See Summer School Course Requests to process Summer School in Aeries Web.
Client Server Districts have the option of setting up Summer School in the current database, in next year’s database or creating a separate database for ONLY summer school.
The most popular option is to add additional school codes to the current year’s database in Spring and then copy over students from the regular schools. Normal procedures apply, including tagging these students as NO-SHOWS until they enroll. In this way, they will NOT count as actively enrolled.
If setting up Summer School in next years database attention must be made to certain consequences that can occur when adding Summer School to the SQL database that is being used for regular schools. If you have traditionally referred to summer school as the start of a school year, having summer school in the same SQL database as the regular school students would show as being enrolled from July until the following June, which is NOT recommended.
In this circumstance it would be our recommendation that you create a separate SQL database containing ONLY summer school. This would be the cleanest option but does require switching databases as well as schools throughout the setup process. Once summer starts the Aeries administrator can change permissions on last years database to read only, to prevent “accidental” changes of data that should now be locked.
The Update History From Summer School Grades/CS process DOES support pulling Grades from a separate SQL database. So whether you decide to have Summer School in it’s own database or not, there is no problem getting the grades rolled over into history.
Summer School is considered a Supplemental Program and all Supplemental Programs are currently flexed per the State. Contact the State for more information. The following documentation is based on previous year’s Summer School accounting. Because Supplemental Attendance programs are now flexed, it is the district’s decision on how to set up the School Options form for the School Type and Attendance Type.
Prior to setting up summer school there are decisions that must be determined and procedures that need to be followed.
- It must be decided whether the current year’s database, next year’s database or a separate SQL database will be used when setting up summer school.
- A school number must be selected that is not being used by another school in the district. The number should have some reference back to the school holding summer school. For instance, if the school is 001 use school number 901.
- Will there be more than one school attending the same summer school.
- If there is a double session of summer school use separate sections for each session. Setup separate semester codes, such as, 1/2 or F/S. If a student attends both sessions, enter sections for each session.
- After all students have been copied into summer school they should be flagged in the Status Tag field with an N. If there is a waiting list, students can be flagged with W. The code must be setup in the Code Table under STU.TG. Type the date they registered in the Enter Date in Student Data. Students can then be first come, first served basis.
- Whether regular school is elementary or secondary, the summer school must be set up as a secondary school to keep positive (hourly) attendance.
- PLEASE take note that a period should not be setup for more than ONE- HOUR.
These procedures are only a guideline on setting up summer school. If there are unfamiliar procedures, such as scheduling or period attendance, it is suggested that the Reference Manuals be reviewed which are available on Eagle Software’s Web Site on the Download page.