Courses and Section Setup - Edmonton Public Schools · PDF fileCourses and Section Setup ... for this School. 5. Complete the form ... In this exercise you will offer a new section

Courses and Section Setup

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Courses and section Setup

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Exercise 1

In this exercise you will add a new staff member for your school. Staff are managed differently in August and early September then the rest of the year. During August and early September follow the following steps. During the rest of the year: open the PowerSchool website at http://powerschool.epsb.ca/ PowerSchool User Setup PowerSchool User Form Complete the form PowerSchool support will create the staff member, and assign him/her to your school. 1. From the Start Page click the Staff tab.

2. Start typing the last name of the staff.

3. If the staff member is in the list, click on the name.

4. From the Functions menu, select Information.

5. Assign the teacher to a Homeroom, Homeroom 2 is available for

Kindergarten teachers. Note: Homeroom 2 is not a next year home

room.

6. Verify the Staff type is Teacher, and he/she is Active.

7. Click .

***If the staff member is not in the list: first: from the top right corner of your screen, change School: to Inactive Students School search for the staff member in the staff search from the start page if he/she is in the list, click Information of the staff memberset the teacher to your school Submit change back to your school from the school drop down search for the teacher update the information. ***If the staff member is not in the list: secondly: contact the previous EPSB school, they will have to remove his/her classes and then set the teacher to your school. (Information of the staff member School selection) ***If the teacher is new to EPSB, open the PowerSchool website at http://powerschool.epsb.ca/ PowerSchool User Setup PowerSchool User Form Complete the form PowerSchool support will create the staff member, and assign him/her to your school You will now be able to search for him/her in the Staff Member Search.

Note: to remove a staff member from your school change all of his/her classes to another teacher or to teacher TBA search for the staff member Click Information From the School drop down, choose the new school OR choose Inactive Students School if the teacher is retiring, changing districts or you do not know where he/she is going.

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Exercise 2

In this exercise you will offer a new course in your school.

1. From the Setup Menu, select School.

2. From the Scheduling Menu, select Courses.

3. The screen lists all courses available for your school.

4. To make an additional course active, click Request a Course for this School.

5. Complete the form.

6. Click .

7. Select to bring you back to the start page.



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Note: some schools will match the section number to the physical classroom number of the class. For example, if the classroom number is 12, the section is 12. Other schools, will work with a system for the sections. For example, sections for Kindergarten may be 01, 02, 03, etc. with 0 as the grade and 1, 2, 3 as the group.

Exercise 3

In this exercise you will offer an AM Attendance section (class) for an Elementary school.

1. While continue to work in the appropriate term, (current year or next year), from the Setup Menu, select School.

2. From the Scheduling Menu, select Sections.

3. From the Sort by Number or Name section, select number.

4. Select AM Attendance.

5. All of the sections of AM Attendance are listed. Note: Sec # may be listed as the classroom number or may be listed as another system that works for

the school. To add an additional AM Attendance section click .

6. Add the check marks for Expression AMA across row 1. Note: there will be as many columns as days in the rotation. I.e. an elementary school will only see 1 column called A but a junior high may see 4, 5 or 6 columns.

7. Click to select a Teacher – Section Lead.

8. Type the Room number of the class. 9. Type a Section Number. The section number must be

unique from other section numbers in the course. For example, you cannot add a section 01, if another section 01 already exists for this course.

10. Type the Grade. If this is an attendance class with more

than one grade, select the highest grade level in the class.

11. Type the Maximum Enrollment of students allowed in the class, commonly entered is 35.

12. Select .



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Note: If additional teachers should be assigned, from the Teachers/Staff – Additional click Addindicate the role as Co-teacher. Up to two teachers can be assigned to each section. If you add a third teacher, the first teacher will lose access to the Progress/IPP module.

Exercise 4

In this exercise you will offer a new section of English Language Arts for an Elementary school.

