Team Scheduler
The Team Scheduler screen is used to assign students to teams, which sets the Team field on the student's Enrollment record. Students can be manually assigned to teams, or the Optimize feature can be used to evenly distribute students to teams based on gender, race, discipline referral history, assessment scores, ESE status, ELL status, and 504 status.
Team names and grade levels are set up in Scheduling > Teams.
There are three system preferences that must be set in order to use the Team Scheduler. These preferences define the state math and ELA tests that are considered by the Team Scheduler, as well as the Achievement Level Type. Not setting these preferences will result in a pop-up warning when using the Team Scheduler.
See System Preferences for more information on setting system preferences.
Ensure the new school year (the school year you are scheduling) is selected at the top-right of the screen.
1. In the Setup menu, click System Preferences.
2. In the School Preferences or Default School Preferences tab, click the General tab.
3. Select the State Math Test and State ELA Test that will be considered in the Team Scheduler.
Multiple tests can be selected for the math and ELA tests. The system will look at the most recent test administration for the student across all of the selected math and ELA tests.
4. Select the Achievement Level Type.
The Achievement Level Type must be the same for all tests selected.
5. Click Save.
1. In the Scheduling menu, click Team Scheduler.
Each grade level is in its own tab across the top of the screen. If there are no students in the grade level in the new school year or no teams are assigned to the grade level in Scheduling > Teams, the grade level tab will not display. The tabs are labeled using the grade level short names. The order in which the tabs display is based on the sort order for the grade levels in Setup > Grade Levels.
The Team column displays the teams that were set up for the grade level in Scheduling > Teams.
The check boxes next to each team name are used to include or exclude the team when using the Optimize feature. See Using the Optimize Button to Assign Students to Teams for more information.
The Students column displays a blue circle containing the number of students assigned to each team.
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), Math Scores (Level), ESE, ELL, and 504 options are selected by default. The selected options will display as columns.
The Gender column displays the total number of girls assigned to the team (fuchsia) and the total number of boys assigned to the team (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 team.
- Green represents no referrals
- Yellow represents 1-2 referrals
- Red represents 3 or more referrals
Distribution of students in grades 1-3 is by Gender, Race, and Behavior only. There is no prior year FSA data to use for test scores unless the override options are set on the individual student.
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 team. This is based on the previous school year from what is selected in the school year pull-down.
At the elementary school, you may use one test, such as the FSA, for grades 4-5 and another test, such as FLICKERS, for grades 1-3. A student in grade 4 will have both FLICKERS and FSA ELA in test history. When using the Team Scheduler, the system will use the most recent administration of any test that has an AL in any of the parts selected. The tests considered by the Team Scheduler are selected in the "State Math Test" and "State ELA Test" system preferences in Setup > System Preferences > General tab.
- Green represents level 4 or 5 on most recent ELA/MA test.
- Khaki represents level 3 on most recent ELA/MA test.
- Yellow represents level 2 on most recent ELA/MA test.
- Red represents level 1 on most recent 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.
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 Team Scheduler does not differentiate between gifted and non-gifted. The ESE status is based on the student field with the alias "primary_exceptionality."
Hover over a colored dot to view the color's meaning in a tool-tip.
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 team.
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 Team 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 team 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 Team Scheduler will automatically flag student B to be scheduled with student A accordingly. The students will have a link icon display next to their names. When hovering over the icon, 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 Team 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, an assignment error will display. This will also display if you try to place student B with student A.
If both students are already assigned teams, and you try to set to set this restriction, an error message will display indicating "Student cannot be moved to a team with separated students. Please update restrictions on (student name) to continue."
5. In the Schedule with team pull-down, select the specific team to assign this student to.
When this option is saved, the student is moved automatically to the team's list. A lock icon will display. When hovering over the icon, it will list the team paired with the student. The restriction will have to be removed to move the student to a different team.
6. In the Schedule away from teams pull-down, select one or multiple teams the student should not be assigned to.
The student will have a broken paper icon display next to their name. When hovering over the icon, the separated teams(s) will display.
If you try to place the student with the restricted team, an assignment error will display.
7. 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. See Understanding the Layout of the Team Scheduler for more information on the color meanings.
8. 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. See Understanding the Layout of the Team Scheduler for more information on the color meanings.
9. 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. See Understanding the Layout of the Team Scheduler for more information on the color meanings.
10. Click Save to save any restrictions set.
While the pop-up window is open, click the left or right arrow to navigate to the previous or next student in the list.
Students can be assigned to teams manually, or the Optimize option can be used. Manually assigning 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 team.
The student counts at the top of the screen are updated as you move students to teams.
The Assign Teams button at the top of the screen turns red when a student is placed with a team. Until this button is clicked, the teams are saved on this screen but the student's Team field on the Enrollment record is not yet updated.
3. To move a student to a different team, click and drag the student to the appropriate team.
4. To undo assigning the student to the team, click and drag the student back to the Unassigned column.
5. Click Assign Teams to update the students' Team field in the Enrollment record.
If students are moved around to different teams after Assign Teams is clicked, you must click Assign Teams again after moving the students in order to update their Team field in the Enrollment record.
6. Repeat this process until all students are assigned to teams, and continue to other grade levels.
Instead of manually assigning students to teams, the Optimize button will evenly distribute the students to all teams based on gender, race, behavior, assessment scores, ESE status, ELL status, and 504 status. Restrictions set on students are considered. This process is done one grade level at a time. Any students who have been manually assigned to a team will remain with that team during the Optimize process unless manually moved back into the Unassigned column.
1. At the top of the screen, deselect any teams that should not be included when optimizing student assignments. Students will be evenly distributed to the other selected teams.
2. Click Optimize at the top of the screen.
The students are distributed to all the grade level teams that have their check boxes selected.
The Assign Teams button at the top of the screen turns red. Until this button is clicked, the team assignments are saved on the Team Scheduler screen but the students' Team field on the Enrollment record is not updated.
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 teams.
5. To undo Optimize and return all students back to the Unassigned column, click Undo Optimize.
Any students who were manually assigned a team before the Optimize process will remain displayed beneath the assigned team. You can drag and drop those students back into the Unassigned column, if needed.
Undoing Optimize does not undo the student's assigned Team in their Enrollment record if Assign Teams was clicked. The most recent team will remain. You can manually re-arrange students or re-use the Optimize feature and then click Assign Teams again to update their Enrollment records.
6. Click Assign Teams at the top of the screen to add the teams to the students' Team field in their Enrollment records.
The Evaluate Requests button will set the "Schedule away from teams" restriction on a student if the Scheduler cannot fulfill 100% of the student's requests with that team. If the Scheduler cannot fulfill 100% of the student's requests on any team, no restriction will be added for the student.
Click Evaluate Requests at the top of the screen.
A pop-up will indicate how many students had a team restriction added.
