Class Scheduling in LACES
Users can now create class schedules for both face-to-face and asynchronous instruction. Not only can schedules be created during Class Intake and within the Class record, they will also be included in a new Additional area called All Class Instruction. Three new Reports have also been added to the Class area, which provide local and state agencies printable schedules, as well as the ability to compare scheduled instruction versus actual instruction for deeper program analysis.
First, to create a class schedule, make sure you are in the Class area. While creating a new Class, you will have the option of checking whether you want to add Scheduled Instruction, Asynchronous Instruction, or both. Checking the boxes will activate all fields. Instruction Type, Start Time, and Duration in Minutes are all required. Note that at least one day of the week must be selected but multiple may be selected. Optional fields will be helpful for more in depth reporting, especially when comparing the schedule to actual attendance. Instruction Type includes In Person or Virtual as face-to-face options. Start time can either be selected via dropdown or typed in as a text value. Duration in Minutes should be the estimated number of minutes for each class session. Note that the Estimated Hours Per Term uses days selected, duration in minutes, and the number of weeks per class to calculate an estimated Hours Per Term. Once again, optional fields might be helpful for internal reporting. Please note: Scheduled Instruction may be required on Class Intake if your State Agency has requested specific schedule related fields be required. Schedule records created during Class Intake are then housed in two new panels, Scheduled Instruction and Asynchronous Instruction.
Creating an Asynchronous Instruction schedule requires many of the same steps; however, fewer fields will be necessary because of the more open framework of asynchronous instruction. Instruction Type and Hours Per Week are the only required fields, but note that Estimated Hours Per Term is still a calculated value based on weeks per class and hours per week.
To update the Class schedule or add new schedule records, go to the Class Data tab of a newly created Class or existing Class record. To add face-to-face scheduled instruction, expand the Scheduled Instruction panel and click the Add button. After adding or editing the Class schedule and clicking Save, all completed fields will display in the schedule grid. Please note that multiple records may be added. For example, if the Class has both In Person and Virtual face-to-face instruction, a record should be added for each.
Please note: Instruction Types for both Scheduled Instruction and Asynchronous Instruction are Choice Lists and may be customized by users. Please reach out to Tech Support if you wish either Instruction Type to be standardized across all Agencies.
It is important to note that scheduled hours do not impact hours earned by Students nor the data entry of hours earned.
Once you have created your class schedule(s), you can view the schedule records in a new area called All Class Instruction. Find this area by hovering over Additional from the main area grid and select All Class Instruction. Once there, you can filter and search within fields related to the created schedule records.
Migration of Scheduling Fields
As part of the new feature, several old fields that were related to scheduling (for example, selecting a day of the week or time of day) have been migrated and repurposed for the new Class Scheduling feature in the aforementioned Class Instruction and Asynchronous Instruction panels.