1. While continue to work in the appropriate term, (current year or next year), click the Course, English Language Arts.

2. Click .

3. Add the check marks for Expression across row ELM. Note: there will be as many columns as days in the rotation. I.e. an elementary school will only see 1 column called A but a junior high may see 4, 5 or 6 columns. The check marks should be added for every column in the row ELM.


5. Type the Room number of the class.

6. Type a Section Number. The section number must be unique from other section numbers in the course. For example, you cannot add a section 01, if another section 01 already exists for this course.

7. Type the Grade.

8. Type the Maximum Enrollment of students allowed in the class, commonly entered is 35.

9. Select .



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Exercise 5

In this exercise you will offer the remaining sections of French as a Second Language, Mathematics, Science, Social Studies, Physical Education, Health, Art, Music and PM Attendance.

1. Click the Course, French as a Second Language.

2. Click .

3. Add the check marks for Expression across row ELM.

4. Click to select a Teacher.


6. Type a Section number.

7. Type the Grade.

8. Type the Maximum Enrollment.

9. Select .

10. Click the Course, Mathematics. Complete the fields. Select .

11. Click the Course, Science. Complete the fields. Select .

12. Click the Course, Social Studies. Complete the fields. Select .

13. Click the Course, Physical Education. Complete the fields. Select .

14. Click the Course, Health. Complete the fields. Select .

15. Click the Course, Art. Complete the fields. Select .

16. Click the Course, Music. Complete the fields. Note: select the Music teacher from the list of

available teachers. Select .

17. Click the Course, PM Attendance.

18. Add the check marks for Expression across row PMA, this is an afternoon attendance class, so the expression PMA must be checked.

19. Complete the fields. Select .



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Exercise 6

In this exercise you will create dependent sections for the classes you created in the previous three exercises. Dependent sections are created to link a group of students who take a group of classes together. Dependent sections are used for the group of students and not for the teachers.

1. While continue to work in the appropriate term, (current year or next year), confirm you have sorted the sections by number, if necessary click Sort by Number on the top left side of the screen. Click the Course of English Language Arts you created in the previous exercises.

2. Click the Section Number you are working with.

3. Scroll down to the Dependent Sections area. Turn on Caps Lock. Type AMATTEND.section followed by a [comma] and then type the course code for French as a Second Language [period] section number followed by a [comma] and then type the course code for Mathematics [period] followed by a [comma]. Continue by working down the list of courses on the left side, adding each of the course codes [period] section number [comma]. Remember to add PMATTEND.section number at the end of the list. There should be no spaces between courses.

4. Select .




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Exercise 7

In this exercise you print the list of your dependent sections. 1. From the Functions Menu, select Special Functions.

2. Select School Functions.

3. Select Dependent Sections List.

4. Check the list for accuracy. If a Section is wrong, click the section number to fix the problem.

5. To print the list of dependent sections, click the printer icon in the top right corner of your screen.




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Exercise 8

In this exercise you will offer a new section of English Language Arts for a Junior High School. 1. While continue to work in the appropriate term, (current year or next year), from the Setup

Menu, select School, from the Scheduling Menu, select Sections.

2. From the Sort by Number or Name section, select number.

3. Click the Course, English Language Arts.

4. Click .

5. Add the check marks for Expression when this class will be meeting during the day. Note: there will be as many columns as days in the rotation.



8. Type a Section Number. The section number must be unique from other section numbers in the course. For example, you cannot add a section 01, if another section 01 already exists for this course.

9. Type the Grade.

10. Type the Maximum Enrollment of students allowed in the class.

11. Select .



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Exercise 9

In this exercise you will offer the remaining sections of Mathematics, Science, Social Studies, Physical Education and Health.

