Secondary Drop/Add User Manual Version 1.3
Contents
1. The Office of Information and Organizational Systems MCPS Online Administrative Student Information System OASIS Secondary Drop Add User Manual Version 1 3 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 Table of Contents 1 Introduction 1 2 View Classes by Course 2 3 View Teacher List and Teacher Schedules 4 4 View a Student s Schedule 5 5 Manage Student Schedules Through Secondary Drop Add 6 5 1 Add a Class to a Student s Schedule 6 5 2 Drop a Class from a Student s Schedule 5 3 Modify a Class Start or End Date in a Student s Schedule 5 4 Delete a Class from a Student s Schedule 10 6 Change a Section for a Class on a Student Schedule u 7 View Classes by Period 12 8 Cross Schedule Classes 13 8 1 At the Home Scheduled School 13 8 2 At the Cross Scheduled School 13 9 Manage Class Capacity Limited Access 16 10 Perform Common Tasks 17 10 1 Log On and Off of OASIS 17 10 2 Search for Students 17 10 3 Select a School 18 10 4 Multi Sort Lists 18 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 1 Introduction The Secondary Drop Add module allows users to manage student schedules class capacity and class schedules for a selected school That is depending on their access levels users may view add update and or delete the various elements of student schedules and may view teacher lists and schedules The primary users of2. the Secondary Drop Add module are e Counselors Assistant Principals e Registrars e Secondary Guidance Secretaries To access this and any OASIS module users will first have to log in to OASIS Depending on the task in this module users will also need to be able to Search for Students Select a School or Multi Sort lists In Section 10 this User Manual first explains how to perform these Common Tasks This User Manual provides brief step by step instructions for using the Secondary Drop Add module The manual describes these tasks Viewing classes by course e Viewing teachers schedules e Viewing student s schedules Managing student s schedules drop adds change sections e Viewing classes by period e Managing class capacity When you the user are finished your work in OASIS be sure to log out 1 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 2 View Classes by Course This function allows you to view a list of classes by course offered at the selected school You can also view a list of students enrolled in each section To view classes by course 1 Hover the pointer over the Scheduling tab and click Secon trop Ald Secondary Drop Add Sal 2 Click the View Classes by Course link If you have not selected a school you will be asked to do so 3 The Class List By Course screen for that school displays ea a urate Cass List By Course sik cc e
3. the calendar icon then click to the correct month if not already displayed and click on the desired date If entering the date via the date field click on the date field and key in the date in the MM DD YYYY format 7 To finish either e Click Save The Student Change Section screen redisplays with the changed values for Level Section Period Class Actual Size Click Cancel On return to the Student Change Section screen the values under TO are unchanged T Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 7 View Classes by Period For a selected school you can view all classes offered within a class period To do so 1 Hover the pointer over the Scheduling tab Click Secondary Drop Add seveouune Seeendeny Drap A 2 Click the View Classes by Period link on the left hand navigation tool bar If you have not 4 Click Get Classes The full Class selected a school you will be asked to do so See Section 0 10 3 Select a School for more information The Class List by Period screen displays Class List By Period Pas Fre 3 Using the drop down list select the class Period by Period for the selected period displays showing all classes offered at that time re romanan Class List By Period costes samana rao cee whee D mma aema a M A 5 To view a list of students assigned to a class section click the View Students link From the Student List
4. a 4 Using the drop down list select a Course 5 Select the Level Seetion You may also view and or select All Sections this is the default choice 6 Click the Get Classes button The Class List By Course screen displays You will see the section s for the course selected depending on your choice a 7 To view a list of the students enrolled in a section click the View Students link The Student List displays F Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 8 To view a student s schedule click the View Schedule link for that student The Student Schedule displays From this point you can add drop update or delete a class for the student as well as change from one section to another Studen Sete int vorum 9 To view any duration class schedule in the school year for the student you may click on Show All For guidance on adding a new class see section 4 1 5 1 Add a Class to a Student s Schedule 3 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 3 View Teacher List and Teacher Schedules This function allows you to view a list of the classes by teacher offered at the selected school You can also view a list of students enrolled in each section To view class sessions by teacher 1 Hover the pointer over the Scheduling and click on Secondary Drop sevesuuna Add Secure Drop Aad 2 Click the View Tea
