Class Size Reductionterms.browardschools.com/...Class-Size-Reduction...The 2016-17 Class Size Reduction Timeline has several key dates. On July 15th all schedules are to be entered
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Portfolio Services Class Size Reduction 2016 - 17 Update Portfolio Services – CSR Staff Carolyn Hill, Evaluation Administrator Christine LaNovara, Systems Analyst III David Rosa, Office Manager II Class Size Consultants – Ray LeFevre Mark Thomas Margaret Underhill Susan Whiting
Today, we will review the CSR timeline, the internal CSR website in detail, and discuss some of the reporting tools available to District and school staff to identify and resolve scheduling issues. On the left hand side of this presentation is a list of bookmarks to each slide. If you would like to skip to a certain slide or section, please click on the list on the left. **You can move around this presentation as needed or download a copy of the entire presentation by clicking on the tab to the left that says attachments.
General Guidelines –2016-17 Legislative Updates Legislation will keep Period-by-period Compliance for
District Schools of Choice will keep School-wide Average by Grade Grouping Compliance for 2016-17. Penalty calculation based on:
School-wide Average (SWA) THEN Period-by-Period
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For 2016-17, Non-Charter schools will remain at period-by-period compliance. District Schools of Choice will remain at schoolwide average by grade grouping.
10/16
Data Analysis – Based on • Projected Penalty• Classrooms Needed• Review of Classroom Utilization
Step 7:By February 1st
2017-18 CSR Compliance Plan Approved by School Board
Step 3:1. July 15th – Schedules Entered Into TERMS2. July 25th – Budget/Staffing Review Conferences3. August 24th – DNE Students Dropped
Step 2:Update CSR Internal & Public Websites
Step 5: November 11, 2016Final Survey 2 Data to FDOE
http://www.broward.k12.fl.us/casdl/csrdata/Internal District CSR site: For use by District Staff involved with scheduling/facility data ONLY
October TentativeCSR Update & Certification ofNewly Enrolled Student FlexibilityRegular School Board Meeting
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The 2016-17 Class Size Reduction Timeline has several key dates. On July 15th all schedules are to be entered into TERMS and the class size data review begins. October 14th is the FTE Survey 2 date certain and the date when data will be sent to the State. At that time, all teachers and classes must be finalized in the master schedule. After October 14th, all corrections to Survey 2 data must be made in TERMS AND in External. Schools will have about 4 weeks to make corrections in the External files prior to the final send to the State on Nov 11th. We generally receive the FTE Out of Compliance file back from the State in early December. CSR Staff will follow up as necessary with schools for support documentation regarding Appeals (if necessary). The appeals of FTE out of compliance is generally due to the State by mid-December. Schools should be prepared, if requested, to provide backup on Survey 2 schedule or staffing changes made after October 16th.
Internal District CSR Website: http://www.broward.k12.fl.us/casdl/csrdata For DAILY monitoring by School Principals and District Staff involved
with scheduling/facility data ONLY: Not intended for volunteers or other non-scheduling staff Provides links to:
Period-by-Period detail and Schoolwide Average information District Timelines, Trainings, and other helpful information
Public District CSR Website: http://www.broward.k12.fl.us/classsize/ Intended for General Public, Parents, Volunteers, and Students
researching Class Size Information Provides links to:
Florida Department of Education Class Size Information and Website District Class Size Reduction Information
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CSR Websites
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Two websites exist for the Class Size Reduction data. The first website listed is the internal use website and is for use by School and District staff ONLY. Parent volunteers and other community members should not be given access to this site as school schedule data is being corrected and/or changed daily. The External Public website is for parent and community use. It will provide parents and community members a link to the Florida State Statute, the Florida Department of Education Class Size Reduction Website and reports, as well as a link to provide input. Please encourage your parents and community to refer to this site for information on the District’s Class Size Reduction efforts.
• District CSR Websitehttp://www.broward.k12.fl.us/casdl/csrdata Period-by-Period View
Sort by Grade – To assist elementary school in leveling classes Sort by Course – To assist secondary schools in leveling classes
Room Occupancy Report – Review for possible data errors Room Utilization Reports – C01 TERMS panel input
• TERMS – C16 panel
• FDOE Data Reports –• Provided weekly by State after External edits processed• Reports posted to DWH Reports Folder for each school• Must be reviewed weekly• FDOE Reports Training available on CSR Website under Training Tab
NOTE: If making corrections to Survey data AFTER the FTE Date Certain, be sure to enter the changes in both TERMS and External. Only External data is sent to the State after FTE Date Certain.
