Elementary Scheduling Using “Course

Packages” Rev. October, 2012

Course Changes for 2010-11

• LRE course added to course title and master file. Due to change in reporting requirements for the DOE-CP and the new DOE-CC, this course was added:

Course #: LRE K4 Section: 01 This is an ungraded course. It is taught by a NISEC teacher remediating special ed students. It is manually added to the individual student’s schedule. Be sure to direct the LRE teacher to notify you when a student is remediated by her/him.

Rev. Jan, 2011 2

Rev. October, 2012 3

Course Changes for 2009-10

• Science and Social Studies – Kindergarten – These will be ungraded courses for kindergarten

• MUSIC, PE and Art – Kindergarten – Music, PE and Art will be graded courses for kindergarten.

• Required Reading – 1st Grade – 1st grade will now be graded for Required Reading

Rev. October, 2012 4

Course Changes for 2008-09 • ART - Kindergarten – AM, PM, KG (Full Day)

Art is part of the elementary kindergarten schedule in 2008-09. There are fees for this course. However, Art will be taught by the classroom teacher and not treated as a “special” scheduled course with the building art teacher.

Art (1KG) is included this year in the KA/KP/KG Classroom Teacher’s course package. In the course master, “Days of the week” is set to “Saturday”. RDS software requires at least one day be specified with an “X”.

• MUSIC – Kindergarten – AM & PM

Music for AM/PM kindergarten is part of the kindergarten schedule in 2008-09. There are fees for this course. However, Music will be taught by the classroom teacher and not treated as a “special” scheduled course with the building music teacher.

Music (DKG) is included this year in the KA/KP Classroom Teacher’s course package. In the course master, “Days of the week” is set to “Saturday”. RDS software requires at least one day be specified with an “X”.

As in the past, Full Day Kindergarten will be scheduled with the building Music teacher for the number of days determined by the principal.

• Special Ed – MOMH (Salk)

The fee structure for MOMH has changed for 2008-09. Therefore, Course “MOMH” (grades K-4) will be replaced with MOMHA (grades K-2) and MOMHB (grades 3 & 4).

• New - Special Ed Autistic Classroom (Fieler)

New this year will be a special education Autistic class located at Fieler. The course is LAUTK2 (grades K-2) and LAUT34 (grades 3 & 4). At this time, there will be 1 teacher.

Rev. October, 2012 5

Student Schedule and Demographics Screen

• Shows All courses a student is scheduled in and demographic information. • Lunch Code is on Misc. (F21) or Book Rental Screen (F11-2) • Sp Ed Code is on Sp Ed Screen F20 • “Misc” is your core grade level course • You will also have “Required Reading” course “0RR3”and “PE” (Physical Enducation)

course “E03” included in the Packages. No Required Reading for K and 1st grade.

Rev. October, 2012 6

Build Teacher File (F3-1)

• Build a Teacher Master, one record per teacher with a homeroom specified for each elementary teacher.

• Include PE, Art, and Music. Teacher number is the same as the “employee number”. Central Office provides this number.

• Do not put commas in the “Name” field (Last First) Left side of screen • Put commas only in the “Employee Name” field (Last, First) Right side of screen Your regular teachers are already set up. Make sure your Art, Music, PE,

Remedial Reading, LRE and if applicable, ECD, ESL, MOMH, AUT, teachers are in the teacher file also. If you are replacing/adding a teacher and don’t know the name or employee/teacher number, add using just TBA (To be Announced) – e.g., TBA Gr3, or TBA PE…… and change the name of the teacher when you know who it is.

Rev. October, 2012 7

Teacher File Screen (F3-1)

Print a copy of your teacher file (F3-4) for reference in setting up teacher course and sections.

