Studyo for Schools – Administrator guide

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Administrator Guide

Providing your data for Studyo

Overview

Overview

With Studyo 4, it is now possible for schools to manage their own configurations. This means you can modify your yearly calendar, edit sections and manage users.

You can also always rely on our Concierge service, provided as part of every deployment of Studyo, Tom make the changes for you if you prefer.

For more advanced operations, such as importing data, the Concierge service is the only way to go.

How to provide your schedule data

In order to set up your Studyo for Schools configuration, your School or District must provide the raw data for class schedules and calendars as well as teacher information.

No student data is required.

Here is an overview of what needs to be provided:

  • A copy of the Yearly calendar (PDF, web) displaying your rotating schedule (blocks or days) if any, holidays and special events that affect classes.
  • Daily bell times (times of each period, lunch, # of periods per day, etc). Multiple day structures may be supplied if different days or levels of students require variations of the schedule.
  • An export of Schedule information in the appropriate format (CSV), see below
  • All Teacher names and emails in the appropriate format (CSV).

With this data, Studyo will build the configuration and provide the following:

  • A “School Code” for all the users of your school (same code for all students and teachers)
  • Teachers are automatically linked to the configuration matched by email when using the iOS app

Connecting students and teachers (overview)

  • Students enter the school code and create an account, or log-in using their Google account (or LTI account)
  • They then select the appropriate sections from the configuration screen. They can go back and modify their choice if they switch classes.
  • Teachers are automatically connected when they create a Studyo account using the school email, or use Google authentication if their Google account uses the appropriate school email.

You can view the Student and Teacher user Guide here to explore the process.

This site contains many Tutorials explaining this process as well.


Export file specifications

Below is a list of the fields we need to build a Studyo configuration. Our sophisticated extraction tools allow us to take any raw file containing this information wether it is in individual fields or even characters within a field.

You need not spend any time manipulating your raw data. Our team will be happy to work with you to put a simple process in place so you don’t have to do anything other than export your files.

We also offer a secure SFTP server for you to upload files automatically from SIS systems such as PowerSchool.

1. Teacher list

Description The teacher list is a simple 4-column file which is used to automatically link teacher accounts to their schedule information.

Format We prefer CSV files (tab-delimited files have proven to be less problematic).

The required columns are the following (the name of the column is not important but a header should be present to avoid confusion).

REMEMBER: We need the underlying information. If you system exports Full names, we can split it on our end.

TeacherID A Unique ID for this teacher in your admin system so that we can match them to their sections. Watch out for Ids starting with «zero as they sometimes get stripped by Excel. As long as they are the same in the Sections export, they can be present or not but must remain consistent across imports.

Last Name The teacher’s Last name

First Name The teacher’s First name

Email The teacher’s Email (used for matching accounts to the configuration)

 sample-teacher-data


2. Schedule data

Description The Schedule data consists of a 12-column file which is used to automatically build each section’s schedule so that students and teachers with this section will see all the appropriate periods in the proper time slot.

Again, the following is a description of the raw information we must be able to extract from your files. Do not worry about the order or if the required data is within a combined field. i.e. “grade level” could be the “7” in the sectionID MAT101-0722 as long as you tell us where to get the information.

Format This file uses the same specifications as the teacher file (CSV)

The required information is the following (the name of the column is not important but a header should be present to avoid confusion). Again, the data can be within common fields as long as you tell us what to look for.

SectionID A unique identifier for each section as defined in your admin system. This, like the teacher ID above, has to be unique to each section and NOT change between exports so we can update information upon a re-import. We often use a combination of the RAW “Subject code” and add the Group number. i.e. MAT722-01

TeacherID The teacher unique ID as defined in the Teachers export file.

Section Title The name of the section as it will appear in Studyo. Normally, this is extended by the Group number automatically in the app, but you may opt to combine other info here.
We recommend ensuring that these names be as short as possible for clarity.

Level The grade level this section is intended for. You can use this column to instead provide another way to group your sections, such as department name. This is optional.

Group/Section # The section’s identifier for the group. For example, in Geography 203 – 03 the 03 could represent the third group for this course. This is a way for students to quickly identify common courses when they share a same group. Sometimes, these are used with a homeroom number.

Associated groups (Optional) If you wish, you can add other group numbers separated by the slash « /» character to allow for an elective course to also appear when sorting by group #. If a student is in group 33 (or homeroom 33), any section with « 33 » in this field will also appear when sorted this way. (i.e. « 31/32/33 » for electives that may contain students from groups 31, 32 and 33)

Room The room for this occurrence of the course

Cycle Day The cycle day for this occurrence of the course. i.e. (day 5). Only the digit is required.