Schedule Review Tools
NEW!!!FDOE CSR Reports
in DWH Reports Folders
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Two primary tools exist to assist school’s with the task of verifying schedule data. The CSR Website and the District’s TERMS system. The CSR Website reflects data that is entered into TERMS and does the class size calculations per classroom and per period and mimics the State’s calculations. Classes that are out of compliance will be highlighted in red. It is imperative that principals, schedulers, and IMT’s utilize the District’s website to verify their data. The Florida Department of Education (FDOE) also provides a series of data verification reports for class size reduction related data. The following page provides a table that includes a description of each report available and the appropriate data verification process for schools. As each week’s edits are entered into External and processed by the State, the resulting set of CSR data reports will be posted to each school’s DWH Reports Folder and should be reviewed to verify corrections were made accurately and no other errors are found. Training for these FDOE reports is located on the CSR Website under the Training Tab.
This listing provides a description of the FDOE reports and the appropriate data verification process for schools. School may not see all of these reports in their DWH Reports Folder. Reports are only generated if appropriate. For example, an elementary school will not see the reports for grades 9-12 data. Also, if a school does not have periods 10 students over or under compliance, they will not see those reports. As each week’s edits are entered into External and processed by the State, the resulting set of CSR data reports will be posted to each school’s DWH Reports Folder. Be sure to review the reports weekly to verify corrections were made accurately and no other errors are found.
CSR Website
New Information Related to Class Size Reduction for 2016-17 FDOE Survey 2
IMPORTANT DATES:May 2nd Daily CSR Website Updates BeginJuly 15th ALL schedules for students enrolled to be POSTED in TERMSJuly 25th Preliminary Rebudget Conferences to ensure adequate staff by start of school
August 5th Room Usage Codes to be updated in TERMSAugust 22nd First Day of SchoolAugust 24th 'Did Not Enter' (DNE) students will be droppedAugust 26th Schedules balanced (leveled) & ALL scheduling strategies appliedAugust 30th Final Rebudget/Schedule Review Conferences Begin
September 12th Schedules reflect Rebudget Conference changes – all classes created, students assigned, and scheduling strategies applied
October 14th FTE Survey 2 – TERMS Data Snapshot – Data Entry Due by 4:00pmNovember 11th Final Survey 2 TERMS EXTERNAL data submitted to FDOE by 12:00pm
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After logging into the CSR Website the user will have several tabs of information to choose from. The Definition and Consequences tabs provide an overview of Florida State Statute and the consequences for not being in compliance. The Core-curricular tab will provide a reference to the C15 panel in TERMS. The State no longer releases an actual listing of core courses. Instead, CSR Core courses are indicated in TERMS on the C15 panel under the CSR field at the bottom of the page. The Training tab will provide a link to the current presentation and other helpful resources. The FAQ is the Frequently Asked Questions tab and provides staff with a comprehensive list of questions that have been asked over the last several years regarding all aspects of class size reduction implementation. The School-by-school tab will provide the master schedule level detail of the school’s schedule. The timeline tab simply provides a summary of Survey 2 and 3 data collection timelines, and finally, the Help Info. Tab which provides the phone number to the Help Desk where all support calls should originate.
Review the Core Courses Carefully!!! Check C15…Y=Core
Middle School – High School level core courses may be enrolled at 25 students
High School – College credit earning courses are not included in CSR calculations
C15 – CSR Core Course Flag
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Schools are encouraged to review the CSR core course listing carefully. The State determines which courses are core and counted for class size. CSR Core courses are indicated in TERMS on the C15 panel under the CSR field at the bottom of the page. “Y” in this field means the course is a core course counted for class size reduction. “N” in this field means the course is to considered core for class size. Middle Schools – High school level, credit earning classes offered at Middle Schools will be calculated using the Grades 9-12 enrollment cap of 25 students. For a room and period where both middle school and high school level courses are scheduled, if the middle school course has the most students, the room and period will be calculated at 22. However, if there are more students in the high school level course, the room and period will be calculated at 25. High Schools – College credit earning classes will not be included in CSR calculations. For a room and period where both college credit earning and non-college credit earning courses are scheduled, if the college credit earning course has the most students, the room and period will not be included in CSR calculations. However, if there are more students in the non-college credit earning course than the college credit earning course, the room and period will be included in the calculation and all students in all courses, both college credit earning and non-college credit earning, will be counted.
Blended Learning:Blended learning courses must be coded with ‘Y’ in the ‘BLC’ field on the C17 to be excluded from CSR calculations.