1. Click the Course, Mathematics.

2. Click .

3. Add the check marks for Expression when this class will be meeting during the day.

4. Click to select a Teacher.


6. Type a Section number.

7. Type the Grade.

8. Type the Maximum Enrollment.

9. Select .

10. Click the Course, Science. Complete the fields. Select .

11. Click the Course, Social Studies. Complete the fields. Select .

12. Click the Course, Physical Education. Complete the fields. Select .

13. Click the Course, Health. Complete the fields. Select .

14. Click the Course for any options you will be offering. Complete the fields. Select .



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Dependent Sections should list all course codes for the classes that the group of students will participate in together. In some junior high schools, the students take English Language Arts, Mathematics, Health, Science and Social Studies together. In this example, you will have four courses listed in the dependent sections list. In some junior high schools, the students take all courses together, including options, in this example; you will have all courses listed in the dependent sections list. In some junior highs, the students take no courses together, in this example; you will not setup dependent sections

Exercise 10

In this exercise you will create dependent sections for the classes you created in the previous two exercises. Dependent sections are created to link a group of students who take a group of classes together. Dependent sections are used for the group of students and not for the teachers.

1. While continue to work in the appropriate term, (current year or next year), confirm you have sorted the sections by number, if necessary click Sort by Number on the top left side of the screen. Click the Course of English Language Arts you created in the previous exercises.

2. Click the Section Number you are working with.

3. Scroll down to the Dependent Sections area. Turn on Caps Lock. Type JHS71100.section followed by a [comma] and then type the course code for Health [period] section number followed by a [comma] and then the course code for Science [period] followed by a [comma]. Continue by working down the list of courses on the left side, adding each of the course codes [period] section number [comma]. There should be no spaces between courses.

4. Select .


6. From the Functions Menu, select Special Functions, select School Functions, and select Dependent Sections List.

7. Check the list for accuracy. If a Section is wrong, click the section number to fix the problem.

8. To print the list of dependent sections, click the printer icon in the top right corner of your screen.




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Exercise 11 In this exercise you will add a SchoolZone class. SchoolZone classes can be used for assigning any group of students into a class. The class can be used for attendance, field trips, class lists, SchoolZone, etc. This class will not appear on the progress report, and no mark will be given. 1. From the Setup Menu, select School, from the Scheduling Menu, select Sections.

2. The left side of your screen lists all courses available for your school.

To change the sort order, for ease of use, click number.

3. Scroll to the bottom of the list, notice the ZNE9##00 School Zone courses. Note: if you do not have a School Zone course available, complete the course request form, as described in Exercise 1.

4. Click a course.

5. Click .

6. Add a Preferred Course Name.

7. Click at least one checkmark on the Schedule. Typically, the final block on either Monday or Friday.

8. Assign to a Teacher.

9. Type a Room.

10. Enter a Section Number. Note: this number must be unique from all other sections numbers for this class. For example: ZNE90000 can only have Section Number 01 listed once.

11. Type a Grade Level, if this is a multi-

grade class, type the highest of the grades.

12. Enter the Maximum Enrollment.

13. Click .




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Exercise 12 In this exercise you will update a class with French instruction hours. Note: there is a calculation tool that will be run to add the French Instruction Hours into the students record. The calculation will be completed as part of school startup in August (or September). 1. From the Setup Menu, select School, from the Scheduling Menu, select Sections.

2. The left side of your screen lists all courses available for your school. Sort by Name.

3. Scroll down to the French as a Second Language courses, select a course.

4. Click the section number.

5. Enter the Hours of French Instruction (located near the bottom of the screen).

6. Click .




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Exercise 13 In this exercise you will print the Master Schedule. 1. From the Functions Menu, select Master Schedule.

2. Select All periods, All days, All Rooms and All Teachers.

3. Click View By Matrix or List.

4. Select .

5. To open Master Schedule in a separate tab, right click and click Open link in new tab.



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Exercise 14

In this exercise you will add a single student to an elementary class. 1. From the Search Students Screen, select a student. Note: If the student is pre-enrolled and

not current, you must have enabled Include Inactive Student/Staff Results.

2. From the Scheduling Menu, select Modify Schedule.

3. Enter the Effective Enrollment Date, the date the student will begin classes. If you are assigning students to classes for next year, enter the Effective Enrollment Date as the first day of school for next year.

4. Referring to the master schedule, type the Course Number for the English Language Arts class this student will be taking.

