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SIS 2000+ Assign Students

This program will assign (schedule) a group of elementary students to a homeroom teacher and homeroom class in order for SIS 2000+ to keep track of such things as Attendance, Report Cards, Food Services reporting, etc. The homeroom teacher of an elementary student also functions as the student's Councilor/Advisor in the Student database and Health module so that the student can be easily located within the school system.

Though elementary schools traditionally do not have "periods", this program allows for a student to be assigned (scheduled) to more than one class concurrently. For example: a student's regular class assignment is called the "homeroom", but in some cases there may be additional classes to attend, possibly with a different teacher, such as: English as a Second Language, Music Appreciation, etc. A student can be assigned to these additional classes concurrently, as if they were periods, as long as the school is on a single cycle and at least one of a pair of concurrent classes have the attribute of "Conflict OK" assigned in the District Courses Editor.

This assignment procedure can also be used for middle school students in cases where a group of students is being kept together over the course of a school day, even though they are changing teachers and classes. The procedure may also be used for high school students as a method for scheduling a group of students to a course section.

Prerequisites -

• All students to be assigned must have been entered in the student database using the Student Editor. Their enrollment status must be set to "Active."
• Elementary classes and middle/secondary course sections must be linked to faculty members by scheduling them in the Master Schedule Editor.
• All elementary homeroom classes must be tagged as "homeroom" using the Section/Segment Information Screen in the Master Schedule Editor. See Master Schedule Editor, Step 3.1.2 or Step 8.2.

1. Open the Assign Students program
From the SIS 2000+ Main Menu open the Schedule Menu (Fig. 1).

Fig. 1

From the Schedule Menu click the Assign Students icon button (or ALT+S on the keyboard). The Student Schedule Assignment screen will open (Fig. 2), defaulting to the first faculty member listed in the database for the selected track, alphabetically by last name.

Fig. 2
 

2. Select a Track
Select the desired attendance track from the drop-down list in the Track field at the top left of the screen.
 

3. Select a Faculty member
Select the faculty member to receive student assignments. Only those faculty members previously assigned to the current track via the Master Schedule Editor program will be available for selection. (If a faculty member is selected who has no assigned courses to teach, an error message will occur.) There are three ways to locate a faculty name, as follows:

1. Use the VCR buttons at the bottom of the screen to scroll forward or backward through the faculty records.


 

2. Use the Find command button to initiate a search based on Faculty ID# or any portion of the faculty member's name.


Fig. 3
 

3. Use the List command button to view a list of the faculty members assigned to the track. Select one.


Fig. 4
 

4. Select a class (or course section) to receive student assignments
Classes to be taught by the selected faculty have been defined previously in the Master Schedule Editor program. Use the drop-down list (Fig. 5) in the Course field immediately below the Faculty name to select a class (or course section) to receive student assignments. Available courses are listed by Course ID#, followed by a hyphenated section number, followed by the course description.

Fig. 5

Only those courses assigned to the faculty member in the Master Schedule Editor program will appear in this list. If more than one course is taught by the faculty member, < All Courses > may be selected as a method of including in the assignment all the class sections that the teacher teaches.
 

5. Assign students
There are two rosters displaying student's names. On the left side is the student roster; a list of students in the SIS 2000+ database, filtered according to the criteria entered in the Grade and Student Selection List Box fields immediately above. On the right side is the class roster; a list of students that have been assigned to the selected class (course section) or "< All Courses>". From the student roster on the left, students are assigned (scheduled) to the selected course(s) on the right, using the arrow buttons as follows:

5.1 Select a Grade level to view
The student roster can be filtered to view specific grade levels during the assign process. In the Grade drop-down list (Fig. 6) select a specific grade or "< All >".


Fig. 6

5.2 Select a schedule group to view
The 'Show' field (Fig. 7) allows for hiding or showing four different groups of students in the student roster. Select a group to show from the drop-down list.


