ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

STUDENT INFORMATION SYSTEMS

Scheduling Basics

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Introduction

Topic: Scheduling Basics

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Session Agenda:

• Primary/Secondary Scheduling
• Virtual Scheduling
• Dual Enrollment Scheduling
• Section Student Detail
• Delivery Models
• Section Staff History
• Walk-In Scheduler
• Support Resources
• Q&A

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Let’s Get Started

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Elementary Scheduling

• Ensure all elementary (K-5^th) students have a full elementary schedule in the correct grade level course, including beyond the core courses (specials).

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• Make sure the initial start date of scheduled courses is the same as the enrollment start date.

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• Confirm an active primary teacher and/secondary teacher for delivery model is added on all sections with active students scheduled.

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Secondary Middle School Scheduling

• Ensure all (6^th-8^th) middle school students have a full schedule in the correct grade level courses (exception for HS credited courses and Dexter Mosley Students), including beyond the core courses.

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• Make sure the initial start date of courses is the same as the enrollment start date.

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• Confirm that an active primary teacher and secondary teacher (if delivery model requires one) are added on all sections with active students scheduled.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Secondary High School Scheduling

• Ensure all 9^th-12^th students have full schedules (some exceptions may apply to seniors or Dexter Mosley students).

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• Make sure the initial start date of scheduled courses is the same as the enrollment start date.

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• Verify scheduled courses are needed for student to meet graduation requirements.

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• Confirm an active primary teacher and/secondary teacher for delivery model is added on all sections with active students scheduled.

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• All courses taken by students should be scheduled (including dual enrollment college courses). Only students new to our district should have transcribed courses.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

AVA, PHX and ACCA Program Scheduling

• A course placeholder should be scheduled for students taking a virtual course with AVA Full Time, Phoenix or ACCA programs at the zoned school.

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• Scheduling of these students will be done by the program school to report for FTE funding.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

GAVS Virtual Course Scheduling

• GAVS courses for credit recovery should only be used for students taking courses through the Georgia Virtual School provide by GaDOE.

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• Teacher of record for GAVS course should be GAVS, Teacher.

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• No Software Teacher or other teacher should be added to these courses as the primary teacher of record. If an additional facilitator is needed, attach as secondary teacher and select role of “state exclude from state reporting”.

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ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

APEX Virtual Course Scheduling

• APEX courses are only used for student taking courses through the APEX Learning Virtual School.

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• Teacher of record for APEX courses, Software Course, No DI by Teacher

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• No other teacher should be added to these courses as the primary teacher of record. If an additional facilitator is needed, attach as secondary teacher and select role of “Exclude from state reporting”.

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Other Virtual Course Scheduling

• All other approved virtual courses that are not GAVS, AVA or APEX should be scheduled with regular .0 course numbers.

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• Select Y:Yes for Online Learning when creating section. Use unique section ID.

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• Teacher of record for these courses, Software Course, No DI by Teacher. If an additional facilitator is needed, attach as secondary teacher and select role of “state exclude from state reporting”

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Scheduling of Dual Enrollment Course

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• All DE placeholders should be replaced with a DE course number with the college/university attached as the teacher of record to post scores using grading by tasks or student.

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• DE course should be scheduled for state reporting and final grade postings (No transcriptions).

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Section Student Detail

• The Section Student Detail feature provides a way to record Gifted, Special Ed, EIP/REP, and ESOL instructional program services for students scheduled in a general ed course for state reporting.

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• APS elementary schools are required to use these fields. Middle/High and Charter Schools can choose to schedule .1, .2, .8, and .9 course numbers or use the course override field.

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Adding a Course using Section Student Detail

• Once a student's instructional program services have been defined, you must now add the correct course number in the override field along with the delivery model to report data for state reporting.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Ending a Course using Section Student Detail

• Once a student's instructional program services has changed or ended, you must end the current course override to maintain the data for state reporting and add the new scheduled course for the student. 

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Do not remove the previously entered course number in the course state code override field or the delivery model selected when you end date the student’s roster.

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The record of the change must be maintained to avoid state reporting errors.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Ending a Course using Section Student Detail

• An overlapping record error can occur when attempting to add a course number and delivery model to a previous record that does not have a start date or end date.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Ending a Course using Section Student Detail

• If the student has a previous open student detail record, the record will be ended for the student to prevent overlapping records.

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Maintaining Section Student Detail Records

• All changes should be reflected as student’s instructional services change. No duplicate records of the same instructional course and delivery model should be listed for students.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Section Delivery Models

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• Refer to your school's assigned Gifted, Special Education, EIP, and ESOL leads for scheduling and delivery model requirements.

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• Assigning the delivery model to the section editor will apply to all students in the section.

