Guidance for Master Course Scheduler Tool

Guidance for Master Course Scheduler Tool
District Users April 30, 2014

A Few Notes on Tool This is version 1.0 and first release of this new tool. The tool was designed to allow districts to add course sections and submit for approval. While RETELL is the first program to use this tool, other PD programs will also use this tool for submitting course information for PD sponsored by the Department. SEI Endorsement Course Facilitators will have view-only access to the tool to see all the courses they have agreed to teach and the details of the courses and will be able to identify course sections that might need an instructor. Based on course selection, the tool will pre-populate the number of face-to-face, capstone and make-up sessions and the hours per session required. Once you “Add a course” and select a semester, Fall 2014 or Spring 2015, you are not able to change the semester since the tool has already assigned a number for that course section based on the course and semester chosen. The tool does not auto-save. There is a “Save’ button so please make sure to “Save” often to avoid losing your work. Massachusetts Department of Elementary and Secondary Education

A Few Notes on Tool (cont’d) The tool is not designed to prevent you from creating more courses or different types of courses than what the Department asked you to host. If you do submit a request for a course that is not the type and/or during the semester the Department requested, this course section is subject to rejection. You may submit your course section without a facilitator being identified. However, please note that should a facilitator not be found to teach the course section, it will be cancelled. If you submit a course without a confirmed facilitator, and all other information is correct, a course will be “Pre-Approved” and will be posted in the Registration system. If you submit a course section with a confirmed facilitator, and all other information is correct, a course will be “Approved”. The system will not allow you to submit the course section for approval if there are errors and will provide error messages to guide you in correcting these errors. The “Search” feature allows you to view all courses across the state but it only allows you to edit your own courses. Massachusetts Department of Elementary and Secondary Education

A Few Notes on Tool (cont’d) The tool is designed to send emails upon various status changes. Emails will be sent from the address of ESE Registrar. Copies of these emails will also be sent to the Facilitator named in the course section. The following emails will be sent: Course section submitted for Approval Course section has been Pre-Approved Course section has been Approved Course section has been Rejected Course section has been submitted with Revision and Request for Approval Course section has been Deleted Massachusetts Department of Elementary and Secondary Education

Where to Find and How to Access The Master Scheduler tool is accessible through the ESE Security Portal – https://gateway.edu.state.ma.us Your role for the tool is MCS-District Registrar As a MCS-District Registrar you will be able: To search and view all course sections Add and Edit course sections Save and/or Submit course sections for review and approval To get started, contact your District Directory Administrator and ask them to give you the role of “MCS-District Registrar” for the Master Course Scheduler Tool Massachusetts Department of Elementary and Secondary Education

How to Login to the Master Course Scheduler Massachusetts Department of Elementary and Secondary Education

Step 1. Go to https://gateway.edu.state.ma.us Massachusetts Department of Elementary and Secondary Education

Step 2. Enter Your User Name and Password Massachusetts Department of Elementary and Secondary Education

Step 3. Click “Master Course Scheduler” Massachusetts Department of Elementary and Secondary Education

How to Add a Course Section Massachusetts Department of Elementary and Secondary Education

Step 1. Click “Add a Course” Massachusetts Department of Elementary and Secondary Education

Step 2. Select District, Course/Session and Semester in which the course will be given from drop downs and then click “Add Additional Course Details” Once a course is added, it is automatically assigned a course code with section number: e.g. RETELL600-FA14-001-00350000 (Boston). This example indicates it is a Teacher Full Course , held Fall 2014, section 1 and hosted by Boston. Special Note: Once you click “Add Additional Course Details”, the course and semester cannot be changed. If incorrect, this course section will need to be deleted by the Department but the course section number will have already been used. Massachusetts Department of Elementary and Secondary Education

Course Details Page – Consists of two basic sections - General Course Information and Session Details Massachusetts Department of Elementary and Secondary Education

Step 3 - Complete the Course Details page – General Information An * next to a field means the field is mandatory Course Name – preloads from previous page and cannot be changed Semester – preloads from previous page and cannot be changed Section – auto-assigns in sequential order Course Code – pre-populates from course selection Status – changes based on status of the course section. Statuses include In Progress, Pre-Approved, Approved, Rejected/Not Approved, Revised, and Deleted. Districts are only able to edit a course section when “In Progress” status. District – defaults to your district Endorsement ID – pre-populates from course selection and is an internal only id PDPs – pre-populates based on course selection DSAC Region – pre-populates based on district The “Start Date” will default to the beginning of the semester. Please change this to equal the date of Face-to-face Session 1. The “End Date” should default to the end date of the semester. Please leave this date as is. Type of posting. Unless you have been told that you can have a “District-Restricted” course, select “Regional”. Description field should be left blank. It is not needed for RETELL courses. Massachusetts Department of Elementary and Secondary Education

Step 3 - Complete the Course Details page – General Information (cont’d) Host Location – add where the course will be held. All fields are mandatory. Comments (For Internal Use) –For any special comments, if appropriate, but otherwise leave blank. Facilitator information – If known, select facilitator from drop down of approved facilitators. Once facilitator is chosen, contact information will pre-populate. Facilitator Confirmed – check box to indicate facilitator has agreed to teach the course section; leave unchecked if facilitator is not confirmed. Massachusetts Department of Elementary and Secondary Education

