What is a Cycle Day? Cycle Day Calendar of Events. San Juan Unified School District Accounting Services

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Patience Turner
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1 What is a Day? days govern a school site s master schedule, student scheduling, attendance and ADA. Each school day which has a different meeting pattern (sequence of class periods or number of periods) is considered a Day. A new cycle day is not needed if a school changes the bell schedule minutes but keeps the period meeting pattern sequence and number of class periods. Days determine which classes take attendance on a given day and result in accurate ADA Reporting. Example of Days: o Regular Day (i.e. Periods 1-6; block 1-4 periods) o Thursday shortened schedule (i.e. less periods: 1-5) o Minimum days shortened schedule (i.e. less periods: 1-4) o Finals/Testing days change in periods meeting (i.e. A 1, 2, 3) or change in sequence of periods Day Calendar of Events Owner Event When 1 Pupil Accounting Send current year cycle day matrix to sites 1/9/ School Site Sites adjust Day matrix from current year 1/9/15-2/6/15 3 School Site Day training 1/15/15 4 Pupil Accounting Adjust Day definitions and inputs bell schedules in 2/6/15-3/27/15 SIS-Q 5 School & Site All Pupil Accounting questions regarding the matrix 3/20/15 must be answered no later than 6 Pupil Accounting Notify sites of completed Day template 7 School Site Review Days Days Page 1 1/7/2015

2 Creating/Adjusting Days Matrix There are five steps that must be completed by a site before Pupil Accounting can complete the cycle day definitions in SIS-Q: 1. Define the number of Days needed. o Each school day which has a different meeting pattern (sequence of class periods or number of periods) is considered a Day. o A new cycle day is not needed if a school changes the bell schedule minutes but keeps the period meeting pattern sequence and number of class periods. o Days determine which classes take attendance on a given day and result in accurate ADA reporting. 2. Define the order of Days (priority order: regular/modified, reduced Thursdays, minimum days, Finals 1 & 2, etc.,) 3. Define the bell schedule for each Day o Only one Day and one bell schedule may be assigned to a given calendar day o Note A Day (meeting pattern) can have different bell schedule minutes for different calendar days i.e. Regular Day each Period 1-6 meet 60 minutes; short Thursday each Period 1-6 meets 40 minutes 4. Define the date for each Day that is not the regular meeting pattern (i.e. testing, minimum, etc.) o Note Date assignment to a Day can be changed prior to the day attendance is taken. Pupil Accounting must be notified of any request to change date assignment 2 weeks prior to the date to ensure ample time to complete the change in the system. 5. Define a description and code for each Day o Carefully selecting the description of the Days can reduce the amount of confusion experienced when looking at applications/documents which utilize Days. o The description should show days and periods meeting (i.e. Mon, Tue, Fri Per 1-6 or M/T/F 1-6). Days Page 2 1/7/2015

