discretion of each organization and can be activated via System Preferences. Employing the Course Catalog offers significant advantages, such as delineating permissible courses at the school level, ensuring adherence to district-wide educational standards. Additionally, when details are established in the Course Catalog and disseminated to courses and sections, it prevents individual schools from making unauthorized alterations, thus maintaining consistency with the overarching organizational policies.

Important aspects of the Course Catalog's functionality is its impact on scheduling: only active courses in the catalog can be included in the Master Schedule. Moreover, when recording final grades for students, educators can select from both active courses and those marked as inactive, ensuring a comprehensive range of options while upholding the district's educational directives.

For help on the Course Catalog prior to version 12.0.40, see Course Catalog (Old v.12).

Enabling the Course Catalog

Once the Course Catalog is imported, it must be enabled for use in Setup > System Preferences.

See System Preferences for additional settings to consider when establishing the Course Catalog.

1. In the Setup menu, click System Preferences.

System Preferences

2. To enable the Course Catalog for all district schools, click the Default School Preferences tab. To enable the Course Catalog for the school you are currently logged into, click the School Preferences tab. 

System Preferences

Check the school and school year pull-downs at the top-right corner of the screen to ensure you are enabling the catalog for the correct school and school year. 

3. Once you are within the Default School Preferences or School Preferences tabs, click the Scheduling tab.

System Preferences

4. Select the Use Course Catalog check box and the (Yes) check box.

5. Click Save at the top-right corner of the screen. 

System Preferences
Viewing the Course Catalog

The Course Catalog contains all the course details that have been imported for the district, including course numbers, short and long course titles, and state reporting fields.

The ability to view courses in the catalog is driven by the View permission for Course Catalog enabled via Users > Profiles > Scheduling tab.

1. In the Scheduling menu, click Course Catalog.

Course Catalog

The Course Catalog displays.

Course Catalog

Scroll to the right to view all the course's corresponding fields.

You also have the option of clicking the modal icon to open all course information in a pop-up window.

In the pop-up window, click Close when finished reviewing information.

Course Catalog

2. Review the Course Catalog fields. The Course Catalog fields are (with indications if it is a Florida or Texas-specific field):

Specifics for Missouri, Ohio, and Pennsylvania will be added soon.

Field
Description
Course Number
This is the course number as defined by the DOE. 
Course Title
This is the abbreviated course title as defined by the DOE.
Date Added
This is the date the course was added to the Course Catalog. This field auto-populates when a course is added to the Course Catalog, and cannot be edited.
Active
Active courses can be added to Courses & Sections for a school and can be used in scheduling students, while inactive courses cannot.
Long Title
This is the full course title as defined by the DOE. 
Transcript Title
This is the title of the course as it will display on transcripts. If no Transcript Title is defined, the Course Title will display on transcripts.
Grading Scale
This is the grading scale used to post grades for the course. Grading scales are set up in Grades > Grading Scales & Comments.
Standards Grading Scale
This is the grading scale used to post standards grades for standards assigned to the course. Grading scales are set up in Grades > Grading Scales & Comments.
Course History Term
This designates when grades are sent to Course History (e.g. at the end of each quarter, at the end of each semester, or at the end of the school year).

Note: When “N/A” is selected for a course in the Course Catalog, the Course History Term field can be edited by schools in Courses & Sections and the Master Schedule Report. When “None” is selected for a course in the Course Catalog, the Course History Term field cannot be edited by schools in Courses & Sections and the Master Schedule Report.
Credits per CH Term
This designates the number of credits students earn per course history term.
Total Credit
This designates the total number of credits earned for the course. Entering a value here will override the value from the Course Code Directory (Florida) or the CO22 (Texas).
Grade Posting Scheme
This designates how semester and full year grades are calculated for course. Grade posting schemes are set up in Setup > Grading Posting Averaging.
Affects GPA
This designates that the course will affect GPA.
Does Grades
This designates that the course is graded.
Low Grade, High Grade
This designates the grade level range for the course.
Schools
This restricts which schools are allowed to offer the course. If no schools are selected, then all schools can offer the course.
Graduation Subject Area, Graduation Subject Area 2, Graduation Subject Area 3
These are the graduation subject areas for the course. Graduation subjects are set up in Grades > Graduation Requirements > Graduation Subjects tab. Up to three graduation subject areas can be defined for a course. This is used by the Graduation Requirements Report to determine if a student has met the graduation requirements for his/her assigned graduation program. When a student passes a course, the system will check the first Graduation Subject Area. If the student has already met the graduation requirements for the first Graduation Subject Area, the system will check the Graduation Subject Area 2, and so on. If the student has met the graduation requirements for all the subject areas, the course will count as an elective.
Allow Teachers to Request This Course This designates whether teachers are allowed to request this course for students. Teachers are only allowed to request courses within their grad subject area, unless Requests Subjects are set on the course. See below.
Requests Subject This allows teachers to request a course outside of their grad subject area. Select one or multiple grad subjects from the pull-down. Teachers of the selected grad subjects are allowed to request the course. 
Start Date, End Date (Florida)
The Start Date and End Date range limits when a school can offer a course. 
Gender Restriction (Florida)
This designates whether the course is restricted to male or female students.
Credits per Course (Florida)
This is a non-editable field and is populated from the Course Code Directory from the DOE. 
Fee
This defines the course fee. 
Course Level (Florida)
This is the course level as defined by the DOE. 
Default Max Seats
This is the default maximum number of seats for sections of this course.
CCD Certification Reqs (Florida)
These are the certifications required for teachers of the course to be considered in-field. If there are no certifications entered here, the teacher will automatically be considered in-field.
Prerequisites 1, Prerequisites 2, Prerequisites 3 If students must successfully complete other courses before enrolling in this course, select the prerequisites in the pull-downs. Selecting multiple courses in one pull-down represents an “OR” relationship. Selecting a course in each pull-down represents an “AND” relationship.
Template Course ID (Florida) A Template Course ID (TCID) is a unique identifier assigned to a course template. Courses often follow specific structures and outlines, which are defined as templates. These templates typically include details such as course name, description, prerequisites, credit hours, learning objectives, and possibly a syllabus.
Exclude from Schedule Warning This option is used to disable the warning message that displays when this course is added to the student’s schedule and the student already has this course in their Course History, but with no credits awarded. The warning message states “The student has already taken this course, please verify the reason for the retake before rescheduling this class."
Allow Repeat Requests From Students This option is used to set whether students are allowed to enter repeat requests for the specific course. 
Default Store Category This is used to set the default store category when creating new sections that are available to students/parents for purchase. Categories are set up in Billing > Store Setup. 
Course Description (Florida & Texas only)
The description entered here will display in a pop-up when the user hovers the mouse over the icon next to the course title in Courses & Sections.
Internal Notes (Florida & Texas only)
This field is used to provide notes to school administrators.
Reading (Florida)
This field is used by the automated Highly Qualified and In/Out of Field processes. This field designates whether the teacher of the course must have the Reading endorsement/cert 1046.

