The screen in Admin Mode is where admins may define courses and sections, and put students in sections. Note that by default, all this happens transparently when teachers setup their own gradebooks, so it's not required for an admin to get involved. However, for larger schools we recommend that you restrict teachers so only admins can set schedules.
It's important to understand the difference between a Course and a Section: A Course is a subject, like World History, while a Section is an instance of that Course at a particular time, like period 3 World History by Mr. Ladas in room 17 with 27 students for 1st Quarter. "Class" usually means Section.
First you must define your courses. Go to the screen and click the "New Course" button.
Generally, you should define separate courses for each grade level (like "Math K", "Math 1", "Math 2"..., "Reading K", "Reading 1", "Reading 2"...), AP/Honors ("Chemistry AP"), and gender for PE ("PE Girls", "PE Boys").
You also need courses for anything that needs scheduling, like Advisory and Teacher's Aide. To explicitly schedule Study Hall for students, or prep periods for teachers, you must create courses for those as well, or you can simply leave those periods unscheduled to imply that. It is recommended to define extracurricular activities for sports and clubs.
Title — The subject description, like "Pre-Algebra", "World History", or "Spanish 2". Titles can be up to 50 characters, so you don't need cryptic abbreviations.
Course# — May be letters or numbers. It is okay to have multiple courses with the same Title but different course #'s, like six courses of "Math" with Course #s "MK", "M1", "M2", "M3", "M4", "M5". Be sure to use the same Course# every year; never use the same Course# for different courses. Click "Auto" to automatically generate a unique number, or click "Renum" to renumber all courses or those missing a Course# (Y2 permission required).
Standards — A set of objectives for standards-based grading, typically for elementary schools. See Setup Standards. Leave as "None" if not applicable.
Extracurricular — Check for sports, clubs, and activities.
Options — For courses like Advisory, TA, Study Hall, and teacher prep periods, you may uncheck the options so these don't appear report cards and/or transcripts. You may also hide them from appearing online for students and parents, and you may prevent the course from counting toward attendance totals. Jupiter iO accounts may also hide courses from appearing on student Course Requests. Also you may specify if the course should count in the GPA for college applications.
Order — Optionally lets you specify the order courses are to appear on report cards. This is an arbitrary number, where 1 is listed first and 100 is last. If this is blank, classes are listed by period order or by the order of tabs in teachers' gradebooks.
Duration — Set how long the course lasts, like 1 Quarter, 1 Semester, or All Year.
Credits — Used for GPA calculations and graduation requirements. Optionally set the maximum number of credits allowed for repeating the course, or leave it blank for unlimited — e.g., if a 5-credit course can be taken 3 times for credit, set the max to 15. Students cannot earn more than the max credits, but it still affects their GPA.
GPA — Select the regular, honors, or AP GPA scales.
The following apply to Jupiter iO accounts only:
Grad Req — Identify which graduation requirements the course satisfies, if any.
Grades & Gender — Identify which grade level(s) apply, and optionally the gender, such as 9th grade Boys PE. This is used for course requests.
Capacity — The default maximum number of students allowed (but you can override this default for specific sections on the screen). This limits only automatic scheduling; you can manually schedule any number of students.
Approval — Check "Students need approval from teacher/staff" to require staff to recommend a student before the student can request this course.
Description — This appears on course request. It is optional.
Fees — Lab fees, etc., for student billing.
During summer school, if some students are retaking two semesters of the same course at the same time, like both semesters of World History, it is not necessary to define separate courses for each semester. Instead, define two different Tracks on the screen, where Track 1 is Summer Semester 1 and Track 2 is Summer Semester 2, but both during the same dates. Then schedule the same course in both tracks.
During the regular year, if some students need to retake a course like 1st semester PE while continuing 2nd semester PE, you do need an extra course, but only one. Define a course like "PE (retake)", and schedule the student for one period of that and one period of regular "PE".
To define sections of each course, go to the screen and click "New Section".