5. Change the Period to All.

6. Click .

7. PowerSchool will return a list of all Courses with that Course Code. Find the class you are assigning the student into, confirm you have the correct class by verifying you have the correct teacher. Click the Course Name.

8. Since you have setup dependent sections the student is automatically enrolled in all of the

classes that are linked together via dependent sections. Notice, the student is also in Music, even though the teacher is different than the other classes.




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Exercise 15 In this exercise you will add a home room group in an elementary school into an English Language Arts class. Since you have setup dependent sections the group of students are automatically enrolled in all of the classes that are linked together via dependent sections. Note: for information on creating, managing and adding students into home rooms, please refer to the home room setup exercise book. This exercise presumes students are already enrolled into home rooms. 1. From the Search Students Screen, select a home room (if you are setting up in August) or

select a next year home room (if you are setting up in June). (It is generally recommended to assign students into classes in August and not in June).

Sched_NextYearHomeRoom=## Home_Room=##

2. From the Group Functions selection, choose Mass Enroll.

3. With Period, Term, Teacher, Day, Grade and Credit Type all set to All, type the course code.

4. Click .


6. PowerSchool will return a Mass Enroll Preview.

7. Scroll to the bottom and click .




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Exercise 16 In this exercise you will modify a schedule for a single student in a class. 1. From the Search Students Screen, Select a Student.

2. From the Scheduling menu, select Modify Schedule.

3. Add the check mark for Drop.

4. Click .

5. Enter the Exit Date. If the year has not started the Exit Date can be today’s date (default).

6. From the Search Available Classes, type the Course Number, change the Period to All.

7. Click .

8. Find the class you are assigning the student into, confirm you have the correct class by verifying you have the correct teacher. Click the Course Name.




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Exercise 17 In this exercise you will un-assign a group of students from a class. 1. From the Functions menu, select Teacher Schedules.

2. Select the teacher from the list on the left.

3. Select the number in the Enrollment column of the section you wish to un-assign the students.

4. Scroll to the bottom and click Drop from this Class.

5. Click .

6. You will receive confirmation of your changes.




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Exercise 18 In this exercise you will add a single student to a junior high class. 1. From the Search Students Screen, select a student. 2. From the Scheduling Menu, select Modify Schedule. 3. Enter the Effective Enrollment Date, the date the student will

begin classes. If you are assigning students to classes for next year, enter the Effective Enrollment Date as the first day of school for next year.

4. Referring to the master schedule, type the Course Number for the English Language Arts class this student will be taking.

5. Change the Period to All.

6. Click .


8. Since you have setup dependent sections the student is automatically enrolled in all of the classes that are linked together via dependent sections. Notice, different Teachers are assigned to different classes.

9. Referring to the master schedule, type the Course

Number for the first option this student will be taking. Change the Period to All.

10. Click .

11. PowerSchool will return a list of all courses with that Course Code. Find the class, click the Course Name.

12. The student will now have one option on his schedule. Continue adding any additional classes.




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Exercise 19

In this exercise you will add a home room group in a Junior High into an English Language Arts class. Since you have setup dependent sections the group of students are automatically enrolled in all of the classes that are linked together via dependent sections. Note: for information on creating, managing and adding students into home rooms, please refer to the home room setup exercise book. This exercise presumes students are already enrolled into home rooms. 1. From the Search Students Screen, select a next year home room (if you are setting up in

June) or select a home room (if you are setting up in August). (It is generally recommended to assign students into classes in August and not in June).

Sched_NextYearHomeRoom=## Home_Room=##

2. From the Group Functions selection, choose Mass Enroll.


4. Click . 5. PowerSchool will return a list of all Courses with that Course Code. Find the class you are

assigning the student into, confirm you have the correct class by verifying you have the correct teacher. Click the Course Name.






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Exercise 20 In this exercise you will assign a group of students, (who are not in a home room together), to a class. 1. In this exercise you are assigning students to a Grade 7 class, select the 7 on the Browse

Students Screen.

