Scheduling Elementary Students
Elementary schedules can be attached to students in a few ways: manually through Mass Add Course or Elementary Scheduler. The Elementary Scheduler feature allows the school scheduler to create rosters and schedule students for homeroom teachers while distributing students by gender, discipline referral history, and assessment scores.
Once course packages have been created, students can be scheduled into a homeroom section; this will schedule the student into all of the Child sections linked to the Parent Homeroom section, including specials/related arts. Students can be scheduled individually or en masse.
1. In the Scheduling menu, select Student Schedule.
2. Conduct a student search.
3. Click + Add a Section.
If Add a Section does not display, clear the Show (State) Fields and Show Vocational/WDIS Fields check boxes.
4. In the Courses & Sections pop-up window, click the subject, course, and section to add to the schedule.
All linked (packaged) course sections will be added to the student’s schedule.
Mass adding a course allows for enrolling a select group of students into a package. This is particularly helpful for creating schedules from a class list. Students can be manually mass-added to a teacher’s package using Mass Add Course or an entire grade level can be mass scheduled using the Elementary Scheduler.
1. In the Scheduling menu, select Mass Add Course.
2. On the Search Screen, enter search criteria to locate the group of students. Click More Search Options to search using a variety of criteria.
If you have a spreadsheet that includes student IDs, the student IDs can be copied from the spreadsheet and pasted into the Student search field.
3. When finished entering the search criteria, click Search.
4. At the top of the screen, click Choose Course.
5. In the pop-up window, click the subject, course, and section to add to the students.
The selected section is displayed next to Course Section(s) to Add.
6. Click Choose more Courses to add more sections if needed.
7. If the wrong section was selected, click the red X next to the section.
8. Select the Start Date of the course.
9. Select the Marking Period of enrollment. Selecting Full Course Enrollment will enroll the students for the full course length set on the course.
10. Select the Locked check box to lock this section on the student's schedule. When a section is locked, it will not be affected by subsequent Scheduler runs.
11. Scroll down to the student list. Select the check box next to each student to mass add this course to, or select the check box in the column header to select all the students in the list.
12. Click Add Course(s) to Selected Students at the top of the screen.
A green check mark and confirmation message is displayed, indicating the course has been added to the selected students.
1a. From the Mass Add Course screen, if working from an excel class list, copy and paste the next set of student ID numbers in to the search text box, and click Search.
1b. From the Mass Add Course screen, click More Search Options.
a. Select the grade level previously selected.
b. Click on the Scheduling tab.
c. From Not Scheduled into Course(s), select the course being used as the parent (e.g. Homeroom or the Grade Level course).
d. Click Search.
2. Click Choose Course to select the course and section into which students will be scheduled. (Remember that this opens Courses and Sections in a pop-up window and it will close as soon as the teacher section is selected).
3. From the resulting list, select the check boxes for the applicable students or select the check box in the column header to select all (if working from a defined class list).
4. Click Add Course(s) to Selected Students in the upper right corner of the Mass Add Course screen.
5. Repeat the previous steps until all students for the grade level have been scheduled. Follow both sets of steps in this section for each grade level to be scheduled.
Assign students from one grade level to the appropriate packages.
Use your class lists to help mass assign students to the correct packages.
Mass dropping a course (package) removes that course (package) from the selected group of students. Remember, if sections have been packaged with a Homeroom or other course as the parent, selecting the parent course will display all linked sections and all can be dropped at one time.
1. In the Scheduling menu, select Mass Drop Course.
2. Enter a student name or ID or click More Search Options to select a Grade level and/or Scheduled into Section(s) to select a group of students.
If you have a spreadsheet that includes student IDs, the student IDs can be copied from the spreadsheet and pasted into the Student search field.
3. Click Search.
4. At the top of the screen, click Choose a Course.
5. In the pop-up window, click the subject, course, and section to drop from the students' schedules.
The selected section is displayed next to Course to Drop.
6. Click Choose a Course to select more sections if needed.
If the wrong section was selected, click the red X next to the section.
7. Select the Drop Date of the course.
8. Scroll down to the student list. Select the check box next to each student to mass drop the course from their schedules, or select the check box in the column header to select all the students in the list.
9. Click Drop Course for Selected Students at the top of the screen.
A green check mark and confirmation message is displayed, indicating the course has been dropped from the selected students' schedules.
This option allows an entire grade level of students to be rostered and scheduled on ONE screen.
1. In the Scheduling menu, select Elementary Scheduler.
Each grade level is its own tab across the top of the screen, as each grade level is scheduled separately. If there are no students in a grade level in the new school year or no teachers assigned to sections within that grade level, the tab will not display. The tabs are labeled using the grade level/subject short names. The order in which the tabs display is based on the sort order for the grade levels in Setup > Grade Levels.