5. ass This screen shows that actual class information in the nner cass ror cross scheduled school Viw Cheesy Pid Cross Scheduled Student List jaraai estr Anena senose CATHERSBUROHOHEES EN Come PEST E gt Sinten Crans Scie List Tani sa 8 Repeat from step 3 to place additional students On returning to the Cross Schedule Holding Student List the scheduled students are still visible but the status should now indicate Scheduled and the Add Section link option should be inactive T4 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 8 2 2 Update Drop Delete Cross Scheduled student at the Cross School 1 Select a cross scheduled student 2 Select Secondary Drop Add from the Scheduling Tab 3 In Student Class Drop Add both the current enrollment school and the cross schedule school show Click on View Schedule to see the student s schedule Me NORTAEST HOH masane 4 Click to Drop Update Delete or Change Section The cross scheduled school can only Drop Update Delete or Change Section for classes in their school on the student s schedule The same rules apply for these options as for any other course in their school The related requesting course is visible but cannot be changed as long as there is a valid course in the cross scheduled school linked to it Drop Update only available after class starts Delete Only available before school starts and first 5 days o
6. at However if the student is enrolled in more than one school the student s Enrollment List displays click the appropriate school s View Schedule link to view the student s Student Schedule for that school Student Schedule pr eats ete Note To see all the courses a student is enrolled in during the school year click Show All The Student Schedule screen expands to display any prior courses for the student in the school year 5 Click the Add New Class button to add a class to the student s schedule The Student Add Class screen displays Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 Sader Add Class mem per 6 Using the drop down lists select the Term Code Course and Level Section 7 Using the calendars or by entering in MM DD YYYY format select appropriate Begin Date If using the calendar click on the calendar icon then click to the correct month if not already displayed and click on the desired date If entering the date via the date field click on the date field and key in the date in the MM DD YYYY format 8 When finished click either Save to save your changes and return to the Student Schedule screen Save amp Add Another to save your changes The Student Add Class screen displays again with blank fields so you can add another class for the same student Clear empties the fields so you can
7. cher List link on the left hand navigation menu If you have not selected a school you will be asked to do so me 3 The Teacher List displays The preceding figure is a partial screen shot of the complete alphabetical list of teachers at the school There is not a multi sort option 4 Click on the View Sections link to see a list of all sections assigned to that teacher on the Class List By Teacher screen Class List By Teacher pm EN 5 To view a list of students assigned to a class section click the View Students link The Student List screen displays 4 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 4 View a Student s Schedule There are several ways to view a student s schedule In OASIS you do so within the selected school To start Search for the student See Section 0 10 2 Search for Students for more information 1 Now click Scheduling gt Secondary Drop Add from the OASIS menu You can access the student s schedule by clicking any of these links e Student Class Drop Add If the student has more than one enrollment click the View Schedule link for the appropriate school View Classes by Course gt select the Course and Section gt View Students gt View Schedule View Teacher List gt select the teacher s View Sections gt View Students gt View Schedule View Classes by Period gt select the class Period gt select the teacher s V
8. e Class Capacity Update screen displays showing location teachers and capacity information about the class Class Capacity Update oe TESTS ses 5 To change the class capacity click the Edit link The Class Capacity Update screen changes to edit mode You can now change the Max Student field Biase Capmany Up on TREE tect f 6 When finished click either 10 Save to save your changes and return to the Class Capacity Update screen 11 Cancel closes the Class Capacity Update edit screen and returns to the Class Capacity Update screen No changes are saved 16 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 10 Perform Common Tasks 10 1 Log On and Off of OASIS To log on to OASIS 1 Enter your User name and Password and select the appropriate domain 2 When finished click Go SET To log off of OASIS click the Log Out link in the upper right hand comer 10 2 Search for Students To search for the student s record 1 On the OASIS menu click the Student Search link in the upper right hand corner The Student Search screen displays 2 Enter search criteria in one or more fields You can search for a student using the Student ID social security number SSN Last Name First Name or a combination of fields Use the percent sign as a wildcard to enter part of a name or number For example entering a Last Name and R in the Fir