Note: If the course is for 6th grade students only, the automation requires cert 1013 with an appropriate level of K or 3. 
ESE Type (Florida)
This field is used by the automated Highly Qualified and In/Out of Field processes. This field designates the ESE type for the course.

Note: This automation does not require an ESE student to be scheduled within the course.

The options and their associated certification requirements are:
  • Physical - requires the teacher to hold certification 902, 140, or 893 with a Level of Physical Therapist
  • Occupational - requires the teacher to hold certification 900, 894, or 693 with a Level of Occupational Therapist
  • Speech - requires the teacher to hold certification 901 or 208 with a Level of Speech Therapist
  • Language - requires the teacher to hold certification 901 or 208 with a Level of Speech Therapist
  • Deaf/Hard of Hearing - requires the teacher to hold certification 1023*
  • Visually Impaired - requires the teacher to hold certification 1059
  • Dual Sensory - combination of Deaf/Hard of Hearing and Visually Impaired
  • Any ESE Area - requires the teacher to hold any of the following certifications: 1077, 1014,1032, 1055, 018, 1057, 1058, 1037, 1023, or 1059
*If the course is not a 7 course, then the teacher must also meet the subject area ceritifcation to be in-field.
ELL (Florida)
This field is used by the automated Highly Qualified and In/Out of Field processes. If the automation logic should look at the ELL requirements for additional courses (not ELA/Reading/English), set the ELL field to Yes. If the course is in Appendix DD, the teacher will require certification 1016/172 or an ELL certification status greater than 60 hours. All other courses will require the teacher to hold an ELL certification status greater than 18 hours.
AP
This designates the course as an Advanced Placement course. 
IB
This designates the course as an International Baccalaureate course. 
AICE (Florida)
This designates the course as an Advanced International Certificate of Education course. 
Distance Learning (Florida) This designates whether or not the section requires students to attend in class, or if the class can be held via internet, video conference, or by other means. This field is used for post-secondary education. This field should not be used for K-12 since the Online Course field in Grades > Final Grades, GPA, & Class Rank is available.
AGE Online Course Delivery Indicator (Florida) This designates whether the course is an adult general education asynchronous online course. 
Online Course (Florida) This designates whether this is an online course. This is used for K-12 courses to designate whether a student meets the online course requirement. This field cannot be edited on the schedule.
Online Req. Like Courses (Florida) This designates the “like courses” for the course when considering whether a student met the online course requirement for the Graduation Requirements Report. 
Dual Enrollment Indicator (Florida)
This designates the type of dual enrollment for the course (for eligible secondary students or home education students in post-secondary courses creditable toward high school completion, career certificate, or associate or baccalaureate degree). All courses with a U or C school of instruction require a Dual Enrollment Indicator of A. Depending on the technical articulation agreement, adult technical courses may be B or C. If the Dual Enrollment Indicator is used, the FEFP code for K-12 must be 103.
Dual Enrollment Student Type (Florida)
This designates the dual enrollment student type. 
Dual Enrollment Institution Type (Florida)
This designates the dual enrollment institution type. 
CTE Dual Enrollment Course Location (Florida) This designates the location for CTE dual enrollment courses. 
Exclude from FTE (Florida)
This designates whether the course is excluded from FTE, for example, homeroom and study hall classes.
Core for Class Size (Florida)
This designates the course as a core course that should be considered for class size. These courses are included in the Class Size Report in the Florida Reports menu. 
Core for Highly Qualified (Florida)
This field is used by the automated Highly Qualified and In/Out of Field processes. This field designates whether the course is considered a core academic course for the highly qualified determination. If the Core for Highly Qualified field is set to null or No in the Course Catalog, the Highly Qualified field on sections of this course in Courses & Sections will display as “Z - Course is not a core academic subject.”
FEFP (Florida)
This is the FEFP number for the course. This will filter down to the student schedules as students are enrolled in sections of the course. FEFP numbers can be modified on the student schedules as needed.
Course Flag 1, Course Flag 2, Course Flag 3, Course Flag 4 (Florida)
Course flags are defined at the state and district level.