Fig. 7
 

• Show all students -

Shows all students in the selected track.
• Show students with no schedules -

Shows only students with no scheduled classes in the current track.
• Show students NOT in faculty's courses -

Shows only students who do not have schedules for any of the courses taught by the selected faculty as of the date displayed in the Date field. See Step 5.6 for details on setting the Date field.
• Show students NOT in faculty's sections -

Shows only students who do not have schedules for any of the course sections taught by the selected faculty as of the date displayed in the Date field. See Step 5.6 for details on setting the Date field.
 
5.3 Student status color codes
The "temporary" scheduling status of each student listed, on the student roster or the class roster, is indicated by a color code. Status colors for students are dependent on what class (or course section) has been selected in the Course field and what date is showing in the Date field at the top of the student roster. The Date field is this context can be considered as a display date or 'show schedule status as of' date. This type of color coded schedule status is called "temporary" to differentiate it from the primary schedule status used in later steps (See Step 5.5, "Set primary schedule status").
 

Blue	'Scheduled'	The student is scheduled in the class that is displayed in the Course field. If the Course field is set to < All Courses > this status color would mean the student is "fully scheduled" in all of the courses. In this case, their name will always appear on the classroom roster on the right but only appear in the student roster on the left if the 'Show ALL Students' group is selected (Fig. 16).
White	'Unscheduled'	Not scheduled in any courses (Fig. 2).
Gray	'Has schedule record' (on a different date)	The student entry will be displayed in gray if the course or courses are scheduled for the student but none of them are active as of the displayed date in the Date field. This would be the case, for example, when the Date is set in Semester 2 and the student has schedule records for Semester 1 but not for Semester 2. Also, if a student has dropped out or exited all classes prior to the date set in the Date field. Or, if a student only has schedules that started after the displayed Date.(Fig. 19)
Yellow	'Partial Schedule'	This status color only appears when < All Courses > has been selected in the Course field, but the student is not scheduled in all of the courses the selected faculty teaches. The student name will appear in both the student roster on the left (depending on the group selected for viewing) and the classroom roster on the right (Fig. 17).
Pink	'More Scheduled'	This status color appears only when a specific class (or course section) is selected in the Course field and the student is also scheduled in other courses that the selected faculty teaches (Fig. 18).
Red	'Conflict Error'	red indicates the student has a schedule conflict. Schedule conflicts are not allowed during the normal assigning procedure. This color code indicates a corrupted database. Corrective action must be taken. See the System Administrator.(Not illustrated in this document)

Fig. 8
 
 
5.4 Select student names
In the student roster on the left, use the mouse to click on the names of the students to be assigned to the selected class or classes (or course sections). As they are clicked, the names will be highlighted in green (Fig. 9). There is no limit to the number of students that may be selected at one time. Scroll down the roster or resize the program window to view more names. A contiguous group of students may be selected by holding the Shift key down while clicking on the first name and the last name in the range.

It must be noted that all students selected in a group will be batch assigned a primary schedule status in the next step (Step 5.5). The default choice is 'Active'. Other choices could be 'No credit/Auditing' or 'Unset', depending on the configuration of SIS 2000+. Make sure all students selected in the group qualify for the same primary schedule status.


Fig. 9 - Selected students ready to be assigned

5.5 Set primary schedule status
Click on the Set Status button to open a list of scheduling statuses (Fig. 9). These statuses are of a different nature than the "temporary" color coded schedule statuses mentioned in previous steps. The primary scheduling status is used for integration with other SIS 2000+ transactions and is assigned to the group of students selected before the final step of assigning them to the class(es). The status selected will be applied to all students in the group and the current status code will be displayed on the Set Status button. If any student in the group does not qualify for the status, go back and deselect that student in the student roster and schedule them individually at a later time.


Fig. 10 - Set Status button

5.6 Select Entry Date
The entry date is the first day the selected students will attend the class(es). Normally, the entry date will correspond to the first day of a scheduling term, although it is possible to assign students to classes in the middle of a term. In any case, the entry date must fall within the date range of the selected track. The entry date is entered in the Date field above the student roster (Fig. 11). When this application is first opened, the Date field will default to today's date (or system date) or to first day of the selected track if today's date (system date) is earlier than the beginning of the selected track. The entry date for the assignment may be typed in manually or set by the drop-down calendar that is activated by the field button (Fig. 11).


