1. Elementary Rollover and Scheduling Process
A description of tasks needed to complete the elementary rollover process and update student schedules

2. Purpose & Objectives Objectives Purpose
To gain an understanding of the processes to support Scheduling for the School Year
Objectives
Review the Elementary Rollover Timeline and Scheduling Procedures
Understand the basics of building and maintaining the Master Schedule.
Run the Elementary Reports to prepare for the Rollover Process and future year scheduling.

3. Welcome & Introductions
Please introduce yourself:
Name
School
Position
Role with the elementary master schedule
What works, what doesn’t with MiSiS Scheduling

4. Handouts Agenda Power Point Flow Chart Timeline MMED policy
Sample Reorganization Report

5. 2017-2018 Elementary Rollover Timeline and Scheduling Procedures
The elementary rollover will occur in mid April. Students enrolled in the current school will be transferred to the same school in the next year term and the grade level will be incremented by 1.
For example, 1st graders in a 1st grade class will be placed in a 2nd grade class. If there are two 1st grade classes, all students in 1st grade will be placed in only one 2nd grade class. This class will contain all of the students at that grade level, but it will not have a teacher assigned. It is a temporary section.
***** Students attending another school next year will need to have a transfer record in MiSiS. The students will then be rolled over to the new school and grade levels. Students without a transfer record will not automatically be transferred.

6. Next Year Enrollment

7. Elementary Scheduling Flow-Chart

8. 2017-2018 Elementary Timeline Ongoing For the current master schedule:
Date
Task
Responsible Staff
Ongoing
For the current master schedule:
Review student’s section placement
Review section attributes (English Learner students must have the English Learner Services attribute; Dual Language Education Program students must have a Master Plan Program and Language of Instruction attributes).
Elementary School Principal or Office Manager
(Scheduling Admin role required to make changes to sections)

9. Review Student Placement
Are all students in the correct grade level?
Are all students in the correct classrooms?
Do all of the English Learner students have the correct Master Plan Program?
Students currently enrolled in the following programs must have a valid Master Plan Program in MiSiS:
Dual Language
Maintenance Bilingual
Transitional Bilingual
Foreign Language Immersion
All sections with at least one EL student must have an English Learner Service Attribute

10. Review Section Attributes-LAUSD Policy

11. Section Attributes
Review each section attribute in Sections Editor for:
Master Plan Program
Primary Language
English Learners Service (for any class where an English Learner is enrolled)
Special Day Program classes

12. Select the Master Plan Program, Language of Instruction and/or English Learner Service.
Scheduling Admin role> Admin>Master Scheduling> Sections Editor> + to add attribute

13. 2017-2018 Elementary Timeline End of February through June
Date
Task
Responsible Staff
End of February through June
Elementary school staff will create transfer records for students not continuing, with exception of Magnet acceptances.
Schools with Dual Language Education Programs will need to use the mass transfer function to move the Dual Language Education Program students to the newly designated cost center.
Magnet transfers will occur automatically in April.
Elementary School Principal or Office Manager

14. District Policy
The Office of Data and Accountability will release two policies in March/April:
Next Year Enrollment/Transfer
provides procedures for schools on the transfer process in MiSiS
Enrollment/Matriculation– provides timeline information and procedures for schools in preparation for the MiSiS Next Year Enrollment processes

15. MiSiS Automatic Transfers: Magnet Schools
A Transfer record CANNOT be created for any student who will attend a Magnet School.
Magnet school assignments are loaded into MiSiS via information input into the Magnet Portal by April 1.
Magnet Coordinators should keep Magnet Portal acceptances and declines up to date.

16. School Created Transfers
A Transfer record must be created for any student who will attend a different school for one of the following reasons:
Open Enrollment
Living in an Option Area (multiple residence schools)
School of Origin Rights- foster and homeless students
SAS acceptance- schools need to notify sending schools of acceptance
Timeline to be communicated by School for Advanced Studies Office
Change of placement for a Special Ed student to a campus that is not his/her home school, based on the student’s active IEP

17. School Created Transfers: Students in Option Area
A matriculating student living in an Option Area is not automatically assigned to a school for next year. 
Resident School Report can be used to determine which students live in an option area.
Parent/Guardian must be contacted to determine school for next year.
New Report- Address Confirmation Letter- for parents notifying them of next school year (TBD- end of February)
New Principal’s report lists all TE and Pre-K students in their boundary area

18. Example: Resident School Report- to determine if student has options
For the Current School year, student’s resident school is Hawaiian Avenue School.
For  Next Year,  student’s resident schools are  Dodson Middle School or  Wilmington Middle School .