For the automated Highly Qualified and In/Out of Field processes, set the course flag to G - Gifted to require the teacher to have certification 1062/206 if a gifted student is scheduled into the course.
Vocational Program Number (Florida)
This is the Vocational Program Number the course belongs to as defined by the DOE. 
Course Length (Florida)
This is the length of the course, e.g. full year, semesters, or quarters. 
WDIS OCP Hours (Florida)
This is the number of hours required for the course as defined by the DOE. 
EOC Exam Required (Florida)
This designates whether an end of course exam is required for the course.
Industry Certification ID, 2nd Industry Certification ID, 3rd Industry Certification ID (Florida)
These are the industry certifications the student will earn upon completion of the course. 
Daily Class Hours (Florida)
These are the total daily hours the student is expected to be in class for this course. 
CAPE (Florida)
This is the CAPE (Career and Professional Education Act) ID of the course. 
ELL Instructional Model (Florida)
This is the English Language Learners instructional model.
Local EOC [Test - Part (Subject Code)] (Florida)
This designates the local EOC exam that is required for the course. Local EOC exams are set up in Florida Reports > Florida Reports Setup > Local EOC tab.
Cost Reporting Code (Florida)
This is the cost reporting code of the program the course belongs to. 
Functioning Level (Florida) This designates the functioning level required for the course. 
Basic Skills (Florida) This designates whether students are required to take a basic skills exam as part of enrolling in this course. 
Adult Test Name, Adult Test Name 2 (Florida) This designates the adult tests required for the course.
Adult Fee Status 1, Adult Fee Status 2 (Florida) This designates the fee status for the course. 
IET Program Number (Florida) This designates the Integrated Education and Training program number for the adult education course. 
Career Pathways (Florida) This designates if the course is part of the Career Pathways program. 
VSA Code (Florida) This designates the VSA code for the course. 
Credit Hours This reflects the Credit Hours assigned to the course, which is used to determine the "Credit Hours Attempted" and "Credit Hours Earned” when students are scheduled into the course.

Note: The system preference “Use Credit Hours” must be enabled for the post-secondary school in Setup > System Preferences > Scheduling to enable this functionality.
Include in UIL Report (Texas)  This indicates if the course is included on the UIL report. 
PEIMS Course Number (Texas) This is the course number as designated in PEIMS. 
Population Served (Texas) This is the type of students being served in the class. 
Special Explanation Code, Special Explanation Code 2, Special Explanation Code 3 (Texas) Special explanation codes are defined at the state and district level. A district can define up to 3 special explanations on a course. 
CTE Hours/State Weight (Texas) This designates the contact hour multiplier that is used to calculate funding.  
Pre-AP (Texas) This designates that the course is a Pre-AP course. 
Dual Credit (Texas) This designates that this is a college-level course taken by high school students for both high school and college credit. 
College Credit Hours (Texas) This is the number of college credit hours if the course has an articulation agreement where the student can earn college credit. 
ATC Indicator (Texas) This indicates if it is a high school school for which college credit may be awarded by a post-secondary institution under the conditions of a local articulation agreement or statewide Advanced Technical Credit program agreement. 
EOC P/F Indicator (Texas) This designates the EOC pass/fail status. 
Honors (Texas) This designates that the course is an Honors course. 
Course Sequence (Texas) This designates the sequence in which the course is taught. 
Self Paced (Texas) This designates the course is part of a self-paced instructional program.
Partial Credit (Texas) This designates whether partial credit can be given for the course. 
UIL Eligibility (Texas) This designates that the course is used to determine a student’s eligibility in the University Interscholastic League. 
Academic Acheivement Record (AAR) Use (Texas) This designates the category of the course for the AAR.
Instructional Setting (Texas) This designates the instructional setting of the course, such as Homebound, Hospital class, Mainstream, etc. 
Class Type (Texas) This designates the type of class that is reported at the section level.
Non-Campus Based Instruction (Texas) This designates whether a course is taught off-campus. This is not pulled on the 305 format. 
CTE Clusters (Texas) This designates the CTE clusters the course belongs to. 
Advanced Course (Texas) This designates whether the course is considered an advanced course. 
T-STEM Indicator (Texas) This designates whether the course is a T-STEM (Texas Science, Technology, Engineering and Mathematics) course. 
PK Curricula (Texas) This designates the curricula used for Pre-K courses. 
High Quality PK Program (Texas) This designates whether the course is part of the High Quality Prekindergarten program.
Child Care Operation Number (Texas) This designates the child care operation number. 
Program Evaluation Type (Texas) This designates the program evaluation type. 
Student Instruction Type (Texas) For Pre-K sections, this designates the length of the instructional day.
OnRamps Dual Enrollment Indicator (Texas) This designates whether the course is part of the OnRamps dual enrollment program.
Adding Courses to the Course Catalog

District administrators can add courses to the Course Catalog as needed in accordance with state regulations.

The ability to add courses to the catalog is driven by the Edit permission for Course Catalog enabled via Users > Profiles > Scheduling tab.

Before adding courses and setting course fields, see Locking Fields in the Catalog for the pros and cons of setting fields in the Course Catalog rendering said fields uneditable.

You can add courses to the catalog as inactive allowing Focus to store the data without being actively included in processes such as student enrollment or scheduling. See Adding Inactive Courses for more information. To add an inactive course, leave the Active check box unchecked.

1a. In the top row, enter the course information starting with the Course Number, Course Title, Date Added, etc.

Course Catalog

1b. Click the modal icon in the first row to enter course information in the pop-up window.

Course Catalog

Upon entering the Course Title, the Long Title populates automatically.

2. Enter all the applicable course information.

For details about each field, see Viewing the Course Catalog.

Course Catalog

3a. If entering data directly into the row, when finished press the Enter/Return key to commit the line of data. Once committed, the line turns yellow.

Course Catalog

3b. If using the modal pop-up, click Create to add the course.

Course Catalog

Alternatively, click Close to continue entering data on the main screen. When finished, press the Enter/Return key to commit the line of data.

Add as many rows of information as needed here using the top row to enter new data. Press the Enter/Return key after each entry.

Course Catalog

4. Click Save.

Course Catalog

The course is now added to the catalog.

Course Catalog
Modifying the Course Catalog

District administrators can modify the Course Catalog as needed in accordance with state regulations.

The ability to edit courses in the catalog is driven by the Edit permission for Course Catalog enabled via Users > Profiles > Scheduling tab.

Before editing courses and setting course fields, see Locking Fields in the Catalog for the pros and cons of setting fields in the Course Catalog rendering said fields uneditable.

1a. Scroll to and click the field you want to modify to enable it for editing. 

Course Catalog

1b. Click the modal icon to open the course information in a pop-up window, then locate the field to be edited.

Course Catalog

2. Modify the field as needed.

If using the modal pop-up window, after changes have been made, click Close.

Course Catalog

The modified field will turn yellow and the Save button will turn red to indicate changes have been made.