9. ent s schedule The Student Drop Class screen displays 5 Using the calendar or by entering the date in the date field select the appropriate End Date If using the calendar click on the calendar icon then click to the correct month if not already displayed and click on the desired date If entering the date via the date field click on the date field and key in the date in the MM DD YYYY format 6 Using the drop down list select the Withdrawal Grade if past the twenty fifth day of the school term and a high school student Note For high schools a Withdrawal Grade field must be entered whenever the End Date is greater than the twenty fifth school day of the term To change a grade for a previous school year s term use the Secondary History Mark Correction module Middle schools cannot enter a Withdrawal Grade for dropped classes 7 After a Withdrawal Grade is entered enter Y or N for yes no to control whether or not the drop grade is applied toward the student s extra curricular activity Eligibility 8 When finished click either 1 Save to save your changes and return to the Student Schedule screen 2 Reset to return the original contents of the fields 3 Cancel to close the Student Drop Class screen and returns to the Student Schedule screen No changes are saved 5 3 Modify a Class Start or End Date in a Student s Schedule You may need to change the day a student started or dropped a class or the withdrawa
10. f schools displays 3 Click the school name to select it 10 4 Multi Sort Lists Many screens with list displays provide a multi sort option such as for a list of students or teachers 1 Asan example if you were to click Multi Sort on the Student List screen the Multi Column Sort pop up displays superimposed on the screen 2 Click Cancel if you do not want the list redisplayed according to a sort order other than the default here by grade and alphabetically by last name 3 To include the column s you want to sort by change the default under Include to Yes 4 Chose whether you want the sort to be by ascending ASC values or by descending DSC values For numerical fields such as grade ascending is 1 2 3 For a character field such as gender it would be alphabetically ordered F before M 5 When you include more than one column as a sort parameter indicate by sort order which column should be the primary sort field and so on For example in the preceding figure if you wanted to sort and then display the student list by gender and then by grade include both columns and set the Sort Order for Grade as 2 and the Sort Order for Gender as I 18 Revised July 22 2009
11. f semester to counselors Guidance Secretary Registrar can use Delete anytime Remember that using delete also removes class attendance and grades entered in OASIS for that student Change Section Use before or during term Tester Room m Le Sec Senin SI 6 DESONMRCHDIA Bal 8 B sr cco Tmo Dente chaz SiO Oo DESONMRCHOIA Teaerga T OHS ates Gs Ot 0828an pst Dokte CaS Note Counselors at the student s currently enrolled school cannot remove the requesting course nor the cross scheduled school s course once the class is accepted and scheduled in the cross scheduled school 15 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 9 Manage Class Capacity Limited Access If you have access to this function through OASIS you can view and or update a class maximum capacity To do so 1 Hover over the Scheduling tab Click Secondary Drop Add Click the Manage Class Capacity link on the left hand menu If you have not selected a school you will be asked to do so See Section 0 10 3 Select a School for more information The Class Capacity Update screen displays ee er hen comme Class Capacity Update eee nee ESTE SI aes am 3 Using the drop down list select the Course and Level Section If you accept the default for Level Section which is All Sections all the sections for this course will display for the selected school 4 Click Get Classes Th
12. iew Students gt View Schedule Student Schedule Sook WATENEMLLHOH 8 emote s202006 wanman Date mae 4 aw oms soo oaa eo cuca a mak oa a canice 5 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 5 Manage Student Schedules Through Secondary Drop Add To preserve the integrity of students records there are several restrictions involved in adding and dropping courses from students schedules Keep in mind that The range of valid dates is based on the student s enrollment dates in the school e For high school students but not middle school students you may enter a Withdrawal Grade only if the End Date drop date is greater than the twenty fifth day of the term In addition you may update the grade at the time the student dropped the course only during that term To change a grade for a previous school year term use the Secondary History Mark Correction module 5 1 Add a Class to a Student s Schedule To add a class to a student s schedule E 1 Hover the pointer over the Scheduling tab and click Secondary Drop Add Ea Securely beep asd 2 Click the Student Class Drop Add link on the left hand Ji 3 If no student has already been selected the Student Search screen displays Retrieve the student s records either by name or student ID number See Section 0 10 2 Search for Students for more information 4 In most cases the Student Schedule displays form
