Elementary Scheduling Simplified

1
Elementary Scheduling Simplified

• Durham Public Schools
• Cathy W Wrenn
• Sue Whetstone

2
SAR Backup File for DPI Edits

• Create a SIMS Data Base to use for SAR editing
  (CCSMSSSR)
• Create a Directory to save I files from your
  SAR (SAR0304)
• From the C\gt Prompt
• C\gtMD CCSMSSSR ltegt
• C\gtCD CCSMSSSR ltegt
• C\CCSMSSSRgtCopy C\CCSMSS\. ltegt
• The CCSMSSSR SIMS data base now has the same data
  as CCSMSS where you completed your SAR. Use this
  data base to complete SAR Edits from the State
  (DPI).
• C\gtMD SAR???? ltegt (???? School year 0304)
• C\gtCD SAR???? ltegt
• C\SARgtCopy C\CCSMSS\.I ltegt
• The SAR Directory now has the I files for an
  extra backup for SAR Editing. (This is
  recommended in case something happens to your
  CCSMSSSR data base and/or if your machine does
  not have enough room for another SIMS Data Base
  on your C\gt.

3
Personnel / Teacher Directory

• Verify All Personnel (Delete teachers/personnel
  no longer at your school, Add new
  teachers/personnel, Change to update
  teachers/personnel record)
• Make sure Certified Staff records reflect correct
  Social Security Number and Name
• Certified Name should reflect what is on the
  Teachers Certificate
• Social Security Numbers (can be verified with
  your Bookkeeper or by requesting a copy of the SS
  cardnot a bad idea to have so you can attach it
  to the Personnel / Teacher Form the Teachers /
  Personnel fill out)
• Experience Status (Update ALL staff every year)

4
Personnel / Teacher Directory Form

• The Personnel / Teacher Directory keeps track of
  all personnel as well as any teaching teams.
  Teaching teams are created for those courses
  which are actually team taught (two teachers
  physically in a classroom at a time), or where
  teaching is split among several teachers (one
  teacher instructs Monday, Wednesday, Friday,
  while another teaches Tuesday and Thursday.)
• NOTE When updating the Personnel / Teacher
  Directory
• 1. Remove Teacher Assistants from non-returning
  Teachers prior to removing Teachers and/or
  Teacher Assistants from the Personnel / Teacher
  Directory.
• 2. Remove Teachers from Teams, Homeroom
  Directory, Room Directory, Personnel Assignments,
  Class List Updates, Classes by Courses (anything
  in which the teacher may be tied to) prior to
  deleting from the Personnel / Teacher Directory.

5
SAR DATA ChecklistSchool Data Needed Prior to
Scheduling

• Exceptional Childrens Data (Serve all Current
  Year EC Students with Current Year Serve Date)
• Teacher Information
• Resource / Itinerate / Administration / Teacher
  Assistants Information
• Student / Teacher Schedules
• Visiting Students or students from your school
  who go off campus for classes

6
Exceptional Childrens Data(Data MUST come from
your EC Facilitator)Have you SERVED all current
year EC Students? (Print a 161 report and review
SERVED dates for accuracy.)

• Referral/Re-evaluation data
• APC Date
• Primary Exceptionality
• Served Date
• Student Setting
• Initial Placement or Re-Eval

7
SIMS WorksheetEC Add/Change Student Information

• STUDENT NAME FIRST MI LAST YEAR
  2004/05 STUDENT 999-99-9999
• EXIT DATE ??/??/?? EXIT CODE ????
• __________________________________________________
  __________________________________________________
  ________________________
• REFERRAL/RE-EVALUATE DATE __/__/__
• THIRD YEAR RE-EVALUATION (Y/N)? ___Y ___N
• PERMISSION/NOTICE EVALUATE __/__/__
• SCREENING/EVALUATION
• S-Procedures/EH __/__/__ E-Educational __/__/_
  _
• S-Procedures/LD __/__/__ E-IQ/Aptitude
  Percentile __/__/__
• S-Health __/__/__ E-Medical __/__/__
• S-Hearing __/__/__ E-Ophthal/Optometric __/__/_
  _
• S-Multidisc. Team __/__/__ E-Otological __/__/
  __
• S-Psychomotor __/__/__ E-Performance on Grades
  __/__/__
• S-Speech-Language __/__/__ E-Psychological
  __/__/__
• S-Vision __/__/__ E-Psychomotor __/__/__
• E-Adaptive Beh. __/__/__ E-Review Early
  History __/__/__
• E-Audiological __/__/__ E-Social/Dev. Hist
  __/__/__
• E-Beh/Emotional __/__/__ E-Speech-Language
  __/__/__