Course Catalog

3. Click Save

Course Catalog

4. (Optional) In the pop-up box, select to which areas of Focus you want to copy the changes. 

Course Catalog

Values can be transferred or pushed down from the Course Catalog to other areas of Focus as a later time. See Transferring or Pushing Down Data for more information.

See Florida Course Catalog for where the values are updated in Focus when specific columns are updated, saved, and pushed down/exported.

5. Click Save

Mass Updating the Course Catalog

Changes can be made to courses en masse using the Mass Update feature.

The ability to edit courses in the catalog is driven by the Edit permission for Course Catalog enabled via Users > Profiles > Scheduling tab.

Before editing courses and setting course fields, see Locking Fields in the Catalog for the pros and cons of setting fields in the Course Catalog rendering said fields uneditable.

1. Click Mass Update above the catalog table.

Course Catalog

2. Select the field to update from the Column pull-down.

Course Catalog

3. Depending on the field selected, a text box or pull-down displays. Define the information to mass assign to all courses.

Course Catalog

4. Click Update

Course Catalog

The fields will update for all courses displayed on the screen. In order to preserve the changes, you must click Save.

5. Click Save

Course Catalog

6. (Optional) In the pop-up box, select to which areas of Focus you want to copy the changes. 

Course Catalog

Values can be transferred or pushed down from the Course Catalog to other areas of Focus as a later time. See Transferring or Pushing Down Data for more information.

See Florida Course Catalog and Texas Course Catalog for where the values are updated in Focus when specific columns are updated, saved, and pushed down/exported.

7. Click Save

Deleting Courses from the Course Catalog

The ability to delete courses from the catalog is driven by the Edit permission for Course Catalog enabled via Users > Profiles > Scheduling tab.

It is NOT recommended that courses are deleted from the Course Catalog unless the courses have been added in error. It IS recommended that course are made inactive as a solution when possible.

1. Next to the Course Number, click the delete button (red minus sign).

Course Catalog

2. In the confirmation message, click OK

sandbox.focusschoolsoftware.com says
Inactive Courses

Rather than deleting a course, it may be preferable to mark it as inactive to retain its information. Additionally, you have the flexibility to deactivate courses that have not been utilized recently. Inactive courses can be accessed separately, allowing users to review information for both active and inactive courses.

1. Click the Active check box to clear the selection.

2. Click Save

Course Catalog

To view inactive courses in the Course Catalog, select the Include Inactive check box.

Click the Include Inactive check box again to clear the selection and hide inactive courses.

Course Catalog

You also have the option to make all courses not used during the current school year inactive. Once made inactive, the courses will be hidden from the Course Catalog. To perform this action, click the green gear icon.

Click Inactivate & hide courses not used this year.

Once clicked, Focus reviews all the course data in the system to see if the course has been adopted by any of the schools in the district; i.e. if the course exists in Courses & Sections and has been leveraged over the past school year. If not, the course is made inactive.

Once this action is performed, the Course Catalog is automatically updated.

Course Catalog
Transferring or Pushing Down Data

The Course Catalog provides the capability to transfer or push data from specified columns within the catalog to various areas such as Courses & Sections, the Grades screens, the Master Schedule Builder, and/or Student Schedules. This functionality proves beneficial when updates are made within the catalog that necessitate corresponding adjustments in other areas of Focus.

The ability to push down data from courses in the catalog is driven by the Edit permission for Course Catalog enabled via Users > Profiles > Scheduling tab.

See Florida Course Catalog and Texas Course Catalog for where the values are updated in Focus when specific columns are updated, saved, and pushed down/exported.

1. Click the green gear icon, and select Push Down.

2. In the pop-up, select the screens that need to be updated from the first pull-down, such as Student Schedules.

Course Catalog

3. Choose a field from the second pull-down to designate the data from the catalog that will be transferred to the designated areas in Focus (as determined by the selection made from the first pull-down; i.e. Student Schedules).

Course Catalog

In the example displayed, Student Schedules will be updated to include the new information from the Course Catalog as it pertains to the Affects GPA field. In this example, changes have been made to the Affects GPA field for various courses in the catalog that now need to be pushed out to the Student Schedules.

4. Click Push Down to transfer the data.

Course Catalog

All data in the selected column/field for all courses in the course catalog will be pushed down/transferred to the selected module in Focus regardless of any applied filters on the main screen. For example, all data in the Affects GPA field for all courses in the catalog will be pushed down to Student Schedules. This occurs regardless of any filters applied to the main screen, such as filters to the Course Number or Course Title, as shown below.

Course Catalog
Florida Course Catalog

This table explains where values are updated in Focus when a value is set in the Course Catalog, is saved, and then is pushed down/exported.

Column
Title Exports to... Mapping
SHORT_NAME Course Number Courses & Sections (locked), Grades (locked)
Array([courses] => short_name [student_report_card_grades] => course_num [student_standards_grades] => course_num)
TITLE Course Title Courses & Sections (locked), Grades (locked)
Array([student_report_card_grades] => course_title [student_standards_grades] => course_title)
GRAD_SUBJECT_AREA Graduation Subject Area Courses & Sections (locked), Grades (can edit)
Array( [courses]=> grad_sub_id, [student_report_card_grades]=> grad_sib_id, grad_sub_short_name)
GRAD_SUBJECT_AREA2
Graduation Subject Area 2
Courses & Sections (locked)
Array( [courses]=> grad_sub_id2 )
GRAD_SUBJECT_AREA3
Graduation Subject Area 3
Courses & Sections (locked)
Array( [courses]=> grad_sub_id3 )
TEACHER_REQUESTABLE Allow Teachers to Request This Course Courses & Sections (locked) Array([courses] =>teacher_requestable)
REQUESTS_SUBJECT Requests Subject Courses & Sections (locked) Array([courses] =>Request_subject)
GRADING_SCALE Grading Scale Courses & Sections (locked), Grades (can edit)
Array( [course_periods]=> grade_scale_id [student_report_card_grades] =>grade_scale_id, gps_points, weighted_gpa_points)
STANDARDS_GRADING_SCALE Standards Grading Scale Courses & Sections (locked), Grades (can edit)
Array( [course_periods]=> standards_grade_scale_id [student_report_card_grades] =>grade_scale_id)
GENDER_RESTRICTION Gender Restriction Courses & Sections (locked)
CREDITS Credits Per CH Term Courses & Sections (locked), Grades (can edit)