Fig. 11- Drop-down calendar. The entry date is being set for the first day of the selected track

If the calendar is used, click on the calendar's VCR buttons to scroll backward or forward through the months. Select the target date until it is highlighted in yellow. Click on the Select command button to enter that date as the Entry Date. Dates outside of the date range of the selected track will be disabled for selection.
 

Note -
The Date field has three fold functionality. It is used 1) to set the Entry Date or Exit Date for an assignment,  2) as a "view as of" display date for viewing the scheduling status color codes, and 3) as a "view as of" date for viewing the student roster when 'Show students NOT in faculty's courses' or 'Show students NOT in faculty's sections' are selected in the 'Show' field.
 
5.7 Initiate assignment

 
Click on the right arrow button to assign (schedule) the selected students. In the dialog box that appears (Fig. 12) enter attributes as follows:
 

5.7.1 Select Entry Code
Select an Entry Code (reason for enrolling) from the drop-down list (Fig. 13). Normally, 'Manually Scheduled' should be selected unless there is a reason to "lock" the schedule record, in which case 'Pre-Scheduled' would be the correct choice. Some of the available codes are place holders and will not be applicable in this procedure.
 

Fig. 12

Fig. 13

 
• Computer Loaded -

Not applicable in this procedure
• Computer Walk-In -

Not applicable in this procedure
• Manually Scheduled -

This is the normal selection for this procedure. When manually scheduled, this schedule record can be deleted or moved by the automatic scheduling functions of the Student Loader or Walk-In Scheduler.
• Pre-Scheduled -

Choose this code to "lock" the schedule record. Locked schedule records cannot be altered by subsequent Student Loader or Walk-In Scheduler operations.
 
5.7.2 Set teaching assistant status
Put a check mark in the Is TA field if all of the selected students are being enrolled as teaching assistants (this is normally done one or two students at a time). A student who is enrolled in a class as a teaching assistant will have a (TA) flag displayed after their name in the class roster (Fig. 14). The (TA) flag will not be visible when < All Courses > is selected


Fig. 14

This TA status can edited later by activating the edit mode (See Step 7).
 

5.8 Start Scheduling
Click on the Start Scheduling command button to proceed (or the Cancel Scheduling NOW! command button to abort.) A screen gauge will indicate the progress of the scheduling.

5.9 Take note of conflicts, if applicable
A student cannot be assigned to a section or class if they are already scheduled for a class during the same period (unless both classes are defined as "Conflict OK" in the Master Schedule Editor program). In case of conflict, an error message will appear as the scheduling proceeds (Fig. 15). Take note of the schedule conflict errors.


Fig. 15

Click on "OK" to continue with the assign procedure. The selected student will not be assigned to the period in conflict but the scheduling process will continue. After the scheduling is finished, go back and resolve the conflicts by unscheduling the student(s) from the conflicting class(es). Then rerun the assignment if necessary.

5.10 View assignments
Assigned students will appear in the classroom roster on the right (Fig. 16), highlighted in one of six "temporary" status colors, depending on the course selected in the Course field at the top and the display date selected in the Date field (Figs 16-19. See Student Status Color Codes in Step 5.3 above.


Fig. 16 - 'Scheduled' - an example of Blue status color: Indicates students on the left and right are scheduled to the 'English 1' class selected in the Course field during the displayed Date.
 

Fig. 17 - 'Partial Schedule' - an example of Yellow status color: This color appears only when < All Courses > is selected in the Course field. It indicates that the student is not yet assigned to all courses the selected faculty teaches.
 

Fig. 18 - 'More Scheduled' - an example of Pink status color: This color indicates that a student assigned to the selected Course is also assigned to other courses offered by the selected faculty.
 