Don’t use a comma... Use a space…

Rev. October, 2012 8

Assign Homerooms to students F8-8-4 or F8-13(Field #3)

Assign TM (Team) Fieler & Salk Only

F8-8-4 or DBMS F8-18-Field # 79

• Fieler and Salk Only: • In order for the correct book fees to be assigned to the student, these schools must assign a “TM”

(team)… Both of these buildings have multi-structured fees per grade…

• Fieler – Team Codes Autism Gr K-2 = U1 Autism Gr 3-4 = U2 Gr KG/KA/KP = K Gr 1 = 1 Gr 2 = 2 Gr 3 = 3 Gr 4 = 4

• Salk – Team Codes MOMH Gr K-2 = M1 MOMH Gr 3-4 = M2 Gr KG/KA/KP = K Gr 1 = 1 Gr 2 = 2 Gr 3 = # Gr 3 Honors = 3H Gr 4 = 4 Gr 4 Honors = 4H

Rev. October, 2012 9

Rev. October, 2012 10

Course Title File (F4-5) (Subject Descriptions)

This file is set up at the District and downloaded to your school.

It is only a description file of the courses (subjects) offered. It does not describe teachers who teach the subject.

No setup required by you……Yeah!!!!!! • Course numbers begin with a letter or number that indicates the course subject

category. 0=Required Read, Study Hall 1=Art 2=Business 3=Computers 5=English 6=Foreign Lang 9=Family/Consumer Science A=Industrial Tech C=Math D=Music E=Physical Education G=Science H=Social Studies L=Special Ed M=Alternative T=ISTEP Remediation Y=Asst.

• You can print a copy for reference. (F4-5-8) • If you are missing any course titles (subjects) call Mary McVade, Coordinator,

Student Data Services, ext. 5387 or email mbmcvade@mvsc.k12.in.us

Rev. October, 2012 11

Course Master File (F4-1) Set up Courses and Sections

• This file contains a record of each teacher and each subject they are teaching in a class. • Set Up “Classroom Teacher” Courses and Sections: one section for each classroom teacher for each

subject. Set the values of these section fields to: Term=9, Beg Prd = 1, End Prd = 2, ATT = Y for your “Misc” course only, all other courses the “ATT” is set to “N”… All other fields values are up to you based on grade level as you did in the past…

Courses are:

Grades K-4 Misc, Math, Lang Arts, Social Studies, Science, PE, Art, Music Grades 1-4 Only English, Reading, Spelling Grades 2-4 Required Reading

• Setup “Specials Teachers” Courses/Sections for Art, Music, and PE teachers will have one section for each classroom teacher. Set the values of these section fields to: Term=9, Beg Prd = 1, End Prd = 1… All other fields values are up to you based on grade level as you did in the past…You will need the classroom teacher’s schedule to set up these sections.

PE KG, 1-4: meets twice a week

KA and KP: meet once a week Music 1-4: meets twice a week KG: meets once a week

KA and KP: Music will appear in the classroom teacher’s course package. These students will not be taught by the Music teacher.

Art 1-4: meets once a week KG, KA, KP: NO ART special. Art will appear in the classroom teacher’s course package. These students will not be taught by the Art teacher.

Rev. October, 2012 12

Course Master File (F4-1) Sample Set Up for Teacher’s Class

Grade 4 Example: • Course 1 will be Misc - M04 - Days: MTWRF • Course 2 will be Lang Arts – 504 - Days: MTWRF • Course 3 will be English – 50401 – Days: MTWRF • Course 4 will be Reading – 50402 – Days: MTWRF • Course 5 will be Spelling – 50403 – Days: MTWRF • Course 6 will be Math – C04 - Days: MTWRF • Course 7 will be Social Studies - H04 - Days: MTWRF • Course 8 will be Science – G04 - Days: MTWRF • Course 9 will be Art – 104 - Days: T • Course 10 will be Music – D04 - Days: MW • Course 11 will be PE –E04 - Days: RF • Course 12 will be Required Reading – 0RR4 - Days: MTWRF

– In the example above, students have Art 1 day a week, Music 2 days a week, and PE 2 days a week.

– Attendance will still be taken in Period 1 (which will be “MISC” in the above sample).

Rev. October, 2012 13

Course Master File (F4-1) Set Up a Section

(sample section) “ATT” should be

“Y” only for elementary core course “MISC” –

MKA, MKP, MKG, M01, M02,

M03, M04…

All other elementary

courses this is “N” except for self-contained

classes like MOMH and

Autistic.

Rev. October, 2012 14

Display/Update Course Master File (F4-1) Section Field Information

• Adding_a_course_section_to_the_file -To add a course section to the file, the course title must already exist in the course title file. Also, the teacher to be assigned to this course section must exist in the teacher file.

