This checklist is designed to for elementary schools to ensure the necessary setup is completed prior to scheduling students using the Elementary Scheduler.
The student rollover process involves making a district plan regarding how students will be rolled (manually or via the Rollover scheduled job), whether to use the Set Next School scheduled job, making School Choice or Educational Choice considerations, and more. See Rollover for more information on how to plan and conduct student rollover.
Review the Master Schedule Report to ensure sections have assigned teachers.
1. At the top-right corner of the screen, select the new school year.
2. In the Scheduling menu, select Master Schedule Report.
3. In the Sections tab, review the Teacher column and ensure all sections have an assigned teacher.
Alternatively, in the Scheduling menu, click Courses & Sections. Click each Subject, Course, and Section and ensure each section has an assigned Teacher.
Review the Master Schedule Report to ensure sections have seats.
1. At the top-right corner of the screen, select the new school year.
2. In the Scheduling menu, select Master Schedule Report.
3. In the Sections tab, review the Total Seats column and ensure all sections have seats.
Alternatively, in the Scheduling menu, click Courses & Sections. Click each Subject, Course, and Section and ensure each section has a value entered for Seats.
Using the Create Packages screen, Teacher Schedules Report, or Courses & Sections, set up teacher packages in the new school year. While packaging sections, ensure that the sections being packaged together have the same section number.
In order to determine the teachers that display for each grade level in the Elementary Scheduler, Focus looks for the parent section of each package. The course number of the parent section must be located in a subject folder in Courses & Sections where the short name (e.g. KG, 01, 02) of the subject matches the short name of a grade level in Setup > Grade Levels.
1. At the top-right corner of the screen, select the new school year.
2. In the Setup menu, click Grade Levels.
3. Note each grade level Short Name.
4. In the Scheduling menu, click Courses & Sections.
5. Click each Subject and note its Short Name. If needed, make adjustments so that each subject Short Name matches the appropriate grade level Short Name.
6. Click Save after making any changes.
1. In the Users menu, click Profiles.
2. In the Permissions tab, set the Permission Type to Menu, the Role to Admin, and select the appropriate Profiles who will have access to the Elementary Scheduler. Click Submit.
3. Click the Scheduling tab on the left side of the screen.
4. Locate the Elementary Scheduler permissions, and select View and Edit.
5. Click Save.
There are three system preferences that must be set in order to use the Elementary Scheduler. These preferences define the state math and ELA tests that are considered by the Elementary Scheduler, as well as the Achievement Level Type. Not setting these preferences will result in a pop-up warning when using the Elementary Scheduler.
Additionally, you may set the preferred term for Special Education in the system preference "Special Education Term for Elementary Scheduler." For Florida districts, ESE is used by default. For other states, SPED is used by default.
1. At the top-right corner of the screen, select the new school year.
2. In the Setup menu, click System Preferences.
3. In the School Preferences > General tab or Default School Preferences > General tab, set State Math Test and State ELA Test preferences.
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. Set the Achievement Level Type.
The Achievement Level Type must be the same for all tests selected.
5. Click Save.
6. Optionally, in Default School Preferences > General, set the Special Education Term for Elementary Scheduler.
7. Click Save.
You are done. Great job!