Fig. 19 - 'Has schedule record (on a different date)' - sample of Gray color code: student names highlighted in gray have schedule records for the selected Course(s), but not active on the displayed Date.

5.11 View class roster data
As students are assigned to classes (course sections), the total enrollment (number of students scheduled in a class) and gender breakdown for the class is displayed in the data fields directly below the Course field (Fig. 20). When < All Courses > is selected the data is consolidated for all course sections of the selected faculty in the current track (Fig. 21).


Fig. 20 - data for a single course section
 

Fig. 21- consolidated data for all courses
 
 

• To exit (drop or withdraw) a student or group of students from a course or group of courses see Step 6.1.
• To delete schedule records altogether see Step 6.2.

6.1 Exit a course -
The exit (drop or withdraw) procedure is normally used if students drop a scheduled class in mid term before completing it, for whatever reason. When students are unassigned in this manner, schedule records of their enrollment in the dropped class still remain in the database. The assignments for a dropped course can still be viewed as entries in the class roster. However, the color code of the entries will depend on the the display date set in the Date field, i.e. if the display date is outside of the entry/exit date range of the schedule record, the entry will be displayed in gray, indicating a schedule status of  'Has schedule record' (on a different date).

6.1.1 Select course
In the Course field, select a course section from which students are to be unassigned or select < All Courses >.

6.1.2 Set Exit Date (Unschedule Date)
Set the date in the Date field to the last day students to be unassigned will attend the course(s).

6.1.3 Select students
In the classroom roster on the right side, select a student or group of students to be unassigned by clicking the names until they are highlighted in green (Fig. 22). A contiguous group of students may be selected by holding the Shift key down while clicking on the first name and the last name in the range.


Fig. 22 - sample, two students selected for unassign
 
6.1.4 Initiate
Click on the single left arrow button to begin unassign of selected students



or click on the double arrow button



to begin unassign all students in the roster. When unassigning all students using this command, a message will appear to confirm the action. Answer "Yes" to continue or "No" to abort (Fig. 23).


Fig. 23

6.4 Select Exit Code
In the dialog box that appears (Fig. 24), select an Exit Code (reason for exiting) in the drop-down list (Fig. 25). (The 'Computer Dropped' code is a place holder code pertaining to function of the Student Loader or Walk-In Scheduler. It is not an appropriate selection in this unassign process.)
 

Fig. 24

Fig. 25

 
6.5 Start Unscheduling
Click on the Start Unscheduling command button to proceed (or CANCEL Unscheduling NOW! to abort.) When Start, screen gauges will indicate progress of the unscheduling.

6.6 View class roster
As selected students are unassigned, any green highlights that were in the class roster will revert to their original color codes (Fig. 26). However, the names of unassigned students will not be removed from the class roster. This is because, as mentioned previously, their schedule records still exist in the database. However, when the display Date is set outside of the date range of the entry/exit dates of the assignments that were dropped (Fig. 27), the color codes will change to gray and the enrollment count fields will be recalculated (Fig. 28)


Fig. 26 - highlights removed


Fig. 27 - display date is being changed to one day after the Exit Date (Unschedule date) of the unassign session.


Fig. 28 - schedule records of students who dropped the class are displayed in gray when the Date is set outside the date range of the schedule records. In this sample, two students dropped the class on 4/13, which is equivalent to the "last day of enrollment" in that class. Therefore, when the Date is set to 4/14 their schedule records for that class are displayed in gray and the enrollment count is recalculated for that date.


6.2 Deleting schedule records
The following paragraphs will explain how to unassign a single student or group of students from a class or classes and delete altogether the records of those enrollments. To delete a schedule record altogether the the Exit Date (Unschedule Date) must be set before or equal to the Entry Date during the unassign process and an option to Delete must be selected. This method is used to completely erase assignments and their related attendance data, even if the student has already attended some meetings.
 
6.2.1 Select course
In the Course field, select a course section from which students are to be unassigned or select < All Courses >.

