Elementary Scheduling w/Excel: Admin Choice for Specials Bob Cornacchioli DERO Technical Services CEO

Agenda/Participants will be engaged in: Courses – Sections Teacher Numbers Rooms Days – EXPRESSIONS - Periods Dependent Sections EOY – Mass Enroll for more resources

CEO - DERO Technical Services Contractor/ - PowerDataSolutions Trainer- ANCGroup Evangelist/Process Assistant- Level Data Marketing- ParkBench Software Director of Technology and Media Services – Shrewsbury Public Schools (16 yrs) PowerSchool Administrator ( 6 yrs) Bob Cornacchioli

What do you have now? What format? DRAW A LINE IN THE SAND

Or this?

Course Name Course Number Term Length Expression- When does it meet? HR(1-6) would place a √ for each day Teacher Room – Where does it meet? Grade Level – N/A Section Number- VIP!!! Plenty of ideas here!! Max Enrollment Dependent Sections- If enrolled in this class students would also get these courses Convert it to this!

Dependent Sections Gray means w/HR Teacher PERIODSPERIODS 7(A) 3(C) 3(E) 8(B), 7(D)

Scheduling Spreadsheet

Term ID Term ID = Scheduling Year 2006= 1600, 2009=1900, 2010=2000 What if a course last less than a full year, what would the term ID be?

Term ID’s for Less than Full Year Courses! Full Year Course = 1900 T1 =1901, T2=1902, T3=1903 C1=1904, C2=1905, C3=1905, C4=1906, C5=1907, C6=1908

If you are importing – double √√√ Full Year Course = 2100 T1 =2101, T2=2102, T3=2103 C1=2104, C2=2105, C3=2105, C4=2106, C5=2107, C6=2108 Your numbers have to match

Don’t want to start from scratch! [5]lastfirst [5]title [5]teachernumber [5]status [5]last_name [5]first_name SchoolID [2]course_name Course_Number Dependent_Secs Expression ^(*class_expression data="abbr" format="expression") Grade_Level Section_Number Team TermID Attendance_Type_Code Att_Mode_Code Room Got DDE Experience? Then Export from the Sections (3) table Select from this school only Filter Term ID >= 2100 (for this year) RED - export but DNU BLUE - update for next year

Importing Schedule into PowerSchool 1.Special Functions 2.Importing and Exporting 3.Quick Import 4.Table- Sections (Master Schedule) 5.Find TXT file ( converted XLS file ) 6.Match column names to those in PS

Import into the Sections (Master Schedule) Never REMOVE √

Suggested Field Map Removes Column Headers that were used in Excel √ Name is not used in PS, but I use it as a visual clue. Do you know your teacher numbers?

After Import – RED is BAD! 1.After importing PowerSchool displays a page with your results. 2.RED is an error and it “clearly” tells you ( HA!) what these mean. Go slow it’s doable 3.Typical Errors: – Bad teacher numbers – Expression is wrong – Term ID is wrong/not set

Mass Enroll: Power of Depend_Sec gets , , , , NAME - Sometimes I title that column DNU- Do Not Use

Does your state require reporting elementary subject matter teachers? Do you want standards to be associated to a content area? Sample Scheduling of Core Subjects

Dependent Section Options HR >> ELA, MA, SCI, SS and SPECIALS if the students travel to ART, MUSIC, PE, HEALTH etc as a HR Group If students go to SPECIALS as a new group other than HR but stay together as a group in these elective subjects then… PE>> ART, MUSIC, HEALTH, LIBRARY ( upper elementary & MS Schools)

Excellent with Excel? Course.Section=CONCATENATE(C3,".",D3) =CONCATENATE(E4,",",E5,",",E6,",",E7,",",E8,",",E9,",",E10,",",E11,",",E12) Dependency=course.section,course.section etc

1. Before EOY, with lists in hand, select current grade level. 2. From the function options choose Select Students by Hand GOT LISTS!

WITH LISTS… 1.Hold the Command Key down on a Mac 2.Select each student in Mrs. Jones Grade 1 HR for next year 3.Select Function Options at the bottom

Mrs. Jones Grade 1 HR for 2011

Accessing Your Stored Selections 1.Stored Selections 2.Check √ in your selections 3.Go Functions to Mass Enroll AFTER EOY AFTER EOY AFTER EOY

Mass Enroll Function AFTER EOY AFTER EOY AFTER EOY 1.Course.Section this identifies your teachers/rooms and periods 2.Enrollment Date – NORMALLY first day of school. 3.This date is always the date of your action, you must change it!

Mass Drop PowerSchool Version 7.03 Select a sections class size Class List shows Check and UnCheck the ones you want to drop Very Simple Screen Very Complex on the Back End

BREADCRUMBS Teacher Schedules Teacher Name Enrollment Total <<THIS PAGE PS 7.03

Bob Cornacchioli DERO Technical Services Q & A