3 School - Example Day Matrix Days Bell Schedule School Year Term F/S F/S S S Day Code R A B C D E Number of Days/ Dates Bell Schedule Period Meeting Patterns Bell Schedule Description System Period Mins + Passing 124 Regular :00 AM 8:00 AM 9:04 AM 10:12 AM 11:16 AM 12:50 PM 1:54 PM 358 Lunch 12:15-12:45 (30) Periods 0-6 7:55 AM 8:59 AM 10:07 AM 11:11 AM 12:15 PM 1:49 PM 2:53 PM :00 AM 8:00 AM 8:52 AM 9:48 AM 10:40 AM 12:02 PM 12:54 PM 286 Thursday Collaboration 7:55 AM 8:47 AM 9:43 AM 10:35 AM 11:27 AM 12:49 PM 1:41 PM 25 Lunch 11:27-11:57 (30) :00 AM 8:00 AM 8:40 AM 9:25 AM 10:15 AM 10:55 AM 11:35 AM :00-10:10 (10) Break Regular 7:55 AM 8:35 AM 9:20 AM 10:00 AM 10:50 AM 11:30 AM 12:10 PM 25 Back to School 8/22/ Open House 4/10/ Rally Days 7:00 AM 8:00 AM 8:56 AM 9:55 AM 10:51 AM 1:06 PM 2:02 PM 353 Lunch 12:26-1:01 (35) 8/22, 4/10 7:55 AM 8:51 AM 9:50 AM 10:46 AM 11:42 AM 1:57 PM 2:53 PM 25 Back to School Rally 8/17/ Homecoming Rally 10/12/12 11:42 AM 2268 Winter Rally 12/14/12 12:26 PM Mardi Gras Rally 2/1/13 44 TWIRP Rally 4/5/13 Senior/Last Rally 5/17/ :00 AM 8:00 AM 10:20 AM :00-10:15 (15) Break 8/17, 10/12, 12/14, 2/1, 4/5, 5/17 Description Thursday Periods 0-6 Minimum Day Periods 0-6 A-F1 Finals Day 1 7:55 AM 10:00 AM 12:20 PM 5 12/19/2012 Per 0,1, /3/ :00 AM 8:00 AM 10:20 AM :00-10:15 (15) Break 12/19/12, 6/3/13 B-F2 Finals Day 2 7:55 AM 10:00 AM 12:20 PM 5 12/20/2012 Per 0,3, /4/ :00 AM 8:00 AM 10:20 AM :00-10:15 (15) Break 12/20/12, 6/4/13 C-F3 Finals Day 3 7:55 AM 10:00 AM 12:20 PM 5 12/21/2012 Per 0,5, /5/ T 3 5 7:00 AM 8:00 AM 12:45 PM 1:50 PM 180 Testing 8:00-11:00 (180) 12/21/12, 6/5/13 12/17/2012 1:51 PM 1 7:55 AM 11:00 AM 1:45 PM 2:50 PM 10 Break 11:00-11:10 (10) D- CAHSEE & Lunch 12:10-12:40 (30) S1- STAR Day 1 11:10 AM 570 T1 12:10 PM T 3 5 7:00 AM 8:00 AM 11:30 AM 12:59 PM 1:58 PM 358 Alternating schedules (even, odd) CAHSEE 2/5 & 2/6 NCLB 4/23 STAR E- S2- T2 STAR Day 2 1 P 1 7:55 AM 11:15 AM 12:24 PM 1:53 PM 2:53 PM 15 Break 11:15-11:25 (10 minutes) Lunch 12:24-12:54 (30) 1119 Mandatory Instructional offering for all grades Notes 180 Total Instructional Days Total Instructional Minutes

4 What is a Day Description & Code? San Juan Unified School District A Day description is the title for the Day(s) column(s) in the Master Schedule Editor. The description should be listed in priority order and include the day(s) and periods meeting Include the Day code in the descriptions (i.e R M/Tu/F Per 1-6). A Day Code is a code that reflects or identifies a given Day. Day codes appear on student schedules and on the Grid Master Schedule Report. SIS-Q allows only one letter per code. Example of Day codes and meeting pattern sequence: Periods in System Reg. Day Thur. Day Min. Day Final Day 1 Final Day 2 Code R T M A B Block Final 1 A Block Final 2 B CAHSEE 1 C CAHSEE 2 D Test Test Additional information on High School Testing Days CAHSEE: During CAHSEE test days, when students are not scheduled during the testing period and SIS-Q attendance is taken only during the regular periods (1-xx) (in which all students are required to attend). If all students attend during the testing period (and those not testing are in study hall or an assembly) each site needs to have a system in place to accurately take attendance for those students who might have attended during the testing/study hall time and then left (and did not attend a class taking attendance; reg period 1-xx) (i.e. early dismissal system). Information is available on the public website under the Attendance department. STATE TESTING: Most schools will not use Day(s) for the State Testing after P-2. Instead they MUST perform manual attendance procedures to ensure attendance is accurate. Students marked absent in all periods which met must also have their non-meeting periods marked absent by site attendance staff for accurate reporting of all-day absences. Information will be provided to site attendance staff upon request. BELL SCHEDULES & TESTING: The bell schedule may be altered within the Days to have one or more classes meet a greater number of minutes a day than the rest of the periods that day (i.e. On a testing day the class scheduled in the second period could have 90 minutes (9:00 10:30)). This does not require a new Day if only the minutes are changed. If the meeting pattern is changed it does. Days Page 4

5 Example of High School STATE TESTING rotation. At a 6 period school, it would require 6 bell schedules so that each subject has the extra instructional minutes. The matrix will show the actual order of periods but in SIS- Q the periods will be in numerical order per the regular Day. Example of Bell Schedule on Matrix 1+Test 2+Test 3+Test 4+Test 5+Test 6+Test Example of Bell Schedule in SIS-Q 1+Test Test Test Test Test Test Days Page 5

Review Correctness of Day and Bell Schedule Setup San Juan Unified School District Day description codes and bell schedule will be sent by Pupil Accounting for final review and approval.