6.2.2 Set Exit Date (Unschedule Date)
If a specific course section has been selected in the previous step, set the date in the Date field to be equal to the start date (Entry Date) of the course. If  < All Courses > has been selected, set the date in the Date field to be equal to the earliest Entry Date date in the group of courses.

6.2.3 Select students
In the classroom roster on the right side, select a student or group of students to be unassigned by clicking the names until they are highlighted in green. A contiguous group of students may be selected by holding the Shift key down while clicking on the first name and the last name in the range.

6.2.4 Initiate
Click on the single left arrow button to begin unassign of selected students



or click on the double arrow button



to begin unassigning all students in the roster. When unassigning all students using the double arrow command, a message will appear to confirm the action. Answer "Yes" to continue or "No" to abort.

6.2.5 Select delete options
Whenever the Unschedule Date (Exit Date) is set to on or before the Entry Date of any course in the unassign process the delete options dialog will appear for each schedule record affected (Fig. 29). Select options as follows:


Fig. 29 - Delete Options


• Course, Student -
  Take careful note of these two fields. This tells the user which student is being unassigned from which course. If there is more than one student or more than one course in the unassign session, the 'Delete Options' dialog screen will appear in succession for each assignment as the unscheduling proceeds.
• Update the exit date to match the entry date -
  Select this option to match the unschedule date to equal the entry date of the current assignment. When this option is selected the schedule record will not be deleted in the unassign process. Rather, it will remain in the system as a course that was enrolled for a period of one day. This action is used when a class is dropped after one day but, for adminstrative reasons, the schedule record needs to be saved.
• DELETE the schedule -
  Select this option to delete the current schedule record altogether. When this option is selected, further delete checks will be enabled in the option group directly below.
• Don't delete schedule if attendance records exist -
  Check this option as a safety measure to guard against deleting the current schedule record if it has any attendance data associated with it. If there is attendance data then this record will be skipped in the unassign process.
• Delete schedule and any existing attendance records -
  Check this option to totally erase the current schedule record and its associated attendance records. Caution! This command is irreversible once the Proceed command is executed.
• Apply only to this Course for this Student -

Apply all above delete options only to this schedule record.
• Apply to all Students for this Course -

Apply all the above delete options to all students for this course.
• Apply to all students and Courses -

Apply all above delete options to all students and courses selected in this session.
• Skip this Course for this Student -

Skip unassign for the current schedule record.
• Skip this Course for all Students -

Skip unassign for any students scheduled in this course.
 
6.2.6 Proceed
Click on the Proceed command button to move to save apply the options and advance to the next schedule record in the session. Repeat Step 6.2.5 for each record until all records are completed.
6.2.7 View class roster
When the session is finished the 'Delete Options' dialogs will close and any green highlights that were in the class roster will revert to their original color codes. The names of unassigned students will have been totally removed from a class roster if their schedule records were deleted entirely. Those records that were exited after one day but not erased (by selecting the Update the exit date to match the entry date option) are not removed from the class roster. Rather, they will remain in the list, color coded in gray whenever the display Date is set on a day other than the Unschedule Date (Exit Date) for that class.
 

To locate an assignment to edit, first select a faculty and course. Then, in the class roster, select the target student name and right click on the entry to open the 'Courses for..' screen (Fig. 30). This screen displays a list of all assignments the student has for the selected course/faculty, showing the Entry/Exit dates, the TA (teaching assistant) status, Course ID#, and Course Description. If a student is enrolled in the course as a teaching assistant there will be a "Y" in the TA column.

Fig. 30 - 'Gen Phys Sci' selected for editing.

Select a schedule record to edit until it is highlighted in gray (Fig. 30). Then click on the Edit command button to open the 'Edit Schedule Record for:' dialog box' (Fig. 31)

Fig. 31

Edit the Is TA field and the Entry Code field as required. Click on the Save command button to save changes or Quit to cancel without saving.

8. Exit application
All assignments are automatically saved in this application. To exit this application at any time, click on the Quit command button.

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