19. Creating Transfer Records
The Transfer process will move the current students from the current school to the future school for the school year.
The Elementary Rollover will move the currently enrolled students to the next year term according to the students future Resident School.
All transfers must be completed by the final day of the school year.

20. Creating a Transfer record for a Student
Use the Advanced Search to select student
Click on the Action button and select Transfers

21. Creating a Transfer record for a Student
Fill in the data fields
Click on the Add
3. Transfer record should now show on student’s profile page

22. Creating a Mass Transfer Record
What? The Mass Transfer process will move students to the next school en masse.
Why? The Elementary Rollover will move the currently enrolled students to the next year term according to the transfer to school.
When? All mass transfers must be completed by end of March, 2017 to be included in the rollover process. (TENTATIVE)

23. Creating a Mass Transfer Record
(There will be updates to this screen to allow for more flexibility)
Use the Advanced Search to select students by teacher name
Select individual students, or use the check box next to Last Name to select all students.

24. Creating a Mass Transfer Record
3. Click on the Action tab
4. Select Student Transfer

25. Creating a Mass Transfer Record
5. Enter the following data:
School Year
To School
Transfer Type Use the OPT-Option Area transfer type.
7. Click Add
8. View individual student’s transfer from the student’s profile page
Student’s profile page>Miscellaneous>Transfers

26. 2017-2018 Elementary Timeline March -April For future matrix planning:
Date
Task
Responsible Staff
March -April
For future matrix planning:
School staff may use the Elementary Reorganization Report.
Elementary School Principal or Office Manager
(Scheduling Admin role required to make changes to sections)

27. Who ? Principal, Office Manager or Scheduling Admin
Future Matrix Planning: Using the Elementary Reorganization Report
What ? Student Data Report
Why ? Use for planning and placement of students for the next school year.
Where ? Reports> Master Scheduling>Pre-Commit> Elementary Reorganization Report
Who ? Principal, Office Manager or Scheduling Admin
When? Now

28. Elementary Reorganization Report

29. 2017-2018 Elementary Timeline Mid April
Date
Task
Responsible Staff
Mid April
The MiSiS rollover process will place students into a temporary section with an “unfilled” teacher name. The grade level course will be increased by one.
MiSiS

30. Elementary Rollover
Who? MiSiS will set up all elementary schools on a single year-long track calendar.
What? Current grade level students and sections will be rolled over to the next year master schedule.
When ? Mid April
Why? To pre-program students for the school year
Where? Sections Editor

31. Elementary Rollover
The new committed scenario will have the school year in the title followed by the word “pre-programmed”. This step is completed by the Central Office.

32. 2017-2018 Elementary Timeline Up to June 6, 2017
Date
Task
Responsible Staff
Up to June 6, 2017
Elementary school staff will need to:
create new sections (assign teachers, rooms, section attributes)
move students from the temporary sections to the newly created sections
delete the temporary sections
Run various reports to check on the accuracy of student placement in the sections and confirm teacher assignments.
Elementary School Principal or Office Manager
(Scheduling Admin role required to make changes to sections

33. Elementary Rollover
Sections Editor – allows the user to create/add new sections, update current sections, and move/add/remove students in sections.
Walk-In Scheduler – allows the user to make changes to the student schedule.

34. Master Schedule Maintenance and Sections Editor
The Sections Editor screen allows you to:
Create/add new sections
Move students from the pre-programmed sections to new sections
Delete pre-programmed sections
Edit sections

35. Creating New Sections
Log in to MiSiS using Scheduling Administrator role
From the Administrator Tab- select “Master Scheduling”

36. Creating New Sections (cont’d)
3. Select the School Year in the “Load
New Schedule” box
4. Select the “Sections Editor” tab
5. The screen will display the pre-programmed
sections with the “Unfilled 25” as assigned teacher

37. Creating New Sections (cont’d)
6. Adding new sections:
Click on the “+New Section” button.
For Secondary Schools Only

38. Pre-programmed Sections

39. Creating New Sections (cont’d)
The “Sections Details” pop-up window will display. Select new Course title, Section Type, Teacher, Room, Period, Spanned Periods(optional), Capacity, Start Date, and End Date.