YH9
High School Coursein Middle School:Core high school courses offered in middle school must be flagged with 9 on the C17 to calculate correctly for CSR.
C17 – High School Course and Blended Learning Flags
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The C17 Master Schedule screen in TERMS displays the detailed information for each course. In the upper right corner, we can see if a course is flagged as a high school course offered at the middle school level. Down towards the bottom in the middle of the screen, we find the blended learning flag. If a course is coded with a ‘Y’ for blended learning, the course will be excluded from CSR calculations.
School-by-School View –Grade Grouping Averages
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When you click on the School-by-school tab, the first view you will see is the main school-by-school view. A new feature that has been added to this view is the average by grade grouping. While class size compliance is still period-by-period, for Charter and District Schools of Choice, the State is calculating the averages by grade grouping as well. It is important to ensure your school’s grade group averages are below the CSR requirements of : 18 for Grades PK-3, 22 for Grades 4-8, and 25 for Grades 9-12.
School-wide Average by Grade Grouping
Grade Group Average = Total StudentsTotal Periods
Total Students in each period &
Total Periods by Grade Grouping
School-by-School View –Grade Group Average Calculations
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The period-by-period view shows a more detailed look at the summary data. Here you can see the total number of students and periods used in the Grade Group Average calculation. The number of students displayed is the total number of students counted in each class, for each period, NOT the enrollment count!
Total Number Students / Total Number Periods = Average
PK-03 1,315 students / 67 periods = 19.62 Average Over Compliance
04-08 546 students / 27 periods = 20.22 Average Meets Compliance
School Average by Grade Grouping Total Students &
Total Periods by Grade Grouping
Add 1 period 1,315 students / 68 periods = 19.34 Average Still too high
Add 5 periods 1,315 students / 72 periods = 18.26 Average Still too high
Add 7 periods 1,315 students / 74 periods = 17.77 Average Meets Compliance
Example:For each grade grouping – (Using numbers from screen shot above)
To adjust grade grouping over an average you must create more periods in TERMS.Students must be registered in the classes for the period to count for class size calculations.
Total StudentsTotal PeriodsGrade Group Average =
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Adjusting Average Total Students To calculate the Average by Grade Grouping you sum the Total number of Students (which is again a duplicated count by period of all students scheduled) and divide it by the Total number of Periods. To lower the Average by Grade Grouping, you must increase the number of periods. You can adjust the formula shown and try adding more periods until the average number is within the acceptable compliance level. It should be noted that students must be registered in the classes for the period to count for class size calculations. If you are creating pull-outs, the period that you are pulling out to, must be the same length of time as the period you are pulling out from. It is also helpful when creating pull-outs to schedule the pull-out in a different classroom… otherwise, all classes within the same period and same room will be counted together. Any corrections made in TERMS will not be reflected in calculations on the CSR website until the next day. The exception to this rule is found when we review the Room Occupancy Report.
• Adding additional periods lowers the grade group average
• Create split classes - calculation changes
• Schedule pull outs
• Hire teachers for additional periods
• Hire teachers and create new classes
Calculation process
Grade Group Average = Total StudentsTotal Periods
Resolving Overages
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Some strategies that schools can use to correct overages include: Adding additional periods, creating multigrade classes, creating pull-out classes, assigning existing teachers additional periods, and hiring additional teachers and creating new classes. Remember that the while the use of Team Teaching Strategies such as Co-teaching, (using scheduling method ‘C’) does reduce the class size average, ALL conditions for team-teaching must be met. Per State team teaching guidelines: one teacher must be in-field, one teacher of the team must have 3 years experience, and they both must receive professional development within one year of the team-teaching assignment. Also remember that both teachers must have students scheduled to them in TERMS and in the case of Co-teaching, both classes must be coded with a scheduling method of ‘C’ on the C17 for the class to be counted as co-teaching.