COURSE_CREDITS Credits per Course Does not push down
FEE Fee Does not push down
GRADE_POSTING_SCHEME Grade Posting Scheme Courses & Sections (locked) Array( [course_periods]=> grade_posting_scheme_id )
COURSE_HISTORY_TERM Course History Term Courses & Sections (locked)
COURSE_LEVEL Course Level Does not push down
AFFECTS_GPA Affects GPA Courses & Sections (locked), Grades (can edit),

DOES_GRADES Does Grades Courses & Sections (locked)

DEFAULT_MAX_SEATS Default Max Seats Courses & Sections (locked) Array( [course_periods]=> total_seats)
PREREQUISITES Prerequisites 1 Courses & Sections (locked) Array([courses] =>Prerequisites)
PREREQUISITES_2
Prerequisites 2
Courses & Sections (locked)
Array([courses] =>Prerequisites2)
PREREQUISITES_3
Prerequisites 3
Courses & Sections (locked)
Array([courses] =>Prerequisites3)
READING Reading Does not push down
ESE ESE Type Does not push down
ELL ELL Does not push down
AP AP Does not push down
IB IB Does not push down

CUSTOM_FIELD_2 AICE Does not push down
DISTANCE_LEARNING Distance Learning Courses & Sections (locked), Student Schedule (can edit), Grades (can edit)

Array( [course_periods] => CUSTOM_23 [schedule] => CUSTOM_62 [student_report_card_grades] => CUSTOM_15)

AGE_ONLINE_COURSE AGE Online Course Delivery Indicator Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => AGE_ONLINE_COURSE    [schedule] => AGE_ONLINE_COURSE)
ONLINE_COURSE Online Course No longer used Array(    [course_periods] => ONLINE_COURSE    [schedule] => ONLINE_COURSE    [student_report_card_grades] => ONLINE_COURSE)
CUSTOM_FIELD_13 Dual Enrollment Indicator Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => CUSTOM_31    [schedule] => CUSTOM_8)
DE_STUDENT_TYPE Dual Enrollment Student Type Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => DE_STUDENT_TYPE    [schedule] => DE_STUDENT_TYPE)
DE_INST_TYPE Dual Enrollment Institution Type Courses & Sections (locked), Student Schedule (can edit), Grades (can edit)
Array(    [course_periods] => DE_INST_TYPE    [schedule] => DE_INST_TYPE    [student_report_card_grades] => DE_INST_TYPE)
CTE_DE_LOCATION CTE Dual Enrollment Course Location Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => CTE_DE_LOCATION    [schedule] => CTE_DE_LOCATION)
CUSTOM_FIELD_1 Exclude from FTE Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => CP_CHECKBOX_SETTING_5    [schedule] => CUSTOM_87)
CUSTOM_FIELD_3
Core for Class Size Does not push down

CUSTOM_FIELD_4
Core for Highly Qualified No longer used
CUSTOM_FIELD_5
FEFP Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => CUSTOM_2    [schedule] => CUSTOM_5)
CUSTOM_FIELD_6
Course Flag 1 Courses & Sections (locked), Student Schedule (can edit), Grades (can edit)
Array(    [course_periods] => CUSTOM_12    [student_report_card_grades] => CUSTOM_1    [schedule] => CUSTOM_1)
CUSTOM_FIELD_7
Course Flag 2
Courses & Sections (locked), Student Schedule (can edit), Grades (can edit)
Array(    [course_periods] => CUSTOM_13    [student_report_card_grades] => CUSTOM_2    [schedule] => CUSTOM_2)
CUSTOM_FIELD_8
Course Flag 3
Courses & Sections (locked), Student Schedule (can edit), Grades (can edit)
Array(    [course_periods] => CUSTOM_14    [student_report_card_grades] => CUSTOM_3    [schedule] => CUSTOM_3)
CUSTOM_FIELD_9
Course Flag 4
Courses & Sections (locked), Student Schedule (can edit), Grades (can edit)
Array(    [course_periods] => CUSTOM_15    [student_report_card_grades] => CUSTOM_4    [schedule] => CUSTOM_4)
CUSTOM_FIELD_10
Vocational Program Number Courses & Sections (locked), Student Schedule (can edit), Grades (can edit)
Array(    [course_periods] => CUSTOM_29    [schedule] => CUSTOM_9    [student_report_card_grades] => CUSTOM_18)
CUSTOM_FIELD_11
Course Length Courses & Sections (locked)
CUSTOM_FIELD_12
WDIS OCP Hours Courses & Sections (locked), Grades (can edit) Array( [courses] => CUSTOM_2    [student_report_card_grades] => CUSTOM_30)
CUSTOM_FIELD_14
EOC Exam Required Does not push down