• Enter the course and section number of the record to be added or updated. • Course and Section # will default to the section number entered on the Display/Update

screen. If a full screen of information appears after you press enter, then the course section you want to add already exists. Use F16 to exit and re-enter your course and section #.

• Error messages will appear if you enter a course title that does not exist. Check to see if your course # is correct. Note: A common error is to use the letter ‘O’ instead of the number zero ‘0’.

• Teacher Number -(press F15 for teacher help) or enter the teacher number on the Teacher file (F3-1).

• Bldg- will default to your school number. • Room- enter the teacher homeroom number from the Teacher file (F3-1). • Term- 9 (all year) • Beg and Ending Period- enter beg and ending period of this course (see sample)

Rev. October, 2012 15

Course Master File (F4-1) Section Field Information - continued

• Opt/Max Seats- enter 035 or the desired class size • Days of Week- enter the days of the week the course is being taught. • GR- Is this course graded (Y/N) Enter “NO” for all until Pinnacle is used at elem. • ATT-This field is used to indicate whether or not attendance will be taken for this course.(

Y/N)? Enter “Y” for “Misc” grade level course ONLY… all others are “N”. • GPA- Is this course used to calculate the students GPA. (Y/N) Enter “N” for all. • HNR- IS this course used Honor roll eligibility. (Y/N) Enter “N” for all. • HON- Is this an honors course. Enter “N” for all. • SOL- Is this course to be considered a solid course for athletic and other program

evaluations. Enter “N” for all. • Sex –Nothing should be in this field. Blank to let both sexes schedule in this class. • Low Grade - Should be the appropriate grade level for this course... • Hi Grade – Should be the appropriate grade level for this course.... • Print your Course Master File F4-2 by teacher (after all sections are set up)

– Verify that you have all course and sections for each homeroom teacher (Misc, Lang Arts, Math, Social Studies, Science, Required Reading).

– Verify that you have all course and sections for Art, Music, and PE teachers. (one section for each homeroom class they teach. Verify this by checking the room number assignment (teacher’s homeroom).

Rev. October, 2012 16

Display/Update Course Package File (F4-24)

To modify an existing package, press F7 from Screen 1 to display Screen 2.

Screen 1

Screen 2

Screen 3

Press ENTER from Screen 2 to display Screen 3.

Select the desired Course Package by pressing it’s corresponding function key.

To add a new package, type in the package number and press ENTER. A screen will be displayed with fields open for data entry. The naming convention is: GGSS where GG=grade level and SS=section number. Example: KG01 – Full day Kindergarten, section 01.

Rev. October, 2012 17

Update/Add one package per elementary teacher. Follow the same Package numbering pattern already established. For example, first grade packages are numbered 0101, 0102, 0103, and so on. Each package should contain the sections created for each teacher in the previous step. Refer to your Course Master report (F4-2). See sample screen on following page. Short Description should be the teacher’s name. Long Description should be the teacher name and grade level. Enter the appropriate “Grade” in the field provided. Leave “Team” blank and enter an “N” in the “Plug Team?” field. Delete (F11) the packages for any teacher no longer at your school.

Display/Update Course Package File (F4-24)

Rev. October, 2012 18

Display/Update Course Package File (F4-24) Sample Package

Rev. October, 2012 19

Mass Update Student Schedules (F10-5) by Homeroom

Note: All Students must be assigned a homeroom before you do this step.

The following will occur when you Mass Update Student Schedules:

• F10-5 Mass Update Student Schedules. Students

will be enrolled in the classes set up in each homeroom teacher’s package.

• Current course and sections assigned to the student will be deleted.

Rev. October, 2012 20

Mass Update Student Schedules (F10-5) 1. Enter the Homeroom number exactly as it appears in the Teacher

Master File (F3-1).

2. Press F7 Load course package AFTER entering the course package number for the homeroom teacher entered above and “C” for clear.

C

Rev. October, 2012 21

After Mass Updating • A Print File is created after each mass update. It lists the students

updated but does not show the courses updated.