Step 4 – Complete the Course Details Page – Session Details The tool automatically generates the number of sessions for each course (see the next slide for a sample of a completed course section) Click “Edit” and the fields open up to edit and “Update” and “Cancel” are now in the Action Column. After you enter in the information, click “Update” to save. Click “Cancel” to undo The Session Date can be added by either using the click pick calendar or typing in the date If the session information is entered incorrectly (times do not equal Length of Session), or you leave any session blank, the system will not allow you to “Submit” for approval. It will give you an error message when you click “Submit” Remember to “Save” if you can not finish this page in one sitting. Massachusetts Department of Elementary and Secondary Education

Sample Course Section Schedule Face-to-face sessions must be scheduled with no less than one week between sessions. Capstone sessions are added to schedules to provide information for course participants so that they can reserve their time in advance. However, during the course, facilitators and course participants can agree on alternative dates and times. Capstones can be scheduled 2 per night, or 1 per night. They can also be scheduled subsequent, consecutive nights or even all in a row on Saturdays. Makeup sessions can be scheduled on alternative nights during a week or after the last day of the face-to-face sessions or the same night as Capstones in the event that the Makeup day is not used. One Makeup day could be scheduled between sessions 10 and 11 (on a Saturday) for the Full Course, and sessions 6 and 7 for the Long Bridge. Session start times should take into consideration commuting and parking times so that course participants can get to the course on time. Sections may not be approved if they are less than 45 minutes after dismissal and not earlier than 4:00. Massachusetts Department of Elementary and Secondary Education

Step 4 – Review and Submit Please review all entered information to ensure information is accurate and complete. Then click “Submit” at the bottom of screen. You will receive a confirmation on your screen as well as a confirmation email that your course has been submitted: The status of your course section changes to ”Submitted” If unsure and want to submit later, please select “Save”. You can log out and return at a later time to complete the course section. Your course section status remains “In progress”. Massachusetts Department of Elementary and Secondary Education

How to Search and/or Edit a Saved Course Section Massachusetts Department of Elementary and Secondary Education

Step 1. Log back into the Master Scheduler Tool Massachusetts Department of Elementary and Secondary Education

Step 2. Search for Course(s) Click on “Search” leaving the drop downs as is. All courses for every district will be displayed. Click on any attribute from any of the drop downs to narrow your search “Start from” and “Start to” will display those courses starting within the dates chosen. For example if you want to see all courses that with a start date between October 1 and November 15, Start From = October 1 and Start To = November 15. Massachusetts Department of Elementary and Secondary Education

Search Results page The Search results page displays the Course Name, District, Start date, Type of Posting, Semester, Facilitator (blank if not identified) and Status By clicking any header row, you can sort in ascending or descending order. By clicking hyperlinks under Course Name, you will be able to view and edit the course details page. While you might be able to view other district courses, you will not be able to edit any schedule but your own. You can also click “Export to Excel” to download the Summary page details to Excel. Massachusetts Department of Elementary and Secondary Education

Step 2. To Edit a Course In-progress, Click the Hyperlink to Return to Course Details page Massachusetts Department of Elementary and Secondary Education

Step 3 – Edit or Complete Information on Course Details Massachusetts Department of Elementary and Secondary Education

Step 4 – Click “Submit” when complete to send the section for approval Massachusetts Department of Elementary and Secondary Education

Frequently Asked Questions 1. I do not have access to the Master Scheduler tool when I log into the Security Portal, what do I do? Please contact your District Directory Administrator who must give you access to the tool in order for you to see and use the tool. The role is MCS-District Directory Administrator. 2. Who do I contact if I have problems with using the tool? If you have already attended the “How To” webinar and are still having difficulty, please contact the RETELL Administrative Assistant, Adrienne Kimball, via email at schedulesSY15@doe.mass.edu. Webinars are being held on May 5, 6 and 8. To register for a webinar, please go to: http://www.cvent.com/d/34qxrv/1Q. Massachusetts Department of Elementary and Secondary Education

Frequently Asked Questions (cont’d) 3. How will I know when my course section(s) are approved? Once your course section(s) have been approved, you will receive a confirmation email. 4. What is “Pre-Approved”? If you did not identify a facilitator, or the facilitator has not been confirmed, but all other information is correct, your course section will be “Pre-Approved”. Courses that are “Pre-Approved” will be posted. However, courses without facilitators are subject to cancellation if a facilitator is not identified before the close of registration. 5. How do I revise a course that has been “Approved”, “Pre-approved” or has been “Submitted”? Once a course has been Submitted or has been “Pre-Approved” or “Approved”, you will need to contact the RETELL Administrative Assistant, Adrienne Kimball, via email at schedulesSY15@doe.mass.edu and ask that they change the status of the course to “In Progress”. Once the course is back “In Progress”, you will be able to make the changes and submit the course section again for approval. Massachusetts Department of Elementary and Secondary Education

Frequently Asked Questions (cont’d) 6. What if I do not find my Facilitator’s name on the list but I know they have been approved? If the Facilitator you want has been approved to teach, but is not yet appearing on the list, please contact the RETELL Administrative Assistant, Adrienne Kimball, via email at schedulesSY15@doe.mass.edu. If you are submitting a course for the first time, you can also add a note about this in the “Comment” text box. 7. What if I made a mistake and need to cancel the course? If you made a mistake and have already submitted the course, you can contact the RETELL Administrative Assistant, Adrienne Kimball, via email at schedulesSY15@doe.mass.edu, who will be able cancel the course for you. If you are still In Progress, you can change the components of the course by clicking “Cancel”. As noted before, you will not be able to change the course type and semester. If you need to change those attributes as well, you will need to add another new course. Massachusetts Department of Elementary and Secondary Education

Guidance for Master Course Scheduler Tool