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Next Year Tracks, Days and Periods - SIRS

Overview

You have already created Next Year. Now, you must review and adjust your Tracks, Days and Periods. The actual specific Calendar Days can wait -- but they are needed before School starts. You do need to make sure Periods and Days and the number of Terms/Report Periods are correct before your Scheduling staff begins work on Next Year. Each NYR Track needs editing and each Track is edited separately.

How do you know how many Tracks you need? Generally, if students within your School have different Reporting Periods, scheduling cycles, attendance types (daily vs. period) or different bell schedules, they need to be in different Tracks.

Track

  1. Start here: Setup > Tracks. Then click on the NYR Track  you need to edit.

  2. Adjust name and dates to reflect the upcoming School Year.  Note: The precise Start and End Date are not yet needed. The precise dates aren't needed until School actually starts, although most clients enter them before that.

  3. The Code field: If you have no specific format that you must use, you might want to enter something like JH1617 for a Junior High School 2016 - 2017 track.

  4. If, on this Track you take Daily, or twice daily, Attendance, select the Daily Attendance box under End Date. If you make that choice, an Attend Blocks button appears. Click on it. This is where the time blocks (aka. periods) are entered for when Daily Attendance will be taken.

  5. Click Check Fields to learn whether all dates are in a logic sequence, across all Tracks, Terms and Report Periods. Any dates with errors in sequence will display in red

Copy Tracks?

The Copy button allows you to copy the entire selected track, for instance if you need to add more Tracks than you have. The Copy includes the Terms, Periods, Attendance periods/blocks and Calendar. This is allowed in SIRS, but leads to problems in SchoolLogic.

Blocks

Only needed if you schedule classes by Note:time of day or take Period Attendance. 

  1. Click Blocks. Enter the Instructional Periods for this Track.
  2. Instructional Minutes  per Block are used in some state/provincial reporting and can be related to governmental funding. More generally, this is an approximation of those minutes when teaching is actually occurring during class time. 
  3. Select Not Reported   for non-instructional or other periods which you do not want included on government reports. An example might be lunch hour if it were the same for all students and would never be includes in instructional minutes totals.
  4. If either Start Time or End Time displays in red when you've entered it, there is a logic issue with that time, vs. the one before or after it.  When you have all the times entered for all of your Periods:
  5. Click Check Fields once you have everything entered. If there is a logic issue with a time, this takes you to the error and displays it in red
  6. Does your school use Alternate Time Blocks? Click Here to learn more about them. 
  7. Click Close when you are ready to move on.

Days

  1. Click Days. Click Add (if needed). Enter a name in the Day Name field (for example: Day 1, Day 2)

  2. Note:. Day Name can be whatever you choose. Some schools with a two-day rotational timetable use their school colors as their Day names.

  3. Continue adding all of the days in your scheduling cycle. 

  4. Click Close when you are ready to move on.

Term

  1. Click on the first Term within the Track. 

  2. At right, adjust Dates to reflect the upcoming School Year. Terms can be added or deleted at this point.

  3. Term Dates must be within the Track Date Range.

  4. Adjust all Terms, if needed, before moving on. 

  5. Click Check Fields once you have everything entered. If there is a logic issue with a date, this takes you to the error and displays it in red

Report Periods

  1. Click on the top Report Period.  Edit name, if you care to. 

    1. Adjust Dates to reflect the upcoming School Year. Report Periods can be added or deleted at this point.

  2. Report Period dates must be within the Term Date Range.

  3. Post to HomeLogic makes the Report Period to Parents in HomeLogic.

  4. Adjust each Report Period, if needed, before moving on.

  5. Click Submit

Calendar

  1. Click Calendar.

  2. Assign non-instructional days first: Click the Day in question, then in that Day's box, enter alpha character(s). Once entered, clicking anywhere else in the Calendar locks in your choice.

  1. Repeat for each non-instructional day (Sept. 7 and 21 in the above shot).

  2. Click on the date of the first instructional day. (Sept. 1 in the above shot). 

  3. Set the day in your cycle that you wish to assign to the first instructional day. Enter numerical value (1, 2, etc.). Note: The above shot illustrates the most-basic scheduling setup: Every day is like very other day, which is why you see only 1 day number. Keep reading for other variations.

  4. Set Holidays are numbered(see explanation below)

  5. Calculate to the end of Month, Semester, Track.

Holidays are numbered

rotating-day (aka. a relative-day) timetable is any plan where your Scheduling days do not always land on the same day of the week. If you want the non-instructional days to be counted within the rotation, Click Holidays are numbered.  Example: You have a two-day timetable, Day 2 lands on a Friday and the following Monday is a non-instructional Day. If you pick Holidays are numbered, Tuesday will be Day 2. Day 1 fell on the Monday and was counted into the rotation. This is shown on June 12-16 here:

Holidays are not numbered

If you have a rotating-day timetable and you want the holidays to not impact your rotation days, do not Click Holidays are numbered.  Example: If you have a five-day timetable, Day 4 is a Friday and the following Monday is a non-instructional Day, then Tuesday will be Day 5. Day 1 was not taken up by the Monday day off. This is shown on Sept. 4-8 here:

 

Another Example: A five-day timetable (Day 1, 2, 3, 4, 5) with a PD day on a Tuesday
Holidays are Numbered (Selected)          Holidays are Numbered (Not Selected)
Monday              Day 1                                 Day 1
Tuesday             PD Day                             PD Day
Wednesday        Day 3                                Day 2
Thursday            Day 4                                Day 3
Friday                 Day 5                                Day 4.  The following week will begin as Day 5

 

11. When you have the Calendar set up as far into the School Year as you desire, Click OK.

Bonus: You can print Calendars to paper. Click Here to learn how.

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