The Class column displays the teachers of the homeroom/parent sections.
The check boxes next to each teacher's name are used to include or exclude the teacher when using the Optimize feature.
The Students column displays a blue circle containing the number of students assigned to each class.
The pull-down beneath the grade level tabs allows you to select which factors to consider when distributing students. The Gender, Race, Behavior, ELA Scores (Level), and Math Scores (Level) options are selected by default. For Florida districts, the ESE, ELL, and 504 options can be selected, if desired. The selected options will display as columns.
The Gender column displays the total number of girls assigned to the class (fuchsia) and the total number of boys assigned to the class (teal).
All grade levels will have the Gender column header selected by default. By default, the distribution at the KG grade level is by Gender only. There is no prior year data to use for discipline or test scores unless the override options are set on the individual student.
The Race column is based on the student's race.
- Green represents Native Hawaiin or Other Pacific Islander
- Yellow represents Asian
- Purple represents American Indian or Alaska Native
- Red represents White
- Blue represents Black or African American
The Behavior column is based on the total number of processed admin referrals plus minor infraction referrals district-wide of all the students assigned to the teacher.
- Green represents no referrals
- Yellow represents 1-2 referrals
- Red represents 3 or more referrals
The ELA Scores (Level) and Math Scores (Level) columns are based on the most recent ELA/MA achievement levels found in the students’ Test History and the test selected in System Preferences setup. This number represents all the students currently scheduled with the teacher. This is based on the previous school year from what is selected in the school year pull-down.
- Green represents level 4 or 5 on most recent FSA ELA/MA test.
- Khaki represents level 3 on most recent FSA ELA/MA test.
- Yellow represents level 2 on most recent FSA ELA/MA test.
- Red represents level 1 on most recent FSA ELA/MA test.
- Gray means there is no data in Focus.
Distribution of students in grades 4-5 will include Gender, Race, Behavior, ELA, and Math scores. Override options can be set on individual students.
(For Florida districts, only) The ESE, ELL, and 504 columns display students in fuchsia if their status is No and in teal when their status is Yes. For ESE, the Elementary Scheduler does not differentiate between gifted and non-gifted.
2. Click a column header to view students based on this data element.
For example, when the Gender column header is clicked, all the student blocks at the bottom of the screen are colorized based on the student's gender.
All students are displayed in the Unassigned column until assigned to a teacher.
3. To view student alert icons next to student names, select Show Alert Icons beneath the grade level tabs at the top of the screen.
4. To print the Elementary Scheduler screen, click Print at the top-right of the screen and follow your printer's prompts.
Restrictions can be added to a student to place them in an ideal class to benefit their learning. These can be assigned before or during the scheduling process.
1. Click on a student to add restrictions.
2. In the pop-up window, click Open Student Schedule to open the Student Schedule screen for that student in a new tab.
3. In the Schedule with students pull-down, select one or multiple students this student should be scheduled with. The pull-down includes all other students in the grade level.
When student A is marked to be scheduled with student B, the Elementary Scheduler will automatically flag student B to be scheduled with student A accordingly. The students will have a link icon display next to their name. When hovering over the ion, the paired student(s) will display.
4. In the Schedule away from students pull-down, select one or multiple students the student should not be scheduled with. The pull-down includes all other students in the grade level.
When student A is marked to be scheduled away from student B, the Elementary Scheduler automatically flags student B with student A accordingly. The students will have a broken paper icon display next to their names. When hovering over the icon, the separated student(s) will display.
If you try to place student A with student B, a class assignment error will display. This will also display if you try to place student B with student A.
If both students are already scheduled, and you try to set to set this restriction, an error message will display indicating "Student cannot be moved to a classroom with separated students. Please update restrictions on (student name) to continue."
5. In the Schedule with teacher pull-down, select the specific teacher to schedule this student with.
When this option is saved, the student is moved automatically to the teacher's list. A lock icon will display. When hovering over the icon, it will list the teacher paired with the student. The restriction will have to be removed to move the student to a different teacher.
6. In the Override behavior pull-down, select the number of discipline referrals for the student if there is not any referral data for the student in Focus or the referral data needs to be overridden.
When the restriction is set and saved, the student block color will change according to the selection.
7. In the Override ELA Score pull-down, select the achievement level for the student. This might be used if the student has no current test scores in Focus.
When the restriction is set and saved, the student block color will change according to the selection.
8. In the Override Math Score pull-down, select the achievement level for the student. This might be used if the student has no current test scores in Focus.
When the restriction is set and saved, the student block color will change according to the selection.
9. Click Save to save any restrictions set.
Students can be assigned to teachers manually, or the Optimize option can be used. Manually rostering students allows you the freedom to move students where you want them assigned.