• Verify your updates: check some students in a specific homeroom to make sure they were updated and schedules are correct. (F8-8-4)

Rev. October, 2012 22

Entering Individual Student Schedules (F8-8-4) After Mass Update has Occurred

• Select F4 Homeroom/teacher/counselor/Package help

• You must load the fee course package before entering any additional courses (Rem Reading, LRE, ESL, etc)

Load Course Fee Package F8-8-4

Rev. October, 2012 23

Entering Individual Student Schedules (F8-8-4) After Mass Update has Occurred (Cont’d)

Select F4 Package Help

F8-8-4-4 Homeroom/Teacher/Counselor/Package HELP

Rev. October, 2012 24

Entering Individual Student Schedules (F8-8-4) After Mass Update has Occurred (Cont’d)

Select the desired “Course Package” by pressing the corresponding F-key

Press ENTER to see more package…

The F-key corresponds to a homeroom teacher…

Rev. October, 2012 25

Entering Individual Student Schedules (F8-8-4) After Mass Update (Cont’d)

• “Jones Grade 2” was selected as this student’s homeroom teacher.

• Notice the fees are also loaded…

• Here is the Load Package result display…

• At this point, you can enter any additional courses (e.g., 5REM, 6ESL, LRE K4, etc.)

• Hit ENTER to update

Rev. October, 2012 26

Course Tallies F9-2

• Run Course Tallies (F9-2) using a term code of 9 and a sort code of 1 or 2 to update seat counts on the Course Master File. This should be done every day during heavy enrollment changes at the beginning of the year.

• A Print File is created when you run your course tallies.

• When a student transfers to another school the schedule does not go with them.

Rev. October, 2012 27

F9-2 Course Tallies screen print

F9-2 – Screen 2

F9-2 - Screen 1

Rev. October, 2012 28

Additional Information • Homeroom List – will be run the same.

• Classroom List – This will run by course and/or section (optional).

If you run this list to get information for a homeroom be sure to choose one course for the teacher or grade level of teachers. It is recommended you use course “Misc” which is the main grade level course.

Rev. October, 2012 29

Course Name - Quick Reference *nn = grade level (KG,KA,KP,01,02,03,04) • Cnn – Math • Dnn – Music • Enn – PE • Gnn - Science • Hnn – Social Studies • Mnn – Misc (main grade level course – attendance taken in this course) • 0nn – Required Reading (this is the number zero not the letter O) • 1nn – Art • 5nn – Language Arts • 5nn01 – English (grades 1 – 4 only) • 5nn02 – Reading (grades 1 – 4 only) • 5nn03 – Spelling (grades 1 – 4 only) • 5REM – Remedial Reading – individually added to student schedule • 6ESL – ESL (Engl. Second Lang) – individually added to student schedule • LECD – Special Ed, Early Childhood Development – individually added to student schedule • LMOMHA – Special Ed (MOMH grades K-2) – individually added to student schedule • LMOMHB – Special Ed (MOMH grades 3-4) – individually added to student schedule • LAUTK2 – Special Ed (AUT grades K-2) – individually added to student schedule • LAUT34 - Special Ed (AUT grades 3-4) – individually added to student schedule • LRE K4 – Special Ed Remediation – individually added to student schedule

Rev. October, 2012 30

Process Steps – Quick Reference

1. Update Teacher Master File (F3-1)

2. Update Teacher # in Course Master Database (F4-22, field #2)

3. Update Teacher name and number in Course Package (F4-24)

4. Delete Course Master sections no longer needed (F4-1)

• Teacher has left • Fewer Grade level sections than previous year • Course is no longer needed

Rev. October, 2012 31

Temporary and Special Ed Teacher Numbers

Assigned building ranges:

• MHS 9900-9939 • Pierce 9940-9969 • MIS 9970-9999 • Fieler 9800-9819 • Iddings 9820-9839 • Miller 9840-9859 • Salk 9860-9879 • Wood 9880-9899 ** Special Ed Teacher Numbers – please assign from the top of your assigned range ***Temporary Number for Permanent Staff – these numbers are temporarily assigned to

Merrillville staff while you’re waiting for the permanent number to be issued by Central Office. Please assign these types of numbers starting from the bottom of your assigned range.