Adding Pullout Classes – Over Compliance
Example: Room Occupancy View
01-101
PRIMARY CLASSROOM
(K-3)
# of Stations: 018
5010043LA/READ GR 2
Occ : 20__________
Total Occ : 20
5010043LA/READ GR 2
Occ : 20__________
Total Occ : 20
5010043LA/READ GR 2
Occ : 20__________
Total Occ : 20
5010043LA/READ GR 2
Occ : 20__________
Total Occ : 20
5020030SCIENCE GRADE 2Occ : 20
__________
Total Occ : 20
5020030SCIENCE GRADE 2Occ : 20
__________
Total Occ : 20
5012040MATH-GRADE
2Occ : 20
__________
Total Occ : 20
5012040MATH-GRADE
2Occ : 20
__________
Total Occ : 20
5021040SOC STUDIES 2
Occ : 20__________
Total Occ : 20
5015040PE TCHR GRADE 2Occ : 20
__________
Total Occ : 20
01-102
PRIMARY CLASSROOM
(K-3)
# of Stations: 018
5010043LA/READ GR 2
Occ : 18__________
Total Occ : 18
5010043LA/READ GR 2
Occ : 18__________
Total Occ : 18
5010043LA/READ GR 2
Occ : 18__________
Total Occ : 18
5010043LA/READ GR 2
Occ : 18__________
Total Occ : 18
5020030SCIENCE GRADE 2Occ : 18
__________
Total Occ : 18
5020030SCIENCE GRADE 2Occ : 18
__________
Total Occ : 18
5012040MATH-GRADE
2Occ : 18
__________
Total Occ : 18
5012040MATH-GRADE
2Occ : 18
__________
Total Occ : 18
5021040SOC STUDIES 2
Occ : 18__________
Total Occ : 18
5015040PE TCHR GRADE 2Occ : 18
__________
Total Occ : 18
Total Number Students / Total Number Core Periods = Average
Originally 342 total students / 18 core periods = 19.0 Average(9 periods x 20 students + 9 periods x 18 students = 342 total students)
Over Compliance
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The school-wide average is calculated by taking the total (duplicated count) of students per period, for each grade group and dividing it by the total number of periods for that grade group. To decrease the school-wide average, without a decrease in students, additional periods must be added. For elementary schools, this can be done by creating new classes or scheduling pullouts. This example shows how school-wide average would be calculated with one class running with 20 students and one class running with 18 students. Based on a nine core period day, there would be 342 students scheduled for 2nd grade. If you divide the 342 total students and divide it by the 18 total core periods, you will get an average of 19.0 students. Because compliance for the Pk-3 grade grouping is 18.0 students or less, the grade grouping average of 19.0 causes this school to be out of school-wide average compliance at the Pk-3 level.
Adding Pullout Classes – Overage Resolved
Example: Room Occupancy View
01-101
PRIMARY CLASSROOM
(K-3)
# of Stations: 018
5010043LA/READ GR 2
Occ : 20__________
Total Occ : 20
5010043LA/READ GR 2
Occ : 20__________
Total Occ : 20
5010043LA/READ GR 2
Occ : 20__________
Total Occ : 20
5010043LA/READ GR 2
Occ : 20__________
Total Occ : 20
5020030SCIENCE GRADE 2Occ : 20
__________
Total Occ : 20
5020030SCIENCE GRADE 2Occ : 20
__________
Total Occ : 20
5012040MATH-GRADE
2Occ : 16
__________
Total Occ : 16
5012040MATH-GRADE
2Occ : 16
__________
Total Occ : 16
5021040SOC STUDIES 2
Occ : 20__________
Total Occ : 20
5015040PE TCHR GRADE 2Occ : 20
__________
Total Occ : 20
01-102
PRIMARY CLASSROOM
(K-3)
# of Stations: 018
5010043LA/READ GR 2
Occ : 18__________
Total Occ : 18
5010043LA/READ GR 2
Occ : 18__________
Total Occ : 18
5010043LA/READ GR 2
Occ : 18__________
Total Occ : 18
5010043LA/READ GR 2
Occ : 18__________
Total Occ : 18
5020030SCIENCE GRADE 2Occ : 18
__________
Total Occ : 18
5020030SCIENCE GRADE 2Occ : 18
__________
Total Occ : 18
5012040MATH-GRADE
2Occ : 16
__________
Total Occ : 16
5012040MATH-GRADE
2Occ : 16
__________
Total Occ : 16
5021040SOC STUDIES 2
Occ : 18__________
Total Occ : 18
5015040PE TCHR GRADE 2Occ : 18
__________
Total Occ : 18
01-103
PRIMARY CLASSROOM
(K-3)
# of Stations: 018
5012040MATH-GRADE
2Occ : 6
__________
Total Occ : 6
5012040MATH-GRADE
2Occ : 6
__________
Total Occ : 6
Total Number Students / Total Number Core Periods = Average
Originally 342 students / 18 periods = 19.0 Average Over Compliance
2 Periods Pullout Added 342 students / 20 periods = 17.1 Average Meets Compliance
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If we take this same example and add 2 periods of a math pullout, we would change the school-wide average calculation. By removing students from the regular teacher and scheduling them with a pullout teacher, we decrease the number of students in the regular teacher’s room/period and create a new period to be included in the calculation. In this example we added 2 math pullouts. We removed 4 students from room 101 and 2 students from room 102. This decreases the number of students in those rooms for those periods. We then created 2 new periods for the math pullout with those 6 students scheduled. Those 6 students still have a full schedule and now we have 2 additional periods. So, for class size calculations we have the same 342 students, but now with 20 core periods. 342 students divided by 20 core periods gives us an average of 17.1 students, which is well within the Pk-3 CSR Grade Grouping Compliance Average Requirement of 18.0.
