Expanded Learning Program Tracking

Expanded learning program rosters can be setup in SchoolWise for tracking attendance and/or meals.

“Expanded learning” means before-school, after-school, summer, or intersession learning programs. This can include your After School Program (ASP), After School Education and Safety Program (ASES), or Expanded Learning Opportunity Program (ELO-P).

Rosters

Click here for general information on course setup.

Option 1: If you only need to create an expanded learning class roster without tracking attendance, or meals you can create an Activities list instead of a course. 

Option 2: To create an expanded learning class roster for tracking attendance and/or meals, you must create an academic course section with positive attendance enabled and enroll students. 

• If you don’t need to track attendance by grade level, you can create one academic course with one section. All enrolled students will be included in one roster for attendance.
• If you need to track attendance by grade level, you can create one academic course with separate sections for each grade level (use the Section Local ID to identify the grade level). Each course section will have separate rosters for attendance.
• The Course State Code (CBEDS Code) should be set to 6012 for the course section(s) as courses with a 6012 CBEDS Code are excluded by SchoolWise from CALPADS extracts.
• “Positive Attendance” must be enabled in both the Course Section Defaults tab and in each course section.
• Use Period 9 for the course section(s) as this period filter is used in many reports for expanded learning and after school program attendance tracking.

See below for course setup screenshot examples. 

Attendance Tracking

• Click here for general information on attendance recording.
• Daily attendance can be recorded in the Desktop SIS Attendance form or in Teacher Gradebooks (web). 
• A new day type option has been added to the school calendar for “Non-ADA Attendance” which allows you to take attendance for expanding learning programs during weekdays when normal school is not in session.
• Meals can be scanned on any day (in session or not in session) if this option is enabled (desktop application registry editor).
• If desired, Teacher Gradebooks can be setup to track hourly attendance with check-in and check-out times.
• If desired, Teacher Gradebooks can be setup with a digital signature requirement for student pick up.
• Note: The web foundation module is required to utilize teacher gradebooks.
• Note: Parents can also check their child’s attendance history from their parent portal.

Hourly Attendance Tracking

Contact SchoolWise support to setup hourly attendance tracking for specific teacher gradebooks (course sections). The hourly attendance function must be enabled manually every year for specific course sections.

The teacher records the check-in time when each child arrives and the check-out time when each child is picked up. This records the times each child is there and the system calculates the hours.

The default class start time and class end time is set for the course section when hourly attendance is enabled. The class start time and class end time can be changed for a specific date by clicked the Class Times button.

Check-in time defaults to the normal start time of the class. Check-out time defaults to the current time when the button is pressed. Press the button again to specify a different time.

At the end of the day, after everyone is picked up, press the Set Day Complete button.

Digital Signature

We can also add a digital signature requirement to your district options to record student pick up records in the teacher gradebooks.  

Attendance Reports

Web Reports

The following web report captures hourly attendance data with check-in and check-out times from teacher gradebooks: After School Positive Attendance Times.

Desktop SIS Reports

The following desktop reports capture attendance data: 

• After School Hourly Positive Attendance (uses the default class minutes, not the actual check-in & check-out times)
• After School Positive Attendance Daily Count
• After School Positive Attendance Student Count
• After School Daily Sign-In Sheet
• After School Weekly Sign-In Sheet
• After School Weekly Sign-In Sheet w/Pickup Time
• After School Weekly Sign-Out Sheet
• Hourly Positive Attendance (uses the default class minutes, not the actual check-in & check-out times)
• Hourly Positive Attendance Totals (uses the default class minutes, not the actual check-in & check-out times)
• Monthly After School Attendance Sheets (negative attendance)
• Monthly After School Positive Attendance Sheets
• Monthly After School Teacher Verification Forms
• Period Attendance
• Positive Attendance Daily Present Count
• Positive Attendance Present Count Export
• Positive Attendance Student Present Count
• Weekly Teacher Verification Positive Attendance

Expanded Learning Program Automatic Billing

Automatic billing may also be possible for schools that utilize our online payments system. Contact SchoolWise support for more information. Click here for general information regarding the online payments system.

Once attendance has been taken and the day is marked complete, then the billing process will apply the billing for all course sections marked completed for that day. The system has all the time information for each student, and also knows which students (if any) were picked up late (if checkout is after the defined cut-off time, then a late pickup fee can be added). The billing process uses the time info to calculate the charges for the day. Then each night or each week, depending on rules configuration, an automated routine runs on the server to read all the hours, and generate a bill. 

Bills are not sent to parents! Parents can view their account balance and transactions online directly from their parent portal. If you subscribe to the optional online payment system, then parents can pay their account balance online directly from their parent portal with PayJunction. 

If you subscribe to the optional Parent Alert system, an alert can be set up (text/email only or phone/text/email) to remind parents that they have a negative balance owing below a certain level.

Staff admins can also view the student account summary from the Parent tab on the web user list.

Parents can also check their child’s attendance history from their parent portal.

Expanded Learning Program Automatic Billing Rules

Billing rules are highly customizable. You can have simple hourly rates, flat daily rates, flat weekly rates, block rates, late-pickup fees (per minute late), and weekly optional minimum and maximum charge limits. Charges need to be calculated and charged daily or weekly. 

To set up class section billing rules, we need to know:

• The normal start & end time of the class.
• Hourly rate, flat rate per day/week present, or block billing (<x hours/day = $y1, >x hours = $y2) 
• Late pickup fee (default is $1/minute) 
• Special rates (if applicable) for free/reduced meal program status, staff rates, or family discounts for >1 family member. 
• Are there weekly min/max $ caps?

Automatic Billing occurs on Friday. 

• With manual complete, the Set Day Complete attendance state must be set to complete for each day of the week. 
• With auto-complete, flat rate billing can be used based on the course section enrollment instead of attendance. A top level billing rule property can be set for “AutoComplete”. If present and set to 1, the billing process will treat all current or past dates as complete, regardless of the Set Day Complete attendance state setting. If the course sections are set to auto-complete, then billing will go through Friday morning. The enrollment status at billing time (Friday – morning for auto-complete, or when marked complete for manual) will be used to bill for the week. Students should not enrolled in more than one section, or they will be billed for more than one section. If students change sections a lot, auto-complete should not be used. With auto-complete, section enrollment records need set correctly before 8am on Friday when billing starts. 

Accounting Reports (Desktop Report Explorer)

If your school uses our accounting system, use the 'Special - Accounting' reports that use non-cafeteria data from the Accounting form.

If your school uses Actions for billing of after school program related fees, use the 'Special’ reports which include several After School reports.