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 get things in place in preparation. Here are a few things to consider.
Entering WSLPs for the upcoming School Year
You are able to set up WSLPs for the upcoming school year at any time. Some things to consider when you click “Initiate Student Learning Plan”
School Year and Start/End Dates Default
By default, your school year, plus the start/end dates are set to the current year.On April 1, the default will be updated to reflect the upcoming school year, as well as the start and end dates defined in your Student Information System for that school year. ***If you would like this change to be made before or after April 1, please contact us to let us know.***
Regardless of the defaults, you are able to select the school year and dates that you are setting up student learning plans for manually at any time.
Creating Plans for Students Who are not Yet Enrolled in the Student Information System
When initiating a plan, you are going to 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, you can use the “Create Student for ALE” function available on the Secretary, Registrar or Certificated Teacher role.
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.
If you don’t have access to any of the identification numbers for the student, you can come back at a later time and manually link the records, using the “Link ALE Student to SIS” interface by inputting the student’s SSID, Other ID or Searching to link them by name.
Viewing Student Learning Plans for Next School Year
Once created, you can view future year SLPs in the following locations:
- Registrar/Teacher Role “All ALE Students” List - columns are included here to view, prior year, current year and next year WSLPs for each student. 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.
- “All Student Learning Plans” and “My Student Learning Plans” pages - These have a predefined filter to show only plans from the current school year, but you can toggle to a future year to view those plans you’ve created for next year.
Updating FTE estimated enrollment percentages for new plans
As soon as new plans are created, they are available to Secretaries on the “Manage Enrollment Percentages” screen for editing. This view has default filter that is set to the current school year, but by selecting the “School Year” column, users can select plans created for the upcoming year as well.
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. This step is required to make the plans visible to parents upon logging in, so they will not see them until a plan is approved.
Scheduling Classes for the Upcoming School Year
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. On April 1, the default will be updated to reflect the upcoming school year. ***If you would like this change to be made before or after April 1, please contact us to let us know.*** Even if the default isn’t set, you can manually choose the school year at any time.
Setting up System with Your Class Terms
Before setting up any classes for the upcoming school year, you will need to contact us with the dates for your Terms (Semester 1 and Semester 2 for most programs.) Until Class Terms are set in the system, you will be unable to save new Classes associated with the upcoming year.
Copying Class Schedule from One Term to Another
If you would like to mass copy classes from a term this year to a term next year, we expect this feature to be operational in the next upcoming release. A separate document titled “ALE Application Copying Classes from One Class Term to Another” walks through this process and can be found in our Help Center here.