Elementary Departmentalizing Departmentalized schedules must be in place prior to
the beginning of the school year.• Any changes must be made in TERMS no later than August 26th
The teacher who is actually responsible for the student and subject must be accurately identified in TERMS for tabs to display correctly in Pinnacle.
No teacher or class should be in two places at the same time.
Each school may have a different scenario and will need to adjust the following example charts accordingly.
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Departmentalized schedules must be in place prior to the beginning of the school year. Any changes must be made in TERMS no later than August 26th. The teacher who is actually responsible for the student and subject must be accurately identified in TERMS for tabs to display correctly in Pinnacle. No teacher or class should be in two places at the same time. Each school may have a different scenario and will need to adjust the following example charts accordingly.
Elementary Departmentalizing
Period Homeroom 101 Teacher Assigned Homeroom 102 Teacher Assigned
1 Lang Arts for Section 101 Teacher #1 Math for Section 102 Teacher #2
2 Lang Arts for Section 101 Teacher #1 Math for Section 102 Teacher #2
3 Lang Arts for Section 101 Teacher #1 Science for Section 102 Teacher #2
4 Lang Arts for Section 101 Teacher #1 Science for Section 102 Teacher #2
5 Math for Section 101 Teacher #2 Lang Arts for Section 102 Teacher #1
6 Math for Section 101 Teacher #2 Lang Arts for Section 102 Teacher #1
7 Science for Section 101 Teacher #2 Lang Arts for Section 102 Teacher #1
8 Science for Section 101 Teacher #2 Lang Arts for Section 102 Teacher #1
9 Social Studies Section 101 Teacher #1 Social Studies Section 102 Teacher #2
10 Specials Specials
11 PE with HR Teacher Teacher #1 PE with HR Teacher Teacher #2
Example #1: Two Classes Being Departmentalized (11 Period Day)TERMS Elementary Scheduling Manual Example
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This is one of the examples for departmentalizing given in the TERMS Elementary Scheduling Manual. We can see each period being broken down by Subject, Section, and Teacher.
Example #2: Two Classes Being Departmentalized (11 Period Day)Color Coded Example
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This is a color coded example of departmentalizing. Here we can clearly see where students move from one teacher to another. Students must be moved in matching number of periods. This means if one group of students go to the Reading teacher for 4 periods a day, the other group of students must be with the other teacher for 4 periods as well to avoid overlapping or double scheduled periods.
This is an example of departmentalizing on the CSR website Period-by-Period view. With the first 2 classes, you can see the students correctly going from one room to another by looking at the number of students in each period. The next two rooms are not coded correctly. The first 2 periods are in red and show 40 students in each period. We also notice that the teacher in room 123 does not have any students showing in 1st or 2nd periods. The Room Occupancy View shown here will help show where students may be incorrectly coded to the wrong teacher or room. Note the 9th period Social Studies period where there is only one instance of a class, but there are 40 students, and there are no students in the room above. Reviewing the Room Occupancy Report and following the flow of students can assist schools in identifying possible incorrect coding in that room/period. These errors have an impact not only on Class Size, but Pinnacle and VAM as well, so it is imperative that all departmentalized classes be scheduled correctly.
Core Period-by-Period View
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Below the average summary is the period-by-period data for the school. This view displays the core classes in the school room by room, period-by-period, and what the class size is in each. Elementary schools will find it helpful to sort the Core Period-by-Period report by grade level so they can easily see where partially enrolled classes exist by grade level. Secondary level schools will find it easier to sort by course number to see like courses grouped together for the purpose of student placement. The first column in the Core Period-by-Period report will show you how many students over the classroom from compliance. Rooms that are shaded red indicate that the room is 10+ students out of compliance. The tendency is to focus on the 10+ classrooms as typically these are data entry errors, where two classes have been scheduled into the same room during the same period. However, each over-compliance period should be verified. The core period-by-period view will only show one line item entry per room per period. Recall that the CSR calculation will group the room based on the largest number of students per grade and course… therefore, in our example, it would appear that there are 41 students in the Language Arts class in period 4, room 19-1911. An easy way to verify this data is to click on the tab at the top of the screen and go to the Room Occupancy report. Another option is to go into TERMs and bring up the room in the C16 panel. Review the period-by-period information and determine if a data reflected for each period is accurate. If the data is correct, the school should consider what scheduling strategy(s) they can apply to the schedule to resolve each class that is over compliance. If continued non-compliance occurs, the school’s OSPA Director should be contacted to discuss a solution or any extenuating circumstances.