Teacher — Must already have an account. See Setup Staff
Co-teachers — Click "Add co-teacher" to add multiple teachers for the same class. See Team Teaching
Period — Periods are defined on the screen. You may select multiple periods for block periods and rotating schedules. It is common for teachers to have two different courses during the same period, like Art 1 and Art 2, or Geometry and TA. Those teachers may opt to combine their attendance rosters and seating charts. Leave periods blank if not applicable (but periods are required for automatic scheduling).
Course — Required
Section# — May be letters or numbers. Do not include the Course#. Click "Auto" to automatically generate a number which is unique to each section across all your schools for the whole year, or click "Renum" to renumber all sections or those missing a Section# (Y permission required). Each term it automatically keeps the same Section# if the course is continuing, or generates a new one otherwise (based on the course Duration). Note: Section #s are generated for Published schedules only. They do not generate for Drafts until you Publish them.
Tab — Tab is just a short abbreviation to label classes in teachers' gradebooks. Leave blank for defaults like "2nd" [period] or "Math". For special subjects teachers in elementary school, the Tab is usually used for the homeroom teacher's name, e.g., a Computers teacher with Tabs for each class like "Gonzales", "Jones", and "Chao". Tabs are not usually shown on reports, and teachers may customize them.
Room — Optional
Note: It is possible to edit a section to reassign it from one teacher to another. This moves the entire class from one teacher's gradebook into another's, including all the students, grades, and comments.
To add or drop an individual student from various sections, go to the screen and select a student. Click "List View" to see a simple list of the student's classes, or click "Grid View" to see their classes organized in columns for each period.
The Grid View also shows all other sections of each course, and the class sizes, and the course requests, so this view is easier for manually scheduling students. If a class is dimmed, that means it is full, or a constraint is set to prevent the student from having that teacher or being with another student already in that class, but you can still manually add the student to the class.
To transfer a student to a different section of the same course, just add and drop them from the appropriate sections. It doesn't matter whether you add or drop them first. This automatically transfers any grades — if transferring from the same teacher, it transfers their assignment scores too (to the extent that both sections have the same assignments); if transferring from a different teacher, it transfers just their total percent (if the teacher uses percents).
To add multiple students to a single section, select the section on the screen, and click the "Add Students" button. Type the students' names or ID's, or paste them from a document.
To copy all students from one section to another, select the new section on the screen, click the "Add Students" button, then select which section to copy students from. (Note this does not keep sections synchronized going forward, so if you add one student to the original section, you must also add them to any other sections as needed.)
To drop all students from a section, select the section on the screen and click "Drop Students". This also gives an option to drop all students from all sections, but only if you're editing a Draft schedule.
DraftsWhen you import student schedules, the imported data goes into a temporary schedule called a Draft. This is so you can verify the import before you publish it to teachers' gradebooks. Also you can create a Draft when you're planning a new term, so you can work out all your scheduling conflicts before publishing it live. Teachers cannot see your Drafts till they're published.
To create a new draft, click the "New Draft" button on the screen. It gives you the option to copy all the scheduling information from the published schedule or from another draft, which is useful to try different scheduling scenarios, or to make adjustments from one term to the next.
When editing a draft, you can edit sections and add/drop students just like the published schedule. The menu at the top of the screen lets you select which term or Draft to edit. If your school has multiple tracks, you may view multiple tracks at the same time, like 1st Semester and 1st Trimester.
To publish a Draft, click the "Publish" button. This creates new gradebooks for teachers (if not already created).
If you publish a Draft schedule for a term that already has a live schedule, it shows you a summary of how it will merge the two schedules. Where both schedules have the exact same sections, it adds and drops students to match the Draft rosters. If the Draft has a new section, that is published as a new section. But if you deleted a section from the Draft, it does not delete the section from the live schedule; you must edit the live schedule directly to do that. Note: If you modify a section, e.g. by changing the periods, it is published as a new section; so you must edit the live schedule directly to modify settings like that.
You may create multiple drafts. Each time you import schedules it creates a new Draft, so click the "Delete Draft" button for old drafts to avoid confusion.
BackupsIf you or a teacher mistakenly deletes a section, you can undelete it by clicking the "Backups" button on the screen. (This applies only to the published schedule. For Drafts, sections are deleted immediately and cannot be undeleted.)
If you mistakenly delete a Draft, you can undelete it also by clicking the "Backups" button.