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Teacher Information

• Certified Name (Name as it appears on the
  teaching certificate / may not match what is in
  the Payroll files due to folks getting married,
  name change, etc.)
• Social Security Number
• Sex
• Ethnic Origin
• Experience Status (UNIT refers to your School
  System.)
• Type of Assignment
• Part or Full Time Position
• Extra Duties (Media Coordinator 9924 / Media
  9515)

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Resource / Itinerate / Administration / Teacher
Assistants Information (99?? Course Codes)

• Other Staff to Schedule (Personnel Assignments)
• Principal, Assistant Principal, Guidance
  Counselor, Media Coordinator, Speech Specialist,
  EC Facilitator, Curriculum Coordinator, Teacher
  Assistants
• Visiting Students VST1
• Students who come in for a class / MST1 at their
  full-time school / Create SAR class assign VST1
  students
• Students who leave your school to take a class
  (es) at another school

10
Student / Teacher Schedules

• Self-Contained (Regular 0000 / Exceptional
  Children 0000E)
• All Other Courses Self-Contained Classes Attend
  Regularly (Clearly Defined Class
  Roster..Homeroom (OOOO/0000E) Classes attending
  Specials
• Art, Music, PE, Media, Computer, French, Spanish,
  Strings (Violin), etc.
• Resource Classes
• AG (Academic Gifted / Language Arts, Math,
  Science, Social Studies)
• LD (Learning Disability / Language Arts, Math,
  Reading, Science, Social Studies, Writing, etc.)

11
SAR BASICS

• Empty / Update Directories
• Meeting Codes
• Courses
• Schedule Format

12
Add Meeting Codes

• Student Scheduling
• Directories
• Meeting Codes
• 1 Add
• Add Code SELF
• Description SELF-CONTAINED
• Enter Selection 1 Add
• Add Matrix M1
• Record Added

13
Add Meeting Codes(cont)

• Use the above steps for adding the following
  Meeting Codes
• 15 Minutes M2
• 30 Minutes M3
• 45 Minutes M4
• 60 Minutes M5

14
Course Directory

• Student Scheduling
• Directories
• Courses (03/04 Course Code Directory / NCWISE
  Page / http//www.ncwise.org - SIMS related
  Documents 2003/04 Course Number List and
  2003/04 Course Number CHANGES)
• Update Courses (Add, Change, Delete)
• Check academic levels, Course Length, Elementary,
  External Course Codes verified

15
Build Matrix

• Student Scheduling
• Directories
• Schedule Format
• 1 Schedule Parameters
• Schedule Format 1 (1-days across)
• Number of days in schedule 1 (1-10)
• Number of periods per day 5 (1-32)
• M1 330 Minutes
• M2 15 Minutes
• M3 30 Minutes
• M4 45 Minutes
• M5 60 Minutes

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Build Matrix(cont)

• Student Scheduling
• Directories
• Schedule Periods
• 1 Self-Cont
• 2 15 Minutes
• 3 30 Minutes
• 4 45 Minutes
• 5 60 Minutes

17
Build Matrix(cont)

• Student Scheduling
• Directories
• Schedule Days
• 1 Monday

18
Build Homeroom Sets(Update the Homeroom
Directory Prior to Proceeding)

• Student Scheduling
• Directories
• Student Sets
• Build Homeroom Sets

19
Assign Self-Contained Classes

• Student Scheduling
• Directories
• Classes of Course
• Select Semester 1
• Select Course 0000 (0000E for Exceptional
  Children)
• 1 Add
• Teacher ???? Is this what you intend? (Y/N) Y
• Room ???? Sec 01
• Capacity ?? Meeting Code SELF
• Class Set (Leave Blank)
• Display Conflicts? (Y/N) N
• Is this what you intend? (Y/N) Y

20
Assign Self-Contained Classes(cont)

• Repeat the above steps until all self-contained
  teachers are scheduled
• 0000 SELF 0000SELF-CONTAINED
• 0000E SELF 0000SELF-CONTAINED E
• 2501 Computer Skills/Education
• 5001 General Music (K-12)
• 5030 Visual Arts (K-8)
• 5050 Creative Dramatics (K-8)
• 5071 Dance Education (K-8)
• 5080 Folk Arts (K-12)
• 9001 Physical Education (K-8)
• 9515 Library/Media Assistance

21
Class List Update For Self-contained Homerooms
and Daily/Weekly Specials

• The Assign Class Process scheduled the students
  to their respective Homeroom Self-Contained
  Teachers AND to their Daily/Weekly Special
  Teachers.
• Verify Homerooms have students assigned by doing
  the following
• Student Scheduling
• Student Records
• Class List Updates
• Semester 1 Course 0000 Sec Date
• After you key in Course 0000 hit the F3 Function
  key and the class list will be displayed. Page
  down to view all classes verifying they have
  students assigned.

