Elementary Scheduling w/Excel:Admin Choice for Specials

Bob CornacchioliDERO Technical Services

CEO

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

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Evangelist/Process Assistant- Level Data

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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 NameCourse NumberTerm LengthExpression- When does it meet?HR(1-6) would place a √ for each day

TeacherRoom – Where does it meet?Grade Level – N/ASection 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

PERIODS 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 = 1900T1 =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 = 2100T1 =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 DNUBLUE - update for next year

Importing Schedule into PowerSchool

1. Special Functions2. Importing and Exporting3. Quick Import4. 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 95701.1 gets 98701.1,65701.1,70701.1,92701.1,60701.1

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 Selections2. Check √ in your

selections3. Go Functions to Mass

Enroll

AFTER EOY AFTER EOY AFTER EOY

Mass Enroll FunctionAFTER EOY AFTER EOY AFTER EOY

1. Course.Section this identifies your teachers/rooms and periods2. Enrollment Date – NORMALLY first day of school .3. This date is always the date of your action, you must change it!

Mass DropPowerSchool 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 SchedulesTeacher NameEnrollment Total<<THIS PAGE

PS 7.03

Bob CornacchioliDERO Technical Servicesbcornacchioli@gmail.comhttp://www.derotechnical.com

Q & A