🗓️ ALE Setting Up a New School Year V2

Around early spring, it is time to start getting ready for the next school year in the ALE application. The Data Admin Role is where you will manage the important settings: School Years, Class Terms, Class Term Date Ranges, and Excluded Dates.

Setting School Year Dates 

Here, you can set school-year start and end dates, class terms, class term dates, and excluded dates. 

Helpful Resource: ALE Date Settings V2

Changing Your SLP Default Values 

Change your default Method of Weekly Contact statement, Supplemental Certificated Teachers, and Estimated Enrollment Hours via the Data Admin Role. 

1. Select Configuration in the left navigation menu and choose SLP Default Values. 

Initiating WSLPs for the Upcoming School Year

You can set up WSLPs for the upcoming school year at any time. Consider the following:

Helpful Resource:  📌 ALE Initiating a Student Learning Plan V2

School Year and Start/End Dates Default  

By default, your school year, plus the start/end dates, are set to the current year. You can change your default school year for initiating SLPs. If you have not set your School Year Dates in Data Admin, you will receive an error when initiating SLPs for the new school year. Regardless of the defaults, you can manually select the school year and dates for the student learning plans you are initiating.  

1. In the Program Manager Role, click Settings in the left navigation menu. Click on Edit in the Row Action & Options Gear for Initiate SLP Default School Year. 

2. Click Select for Initiate SLP Default School Year and select a school year by clicking the checkmark. 
3. Click Update when finished.

Creating Plans for Students Who Are Not Yet Enrolled in the SIS.

To create a record for a student not yet enrolled (e,g, Kindergarten students not entering until the fall or students who applied and been accepted to the program but have not yet been entered into your Student Information System (SIS)), users in the Secretary, Registrar, or Certificated Teacher Role can use the Create Student for ALE functions.

1. Fill in the First Name and Last Name fields.
2. Optionally, enter the SSID or Other ID fields. This will ensure that the created record automatically matches the student record from the SIS as soon as it is included in an overnight migration. 
3. If an identification number is not available, users can manually link the records later using the Link ALE Student to SIS function.

Viewing Student Learning Plans for the Next School Year 

Once created, you can view future year SLPs in the following locations: 

1. In the Registrar/Certificated Teacher Role, click All ALE Students on the left navigation screen. 
   • Columns are included here to view each student's Prior Year, Current Year, and Next Year WSLP. By default, the list is filtered to include only active students, so don’t forget to remove that filter if you’re looking for a student who is not currently enrolled. 
   • Click on the link to view the SLP.

2. In the Registrar/Certified Teacher/Program Manager Roles, click Student Learning Plans in the left navigation menu and choose All Student Learning Plans. In the Certified Teacher Role, you may also choose the My Student Learning Plans. 
   • Click on Data Settings: Student from (school year) under the page title to switch from the current school year to a future school year. 

Updating FTE Estimated Enrollment Percentages for New Plans

As soon as new plans are created, they are available to the Secretary Role. Click Management in the left navigation menu and choose the Manage Enrollment Percentages. This view has a default filter set to the current school year, but by selecting the School Year column, users can also select plans created for the upcoming year.  

Approving Plans 

It is recommended that you wait to “approve” plans until August, when Certificated Teachers review and finalize them just before the start of school. 

Scheduling Classes for the Upcoming School Year

You can begin scheduling classes for the upcoming school year at any time.  

1. By default, your school year is set to the current year. You can change your default school year for creating classes. In the Program Manager Role, click Settings in the left navigation menu. 
2. Click on Edit in the Row Action & Options Gear for Create ALE Class Default School Year. 

3. Click Create ALE Class Default School Year and select a school year by clicking the checkmark. Click Update.

4. Copying Class Schedules from One Term to Another or One School Year to Another

Helpful Resource:🧑‍🏫 ALE Copying Classes from One Term or Year to Another V2

5. Copying In Progress Courses from One School Year to the Next

Helpful Resource: 🧑‍🏫 ALE Copying in Progress Courses from One School Year to the Next V2

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