The Classroom/Location Folder window allows you to define and maintain information about the classes/locations in your school. This information will be used when determining ratio balances, student and employee assignments, and for establishing the classroom waiting list.
The difference between a classroom and a 'location' is:
a classroom is a room defined with age requirements, maximum occupancy and ratio requirements between children and adults.
a location is an area in your school that is not a classroom, but needs to be defined so that your employees can sign in and sign out of that location. Examples of 'locations' are the front desk, cafeteria, library, etc. You will not assign age requirements to 'locations'.
To access the Classroom/Location Folder, click on School, then Classroom/Location Folders, or click the Classroom icon on the top tool bar.
When you first bring up the Classroom/Location Folder, it will automatically display the COVER information for Classrooms Only. If you need to display information about all locations, then simply click on the down arrow next to 'classrooms only', and select the 'all locations' filter. SchoolLeader refers to this as a folder filter, and is used to minimize the amount of data that is to be displayed in the 'VIEW LOCATIONS' list.
The folder filters for the Classroom/Location Folder are:
Classrooms Only - locations in the building that have been assigned an age requirement
All Locations - all locations in your building, including classrooms and other locations such as the kitchen, front desk, playground, etc.
Once you select the filter, then click on the down arrow next to View Location, and the appropriate classrooms/locations will be displayed. Remember that you can also start typing in the location name, and SchoolLeader will locate that location for you. The 'View Location' and 'folder filter' are accessible on every Classroom/Location Folder Tab.
Like all SchoolLeader folders, the Classroom Folder organizes and displays data within 'tabs' accessible from the bottom of the Classroom Folder. By clicking on a tab, you will gain access to specific information for the selected classroom or location. The Classroom Folder tabs are:
This is the primary tab for the Classroom/Location Folder. It allows you to add, modify or delete classroom information.
SchoolLeader has several 'example' classrooms pre-loaded into the system. If you want to delete these classrooms:
Click on 'down' arrow next to 'View Location'
Select the classroom/location name you want to delete, by clicking on the name
Click on the 'DELETE' button. You will receive a delete warning...click on 'YES' or 'NO'.
To ADD a new Classroom/Location, click on NEW CLASSROOM/LOCATION. Your blinking cursor will be positioned at the 'LOCATION NAME'. Start entering your data.
Enter the classroom or location in your school. Typically this will be the name of your classrooms (e.g. Infants-1). Folders can be created for any type of location in the school (e.g. cafeteria). The classroom/location name will be displayed in many reports within SchoolLeader.
If you are using SchoolLeader's automated time clock to track Employee checkin/checkout times, you must create a folder for each location in your school that is a "work location" for someone. For example, you may need to define a Cafeteria Location so your cook can sign in and out, or a FrontDesk Location so that your administrative staff can sign in and out. To differentiate these type of locations from actual classrooms, set the Minimum/Maximum Age Requirements to zero. Only rooms with age requirements are assumed to be classrooms.
Identifies the assigned ID number for this Classroom. Classroom ID's are assigned automatically by SchoolLeader and cannot be changed.
Enter the room number if you use room numbers.
Enter the maximum room occupancy for the number of children allowed in this classroom.
This number is used by the Classroom Waiting List Window (discussed in a later chapter) to determine class availability. If a student is disenrolled or promoted to another class, the system will alert you that there is an available slot, as well as identify the specific child on the Waiting List that should be considered for that slot.
Enter the maximum allowable student-to-teacher ratio permitted for this classroom. If you are allowed 6 children per adult, then enter 6.
This number is used by the CheckPoint Manager Window (discussed later) to watch for ratio violations as students and teachers are signing in and out. If ratio violations occur, the system will automatically alert you to the problem.
Enter the minimum and maximum ages of students assigned to this room. The ages are represented in 'years', so if your Infant Room is for children ages 6 weeks to 1 year, enter the minimum age as 0, and the maximum age as 1.
It is very important that there are no gaps in the age requirements between classrooms. For example, if your infant room has ages 0 -1, then your next aged classroom should be from 1 - 2, and the next 2 - 3, etc. When you have a gap in ages, SchoolLeader will not be able to assign the correct classroom for student promotions.
If you want to define a location as a "Non-Classroom" Location then set the Minimum/Maximum Age Requirements to zero. Examples of non-classroom locations include FrontDesk, Library and Cafeteria. These locations should be defined so that your employees can 'clock into' these locations.
The Average Days between Student and Employee
turnover is automatically calculated for you based on the last 6 months
of historical data in your school. If
there is not enough information to provide a meaningful average then
N/A" will be displayed. The
number provided represents the average number of days between student
or employee dis-enrollment.
This tab provides two different views of your enrollment data. These views are displayed by selecting the sub-tab along the right hand side of the window.
The two right hand side tabs are:
Current enrollment - those students currently enrolled in this classroom
Recommended changes - suggested promotion changes solely based on a student's age.