2. From the bottom corner, click .

3. Deselect the Check Box to the right of the Student (to deselect the entire list). Choose the students who will be enrolled into this class.

4. Click .

5. From the Functions selection arrow (bottom right corner), click the arrow and choose Mass Enroll.


(Referring to the master schedule).

7. Click .







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NOTE: Look for a red box to quickly identify scheduling conflicts. If a student is registered into more than one class in a single block on the same day, a red box will appear around the block.

Exercise 21 In this exercise you will print a student’s timetable. 1. Search for the student.

2. Click Print Matrix Schedule.

3. Select .

4. The timetable will open in a new window/tab.

5. Click the icon to print the student’s timetable.

6. Close the window/tab to return to PowerSchool.

7. Select to bring you back to the start page



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Exercise 22 In this exercise you will print schedules for multiple students.

1. To print the grade 7 schedules, select the 7 in the grade column.

2. Click .

3. Deselect the checkbox to the left of Student. Select the individual students.

4. Click .

5. From the functions drop down, choose Student Schedule Report.

6. Change Color Sections By: to No Coloring.

7. Select .

8. The timetables will open in a new window/tab.

9. Click the icon to print the timetables. 10. Close the window/tab to return to PowerSchool.

11. Select to bring you back to the start page



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NOTE: Look for a red box to quickly identify scheduling conflicts. If a teacher is scheduled for more than one class in a single block on the same day, a red box will appear around the block.

Exercise 23 In this exercise you will print a teacher timetable.

1. From the Functions Menu, select Master Schedule.

2. Scroll to the bottom of the screen and select .

3. Select All periods, All days and All Rooms.

4. Select the Teacher or hold the CTRL key to select multiple teachers.

5. Select View By: Matrix or List.

6. Select .

7. To print the teacher schedule, click the icon.




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Exercise 24 In this exercise you will print a class list report. 1. From the Reports menu, select System Reports. 2. Scroll to the bottom of

the Reports List. From the Student Listings section of the screen, select Class List.

3. Select the teacher.

4. Use to select the class you wish to print by moving them to the list on the right.

5. Repeat steps 3 and 4 until you have all the classes you wish to print in the list on the right.

6. Select your preferences from the list of options.

7. Select .

8. The report will open in a new window/tab.

9. Click the icon to print the class lists.

10. Close the window/tab to return to PowerSchool.


Reminder: Teachers are able to print their own class lists.



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Timeline and Additional Information for School Startup: See August School Startup book:

Final Grade Setup

Current Grade Display

Setting up Progress Reports

Removing teachers: o Remove all classes o Remove the home room (or home rooms) o Set to inactive students school

Adding teachers: o Check to see if he/she is in your staff list, if so, update homeroom and classes o Add new staff o Assign home room and assign classes

See Home Room Setup Book:

Assign students to Home Rooms, or if assignments were done in the spring, update and verify they are correct

See LSP Book:

Setting up IPP’s See School Setup Exercise Book:

Adjust the Days and Periods (if necessary)

Adjust the Bell Schedule (if necessary) See Courses and Section Setup Exercise Book:

Add any new courses that will be available for students

Edit existing sections (classes) INCLUDING French Instructions Hours

Create new sections (classes)

Setup dependent sections (links between English Language Arts and all other classes)

Print dependent sections list

Print the master schedule

Print teacher timetables, to easily identify scheduling errors

Assign one student to the English Language Arts class, to confirm dependent sections are setup correctly

Assign all remaining students to the English Language Arts class

Modify the schedule for any students taking classes not defined by dependent sections

Print a class list report See Learning Group Setup Exercise Book:

Delete learning groups you will not need

Create new learning groups

Link sections together through learning groups Due September 30

th

Transfer out any students who have not been attending schools

French instruction hours calculation Run Daily:

Check edit messages

Section enrollment audit report Run Weekly:

Check Core Alerts

Data validations

Documents

Courses and Section Setup - Edmonton Public Schools · PDF fileCourses and Section Setup ... for this School. 5. Complete the form ... In this exercise you will offer a new section