03/27/2008

Chapter 17B: Assigning Homerooms

Assign Homerooms

Assign Homerooms if used at your school.  This is required for all Elementaries.

Homerooms may be assigned 4 ways:

1. Manual entry of Homeroom field on STUD
2. Automatically through on-line screen HOME
3. Automatically through on-line screen HROM
4. Automatically via batch job B104

**If Homerooms are assigned for the next school year before the end of the current school year, the next year homeroom should be placed in the NEW HOMEROOM field on STUD, leaving the HOMEROOM field as is.  Once you have finished the current school year, you can run batch job B104 to move the NEW HOMEROOM to the HOMEROOM field on STUD.

Define the homerooms for your school on this screen.  Homerooms cannot be used, unless defined here FIRST.

Example HRMS screen

NOTE: (IF USING B104)

1. If you plan to use B104 to assign homerooms AND

2. You are using B104 to assign homerooms BEFORE the start of the new school year, THEN

3. You will need to define all of the homerooms under two prefixes on HRMS.
        For example:  A110 and B110.

Example HRMS screen with prefixes for Homerooms

You should alternate the homeroom prefix from year to year.  For instance, if school year 01/02 used homerooms with prefix A, then school year 02/03 should use homerooms with prefix B.

If the assignments are to be based on student grade level, then also enter the designated grade for each homeroom on HRMS.

If you only use the HOMEROOM field on STUD, and you wait until the beginning of the school year to assign homerooms, then there is no need to prefix your homerooms.

Example HRMS without prefixes

Note: If homeroom assignments are based on student grade level, then you need to enter the designated grade level for all homerooms on HRMS.
 

Use Change mode to manually assign students to homerooms.

Example STUD screen Homeroom Field

On-line screen used to assign up to 20 students at a time to a new or current homeroom.  Assignments are made in ADD mode.  Homerooms can only be assigned to the “NEW” homeroom field if the school year is greater than the current P302 school year.

Example HOME screen

On-line screen used to assign/reassign a large number of students to homerooms for the current or new school year.

Example HROM screen

HROM works in CHANGE mode only.  Specify the school year for which you want to assign homerooms.  You can select all students, students by status, by grade, by old homeroom assignment, or by old homeroom assignment within grade. You can change the way students are presented to the system by selecting different sort options.  Sort options are by GRADE, SCHOOL YEAR, HOMEROOM, ID and NAME.  The system will tell you how many students were selected. Enter the number of students to be assigned and the new homeroom ID.  You may then choose whether or not to carry out the update.

Note:  When assigning homerooms through HROM for a future year, the system will forecast the student’s new grade, based on the current school year and grade.

The B104 is a batch program used to assign students to homerooms based on user-defined guidelines.
 

Example  of B104 screen 

A – In Alphabetic Order: Students will be sorted in alphabetical order by name and then assigned to the homerooms defined in HRMS.  Homerooms are assigned to students in the order in which they are displayed on HRMS.  Each homeroom will be filled to capacity before assignment begins to the next homeroom.

S – By Student ID: Students will be sorted in ascending order by student ID, then assigned to the homerooms defined in HRMS.  Homerooms are assigned to students in the order in which they are displayed on HRMS.  Each homeroom will be filled to capacity before assignment begins to the next homeroom.
 

R – In Random Order: Students will be sorted in random order and then assigned to the homerooms defined in HRMS.  Homerooms are assigned to students in the order in which they are displayed on HRMS.  Each homeroom will be filled to capacity before assignment begins to the next homeroom.

C – By Class According to P307:  Students will be assigned to a homeroom corresponding to the course ID and section specified on the P307 (Homeroom Assignment by Class) by the B104.  Each student must be scheduled or currently enrolled in one of the classes specified on the P307, in order to be assigned a homeroom.

·        Assign Homerooms on STUD to the Current (C) or New (N) Homeroom Field (C/N): Enter <C> or <N> to indicate whether homerooms should be assigned to the “Homeroom” Field, assigning homerooms for an upcoming term or school year, and wish to keep the student in his present homeroom for the balance of the term or school year.

·        Blank Homeroom for Unprocessed Students: Enter <Y> to blank homeroom assignment for students outside the specified selection criteria.  Enter <N> to preserve homeroom assignments for students outside the specified selection criteria.

·        Use Homeroom Records with a Prefix of: Enter a prefix as defined on HRMS records corresponding to each homeroom.

·        Assign Homerooms for Students with no CLIS/REQU (Y/N): Enter <Y> or <N> to indicate whether or not homerooms are to be assigned to students who are not currently enrolled in or scheduled for any courses.

·        Assign Homerooms as per Above Parameters (A) or Move New Homeroom to Current (M) (A/M): Enter <A> or <M> to indicate whether this run of B104 will be used to assign homerooms or merely to move the new homerooms from the field “NEW” on STUD to the field “HOMEROOM,” also on STUD.

·        Move Blank Homerooms: This parameter is used only when the “Move New Homeroom to Current” option is selected.  Enter <Y> to move new homerooms that are blank, to current.  Enter <N> to preserve the current homeroom when the new homeroom field is left blank.

NOTES:  Alpha or Random Homeroom Assignment – If the GRADE field on HRMS is filled in, only students in that grade level will be assigned to the homeroom.  If it is not filled in, students from any grade level will be assigned.  Grade level is an all or none situation.  If you define one homeroom with a grade level, all homerooms must be defined with a grade level for proper assignment by B104.  Each homeroom is filled to capacity starting with the first one listed on the HRMS screen.
 

Homeroom Assignment By CLASS:

Students will be assigned the homeroom corresponding to a specific course ID and section specified on P307.  (Ex. If the first period class is to be the homeroom)  A student will only be assigned a homeroom if he is enrolled in one of the classes specified on P307.

P307 – Homeroom Assignment by Class

P307 must be set up prior to submitting B104 for homeroom assignment by class.  This parameter is used to define the courses and corresponding sections that are to be used in conjunction with B104 to assign homerooms.

Example P307 screen

Note:  Students who are inactive and do not take any classes will not be assigned to homerooms.  Their homeroom field on STUD is left blank.  Manually assign inactive students to homerooms using STUD or HOME.

R201 – Homeroom/Division List  R201 provides a roster and/or address labels of students in alphabetic order by current or new homeroom.