Room Occupancy View
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At the top of the period-by-period view is a link to the Room Occupancy View. This view is an easy way to verify room by room data. This view also provides a “real-time” view of the school’s master schedule by room. The primary purpose of the Room Occupancy Report was so that District staff could verify room usage information; however, we have found it is a great tool too for determining where double scheduled classes exist. Period-by-period information provided by classroom includes the: Course Number Course Title Student Occupancy per Course Number and the Total Occupancy - which is REALLY helpful when trying to determine if two classes might be combined together. In the example above, two core classes are scheduled in room 19-1911 during 4th period. The school will need to properly schedule the language arts class in the correct room. Classes that are in red are those that are out of compliance. Periods that are shaded green indicate that a classroom is available. Core courses are listed in black, and non-core in blue. Periods that are just shaded but don’t have a class listed indicate that possibly a special class has been scheduled all day (the period likely ends in 88). Keep in mind that if a core and a non-core course are combined together, that the class with the most students will count all the students scheduled in the classroom during that period. Therefore, if a math class (which is core) has 25 students in it, and there are also 2 students coded to Research (which is non-core) in the same period, and the same classroom, then there will be a core class total of 27 and it will be counted as a non-compliant core course.
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C16 – Double Scheduled Rooms
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When reviewing the C16 panel, only enter the building and room number so that all periods scheduled for that room will show up. The system is simply adding the number of students for a period and displaying it on the period-by-period view. In this example, there are two course numbers assigned to the same room and period, each with different teacher numbers. In this case, the one teacher was mistakenly scheduled in the incorrect room. To correct this, the room number needs to be updated on the C17 for that specific course and period.
C01 – Duplicated FISH Room Numbers
Issue: Over compliance periods not due to two classes scheduled in same room… but CSR Website still shows more students than are actually in the classroom.
Corrective Action: Check C01 panel for duplicate FISH room numbers. TERMS Room Numbers may not be the same as FISH Room Numbers. Duplicated FISH may be difficult to identify as they may be on different pages of the C01 TERMS listing. To verify there are no duplicated FISH Numbers, Press F10 to sort the rooms by FISH number. Only one record should exist for each FISH number.
Page 1
Page 2
F10Sort FISHSort Bldg-Rm
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Occasionally, duplicated FISH room numbers are mistakenly entered into TERMS. For example, here we see FISH room 186 listed twice. Once under TERMS room number 186, and once under TERMS room number 236. The State only sees FISH room number, so care must be taken to ensure both TERMS rooms are not being mistakenly scheduled. This situation would only apply in schools where the TERMS Room Numbers are not the same as the FISH Room Numbers. In the past, duplicated FISH room numbers may have been created due to classrooms having more than one entrance, or with many older schools, the actual room number signs in the classrooms may have been changed and TERMS was updated to reflect the same number. We also see many duplicate FISH with portables. The FISH number for portables is usually not as simple as portable 1, 2, or 3. So schools sometimes would create duplicate rooms in TERMS so that the simple name would show on student schedules. When duplicate FISH numbers are identified, school must decide which room number they would like to keep. Either one is acceptable, but only one should be kept. The other should be deleted by entering a ‘D’ in the action code. The room cannot be deleted if scheduling data is attached. All course and student records must be scheduled to the correct room and removed from the incorrect room before TERMS will allow you to delete the room. Care should be taken to ensure that the same FISH number is not used in the same period since the FDOE’s calculation totals the number of students per FISH Room Number per period, regardless of the class title or teacher count.