Data is not entered directly into this tab, nor can it be changed from this tab. The data displayed here is a result of data that has been entered into the Student Folders and Employee Folders.
This sub-tab on the Enrollment / Promotions tab gives you a view of your enrollment for a classroom. it shows student assignments by Student Type (Full, Part, Dropin) as well as the assigned teachers. This data cannot be changed here. It is for viewing purposes only
This sub-tab shows recommended changes (promotions) based on a student's age. SchoolLeader does not automatically promote students from one classroom to another, however, it does allow you to forecast anticipated changes. SchoolLeader matches the student's current age to the age requirements for each classroom and then displays the recommendations for classroom movement. You can influence the results by defining the "As Of" date for the analysis to be performed, and then clicking on the FETCH button.
For example, you may want to see who is eligible to moved into Room 1 as of June 12th. To do so:
select classroom 1 in the View Location
change the 'as of' date to June 12th
click on FETCH
The names displayed in the grid are eligible for promotion into that room. The students' current classroom assignments are also displayed.
You can print the results of the analysis by pressing the "Print Grid" button in the upper left corner of the grid.
It is very important to set up classrooms that do not have gaps in the age requirements between classrooms. For example, if your infant room has ages 0 to 1, then your next aged classroom should be from 1 - 2, and the next 2 - 3, etc. When you have a gap in ages, SchoolLeader will not be able to assign the correct classroom for student promotions. Also, if there are overlaps in age then the first classroom found is given the assignment.
This tab displays current attendance statistics for the selected classroom based on Check-in / Check-out activity posted by the CheckPoint Station, or by manual entries made from this Classroom Folder Check In/Out/ Tab. This information is real time data and is updated instantly as students and employees are checked in and out of the school.
This tab will display each student and employee currently present in the classroom. The bottom of the window shows a total count of both as well as the current Student/Teacher ratio. If this ratio exceeds the maximum defined for this class, then the traffic light indicator will reflect a RED over ratio status. If the ratio is close (or at) the limit, then the status will turn yellow but still say "under ratio"
This tab provides the administrator with a way to manually move students and employees in and out of classrooms. This can be useful if a guardian or employee forgets to check in and the front desk administrator wants to perform the check in/out for them. It can also be useful for performing mass check ins/check-outs (e.g. when the school bus arrives with the after school children).
There are 2 sub tabs along the right side of the window:
click on the side Student tab to display current student attendance status
click on the side Employee tab to display current employee attendance status
This box displays all the students (or employees) currently present in the selected classroom. Each student/employee in the list can be selected by clicking on the appropriate name. You can click on multiple names before selecting the action button in the center of the window. Students and Employees who are currently checked in can be MOVED or CHECKED OUT.
This box displays all the students (or employees) enrolled in the selected classroom who are not currently present. Each student/employee in the list can be selected by clicking on the appropriate name. You can click on multiple names before selecting the action button in the center of the window. Students and Employees who are currently checked out can be CHECKED IN.
Note: The OUT box also contains a "Show All" checkbox at the top right. Checking this box will cause ALL currently checked-out individuals (regardless of their classroom enrollment) to be displayed. This is useful if you want to check someone into a classroom that is not actually enrolled in that class.
This check box is normally "unchecked". This means that checking an individual in or out of the school will be recorded at the CURRENT time. A window just below the checkbox indicates the current time.
If the override time box is checked, then a window is displayed that allows you to enter an "override" time when checking in or out.
Pressing this button will cause every individual currently highlighted in the OUT box to be checked in. Once completed, their names will then appear in the IN box.
Pressing this button will cause every individual currently highlighted in the IN box to be checked out. Once completed, their names will then appear in the OUT box.
Pressing this button will cause every individual currently highlighted in the IN box to be moved to another classroom. The classroom must be identified by selecting the name from a list which appears. Once the location is selected, the highlighted individuals are moved.
Rule: The Personal ID Number (PIN) must always be used at the CheckPoint Station to perform check-in/checkout operations, but no PIN is necessary in the Classroom Folder. The "Entered By" field on the transaction will contain the Userid of the currently logged in user. If any question arises as to "who" performed the action it can easily be determined by looking at this field.
Same day adjustment: if you realize that a student/employee was not signed in today:
Click on the Classroom Folder
Select the Classroom that the student/employee is assigned to
Click on the Check In/Out tab
Click on the Students or Employees tab along the right hand side of the window
Select the student's or employee's name (will be on the OUT list)
Click on the 'Over ride time' check box
Enter the actual time the student/employee was checked in
Same day adjustment: if you realize that a student/employee was not signed out today:
Click on the Classroom Folder
Select the Classroom that the student/employee is assigned to
Click on the Check In/Out tab
Click on the Students or Employees tab along the right hand side of the window
Select the student's or employee's name (will be on the IN list)
Click on the 'Over ride time' check box
Enter the actual time the student/employee was checked out