Alternative Education Scheduling November 9, General Information. 3. Aeries Variables for Current School Option. 5.

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1 Alternative Education Scheduling November 9, General Information 2. Overview 3. Aeries Variables for Current School Option 4. Teacher/Staff 5. Courses/Sections 6. Student Scheduling 7. Grades/Transcript 8. CALPADS Reporting ** ** - New or updated information Alternative Education Scheduling Page 1

2 GENERAL INFORMATION Alternative Education Scheduling enhancements have been made to Aeries to assist with scheduling for Alternative Education environments. Alternative Education environments can consist of teachers teaching multiple core academic subjects in self-contained secondary-level classes. Some examples are Independent Study, Home Hospital and Court Schools. Alternative Education Scheduling is supported in Aeries.net and Aeries CS. Applying the update with the Alternative Education Scheduling changes, a new Course ID field will be added to the Classes (SEC) table. The new Student-Class Course ID (SEC.CN) field will be populated for all existing Classes (SEC) records. Changes made to the Student- Class Course ID (SEC.CN) field will update to the Course Attendance (CAR) table. A new option is available on the Aeries Variables for Current School form to enable Alternative Education Scheduling. This option will allow sections to be scheduled for students for a specific Alternative Ed. teacher but will allow the Course ID to be changed per student. Alternative Education Scheduling will eliminate the need for the school to create multiple sections per teacher per subject by allowing the Course IDs to be changed at the Student-Class (SEC) level. Teachers will have a set of sections for different subject areas in the Master Schedule, but the student s Student-Class Course ID (SEC.CN) at the Class (SEC) level can be changed to be an applicable course for the student based on the district s course file. Previously a teacher would have multiple sections in the Master Schedule for each subject. Now with Alternative Education Scheduling the teacher will have one section per subject area. Alternative Education Scheduling Page 2

3 OVERVIEW The following will need to be set up before using Alternative Education Scheduling and will be detailed in this document: Enable the option on the Aeries Variables for Current School form for Alternative Education Scheduling Set up Teachers and Staff records for the Alternative Ed. Teachers for proper CALPADS reporting: o Staff record must have a valid State Educator ID (SEID) populated o Staff Job Assignment - STJ records must be added o Highly Qualified Teacher Stats - HQT information must be added Create placeholder Courses per subject area. Course information for the placeholder courses does not need to be populated. Sections in the Master Schedule o Create sections by period/subject area. Ex: Period 1 - English, Period 2 - Math o Populate the section with the Alternative Ed. teacher number o Enter the Master Schedule Other Info tab Add sections to a student s class schedule by using the Subject Area Placeholder Courses created in the previous step. o When the sections are added, you can change the Course ID to the appropriate Course ID for the individual student. o When students complete a course and move on to another one in the same subject area, just change the Student-Section Course ID to the new Course Alternative Education Scheduling Page 3

4 AERIES VARIABLES FOR CURRENT SCHOOL To enable Alternative Education Scheduling, from View all Forms, access the Aeries Variables for Current School form. The option only applies to the current school. NOTE: The option defaults OFF and must be turned ON to support Alternative Education Scheduling. The Alternative Education Scheduling option is on the bottom right in Aeries CS. When the option is ON a warning message will display. Alternative Education Scheduling Page 4

5 In Aeries.net, the Alternative Education Scheduling option is on the bottom of the Aeries Variables for Current School page. Alternative Education Scheduling Page 5

6 When the option is ON, a warning message will display on the Classes form in both Aeries.net and Aeries CS. Aeries.net: Aeries CS: Alternative Education Scheduling Page 6

7 TEACHER/STAFF INFORMATION Teacher and Staff information need to be entered for the Alternative Ed. Teachers to ensure proper CALPADS reporting: COURSES/SECTIONS Staff (STF) record must have a valid State Educator ID (SEID) populated Staff Job Assignment (STJ) records must be added Highly Qualified Teacher Status (HQT) information must be added Create placeholder Courses per subject area. Course information for the placeholder courses do not need to be populated. The course will be changed from the placeholder course to the appropriate subject level course for the student. Sections in the Master Schedule: o Create sections by period/subject area. Below is an example: Period 1 English/Lang Arts Period 2 Math Period 3 Science Period 4 History o Populate the section with the Alternative Ed teacher number o Populate the HQT field and More Info tab for the section Alternative Education Scheduling Page 7

8 STUDENT SCHEDULING The Student Class Schedule form will now have the Course ID open or editable with the Alternative Education option ON in both Aeries.net and Aeries CS. The following displays the Student Class Schedule page in Aeries.net with the record in Edit mode. Both the Section and CrsID fields are open. In Aeries CS, on the Student Class Schedule form, both the Sec# and Course ID can be changed. Adding Classes On the Student Class Schedule form, add the appropriate sections to the Alternative Ed. student that have the Subject Area Placeholder Courses created previously. The student below has been assigned multiple sections that apply to the courses the teacher will be teaching. Alternative Education Scheduling Page 8

9 After the sections have been added to the students schedule, the Student-Section Course IDs can now be changed to the appropriate course for the specific student. Below section #100 with placeholder course AE Lang. Arts has been changed to Student- Section Course ID #0304 English 12 CP for the 12 th grade student. Continuing changing the Student-Section Course IDs to the appropriate course for the specific student. Or classes can be added and the appropriate Student-Section Course ID can be added at the time the sections are added. Section 600 has been added with the Course ID for French instead of the placeholder course. When students complete a course and move on to another one in the same subject area, just change the Student-Section Course ID to the new Course. Alternative Education Scheduling Page 9

10 GRADES/TRANSCRIPTS If the Grade Reporting Cycle is used in the school, the Student-Class Course ID (SEC.CN) will be copied into the Grade Reporting (GRD) table when it is initialized. The function Copy Grades to Course History (HIS) will also copy the Student-Class Course ID (SEC.CN) to the Transcripts (HIS). In Aeries CS, to manually enter the Transcript record the More button can be used to enter a section number. Alternative Education Scheduling Page 10

11 In Aeries.net, the Input button can be used to enter a section number to manually enter the Transcript record. To manually add the section number, click the mouse on the transcript record s Edit icon to the left of the record. Then click the mouse on the Input button to the far right of the transcript record. The following will display. Enter the section number and click the mouse on the Update button. CALPADS Reporting The CALPADS Fall 2 and End of Year extracts have been updated to pull the new Student- Class Course ID (SEC.CN) field as of the November 6 th, 2015 Aeries Client update. Alternative Education Scheduling Page 11