Setting up the summer school in the School view

When setting up the School view for the virtual summer school you created, complete the following steps each year:

• Create and set the summer school schedule as the active schedule.
• Add courses to the summer school catalog.
• Create the structure of the summer school schedule.
• Create the master schedule for summer school.
• Populate rosters for sections.
• Prepare grade input.

Create and set the summer school schedule as the active schedule

You must create and set the summer school schedule as the active schedule in your virtual summer school.

To create and set the summer school schedule as the active schedule:

1. Log on to the School view for the virtual summer school you created.
2. Click the School tab.
3. Click the Schedules side-tab.
4. On the Options menu, click Add. The New Schedule page appears:

   

5. At the Year ID field, select the current school year.
6. Type a schedule name.
7. Type or click  to select the start and end dates for the summer school schedule.

8. Note: These dates default to the start and end dates of the calendar you created and initialized.

8. Click Save.
9. On the Options menu, click Set Active Schedule. The system confirms that you want to set this schedule as the active schedule for the current year for this school.
10. Click OK.

Add courses to summer school catalog

After you create summer school courses in the district course catalog, add them to the summer school catalog.

To add courses to the summer school catalog:

1. Log on to the School view. Be sure to select the virtual summer school you created.
2. Click the Schedule tab.
3. Click the Courses side-tab.
4. On the Options menu, click Add. The Course Pick List appears.
5. From the Course Catalog drop-down, select the current school year:

   

6. Find and select the summer school courses you added to the district course catalog.
7. Click OK.

Now, create the summer school master schedule.

Create the structure of a summer school schedule

To create a summer school schedule, define its terms, days, and periods. Most summer schools have one term, one day, and one or two periods. Also, if you are going to track which rooms classes will be scheduled in, create rooms.

To create terms, days, and periods for summer school:

1. Log on to the School view. Select the virtual school you created for summer school.
2. Click the Schedule tab.
3. Click the Structure tab and do the following:
• Click Terms to create a summer school, or several summer school terms. On the Options menu, click Add to create the term for summer school.
• Click Days to define the number of days in the summer school schedule. On the Options menu, click Add. The Add Day pop-up appears. At the Day Count field, type the number of days in your summer school schedule. Then, define their IDs and names.
• Click Periods to define the number of periods during a summer school day. On the Options menu, click Add. The Add Period pop-up appears. At the Period Count field, type the number of periods for each day of your summer school schedule. Then, define their IDs and names.

To create the rooms that will be used for summer school sections:

1. Log on to the School view. Be sure to select the virtual summer school you created.
2. On the Schedule tab, click the Rooms side-tab.
3. On the Options menu, click New.
4. Enter the information for each room you need to create, and click Save.

Create the master schedule for summer school

Now, create the master schedule for summer school by adding courses to the schedule.

To create the master schedule:

1. Log on to the School view. Be sure to select the virtual summer school you created.
2. On the Schedule tab, click the Sections side-tab.
3. On the Options menu, click Add. The New Schedule Master page appears.
4. Enter information in the fields you need for summer school.

Populate rosters for sections

Determine which students will take which classes.

Note: You can create snapshots of the students in each section.

To populate the rosters of sections:

1. Log on to the School view. Be sure to select the virtual summer school you created.
2. On the Schedule tab, Master side-tab, click Sections.
3. Select a section, and click Roster on the side-tab.
4. On the Options menu, click Add. The Multi-Add pop-up appears.
5. At the Schedule Mode field, select Pull to pull the students you select into the section.
6. Click one of the following to select the students to enroll in the section:
• Selection.Select individual students from alist of students enrolled in summer school.
• Snapshots.Select a snapshot of students.
• Anothersection. Enroll all students who are already enrolled in another course section on the summer school master schedule.

Prepare grade input

Enter grades for your summer school students in Aspen. Before summer school, staff members can enter grades for students, prepare grade input.

Then, staff members can enter grades in their gradebooks. After they enter grades, they will need to post them, just as they do during the school year.

To prepare grade input:

1. Log on to the School view. Be sure to select the virtual summer school you created.
2. On the Grades tab, click the Grade Input side-tab.
3. Select the courses teachers will be entering grades for.
4. On the Options menu, click Show Selected to prepare grade input for only those courses you need to.
5. On the Options menu, click Prepare Grade Input.
6. Complete the Prepare Grade Input wizard.

7. Note: Be sure to select the term you created for summer school.