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Section Student Detail Delivery Models

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• Assigning delivery models to individual students allows the scheduler to maintain one roster.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Section Student Detail Delivery Models

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• Multiple instructional models can be listed on the same course with appropriate course number, delivery model, and inclusion code, if applicable.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Section Student Detail Delivery Models

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• The HIS010 – Section Student Detail by Student will assist with determining students with a course number override and/or delivery model selected.

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Section Staff History

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• All sections with active rostered students must have an active primary teacher attached.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Section Staff History

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• The SCD008 – Sections without Teachers Report will display sections with students with no primary teacher attached.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Additional Support Teachers

• Instructional service delivery models selected for individual students or sections may need an additional support teacher added to the section.

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• Additional support teachers should be attached, whether assigning a delivery model to the whole section or the individual student using the Section Student Detail.

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• Adding the correct support teacher and role will prevent state reporting errors.

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• Refer to your school's assigned AP/IB, Gifted, Special Education, EIP, and ESOL leads for scheduling, delivery model and support teacher requirements.

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Instructional Program Flags

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• The ENR015 – Program School Codes Report displays students’ programs based on instructional program flags assigned.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Schedule Changes Using Walk-In Scheduler

When student schedule changes occur, schools will need to ensure that an accurate record of the previous course and new course maintains in IC for state reporting.

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Restoring Schedules for No-Show Students

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Support Resources

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ETCH

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

ETCH for Student Class Scheduling Errors

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• Review the Student Class Errors in ETCH daily for scheduling error corrections needed before FTE/Student Class reporting periods in October, March, and EOY.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

ETCH for SIS Reports

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• The SIS Report in ETCH under ETCH > FTE is available to verify and correct student demographic and scheduling data. 

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SPECIAL ED SCHEDULING

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APS Graphs.com

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

What APS Graphs resources are available to help with scheduling?

We take daily downloads from Infinite Campus and post a wide variety of data in APS Graphs ​

• Enrollment​
• Schedules​
• Grades ​
• Transcript data​

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Today I will give an overview some of the dashboards that contain this data for tracking purposes​

• Percent Scheduled​
• High School Credit Check​
• High School Readiness Pathways

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Logging In:

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Percent Scheduled

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Percent Scheduled Dashboard

District at a Glance view (link) 

% FULLY Scheduled - % of students who have met EVERY scheduling requirement

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

District at a Glance

% FULLY Scheduled - % of students who have met EVERY scheduling requirement.

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When you click the name of a school, it shows the grade-level status by requirement.

ES: Homeroom, Math, ELA, Science, Social Studies​

MS: Math, ELA, Science, Social Studies, Blocks​

HS: Blocks (see other tools)

Note: Blocks means that the student has a class assigned for every academic period, the entire year.

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Student Drill Down (link)

Percentage of students fully scheduled by grade and requirement.

Lists students not meeting requirements and areas not met.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Schedule Drill Down (link) 

Individual student schedules by period and day for grades 6-12. A filter can be used to identify incomplete schedules and missing periods/days.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

School Level Detail Beyond the Core

K-5 link 6-8 link

Percentage of grades K-8 students passing or scheduled to meet beyond core requirements. Select a grade to see missing requirements.

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HS Flags Grade 9-11 (link)

Displays students whose schedules could change to meet more graduation requirements.

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High School Credit Check

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High School Credit Check

Student Missing Credits view (link)

View students missing selected graduation requirements. Defaults to all credits except community service. Click a student to see their requirement status—complete, scheduled, or missing.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

High School Credit Check

Student Detail view (link)

Search by student to view requirements and their status—complete, scheduled, or missing. Highlights excluded transcript credits (non-state-funded) .

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Can also be used to identify schedule and transcript duplicates, as well as partially completed science or world language courses.

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

On Track (link)

Students not on track may need to start doubling up on core courses or start planning for credit recovery/summer school.

Be mindful of WL- students shouldn't be enrolled in multiple levels simultaneously.

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High School Readiness Pathways

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

High School Readiness Pathways

Student Indicators View (Link)

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

High School Readiness Pathways

Student Details

Select a student in the Student Indicators view to display the Student Details

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

APS Graphs Questions?

Contact the data strategist for your cluster if you need further assistance. 

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS

Need Help – Submit a Ticket

• Click Nimbus
• Click Submit a Ticket Here
• Select New Ticket
• Click Report Issue (Software/Applications)
• Click Infinite Campus
• Enter ticket details and submit

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SIS Website: tinyaps.com/?ichelp

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Questions

If you have any additional questions, please contact your Student Information Specialist for assistance. ��For additional IC resources and support , please visit our website at �tinyaps.com/?ichelp

ATLANTA PUBLIC SCHOOLS DATA + INFORMATION GROUP | STUDENT INFORMATION SYSTEMS + APPLICATIONS