13. information displayed in the 10 columns is from the level 92 93 or 94 course at the home school The Status column shows the status at the crass school Pending waiting for Cross Schedule Holding Student List cross school to accept and place toons Scie amers HOSS student in course Scheduled cross school ed already accepted student and placed in one of their classes ee 13 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 5 To accept a student and place in a class click on Add Section 6 Click on the Level Section dropdown and select the a class for this student Note The dropdown shows all classes that match the same 4 digit class code that the student requested If the 4 digit code is incorrect contact the home school and have them change the original 92 93 or 94 level course Abbreviations on this screen Add Attending School Student Cross Schedule ae koni smenang Schoot CATHERSAURS HGH ES y Se Section 4 Home Sehoot NORTHWEST HOH GAS PET Teener Temenan T Levesectoe a30 Cp Clans Cap size Temco 31 Coss 47B5DESIONMREHND 1A Se Curpalt tlasesite Section Begin Date 8762008 Section End Date Rm Room TC Term Code Teacher Teacher name and school 7 Click the Save button once the class is selected sentara yews Caan OASIS changes to the Student Cross Schedule List and shows the student as Yi Tent ust scheduled in the cl
14. ink next to last column to remove it from the student s schedule 5 You will be asked to confirm that you want to delete the course Click OK to do so or Cancel to abort the delete Z atte ae ante au rai tate ncn 10 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 6 Change a Section for a Class on a Student Schedule To change a class on a student s schedule 1 Hover the pointer over the Scheduling tab Click Secondary Drop Add p scueouLne Socondary Drop Add 2 Click the Student Class Drop Add link on the left hand menu 3 If you have not already selected a student from the Student Search screen search for the student s records See Section 0 10 2 Search for Students for more information 4 In most cases the Student Schedule displays However if the student is enrolled in more than one school the student s Enrollment List displays click the appropriate school s View Schedule link to view the student s Student Schedule for that school 5 Click Chg See rightmost column for the course section that is to be changed on that student s schedule The Student Change Section screen display Student Change Section T maoae povar jet RR E AOR elect the desired changed from the Level Section drop down list From As of Date click the calendar icon to select the desired change or click the date field and manually enter the date If using the calendar method click on
15. l grade To do so E Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 1 Hover the pointer over Scheduling Click Secondary Drop Add Click the Student Class Drop Add link on the left hand menu If no student has already been selected the Student Search screen displays Retrieve the student s records either by name or student ID number See Section 0 10 2 Search for Students for more information 3 In most cases the Student Schedule displays However if the student is enrolled in more than one school the student s Enrollment List displays click the appropriate school s View Schedule link to view the student s Student Schedule for that school Student Schele Sm aame w om p nor mewn I we pe 5 Update the Begin Date End Date and or Withdrawal Grade as appropriate If using the calendar click on the calendar icon then click to the correct month if not already displayed and click on the desired date If entering the date via the date field click on the date field and key in the date in the MM DD YYYY format Note The Withdrawal Grade field is active only if the End Date is greater than the twenty fifth day of the term In addition you can only update the grade at the time the student dropped the course only during that term To change a grade for a previous term us the Secondary Mark Correction module for a prior school year s term use Secondary History Mark Correc
