Using the Elementary Homeroom Sync Tool After Summer Rollover

Step 1 – Preparing the Scheduling Files

As part of the Summer Maintenance Process, the scheduling tables will have been copied to the current school year. 

Tables that were copied include:

• School Curriculum
• School Master Class Schedule
• Room List
• Department List
• Print Periods

The scheduling data will be found under the Scheduling tab.

*If they have not been copied over, you can still do so if you switch the school year up top to last year and go to Next Year Scheduling>Process Control.

Step 2 – Updating the Course Curriculum File

Update the Course Curriculum file by adding new courses for the new school year, deleting or inactivating courses that will not be offered in the new school year, and/or modifying data for the existing courses (NCES Scheduling Codes, Skill Group, Core Subject, etc.).

Scheduling>Curriculum>School Curriculum

Step 3 – Updating the Master Class Schedule

Update the Master Class Schedule by creating additional sections for the upcoming school year, deleting sections that will not be offered, and modifying data for the existing sections.

Scheduling>Sections

Review and Update the following information for each Section / Subsection:

Section

• Elementary HR – Select the homeroom attached to the Course Section.  The Course Section will be mass added to the schedule of all students assigned to the homeroom when the Sync Homeroom Feature is processed. 
• Beginning Seats – Make sure the seats assigned to the section can accommodate the number of students assigned to the homeroom associated with the section.

Sub-Section

• Semester
• Teacher
• Cycle Days
• Period
• Room

Note: If a room is missing from the homeroom drop-down table or the room drop-down table, you must add the room to the Rooms File (Scheduling>Setup>Room).

If the room is a “homeroom”, you must have the “homeroom” parameter flagged for the room in the Room file.  

If a teacher is missing from the teacher drop-down table, you must add the teacher to the Staff File (Scheduling>Setup>Teachers).

Step 4 – Preparing the Students

The following field should be updated for all students included in the Homeroom Sync Process:

• Homeroom

The Homeroom field is located in Student Data on the student’s Demographic Required tab (Student Data>Modify Student>Demographics>Required.)

Updates can be made manually for individual students or can be mass assigned.  

To mass assign the Homeroom field, create student lists and use the Administration>Assignments>HR Assignments tab.

Main article on the HR Mass Assignments tool(s) found here, if needed.

Step 5 – Creating Student Schedules using the Homeroom Sync Feature

Once you have assigned homerooms to the sections you want to add to students and you have assigned students to their “Current Year Homeroom”, you can run the Homeroom Sync Tool.  

The system will place the students assigned to a specific Homeroom into the course sections assigned to the Elementary HR that matches the student’s Homeroom currently assigned for the school year.

Scheduling>Mass Updates>Elem HR Sync

The sync can be run for a specific grade level or for a specific student list.   The system will also allow you to exclude students from the process.

Once the schedules are created for students, the schedules can be accessed and modified for individual students under Student Data>Modify Student>Current Year Schedule.   

Additionally, if a student’s homeroom assignment changes during the year, the ability to sync a single student’s schedule to the courses assigned to the new homeroom, is available on the Student’s Demographic>Required tab.

We added a new search option to look for students who are missing at least 1 course that is tied to their homeroom and a function that will individually or mass add the missing courses.