CUSTOM_FIELD_15
Industry Certification ID Student Schedule (can edit), Grades (can edit)
Array(    [schedule] => CUSTOM_23    [student_report_card_grades] => CUSTOM_13)
CUSTOM_FIELD_16
2nd Industry Certification ID Student Schedule (can edit), Grades (can edit)
Array(    [schedule] => CUSTOM_63    [student_report_card_grades] => CUSTOM_16)
CUSTOM_FIELD_17
Daily Class Hours Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => CUSTOM_19    [schedule] => CUSTOM_56)
CUSTOM_FIELD_18
3rd Industry Certification ID Student Schedule (can edit), Grades (can edit)
Array(    [schedule] => CUSTOM_71    [student_report_card_grades] => CUSTOM_33)
CUSTOM_FIELD_19
CAPE Courses & Sections (locked), Student Schedule (can edit)
Array(    [courses] => CUSTOM_10    [schedule] => CUSTOM_73)
ELL_INSTRUCT_MODEL ELL Instructional Model Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => ELL_INSTRUCT_MODEL    [schedule] => CUSTOM_6)
LOCAL_EOC_ID Local EOC [Test - Part (Subject Code)] Does not push down
COST_REPORTING_CODE Cost Reporting Code Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => CUSTOM_16    [schedule] => CUSTOM_32)
FUNCTION_LEVEL Functioning Level Courses & Sections (locked)
Array(    [course_periods] => FUNCTION_LEVEL)
BASIC_SKILLS Basic Skills Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => CUSTOM_22    [schedule] => CUSTOM_31)
ADULT_TEST Adult Test Name Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => ADULT_TEST    [schedule] => ADULT_TEST)
ADULT_FEE_STATUS_1 Adult Fee Status 1 Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => CUSTOM_21    [schedule] => CUSTOM_30)
ADULT_FEE_STATUS_2
Adult Fee Status 2
Courses & Sections (locked), Student Schedule (can edit)
Array(    [course_periods] => CUSTOM_38    [schedule] => CUSTOM_88)
IET_PROGRAM_NUMBER IET Program Number Courses & Sections (locked), Student Schedule (can edit), Grades (can edit)
Array(    [schedule] => IET_PROGRAM_NUMBER    [course_periods] => IET_PROGRAM_NUMBER    [courses] => IET_PROGRAM_NUMBER    [student_report_card_grades] => IET_PROGRAM_NUMBER)
CAREER_PATHWAY Career Pathway Does not push down
Texas Course Catalog

This table explains where Texas-specific values are updated in Focus when a value is set in the Course Catalog, is saved, and then is pushed down/exported.

Column
Title Exports to... Mapping
CUSTOM_FIELD_12
PEIMS Course Number
Courses & Sections (locked), Student Schedules (locked), Grades (locked) Array(    [courses] => CUSTOM_10    [student_report_card_grades] => CUSTOM_14    [schedule] => SERVICE_ID)
CUSTOM_FIELD_1
Population Served
Courses & Sections (locked), Student Schedules (can edit), Grades (can edit) Array(    [course_periods] => CUSTOM_6)
CUSTOM_FIELD_2
Special Explanation Code
Courses & Sections (locked), Student Schedules (locked), Grades (can edit)
Array( [course_periods] => CUSTOM_7 [schedule] => CUSTOM_10 [student_report_card_grades] => CUSTOM_1)
CUSTOM_FIELD_14
Special Explanation Code 2
Courses & Sections (locked), Student Schedules (locked), Grades (can edit)
Array(    [course_periods] => CUSTOM_8    [schedule] => CUSTOM_11    [student_report_card_grades] => CUSTOM_2)
CUSTOM_FIELD_5
Special Explanation Code 3
Courses & Sections (locked), Student Schedules (locked), Grades (can edit)
Array( [course_periods] => CUSTOM_9 [schedule] => CUSTOM_12 [student_report_card_grades] => CUSTOM_16)
CUSTOM_FIELD_3
CTE Hours/State Weight
Student Schedules (locked), Grades (locked)

CUSTOM_FIELD_4
Pre-AP
Courses & Sections (locked), Student Schedules (locked), Grades (locked)

CUSTOM_FIELD_7
Dual Credit
Courses & Sections (locked), Student Schedules (locked), Grades (locked)
Array(    [schedule] => CUSTOM_5    [student_report_card_grades] => CUSTOM_9)
CUSTOM_FIELD_21
College Credit Hours
Courses & Sections (locked), Student Schedules (locked), Grades (can edit)
Array(    [course_periods] => CUSTOM_5    [schedule] => CUSTOM_9    [student_report_card_grades] => CUSTOM_12)
CUSTOM_FIELD_8
ATC Indicator
Courses & Sections (locked), Student Schedules (locked), Grades (can edit)
Array( [course_periods] => CUSTOM_3 [schedule] => CUSTOM_7 [student_report_card_grades] => CUSTOM_10)
CUSTOM_FIELD_9
EOC P/F Indicator
Courses & Sections (locked), Student Schedules (locked), Grades (locked)

CUSTOM_FIELD_11
Honors
Courses & Sections (locked), Student Schedules (locked), Grades (locked)

CUSTOM_FIELD_13
Course Sequence
Courses & Sections (locked), Student Schedules (locked), Grades (locked)
Array(    [courses] => CUSTOM_1)
CUSTOM_FIELD_15
Self Paced
Courses & Sections (locked), Student Schedules (locked), Grades (locked)

CUSTOM_FIELD_16
Partial Credit
Courses & Sections (locked), Student Schedules (locked), Grades (locked)

CUSTOM_FIELD_17
UIL Eligibility
Courses & Sections (locked), Student Schedules (locked), Grades (locked)

CUSTOM_FIELD_18
Academic Achievement Record (AAR) Use
Courses & Sections (locked), Student Schedules (locked), Grades (can edit)
Array(    [student_report_card_grades] => CUSTOM_3    [courses] => AAR_USE    [schedule] => AAR_USE)
CUSTOM_FIELD_19
Instructional Setting
Courses & Sections (locked), Student Schedules (locked), Grades (locked)

CUSTOM_FIELD_20
Class Type
Courses & Sections (locked), Student Schedules (locked), Grades (locked)
Array(    [course_periods] => CUSTOM_2)
CUSTOM_FIELD_6
Non-Campus Based Instruction
Courses & Sections (locked), Student Schedules (locked), Grades (can edit)
Array(    [course_periods] => CUSTOM_4    [student_report_card_grades] => CUSTOM_4    [schedule] => NON_CAMPUS_BASED)
PP_CTE_CLUSTERS
CTE Clusters
Courses & Sections (locked), Student Schedules (locked), Grades (locked)

PP_ADVANCED
Advanced Course
Courses & Sections (locked), Student Schedules (locked), Grades (locked)

