If you are converting your version 6 database to The Education Edge, you automatically convert to multiple schools if all of the following apply:
- You have more than one timetable
- The timetables' terms have any days in common
- You have scheduled classes in more than one of the timetables
Note: During the conversion, you have the option of converting to one or multiple schools if you have only one timetable, your timetables have terms that span different date ranges, or your timetables have terms that span the same date ranges, but you never scheduled classes for one of the schools. For example, you've schedule Middle School classes but not Lower School ones.
If you are configuring The Education Edge without converting from Admissions and Registrar's Office 6, you must determine whether to use one or multiple school records before beginning daily operations. Adding or removing a school after entering data is a time-consuming and intricate process.
Consider these issues to help you determine whether to create more than one school:
- Different scheduling setups
Different scheduling setups include different cycle days, different start and end dates, different days in session, different periods in a day, and different terms. If you have a need for different terms only, keep in mind that you can define overlapping terms although it can complicate scheduling.
Note: If you have at least two groups of students that have different scheduling setup needs, you should consider setting up multiple schools. For example, you have a High School and Middle School. High School uses a 6-day cycle with classes rotating to the next period each day. Middle School uses a 5-day cycle with classes meeting in the same period each day.
- Different locations
If you have schools with different campuses, such as a boy's school and a girl's school, you should consider setting up multiple schools. You can enter different addresses for each school to appear on report cards and transcripts. Creating separate school records may also make it easier to group students, faculty/staff, rooms, and courses with each school if these are not shared between schools.
- Grading and attendance procedures
If you have differences only in grading or attendance procedures, you do not necessarily have to set up multiple schools. In grading, for example, you can select only the marking columns you need to appear on grade entry screens and reports. In attendance, for example, you enter class attendance for your High School and Middle School and day attendance for your Lower School.
Note: If you use Faculty Access for the Web and teachers need to enter day-only attendance, the academic year for the school must be set to track day-only attendance. If some teachers need to enter class attendance in Faculty Access for the Web, while other teachers need to enter day-only attendance in Faculty Access for the Web, you must create separate schools.
- Scheduling across schools
To schedule multiple schools at once, you must use the same Academic Year table entry and the same Session table entry across schools. This also allows you to schedule resources or students in multiple schools. For example, you can schedule a student in both middle school and high school classes if the academic year for each school is 2007-2008 and both years contain a Regular session. The date ranges do not have to be the same for each school.
Note: The date ranges do not have to be the same for each school. We recommend you use the same Term table entries, though this is not required.
- Checking for conflicts
To correctly check for conflicts across schools, you must correctly set up cycle days, days in session, first cycle day of each term, and the scheduling calendar entries for each session in each school.
Note: The program determines what classes meet on the same dates at the same time by mapping cycle days to dates.
- Student progression entries
To enter course requests and enroll a student, he must have a student progression entry for the academic year. Each student progression entry can be associated with only one school.
Note: You can enter course requests and enroll students in classes in multiple schools. But, the student is associated with the school in his student progression entry when you view or report on that student.
- Faculty/staff and room records
You can associate a faculty/staff member and a room with more than one school. For example, you can have a separate Boys and Girls school that share the same faculty/staff or rooms.
- Report cards and transcripts
Each school can print its own address on report cards and transcripts.
Note: You can display grades from multiple schools together on report cards and transcripts.
Courses are specific to one school. You cannot offer a course in two different schools unless you create two separate course records.
Note: Course IDs must be unique only within each school. For example, you can have a course with the ID ALG-I in both the boy's school and the girl's school.
A student is absent from a specific date, not a specific school. If you mark a student absent for a date, that means the student was not present at all on that day regardless of the school the student was scheduled in on that date.
- Admissions process
The admissions process is not affected by having multiple schools. An applicant can have only one active application for each school.
For more information, refer to How to add a school (BB198560).
- Different scheduling setups