ALE Application: Setting Up a New School Year

In early spring, many programs begin thinking ahead to the new school year and are ready to start preparing for the upcoming school year.  Here are a few things to consider.

Quick Links

Setting Up Your School Year Dates (Back to Quick Links)

You can set up your school year beginning/ending dates, class terms, class term dates, and excluded dates in Data Admin. The ALE Application: Data Admin Date Settings help doc will walk you through setting these up for the upcoming school year. 

Changing Your SLP Default Values (Back to Quick Links)

You can change your default Method of Weekly Contact statement, Supplemental Certificated Teachers, and Estimated Enrollment Hours via the Data Admin Role. Select Configuration in the left navigation menu and choose SLP Default Values. 

***Any changes made here will take effect immediately and apply to any newly initiated SLP.***

Initiating WSLPs for the Upcoming School Year (Back to Quick Links)

You can set up WSLPs for the upcoming school year at any time.  There are some things to consider when you click Initiate Student Learning Plan. See the help article  Initiating a Student Learning Plan for more information.

School Year and Start/End Dates Default  (Back to Quick Links)

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. 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. 

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

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.  

Creating Plans for Students Who Are Not Yet Enrolled in the Student Information System (Back to Quick Links)

When initiating a plan, you will have a list of currently enrolled students available to select from.  For Kindergarten students not entering until the fall or students who have applied and been accepted to your program but haven’t yet been entered into your Student Information System (SIS), you can use the Create Student for ALE function available on the Secretary, Registrar or Certificated Teacher Role left navigation menu. 

All you need to create a record is a First and Last Name, but if you also have the SSID or Other ID available, enter it now. This will ensure that the created record will automatically match up with the student record from the SIS as soon as it is included in one of the overnight migrations. 

Suppose you don’t have access to the student's identification numbers. In that case, you can return later and manually link the records using the Link ALE Student to SIS function from the left navigation menu and inputting the student’s SSID, Other ID, or Search to link them by name.

Viewing Student Learning Plans for the Next School Year (Back to Quick Links)

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

• 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.

• 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 (Back to Quick Links)

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 (Back to Quick Links)

It is recommended that you wait to “approve” plans until August when Certificated Teachers are reviewing and finalizing plans just before the start of school. 

Scheduling Classes for the Upcoming School Year (Back to Quick Links)

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

• School Year and Start/End Dates Default 

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. Click on Edit in the Row Action & Options Gear for Create ALE Class Default School Year. 

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

• Copying Class Schedules from One Term to Another or One School Year to Another

A separate document titled ALE Application Copying Classes from One Class Term or Year to Another walks through this process.

• Copying In Progress Courses from One School Year to the Next

A separate document titled Copying in Progress Courses from One School Year to the Next walks through this process.