Congratulations, you’ve gotten your school set up to use ClassReach!! Now, it is time to begin setting up for the school year. Here is where you will be able to dictate how your school year will progress. Do keep in mind, many of the steps mentioned below are permission based steps, if you are not a Super Admin for your system then you may not see some of the options mentioned. It is important that you ensure you have all the needed permissions to set up your school appropriately. If for any reason you are unsure of an option, then please reach out to our support team by submitting a ticket here: ClassReach Support
Before Getting Started:
- If you will be having someone else assisting you with the setup process then you will need to ensure their account is set to Super Admin. To do this: view their profile and then use the Edit Permissions button to assign them as Super Admin.
- Once grades start being input for the year then some of these options will no longer be able to be changed within the interface. To avoid many frustrations, please ensure that you utilize the system in the best way for your school. If you are unsure on how to best do that then reach out to our support team!
Steps for Setting Up for the School Year
Academic Terms and Grading Units
- Create Your Academic Terms: Your academic terms will dictate how long a section lasts. If you would like a single grade for a class that starts at the beginning of the school year and goes to the end of the school year then you probably only need one academic term. If you would like a set of grades for the Fall and separate set of grades of the Spring, then you may need two academic terms.
- Create Your Grading Unit Groups: Grading Unit Groups allow you to break up an academic term into small checkpoints. These are especially good for progress reports and such. For example if through the year you have four quarters within your class then you may need to set up a group with four units, one for each quarter.
Some examples of the most common set ups for Academic Terms and Grading Units:
- A school that has classes that run a full year, would like a single final grade at the end of the year, and needs to send progress reports every quarter would have:
- 1 Academic Term: 2019-2020
- 1 Grading Unit Group broken into four parts: 2019-2020 Grading Units
- 1st Quarter
- 2nd Quarter
- 3rd Quarter
- 4th Quarter
- A school that has classes that run all year but have some that are only a single semester, prefers a Fall average and a Spring average, and sends progress reports home every quarter would have:
- 2 Academic Terms: Fall 2019 and Spring 2020
- 2 Grading Unit Groups:
- Fall 2019 Grading Units
- Spring 2020 Grading Units
Setting Up Your Classes
- Create Your Gradebook Settings: When it comes to grading, there are two main routes you can take as an administrator. If you have a specific way you would like grades to be handled, then you can create Gradebook Settings and assign them to your sections. You can use Custom Gradebooks if you would like the teachers to manage how grades are handled. Custom Gradebooks will allow the teacher to edit the gradebook however they would like.
- Create Your Sections: Sections are the specific classes that are offered for each Academic Term. You can offer multiple sections for a course each term, i.e. if you have too many students to fit them all in one Algebra 1 class, you’ll create two different sections for Algebra 1. For each section, you’ll set meeting days and times, teachers and students, as well as gradebooks.
- When enrolling your students into sections: You can either enroll them from each section via the Add Student dropdown, or by using Quick Enroll from the People tab. For Quick Enroll, go the People tab, filter down to the proper students, check the box next to each student enrolling into specific sections, then use the Action dropdown to select Quick Enroll. Here you can add all the selected students into multiple sections at once.
- If you are not seeing specific students as an enroll option then check the student’s profile to ensure they are enrolled in an Academic Level for that Academic Term.
Financials and Registration
- Set Up Course Registration Process: You can set up registration processes to allow for your students and/or parents to enroll in their sections. There are many options and settings to help make this as suitable for your school as possible.
- Set Up Offered Courses: Offered Courses are the sets of courses that your students and/or parents will have to choose from. This step should be done along with the registration process above.
- Create Accounts and Categories: Accounts and Categories allow you to designate what charges are for. These should go in line with your invoicing/payment plans in the following step.
- Create Invoicing and Payment Plans: These will dictate how often your customers are charged. Most schools have a Scheduled Invoicing Plan with a couple different options for paying tuition. Then an Incidental Invoicing Plan that allows for charges throughout the year, for example, t-shirts, field trips, etc.
- Enroll Your Customers: Now it is time to enroll your families/students into your financial suite. This will allow them to choose their payment plans and you can set up your charges and collect payments!
You are ready to start managing your school year! You should be able to enter grades, add charges, and run reports at this point. We encourage you to look through the rest of our documentation to explore the various options and features that you can take advantage of to streamline your operations. The documentation covers many of the tasks that will be required in the day to day operations of your school. And as always, never hesitate to reach out to our Support Team!