22
Pullouts(Homerooms to Daily/Weekly Specials)

• Student Scheduling
• Directories
• Classes of Course
• Select Semester 1
• Select Course 9001 (Physical Education)
• 1 Add
• Teacher ???? (PE Teacher Code) Is this what you
  intend? (Y/N) N
• Room ???? (PE Teachers room) Sec 01
  (Self-Contain Section previously scheduled)
• Capacity ?? Meeting Code 60 (PE meets for 60
  minutes)
• Class Set (Leave Blank)
• Display Conflicts? (Y/N) N
• Select the correct Homeroom from the Homeroom
  Sets
• Continue scheduling each section using the above
  steps / Use the section number you originally
  assigned when you scheduled the Self-Contained
  Homeroom)

23
Teacher Assistants(Assign to teachers for 330
minutes)

• Student Scheduling
• Directories
• Personnel Assignments
• 1 Individual
• Enter Personnel Code ???? (Use the Teacher
  Assistants code)
• Assign to
• 1 Individual
• Enter Personnel Code ???? (Use the Teachers code
  the Teacher Assistant is being assigned to)
• Assignment Type TA
• No. Minutes 330

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Personnel Assignments

• Student Scheduling
• Directories
• Personnel Assignments
• 1 Individual
• Enter Personnel Code ????
• Assign to
• 4 Miscellaneous Activity
• Enter Subject Area 9901 Academic Level 9
  Grade Level Z
• Course Length Y Assignment Type NC No.
  Minutes 330
• No. Students Leave Blank
• (The above steps can be used to schedule any of
  the 99 Course Codes.)
• 1 Day 60 Minutes
• 2 Days 120 Minutes
• 3 Days 180 Minutes
• 4 Days 240 Minutes
• 5 Days 300 Minutes
• Fulltime Personnel 330 Minutes.

25
Personnel Assignments

• 99 Codes
• 9901 Principal
• 9902 Assistant Principal
• 9910 Counselor (Regular Funding)
• 9914 Social Worker
• 9916 Physical/Occupational Therapist
• 9923 Speech/Language therapist
• 9924 Librarian/Media Coordinator
• 9931 Exceptional Child Consultant
• 9995 Curriculum Coordinator
• 9997 Psychologist
• 9998 Non-Scheduled Instructional Support

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Assign Classes Process

• Student Scheduling
• Processes
• Assign Classes
• Enter the semesters for which classes are to be
  assigned 1
• All students are included. Is this what you
  intend? (Y/N) Y
• Which students should be assigned? 1 Assign all
  included students.
• Do you want to run the class assignment process?
  (Y/N) Y
• Class Assignment Complete

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Pullouts(Select Student(s))Same amount of time,
same day in each weekClearly Defined Schedule

• Student Scheduling
• Directories
• Classes of Course
• Select Semester 1
• Select Course 1010LD (Language Arts LD)
• 1 Add
• Teacher ???? Is this what you intend? (Y/N) N
• Room ???? Sec 01
• Capacity ?? Meeting Code 60
• Class Set (Leave Blank)
• Display Conflicts? (Y/N) N
• Is this what you intend? (Y/N) Y
• Select PULLOUTS from the Homeroom Sets
• Continue scheduling each section using the above
  steps

28
Class List Update For Pullouts (Make sure the
ASSIGN CLASS PROCESS has been run PRIOR to
proceeding with this step. Did you verify all
Homeroom Assignments (Does the Self-Contained
Classes 0000/0000E previously scheduled have
students showing in the Class List Update Module?

• Student Scheduling
• Student Records
• Class List Update
• Semester 1
• Course ????
• Section ??
• Effective Date ??/??/??
• 1 Process Individual Students
• 1 Add
• Student Number ????????
• (Follow the above steps for
  adding all students within sections)

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Run DBAUDIT

• Student Scheduling
• Reports
• Queue Management
• Load a Run
• Run code to Load DBAUDIT
• 1 - Submit Queue
• 1 Submit all requests
• N Blank Blank
• Do you want to proceed? (Y/N) Y
• (Review the DBAUDIT for errors. Correct all
  errors paying close attention to the FATAL
  ERRORS. FATAL ERRORS must be corrected for the
  DBSARM02 to run. Run the DBAUDIT until NO errors
  are found.)

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Build DBSARM02Step 1

• Data Exchange Facility
• Queue Management
• Load a Run into the Queue
• Run Code to Load DBSARM02
• 1 - Submit Queue
• 1 - Submit all requests
• N Blank Blank
• Do you want to proceed? (Y/N) Y
• Processing Complete

31
Build DBSARM02Step 2

• Data Exchange Facility
• Queue Management
• Load a Run into the Queue
• Run code to Load TRDISK
• 1 Submit Queue
• 1 Submit all requests
• N Blank Blank
• Do you want to proceed? (Y/N) Y
• Insert a new/clean/formatted/labeled diskette
  into drive A and ENTER
• You will see files copying to the diskette (14
  files)