1. Click the appropriate grade level tab.
2. At the bottom of the screen, click the student in the Unassigned column and drag them to the appropriate teacher.
The student counts at the top of the screen are updated as you move students to teachers.
The Schedule Students button at the top of the screen turns red when a student is placed with a teacher. Until this button is clicked, the rosters are saved but the students are not yet scheduled.
3. To move a student to a different teacher, click and drag the student to the appropriate teacher.
4. To undo rostering the student, click and drag the student back to the Unassigned column.
5. Click Schedule Students to add the packages to the students' schedules.
If students are moved around to different teachers after Schedule Students is clicked, you must click Schedule Students again after moving the students in order to update their schedules. If the school year has not yet begun, the previous student schedule will be deleted and the new schedule added. If the school year has already begun, the previous schedule will be dropped and the new schedule added.
6. Repeat this process until all students are scheduled, and continue to other grade levels.
Instead of manually placing students with teachers, the Optimize button will evenly distribute the students to all teachers based on gender, discipline, and assessment scores. For Florida districts, ESE status, ELL status, and 504 status can also be considered. Restrictions set on students are considered. This process is done one grade level at a time. Any students who have been manually rostered with a teacher will remain with that teacher during the Optimize process unless manually moved back into the Unassigned column.
1. At the top of the screen, deselect any teachers that should not be included when optimizing student assignments. Students will be evenly distributed to the other selected teachers.
2. Click Optimize at the top of the screen.
The students are distributed to all the grade level teachers whose check boxes are selected.
The Optimize feature takes into account classroom total seats. Some students may be left in the Unassigned column if there are not enough seats available amongst all the teachers.
The Schedule Students button at the top of the screen turns red. Until this button is clicked, the rosters are saved but the students are not yet scheduled.
3. At the top of the screen, click the Gender, Behavior, ELA Scores (Level), Math Scores (Level), ESE, ELL, and 504 columns to change the colors on the student blocks and view how students are distributed based on this data.
4. If needed, manually reassign students by clicking and dragging them to different teachers.
5. To undo Optimize and return all students back to the Unassigned column, click Undo Optimize.
Any students who were manually rostered before the Optimize process will remain displayed beneath the assigned teacher. You can drag and drop those students back into the Unassigned column, if needed.
6. Click Schedule Students at the top of the screen to add the packages to the students' schedules.
One or multiple students’ schedules can be locked through the Lock Schedules function. This is extremely helpful for scheduling K-12 schools, K-8 schools, 6-12 schools, specific grade levels, Magnet Programs, ESE or 504 students. Locking schedules or sections on a schedule prevents the selected students’ schedules from being affected by any subsequent Scheduler runs.
1. In the Scheduling menu, select Student Schedule.
2. Conduct a search for the applicable student, and select the applicable student from the listing.
3. Click the lock icon next to each section to lock on the schedule.
An open lock indicates the section is not locked, while a closed lock indicates the section is locked. You may choose to lock certain sections and leave other sections unlocked.
4. Click Save when finished.
The Lock Schedules screen is used to lock schedules for one or multiple students. Locking a schedule prevents it from being affected by subsequent Scheduler runs. Schedules can also be unlocked on this screen so that the Scheduler can modify the schedules.
1. In the Scheduling menu, select Lock Schedules.
2. Conduct a search for the applicable students.
At the top of the screen, the Lock radio button is selected by default. In the Course Section(s) to Lock field, All is selected by default. If you want to lock all sections for the student(s), no sections need to be selected.
3. To lock only certain sections, click the link Click to Select Courses.
4. In the pop-up window, click the subject, course, and section to lock.
The selected section is displayed next to the Course Sections to Lock field. Repeat steps 3 and 4 to select more sections.
5. To remove a selected section, click the red X next to the section name.
6. Select the check box next to each student who will have their schedules locked, or select the check box in the column header to select all students in the list.
7. Click Lock Course(s) for Selected Students at the top right corner of the screen.
A green check mark and confirmation message is displayed at the top of the screen.
1. In the Scheduling menu, click Lock Schedules.
2. Conduct a search for the applicable students.
3. At the top of the screen, click the Unlock radio button.
In the Course Section(s) to Lock field, All is selected by default. If you want to unlock all sections for the student(s), no sections need to be selected.
4. To unlock only certain sections, click the link Click to Select Courses.
5. In the pop-up window, click the subject, course, and section to unlock.
The selected section is displayed next to the Course Sections to Lock field. Repeat steps 3 and 4 to select more sections.
6. To remove a selected section, click the red X next to the section name.
7. Select the check box next to each student who will have their schedules unlocked, or select the check box in the column header to select all students in the list.
8. Click Lock Course(s) for Selected Students at the top right corner of the screen.
A green check mark and confirmation message is displayed at the top of the screen.