Ensure that the following data elements are entered ACCURATELY & in a TIMELY manner (ASAP): Facility Utilization Code entered on TERMS C01 panel for
Instructional rooms not scheduled in the Master Schedule –Due Friday, August 5th
Relocatable Reduction Plan in progress – Schools will be notified as their Relocatables are scheduled for
demolition Do NOT schedule rooms that are deemed ‘Unsatisfactory’
condition
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Facility Utilization
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Schools must ensure Facility Utilization Codes are entered in TERMS on the C01 panel for the student station rooms not scheduled by August 5th. The Relocation Reduction Plan is in progress and schools will be notified as relocatables are scheduled for demolition. Schools are not to schedule rooms that are deemed of unsatisfactory condition. **Think they did away with 5 year “Plan” and now review all portables on a yearly basis to determine what can be removed. Actual removal based on PPO availability and portables are not removed in the order they are identified. One school may have been approved 3 years ago and still have the portables on site, while another school may have just been identified earlier this year and have already had the portables removed. The way this is worded seems to imply all portables are being removed and we will tell you when. Also, the room condition does not show in TERMS. Schools do not have an easy way of determining if a room is unsatisfactory. They should know if a portable is scheduled for demolition, but some have been on list a long time and some are actually in good condition.
Room Utilization Codes
Input by School StaffA = Administrative Use (Storage, Facilitator office, etc.)
C = Construction
D = Demolition
E = ESE Self-Contained Classroom
F = Fee-Paid Use
I = Internal Suspension
M = Maintenance
R = Reserved for Adult Education
S = Student Use (Resource, Labs, Pullouts, Specialized magnet rooms)
T = Relocatable in Transit
U = Unassigned
Room Utilization Data (Terms C01) should be updated by August 5th
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Room Utilization codes are entered in the TERMS C01 panel for any unscheduled rooms and for ESE and Fee-paid rooms. These codes assist staff in making program placement and boundary decisions and should be finalized in TERMS by August 5th. All room utilization codes will be entered by school staff. Room Utilization Codes: A = Administrative Use (Storage, Facilitator office, etc.) C = Construction D = Demolition E = ESE Self-Contained Classroom F = Fee-Paid Use I = Internal Suspension M = Maintenance R = Reserved for Adult Education S = Student Use (Resource, Labs, Pullouts, Specialized magnet rooms) T = Relocatable in Transit U = Unassigned
Issue: All unscheduled rooms should be coded with a Room Utilization Code in the C01 TERMS panel.
Corrective Action: Go to the TERMS C01 panel and enter the appropriate room utilization codes ONLY on the rooms listed here.
Room Occupancy Report
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Rooms not scheduled show in two different views on the CSR website. On the Room Occupancy report, they show at the top of the page in orange. These are the rooms with student stations that are not showing with students scheduled. These rooms would need to be coded with a room utilization code on the C01 in TERMS. District guidelines encourage schools to schedule rooms with capacity first, then permanent rooms with zero student stations. Again, ONLY the unscheduled rooms listed here need to have a room utilization code entered on the C01 panel in TERMS.
Principals will schedule all classroom space using the following priority:
1. Permanent classrooms with student stations2. Relocatables with student stations3. Permanent classrooms with “Zero” student stations 4. Relocatables with “Zero” student stations.
#1
#2
#3
#4
Schedule these rooms -
Before these rooms -
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The Room Utilization view is designed to be a quick and easy way for schools to see an overview of their space utilization. Schools are encouraged to schedule rooms with capacity first, then permanent rooms with zero student stations. This view gives a simple breakdown of these rooms. The first section shows the rooms not scheduled with student stations. These are the capacity bearing rooms that should be scheduled first when possible. These are also the rooms that would need to be coded with a room utilization code on the C01. Just below that is a listing of rooms that are scheduled, but have zero student stations. Schools are able to use these rooms when needed, but are encouraged to use the rooms with student stations first as much as possible.
Issue: Rooms not in the master schedule should be coded with a Room Utilization code in the TERMS C01 panel.
Corrective Action: Go to the TERMS C01 panel and enter the appropriate room utilization codes ONLY on the rooms listed here.
Capacity Bearing Rooms Not Scheduled
Each room listed here should be coded in the C01 panel
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To view this page from the top, the first section displayed is the Rooms Not Scheduled with Student Stations. These are rooms that have capacity (student stations), but do not have students scheduled in TERMS. This is the same as the orange section at the top of the Room Occupancy view. Each of the rooms listed here should have a room utilization code entered in on the C01 panel to explain why the room is not scheduled.
Issue: Only E (ESE) and F (Fee-paid) rooms should be listed here.
Corrective Action: Go to the TERMS C01 panel and remove the room utilization codes ONLY on the rooms listed here.
Rooms Scheduled with Utilization Codes
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The next section is the Rooms Scheduled with Utilization Codes. This is a listing of rooms with students scheduled that have room utilization codes in the C01 TERMS panel. The ONLY rooms that should appear here should be the Fee-paid rooms (Coded with an “F”) and the ESE rooms (coded with an “E”). If the room has students scheduled, it does not need to be coded with S. School staff should remove the S codes from rooms that are scheduled, and only the ESE and Fee-paid rooms should show here.