TSTEM_INDICATOR
T-STEM Indicator
Courses & Sections (locked), Student Schedules (locked), Grades (can edit)
Array(    [courses] => TSTEM_INDICATOR)
PK_CURRICULA
PK Curricula
Courses & Sections (can edit), Student Schedules (locked), Grades (can edit)
Array(    [courses] => PK_CURRICULA    [course_periods] => PK_CURRICULA)
HQ_PK_INDICATOR
High Quality PK Program
Courses & Sections (can edit), Student Schedules (locked), Grades (can edit)
Array(    [courses] => HQ_PK_INDICATOR    [course_periods] => HQ_PK_INDICATOR)
CHILDCARE_OP_NUMBER
Child Care Operation Number
Courses & Sections (can edit), Student Schedules (locked), Grades (can edit)
Array(    [courses] => CHILDCARE_OP_NUMBER    [course_periods] => CHILDCARE_OP_NUMBER)
PK_PROGRAM_EVALUATION
Program Evaluation Type
Courses & Sections (can edit), Student Schedules (locked), Grades (can edit)
Array(    [courses] => PK_PROGRAM_EVALUATION    [course_periods] => PK_PROGRAM_EVALUATION)
STUDENT_INSTRUCTION
Student Instruction Type
Courses & Sections (can edit), Student Schedules (locked), Grades (can edit)
Array(    [courses] => STUDENT_INSTRUCTION    [course_periods] => STUDENT_INSTRUCTION)
ONRAMPS
OnRamps Dual Enrollment Indicator
Courses & Sections (locked), Student Schedules (locked), Grades (can edit)
Array(    [student_report_card_grades] => ONRAMPS)
Additional Information
System Preferences

Consider the following settings enabled via Setup > System Preferences > Scheduling tab:

Course Catalog Course Num Length: This setting dictates the number of characters that Focus considers when matching grade records to compute semester and full-year schools.

Max Course Num Length: This setting allows administrators to define the maximum number of characters that course numbers can have within the Course Catalog or Courses & Sections module. This setting plays a crucial role in various functionalities within the Focus system.

Firstly, it influences how Focus combines grades for report cards. When determining how to aggregate grades for report cards, Focus considers the length of course numbers. By specifying the maximum course number length, administrators ensure that report cards accurately consolidate grades for courses with different lengths of course numbers.

Secondly, the course number length is also considered for other purposes, such as generating the Graduation Requirements Report. When courses have course numbers exceeding the specified maximum length, this setting helps Focus appropriately handle such cases when determining graduation requirements for students.

Allow extra characters on the course number: The setting provides administrators with the option to enable the addition of extra characters to course numbers beyond the standard length. When this setting is enabled, Focus permits the inclusion of extra characters in course numbers, up to the maximum course number length defined previously.

Course History Grades Default Term: This setting provides administrators with the ability to designate a default marking period for the "Course History Term" field on sections within the Courses & Sections module. This setting serves as a fallback option when either the Course Catalog feature is not enabled or when the "Course History Term" field is left empty in the Course Catalog.

Set the Course History Term Equal to the Section Marking Period: When this preference is enabled, the Course History Term field is removed from Courses & Sections, Master Schedule Report, and Course Catalog. The marking period set on the section in Courses & Sections or the Master Schedule Report determines the course history term.

Use Credit Hours: This setting adds the "Credit Hours" field to the Course Catalog, Master Schedule Report, and Courses & Sections. When Credit Hours is enabled for a course/section, the hourly attendance preference will be ignored, and teachers will be prompted to enter period attendance. When enabled, two new columns are added to the student's Grades Screen/Course History, called "Credit Hours Attempted" and "Credit Hours Earned." When a grade is posted, the Credit Hours assigned at the course/section will populate with the posted grade. A passing grade is defined in the grading scale setup screen by the Gives Credit flag.

Display converted certification codes in Course Catalog: This setting provides administrators with the option to include converted certification codes in the Course Catalog interface. When enabled, administrators can enable the display of converted certification codes within the Course Catalog.

When this setting is enabled, the Course Catalog interface will populate and showcase the converted certification codes alongside other relevant course information. These converted certification codes may represent qualifications, certifications, or credentials associated with specific courses.

Consider the following settings enabled via Setup > System Preferences > Grading tab:

Weight GPA by Credits: This setting provides administrators with the option to calculate Grade Point Average (GPA) using the credit value assigned to each course. When enabled, administrators enable the system to factor in the credit value of courses when calculating GPA.

When this preference is enabled, the system calculates GPA by considering the credit value of each course. This means that courses with higher credit values contribute more significantly to the GPA calculation compared to courses with lower credit values. This calculation method applies not only to individual student GPAs but also to GPAs calculated through the "Calculate Class Rank and GPA" scheduled job.

Additionally, enabling this preference results in the inclusion of the "Credits" column on the Student Schedule screen and on printed schedules from the Print Student Schedules screen. These columns display the attempted credits for each course, providing students and administrators with clear visibility into the credit values associated with scheduled courses.

Conversely, if this preference is disabled and a course is added to a student's schedule that already exists in the student's Course History but without any credits awarded, a warning message appears. The warning message alerts administrators to the potential for a course retake and prompts them to verify the reason before rescheduling the class. Administrators have the option to disable this warning for specific courses using the "Exclude from Schedule Warning" option in the Course Catalog.

Courses & Sections

Consider the following information as it pertains to Courses & Sections:

Course Addition with Course Catalog Enabled: If the Course Catalog feature is enabled within the school's system, new courses may only be added if they are found in the Course Catalog. This means that administrators or faculty members can select from the pre-existing list of courses available in the Course Catalog to add them to the school's offerings. This approach ensures adherence to district-approved courses and maintains consistency with established curriculum standards.

Course Addition without Course Catalog Enabled: In contrast, if the Course Catalog feature is not enabled, administrators have the flexibility to add any courses they deem appropriate, regardless of whether they are listed in a centralized Course Catalog. Without the constraints of the Course Catalog, administrators can introduce new courses based on various factors such as student needs, educational trends, or specific program requirements. This allows for greater autonomy in course selection and curriculum development.