40. Section Detail Common Errors
Sections must be closed and opened when making ANY changes to:
Staff assignments
Grade level course changes
Sections attributes for Dual Language Programs

41. Creating New Sections (cont’d)
Adding a Section Attribute: After sections are created, a section attribute can be assigned to that section. A section attribute allows the school to identify key information about a section
Select the class where you want to add “Section Attributes”
Once the section is identified, hover over the course to display the 3 icons below
Click on the “Plus” icon

42. Creating New Sections (cont’d)
Use “Section Attributes” to identify:
Additional Educators
English Learner Service Classes
Special Education Classes
Independent Study Classes
Master Plan program
Language of Instruction
*****Once the Save button has been pressed, the Language of Instruction attribute can NOT be updated
Once selected attributes have been added, click on the “Save” button

43. Move Students from Pre-programmed Sections to New Sections Using Sections Editor
Select the section
Select the students, choose all or some of the students.
Add Students
Move Students
Remove Students

44. Move Students from Pre-programmed Sections to New Sections Using Sections Editor
5. Select the option to “Move Students” to another section
6. A list of available sections appear in a pop-up box
7. Select the new section. effective start date is the first day of the school year
8. Click on “Submit Changes”
9. Click on the section that students were moved to verify that they have been enrolled in the new section

45. Deleting Pre-Programmed Sections
Why?
They are temporary shells without teachers assigned.
To prevent misassignments
To prevent scheduling students into unfilled sections
How?
Select the unfilled section making certain there are no students
Click on the trash icon

46. Delete Pre-Programmed Sections (cont’d)
An “End Section” Box Opens
Click the “Submit Changes”
A successful message appears

47. Editing and Updating Sections
Why?
New staff
Making changes to student schedules
Adding or removing sections
How?
Sections Editor can be used to update or edit sections. To edit a section:
Identify and select the appropriate section, three icons appear: “Plus,” “Pencil,” and “Trash Can”
Click on the “Pencil” icon to open the “Section Details” Box

48. Editing and Updating Sections (cont’d)
Edit the selected section:
Click the “Save” button to save your edits

49. Creating Sections Teachers Out of Classroom Personnel
Coordinator
Administrator
Coach
*Important for matching assignments with HR. See Fall Survey Reference Guide.

50. Using the “Walk-In Screen to Change a student’s class
Why?
Newly enrolled students
Balancing sections
Proper placement
How?
From the Administrator Tab- select “Master Scheduling”
Select the “Walk-In” tab

51. Using the “Walk-In Screen to Change a student’s class (cont’d)
Search for the student by name or student ID
Select the student

52. Using the “Walk-In Screen to Change a student’s class (cont’d)
Find the appropriate class
Click on selected class to add

53. MiSiS Reports
Some helpful reports to use when reviewing student placement are listed below.
Elementary Alpha Roster – lists students alphabetically by grade level
Elementary Class Roster – lists students by class
Master Plan Roster – lists students Master Plan information by Teacher and Period
Elementary Reorganization Report – lists students’ information for placement

54. MiSiS Reports
Class Roster Five Column Report – lists students by teacher with 5 columns for checking attendance
Class Enrollment Report– displays enrollment count of student by class, grade level, and gender
Comprehensive Student List – displays student demographic data
Students Without Schedules Report – lists students enrolled in the school and not enrolled in a section

55. Elementary Timeline
Date
Task
Responsible Staff
Up to June 6, 2017
An Elementary Monitoring Report will be created to assist schools with finalizing student placement.
MiSiS and Local District Staff

56. Web resources - http://achieve.lausd.net/

57. Elementary Rollover and Scheduling Process Guide
From the MiSiS homepage
Training>Job Aids>Elementary Scheduling(scroll down to bottom of page)

58. Contacts
Scheduling Team
Mary Lu Camacho –
Sandra Castelo –
Karen Green –