6 Review Correctness of Day and Bell Schedule Setup San Juan Unified School District Day description codes and bell schedule will be sent by Pupil Accounting for final review and approval. After Pupil Accounting receives final confirmation from site that all information is correct, Pupil Accounting will notify Technology Services and cc the site. Permissions to the scheduler are expected to open 4/6/2015. Definitions Tab: Days tab This screen shows the Days in priority order with their description Definitions Tab Days Tab Priority order Codes Days Page 6

7 Definitions Tab: Bell Schedule tab This screen shows the bell schedule for each cycle description. Descriptions for both bell schedule and Day should match. The bell schedules are used to calculate compliance with Annual Instructional Minutes. Definitions Tab Bell Schedules Tab Bell Schedule Days Page 7

8 Calendar Tab: Days tab This screen shows the Days assigned to the specific calendar days; these also correspond to the appropriate bell schedule. Calendar Tab Days Tab Day Description Reg Day Selected Days Page 8

Calendar Tab: Bell Schedule tab This screen shows the bell schedule assigned by their description to the specific calendar day: which also corresponds to the appropriate Days.

9 Calendar Tab: Bell Schedule tab This screen shows the bell schedule assigned by their description to the specific calendar day: which also corresponds to the appropriate Days. Tuesday 9/20 & 9/27 are in salmon because it is the Tuesday - Block Odd 0, 1, 3, 5 bell schedule. The other Tuesdays are green for the Tuesday Regular 0-6 bell schedule. Tues 9/20 & 27 Block Odd Bell Schedule Days Page 9

Staff, parents and students will see documents which utilize Day description/codes.

10 Where are Days Displayed Days are displayed in various places in SIS-Q. Carefully selecting the Day description can reduce the amount of confusion when reviewing Day documents or utilizing applications. Staff, parents and students will see documents which utilize Day description/codes. The following screen shots show the various documents and applications where Day codes and descriptions appear: Master Schedule Editor Day Course information data box Note: Courses in red show that there is another course taught during that period by the same teacher, click on cell to see other course taught. o Different Terms also show in Red Master Schedule by Faculty Day Days Page 10

Grid Master Schedule Report This report shows each course in the period column it meets. Each course box includes the Day code it meets on. i.e. on cycle day R - reading courses meet during Periods 2 and 5; however this course does not meet on the regular cycle day code P i.

Regular Periods 1-6 R - (Wednesday) Reading Periods 2 & 5 C (Thursday) Shortened day Periods 1-4 meet Core subjects meet adjusted schedule If Days & student by grade do not show above in Description,

11 Grid Master Schedule Report This report shows each course in the period column it meets. Each course box includes the Day code it meets on. i.e. on cycle day R - reading courses meet during Periods 2 and 5; however this course does not meet on the regular cycle day code P i.e. Geometry meets Period 1; on cycle day C and meets during Period 2 on cycle day P and R Day Codes P, R, C Meets P & R Grade: Student Count Day C Term Codes i.e. EYR/AT Day Codes P (Mon, Tue, Fri) Regular Periods 1-6 R - (Wednesday) Reading Periods 2 & 5 C (Thursday) Shortened day Periods 1-4 meet Core subjects meet adjusted schedule If Days & student by grade do not show above in Description, go to Scheduling > Reports > Grid Master Reports. Click add new row and use the pull down list to add them to the report. Days Page 11

Student Schedule Editor Report The Student Schedule report shows the meeting pattern for each period by displaying the Day codes under the Day(s) column.

12 Student Schedule Editor Report The Student Schedule report shows the meeting pattern for each period by displaying the Day codes under the Day(s) column. Period s Day Codes period meets Teacher Summary of Attendance The Teacher Summary of Attendance reflects the correct meeting pattern for the teacher s course during a week. Class: Y-1 Science 8 meets Periods 2 Day C (Thur.); Period 3 Day P (Mon, Tue, Fri); and Day R (Wed). Class Title Day C Dot or abs code shows course met period 2 on this Day Day C Period 2 & Days P & R Period 3 Days Page 12

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