ALE Application: Data Admin Date Settings

This article looks at the 4 different Data Admin date settings available in the Data Admin role of  the ALE Application. The 4 settings are School Years, Class Terms, Class Term Date Ranges, and Excluded Dates.

School years include start and end dates for the school year that will populate the default start and end dates for Student Learning Plans.

Class Terms are the terms available in the “Manage Class” and “Class Schedule” pages. Changes to these dates directly affect the listed and Available Terms.

Class Term Date Ranges dictate the default  start and end dates of the Class Terms. These are surfaced in the “Manage Class” page when terms are selected, and in the “Class Schedule” page when creating a new schedule.

Excluded Dates are days where no Class Meetings should happen. When class meetings are created, meetings that would normally happen on excluded dates will not be created. Additionally, when excluded dates are added, the system will attempt to remove any existing class meetings on excluded dates.

*All of these settings can be found by clicking the “Configuration” dropdown in the left-hand navigation of the Data Admin role.

School Years

This page can be  accessed by clicking  School Years in the “Configuration” dropdown.  School years can be viewed and Edited from this page.

How to Edit School Years:

1. Select the Data Admin role.
2. Click School Years  under Configuration in the left-hand Nav.
3. Use the row action gear to choose “edit” for the year you’d like to enter dates for.
4. Fill out all of the fields.
5. Click Update.

Class Terms

This page can be  accessed by clicking  Class Terms in the “Configuration” dropdown.  Class Terms can be Viewed, Added, Removed, and Edited from this page. Class Terms in this table do not have a concept of subdomains. Be advised that modifications here will affect every ALE program in the district. 

Class Term Fields and Columns

Class Term (Required) -  

This is the name that will show up in the Class Term Selectors and the various tables where class terms are shown. The information in this field cannot be the same as any other class term.

Class Term Abbreviation (Optional) -

This is the short name for the class term. The information entered here does not need to be unique. This will also be what displays in tables and reports that are configured to user term abbreviations.

Class Term Type (Optional) -

There are 6 designations for this field: All Year, Monthly, Quarter, Semester, Trimester, Triterm. This field determines which view classes with the term will display in. This most notably affects the “Schedule Classes'' page found in student learning plans. There is a different view for each “Class Term Type.” Each view will only display classes that correlate to the selected “Class Term Type.”

Parent Class Term (Optional) -

This field allows you to select a Parent Term from a list of the already existing Terms. Class Terms must have designated ranges to show up in the list. This field is currently informational and doesn’t connect to other places in the application.

Class Term Code (Optional) -

A class term code can be entered here. This field is currently informational and doesn’t connect to other places in the application.

How to Add Class Terms:

1. Select the Data Admin role.
2. Click Class Terms under Configuration in the left-hand Nav.
3. Click Add Record on the top right of the table.
4. Fill out the Class Term Field and any other fields you would like to add information to.
5. Click Add

How to Edit Class Terms:

1. Select the Data Admin role.
2. Click Class Terms under Configuration in the left-hand Nav.
3. Click Edit under the Row Action & Options  gearbox of the Class Term you want to edit.
4. Fill out the Class Term Field and any other fields you would like to change.
5. Click Update

How to Delete Class Terms:

1. Select the Data Admin role.
2. Click Class Terms under Configuration in the left-hand Nav.
3. Click Delete  under the Row Action & Options  gearbox of the Class Term you want to Delete
4. Click: Yes, Delete

Note: Terms With Connected Classes can NOT be deleted. Associated Class Term dates will be deleted with the Class Term.

Class Term Date Ranges

ALE Class Term Date Ranges Table:

The ALE Class Term Date Ranges can be accessed by clicking Class Term Date Ranges in the Configuration Dropdown.  Class Term Date ranges can be Viewed, Added, Removed, and Edited from this page. Just like class terms, Class Term Date Ranges do not have a concept of subdomains. Be advised that modifications here will affect every ALE program in the district using the modified terms.

Class Term Date Range  Fields:

Class Term (Required) - This field controlled by  a selector. The selected class term will be the date range the term is set for. The Class Terms that show up in this selector come from the Class Terms in the Class Terms Table.

School Year (Required) - This field is controlled by a selector. The selected school year will be the date range the school year is part of. The field will default to the current school year.

Start Date (Required) - The field is controlled by a date selector. This field will be the first date in the date range. Clicking the field will open up the date selector. Dates can also be manually typed using the mm/dd/yy formatting.

End Date (Required) - This field is controlled by a date selector.  This field will be the last  date in the date range. Clicking the field will open up the date selector. Dates can also be manually typed using the mm/dd/yy formatting.

How to Add  Class Term Date Ranges:

6. Select the Data Admin role.
7. Click Class Term Date Ranges  under Configuration in the left-hand Nav.
8. Click Add Record on the top right of the table.
9. Fill out all of the fields
10. Click Add

*If a Date range already exists for the selected Class Term  and year, you will get an error and the date range won't be added.

How to Edit  Class Term Date Ranges:

1. Select the Data Admin role.
2. Click Class Term Date Ranges under Configuration in the left-hand Nav.
3. Click Edit under the Row Action & Options  gearbox of the Class Term Date Range  you want to edit.
4. Update the dates to be the new desired range
5. Click Update

How to Delete  Class Term Date Ranges:

1. Select the Data Admin role.
2. Click Class Term Date Ranges  under Configuration in the left-hand Nav.
3. Click Delete  under the Row Action & Options  gearbox of the Class Term Date Range  you want to Delete
4. Click: Yes, Delete

Excluded Dates

The Excluded School Year Days can be accessed by clicking Excluded Dates  in the Configuration Dropdown.  Class Term Date ranges can be Viewed, Added, and Removed. Excluded dates can be configured per subdomain but ability to affect other Subdomains is not limited on this page.

Excluded Dates Fields and Columns

School Year (Required) -

 This is the school year that the Excluded date is in. Classes with different school years than the excluded date will not be affected by excluded dates. The filters and form will default to the current school year.

Sub Domain (Optional)-

This is the Subdomain the Excluded date is tied to. Only classes with campuses in the subdomain will be affected by the excluded date. If no subdomain is selected, then only Classes with Campuses who are not connected to a subdomain will be affected.  The filters and form  will default to the current subdomain

Date -

This is the date where all class meetings will not generate or be deleted when possible.

Start Date (Required)  -

The field is controlled by a date selector. This field will be the first date in the date range. Clicking the field will open up the date selector. Dates can also be manually typed using the mm/dd/yy formatting.

End date (Required) -

The field is controlled by a date selector. This field will be the last date in the date range. Clicking the field will open up the date selector. Dates can also be manually typed using the mm/dd/yy formatting.

How to Add Excluded School Year Days:

1. Select the Data Admin role.
2. Click Excluded Dates  under Configuration in the left-hand Nav.
3. Click Add Record on the top right of the table.
4. Fill out all of the fields
5. Click Add

*Note: A Record will be created for every date in the chosen date range. When they are added, the system will attempt to remove any already existing meetings in the date range. No class  will be created in the selected date range.

How to Remove  Excluded School Year Days:

1. Select the Data Admin role.
2. Click Excluded Dates  under Configuration in the left-hand Nav.
3. Click the checkmark next to the days you want to remove (They should be highlighted in blue when selected)
4. Click Delete under Select Row Actions
5. Click Yes, Continue

*Note: The system will attempt to recreate any missing meetings when the excluded dates are removed.