16. screen you can view each student s schedule 2 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 8 Cross Schedule Classes 8 1 At the Home Enrollment School 1 Add a cross scheduled class just like any other course 2 Update Drop Delete a cross scheduled class like any other course except Examine the student schedule to see if the cross school has accepted the student You will see 2 rows for the course instead of one If this is the case the home school will be locked out of your school s dummy course Call the Cross Schedule School and have them drop or delete their actual class for the student SO O ORWAMROHOIA Sel BO O NE D o 082a Caos Daite cases Soom oecon TemnaissyT che ee nF nececoms spp nee see K Home school class a EER cross school class 2 Then the home school can drop or delete the holding course in the student s schedule Somes reg resor Goer 8 2 At the Cross Scheduled School kaaria 8 2 1 Adding Students to classes Seas 1 Select Secondary Drop Add from the Scheduling Tab _ w 2 Select Student Cross Schedule Hold List on the blue Sut Coe nai meng from the column on the left side of your screen 3 Select a course from the Course dropdown Cross Schedule Holding Student List menu 4 Click the Get Cross Schedule Students button You will see a list of students from other schools requesting access at your school for this course The
17. select different information Cancel closes the Student Add Class screen and returns to the Student Schedule screen No changes are saved 9 To add a course for another student enter that student s Student ID number in the menu to the left of the Student Schedule screen and click Go That student s Student Schedule screen display Enrollment screen displays 5 2 Drop a Class from a Student s Schedule or if the student had multiple enrollments in that school year the Student When you drop a class the record remains on the student s schedule The class is signified as dropped by the presence of an End Date To drop a class schedule from a student s 1 Hover the pointer over the Scheduling tab and click on Secondary Drop Add Sss yorn ass 2 Click the Student Class Drop Add link on the left hand menu If no student has already been selected the Student Search screen displays Retrieve the student s s either by name or student ID number See Section 0 10 2 Search for Students for more nformation 3 In most cases the Student Schedule displays However if the student is enrolled in more than one school the student s Enrollment List displays click the appropriate school s View ichedule link to view the student s Student Schedule for that school Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 4 Click the Drop Upat link to drop the class from the stud
18. st Name field retrieves all students with the designated last name and whose first name begins with R Sie Seach 3 For Status click an the option button to search by status Active All active students that meet the search criteria Inactive All inactive students that meet the search criteria Either Don t Know All students that meet the search criteria regardless of their active inactive status 4 Click Search If you entered either a first or last name you see the list of students that match the search criteria 5 To see a student s record click the Student ID The student whose record is retrieved is now the current student Student based work that you perform in this module will pertain to that student until you retrieve another student s record 7 Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 6 Some students have enrollments in more than one school including non MCPS schools If you select Scheduling gt Secondary Drop Add gt Student Class Drop Add all enrollments will appear Click View Schedule for the school schedule you want to view Enoia 10 3 Select a School If you are involved in more than one school you will be asked to select the appropriate one To do so 1 On the right hand menu see the School Detail tab If necessary click it to make it active 2 Under Select Another School click the down arrow A list o
19. tion 6 When finished click either 4 Save to save your changes and return to the Student Schedule screen s Revised July 22 2009 Secondary Drop Add User Manual Version 1 3 5 Reset to return the original contents of the fields 6 Cancel to close the Student Drop Class screen and returns to the Student Schedule screen No changes are saved 5 4 Delete a Class from a Student s Schedule Only the Registrar can delete a class a student s schedule after the twenty fifth day of the term Note Deleting a class will also delete any marks for the entire class To delete a class from student s schedule T emee 1 Hover over the Scheduling tab Click Secondary Drop Add See 2 Click the Student Class Drop Add link on the left hand menu If no student has already been selected the Student Search screen displays Retrieve the student s records either by name or student ID number See Section 0 10 2 Search for Students for more information 3 In most cases the Student Schedule displays However if the student is enrolled in more than one school the student s Enrollment List displays click the appropriate school s View ichedule link to view the student s Student Schedule for that school Student Schedule Samt JO VEHAREDY CHI nett 024205 vane 2o oa mene a it deoo oan oman sasa aoa mae A amo ama on ae oian oe oo mene mw omowa omar pes we 4 ows 4 Click the course section s Delete l
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