Issue: Rooms with no capacity (zero student stations) have been scheduled in the Master Schedule.
Corrective Action: Review the Room Utilization Summary to ensure that there are no rooms with capacity (student stations) that could be scheduled. All zero capacity rooms should be scheduled last.
Rooms Scheduled with No Capacity(Zero Student Stations)
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The Rooms Scheduled with Zero Student Stations lists the rooms that are scheduled that do not have capacity. Schools are able to use these rooms when needed, but are encouraged to use the rooms with student stations first as much as possible. A school that is utilizing all of their capacity bearing and non-capacity bearing (or zero student station rooms) would be considered for possible programmatic placement or boundary change.
Room Utilization Summary
These totals are being corrected by I&T.
Corrective Action: No Action. Summary information only.31
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The Room Utilization Data Summary simply summarizes the number of permanent and non-permanent (relocatable) rooms with and without student stations. This data will be utilized by District Staff to identify possible space issues and determine program and boundary placement.
All Rooms Scheduled
Issue: Rooms scheduled should only have an E or F room utilization code. Each period is listed here with the total number of students.
Corrective Action: Go to the TERMS C01 panel and remove codes from scheduled rooms (except ESE and Fee-paid) and review the data by period. If periods are listed that exceed compliance, a resolution will need to be determined.
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The FISH rooms scheduled report simply lists each room with students scheduled in the Master Schedule and the total number of students in that room. It is provided as a quick reference for School Staff. Both core and non-core classes are listed here and no differentiation is provided. Generally, rooms should not show just 1 or 2 students. Rooms with only 1 or 2 students scheduled should be verified to make sure data is correct. Keep in mind, when scheduling ESE pullouts, having only one student scheduled to the class has a direct effect on the certification needed for that teacher.
Professional Development OpportunitiesCo-Teaching, Multigrade, & TERMS Training
MyLearningPlan is the district's new professional learning management system.Employees can login to view the Professional Learning calendar and register for classes.
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MyLearningPlan is the district's new professional learning management system. Employees can login to view the Professional Learning calendar and register for classes. These include professional development for co-teaching and multigrade as well as TERMS training opportunities. Classes are offered at various times throughout the year, so be sure to check the calendar in MyLearningPlan regularly for an updated list of available opportunities.
Critical Dates: July 15th – ALL student schedules to be POSTED in TERMS
July 25th – School Schedule /ReBudget /Staffing Data Review Begins
August 4th – Recommendations to Cabinet for approval
August 5th – Room Usage Codes to be entered in TERMS C01
August 24th – 3 Day DNE Withdrawal
August 26th – Schedules balanced (leveled) & All strategies applied
August 30th – Final Schedule /Rebudget /Staffing Review Conferences Begin
September 12th – All classes created, collapsed, balanced/leveled
October 14th – FDOE Survey 2 Date Certain Data Entry Due by 4:00pm
November 11th – Final Survey 2 TERMS External data submitted to FDOE by 12:00 p.m.
Next Steps
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The school’s first steps in verifying their data should be to review their class size data on the CSR Website. This is very important… as student schedules are in a constant state of flux, and seemingly insignificant changes can inadvertently result in data errors that can easily be seen in the CSR Website and corrected in TERMS. Please note that corrections made in TERMS will not show up until the following date in the main CSR Summary sheet and Core Period-by-Period view. Again, real time data is available in the Room Occupancy report. As questions arise, schools and staff are encouraged to contact the I&T Help Desk.
Additional Assistance
Topic Department Number
Class Size Reduction,Master Schedule Timeline Portfolio Services – CSR 754-321-2530
CSR Help Desk I&T Help Desk 754-321-0411
Head Start/ Early Intervention Head Start/VPK 754-321-1961
Staff Development Talent Development 754-321-5006
ESE Scheduling Exceptional Student Education & Support Services 754-321-3400
Blended Learning Innovative Learning & Arts Department 754-321-2630
Virtual Learning Broward Virtual School 754-321-6050
Florida Department of Education (FDOE) CSR site:http://www.fldoe.org/finance/budget/class-size/
Internal District CSR site - For use by District Staff ONLY:http://www.broward.k12.fl.us/casdl/csrdata
Public District CSR site:http://www.broward.k12.fl.us/classsize/
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If you have questions regarding specific issues, please refer to the listing provided. If you are not sure of the department, please call the I&T Help Desk and they can help identify the resources needed to address your concerns.