Entering the Course Number: To input the Course Number, if the Course Catalog feature is activated, the Course Number field will appear in red and remain so until a valid course number is provided. Click on the desired course or input the complete course number.

Character Limit: The course number can be up to 50 characters long. If the "Max Course Num Length" system preference is configured, the Course Number field will restrict the number of characters allowed based on this preference.

Course Title: Once a valid Course Number is entered into the Course Number field, the corresponding Title field will automatically populate. This auto-population is based on the Course Title defined in the Course Catalog. The system retrieves the Course Title associated with the entered Course Number, providing users with accurate and consistent information.

Course Fields: Course fields specified in the Course Catalog will automatically fill in and remain unalterable. However, if a value is not assigned in the Course Catalog, the field will be editable.

Course Length: If the Course Length is not specified in the Course Catalog, it will default to "Automatic." This attribute is crucial for Requests Reports. If no sections are built when requests are entered, courses with a Course Length set to "Automatic" are regarded as 1 unit when tallying requests. For courses with a half-unit designation, such as Economics, the Course Length should be adjusted to 0.50 - Semester.

Section Fields: Section fields specified in the Course Catalog will automatically populate and remain uneditable. However, if a value is not assigned in the Course Catalog, the field will be editable.

Locking Fields in the Catalog

Locking down fields in the Course Catalog refers to restricting access to editing or modifying course details once they have been finalized or set in the catalog. On the other hand, not setting specific fields in the Course Catalog allows ongoing changes and updates to course information at a school level. For example, if you set/select the Grading Scale for a course in the catalog, the field cannot be edited in Courses & Sections; the field is locked down.

See the image below to see how setting or making a selection for Grade Posting Scheme locks the field in all other areas of Focus, such as Courses & Sections. Whereas, the Course History Term has not been set/locked.

Course Catalog

The Grading Posting Scheme is set to Default and is uneditable at the Section level for 2-D Studio Art 2. Whereas, the Course History Term is editable.

Courses & Sections

Pros of Locking Down the Course Catalog:

  • Locking down fields ensures consistency and stability in course details, preventing unauthorized changes that could lead to confusion among students and faculty.
  • It helps maintain compliance with regulatory requirements and ensures standardization across courses, particularly in areas such as grading scales, prerequisites, and credit hours.
  • By limiting access to editing, there's a reduced risk of inadvertent errors or inaccuracies being introduced into Courses & Sections.

Cons of Locking Down the Course Catalog:

  • Locking down fields restricts the ability to make immediate adjustments in response to changing educational needs or curriculum requirements.
  • Unlocking and re-setting fields when updates are necessary can be time-consuming and will require administrative oversight.
  • It may discourage innovation and experimentation in curriculum development as educators may feel constrained by static course details.

Pros of Not Locking Down the Course Catalog:

  • Allowing ongoing changes and updates enables institutions to quickly adapt to changing educational needs and emerging trends in curriculum development.
  • Errors or inaccuracies in course details can be promptly corrected, ensuring that students have access to the most accurate and up-to-date information.
  • It promotes collaboration among faculty and administrators in continuously improving and refining the curriculum to better meet the needs of students.

Cons of Not Locking Down the Course Catalog:

  • Frequent modifications increase the risk of errors or inconsistencies in course information, requiring vigilant oversight and review processes.
  • Without proper governance and controls, unchecked modifications may result in chaos or confusion, impacting academic planning and student enrollment processes.

Ultimately, the decision to lock down or not lock down the Course Catalog depends on the balance between the need for stability and the desire for flexibility in curriculum management, as well as the institutional culture and governance mechanisms in place.

Adding Inactive Courses

Adding courses as inactive allows them to be stored within the system without being actively included in processes such as student enrollment or scheduling. However, by being inactive, these courses can still be manually accessed and added to the student grades screen when necessary, such as Final Grades, GPA, & Class Rank and/or Course History.

To add an inactive course, leave the Active check box unchecked upon adding new courses.

See Inactive Courses for information about how to make existing courses inactive and see Adding Courses to the Course Catalog for details on how to add new courses to the catalog.

Here are some key impacts of adding courses as inactive for manual addition to the student grades screen:

  • Inactive courses are stored within the system, maintaining a comprehensive record of all available courses. This helps with organization and ensures that historical course data is retained for future reference.
  • By having inactive courses available in the system, administrators or educators have the flexibility to manually add them to the student grades screen when needed. This is particularly useful for accommodating unique situations or exceptional circumstances where students may need to be graded for courses that are not currently active.
  • Including inactive courses in the system ensures that student grade records remain accurate and complete. Even if a course is not currently active, its historical grades can still be entered and maintained within the system for accurate academic records.
  • This approach allows educational institutions to adhere to policies or regulations that require comprehensive tracking of student grades and course history, even for courses that are not currently active.
  • Keeping inactive courses accessible for manual addition to the student grades screen promotes transparency and accountability in grading practices. Educators can accurately record student performance for all courses, regardless of their active status.
Additional Features

To navigate through multiple pages of courses in the catalog, click the Prev and Next buttons. Alternatively, you can enter a page number into the Page text box to jump directly to a specific page.

Course Catalog

Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.

Click the Printer icon to print the table of data.

Course Catalog

Click the Filters button to filter data and apply filter rules.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for additional filtering rules.

Course Catalog

For more information, see Filters.

You can also sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results. In the image displayed, results have been sorted by clicking the Course Title twice.

Course Catalog

Click Toggle Columns to customize the columns displayed.

Course Catalog

a. Clear the selected check boxes to remove the columns from the catalog. Select the check box again to display the column.

b. Click the X to close the pop-up window and view your changes.

If a column is hidden/removed from the catalog, it will remain hidden until you reselect the check box in the Toggle Columns pop-up even when you navigate away from the screen.

The Page Size displays the total number of records displayed per page; the default is 20 records. To change the number of records displayed per page, enter the Page Size in the provided text box.

Course Catalog
Previous Article Course Catalog (Old v.12)
Next Article Courses & Sections