School Info

School divisions are managed under Admin > Maintenance > School Info. To access this page, you need the Admin Full role.

School Name is the name of the division as it appears in the drop-down selection and on various reports.

Campus is a field to track locations. This is a data only field and has no impact on students, grading, or reports.

School Type specifies whether the school is semester or trimester based. This is important for marking period info, scheduling, attendance, and reporting. Note: Do not change this without consulting PCR Educator.

School Year is the current school year. Note: Do not change this directly. Instead, use the close of school year process.

Admissions Year is the year that admissions is working with. The admissions screens default to showing inquiries and applicants from this year forward. Usually, this is one year ahead of the current school year, but depending on the needs of the admissions office and the time of year, this field may match the current year or be two years ahead of the current school year.

Report Heading 1 is a heading that appears on progress reports, report cards, and transcripts. The exact placement and style depend on the report, but usually this heading is at the top of the first page in the center.

Report Heading 2 is a heading that appears on progress reports, report cards, and transcripts. The exact placement and style depend on the report, but usually this heading appears just below Report Heading 1.

CEEB traditionally refers to College Entrance Examination Board code; however, this code may be used as a generic school identifier. In the case of BC Canada schools, this field is for the school code.

Gradebook Totaling determines how the grades are calculated throughout the year. Note: Sometimes semester schools have 2 reporting periods rather 4 reporting periods. In this case, they only use marking periods 2 and 4. Grade totaling is a separate consideration. Note: Do not change this after grades have been reported. Gradebook Totalling options are:
-Marking Period means that each marking period is treated as a distinct grading entity. Only assessments appearing in that marking period count towards that marking period grade.
-Term means that the grades rollup for each term for a Semester based school. Example: the Semester 2 grade is based on all the assessments for marking periods 3 and 4 as if a single grading period.
-Year means that the grades rollup for the entire year. Example: The Trimester 3 grade for the year is based on all the assessments for marking periods 1, 2, and 3 as a single grading period.

Student Include All means the include all checkbox defaults to checked when visiting the student screens. This is for student lists only and does not affect inquiry/applicant lists or re-enrollment contract of forms lists.

Address, City, State, Zip, and Country determine the address as it should appear on Progress Reports, Report Cards, and Transcripts.

Phone, and Fax are the school numbers that appear on Progress Reports, Report Cards, and Transcripts. These fields may appear on other reports as well.

Online Selection End Date controls the last day for online student selections. This field may be overridden by an Online Selection End Date for individual students.

Online Selection Rank Type controls how the ranking works for student selections.
-Within Department means that selections in each department are ranked separately. The result is that all departments which require a rank will have at least one course of rank 1.
-Within Student means that all the student's selections are ranked across all their selections. There is a single rank 1 selection, a single rank 2 selection, etc.
Note: Alternative Courses have their own ranking within their primary course.
Note: The Course Selections (Tree) and Course Selections (Grid) CMS widgets for student selections have additional settings which further control how rankings are specified.
Note: Departments have a Rank Selections setting determining whether courses are ranked or not. If the department Rank Selections is turned off, no dropdown appears showing a rank option and all courses selected within the department receive a rank of 1.

Course Repeatable changes the default prerequisite behavior when students make course selections. If checked, courses are generally repeatable, unless there is a specific prerequisite on the course limiting repeatability. If unchecked, courses are generally not repeatable unless there is a specific prerequisite on the course permitting repeatability

Schedule on the Fly enables a screen for creating schedules by entering meeting times. This is typically only ever used by elementary schools who have custom schedules for teachers which do not fit any particular pattern and cannot be recorded easily as Period Codes. Instead of entering blocks and period codes, you type in the times a course section meets. Note: Using Schedule on the Fly may cause Scheduling > Blocks > Block Grid as well as various grid style PDF reports to be incomprehensible. Note: Checking this enables a second option called Schedule on the Fly Type.

Schedule on the Fly Type determines how the blocks are created in the system when Schedule on The Fly option is used. When Schedule on The Fly option is checked, the blocks and period codes are created by the system as opposed to by the users. Therefore, Schedule on the Fly Type controls how the system creates such blocks:
- Reduce Number of Blocks reuses and reduces the total number of blocks in the system. This option makes the blocks easier to understand and manage - however, student, teacher, and room conflict detection is not reliable as cells of day may not match up. Also, if you initially schedule 2 teachers for the same time, and later change the time for another teacher - since they both originally shared the same block, they are both moved.
- Reduce Overlaps splits blocks apart so that when times overlap, multiple blocks are created. This option is more technically correct from the system's standpoint for conflict detection based on day of cycle and cell of day but may lead to a largely incomprehensible block schedule.

School Logo is the logo that appears on Progress Reports, Report Cards, Transcripts, and other reports. Note: The recommended size for your logo is between 100px by 100px to 200px by 100px. Note: This image is used to print on some PDF reports (usually in the upper left corner) and is approximately 1 inch high. An attempt is made to resize your logo to this height and width to maintain the original aspect ratio.

Grade Levels are the grade levels enabled for this school division.

# of Seats is used to assign the number of available seats per grade level. This number can later be used to compare the number of available spaces and the number of enrolled students, for example to determine how enrollment compares to the school capacity. The “Student and Inquiry Totals” widget available on the Admissions -> Dashboard uses # of Seats for its calculations.

Note: Your access to different divisions as is controlled by the security configurations for your user. If you cannot access a particular school Division, someone with Security Full access needs to adjust your user settings.

Note: The main school address can be different than the billing address as used by finance.

Schedule Demo

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