Day of week (Optional) Supersedes the cycle day.
The day of the week for this specific occurrence of the course (0-6 with 0 representing Sunday)

Specific date (Optional) Supersedes the cycle day and Day of week.
The specific date for this occurrence of the course (YYYY/MM/DD)

Period The period tag for this occurrence of the course. If you day is split into numbered periods, the digit. If your days are based or blocks, the letter for the block. Custom tags can be used if the configuration include these tags as well (i.e. « L » for a lunch period which is not counted in the number of regular periods.

Sample Schedule data for 2 sections (colors used to emphasize two sections as well as a room change for a specific period)

sample-section-data


 Single line schedules

Some School Information Systems export data in single line patterns instead of one line per section meet.

So instead of having one line for Day 1, Period 3 and a second for Day 2, Period 4, they would present something like:

1-3, 2-4

or, some systems also use a system called Arrangements, which describe complex patterns using a table:

A 1-1 2-2 3-3 4-5 6-1 (this yield Pattern A-1 = Day 1 period 1)
B 1-2 2-3 3-4 5-5 6-5 (Stating just “B” would mean all these combinations
C 1-3 2-4 3-1 4-1 5-1
So a schedule entry could contain  A,B2,C2-4 which could mean the following periods:

All of a = 1-1, 2-2, 3-3, 4-5, 6-1 + Only B2 (2-3) + C2 to C4 (2-4, 3-1 and 4-1)

result: 1-1, 2-2, 3-3, 4-5, 6-1, 2-3, 2-4, 3-1, 4-1

Talk to us, it’s included

Whatever your system’s approach, Studyo can extract the appropriate information.

Our team will gladly look at a sample raw export and with a short discussion, should be able to build a translation plug-in if one doesn’t already exist, at no additional cost.

Architecture Overview

Studyo Configuration Architecture

A Studyo Configuration is made up of multiple parts which interact together. Here is a description of each of these components:

Calendar

Comprised of all the regular and school days, the calendar is where schedules (bell times) and Special days meet. Every Calendar contains a Cycle of days. Although some schools might have the same schedule every day, most schools have at least a Day A/Day B kind of schedule where c;asses vary every second day, or a Week A/B pattern where the schedule varies from week to week. Other schools have a rotation of 6, 9 or 12 days or any other number of days. Each day has the potential to have a different sequence of classes for students.

Schedules (Bell Times)

On any given day, a Schedule is applied. This can be the same every day or vary in various ways. A Schedule typically has a number of periods (1, 2, 3… or A, B, C) and a class’s schedule will be defined as occurring on a Day/Period combination (i.e. 7th Grade Math with Professor James occurs every Day 1 at Period 2, where Day 1 is the day of the Cycle and Period 2 is the period named 2 on that day). Studyo can apply Schedules based on the day of the week, the Day of the Cycle, a specific date, the day of the week, or combinations of each. The resulting complete schedule takes all this into account.

A configuration can have as few or as many Schedules as required. Some schools have a single set of bells, others use a variety of bell times based on their needs.

Studyo creates some basic Schedules for you to represent a Regular school day’s bell times, and another for days without classes containing generic AM, PM and Evening periods.

Schedules can be applied directly to week days, Cycle days or specific dates. Very often, they are applied to Special Days to affect bell times on these days.

When a school has a specific schedule every Monday which is different from other days, a schedule would be applied to Mondays, but if there is a special event which requiers changes, such as an early dismissal, fewer periods or other such changes, a Special Day with its own Schedule might be the way to go.

School Days and Regular Days

Every calendar starts off with only regular days, which have no special characteristics. Studyo automatically sets-up School Days by applying a schedule named Regular to all weekdays. You will see this by hovering over the day titles at the top of the Calendar. This should display which schedule is applied to weekdays (notice the “sch:” prefix in the popover, meaning a schedule is directly applied).

In order for weekends not to count as part of the cycle, a Special Day called “Weekends” which is defined not to have a cycle day is automatically applied to Saturday and Sunday.

Special Days

When a Special Day is dragged on a specific day, Studyo verifies if it should affect the cycle of days based on the Special Day’s characteristics. It will then affect the specified day in one of the following ways:

  • Skip the Cycle Day and shift it to the next day (3, ___ , 4, 5, 6, …)
  • Skip the cycle day and Preserve the sequence (3, ___ , 5, 6, …)
  • or Reset the sequence starting with the selected Cycle day and continue from there (3, _2_ , 3, 4, 5, … )
  • A Cycle day can have No Cycle Day, or set a specific Cycle Day, combined with the above behaviors.

A custom title, icon and color can be displayed as well.

You can apply Special Days to Cycle days, Weekdays, or directly to specific days.

 

Calendar and Schedules

The Meta tab

This is where you can set the First and Last days of school as well as set the number of days in the Cycle.

Applying elements to the calendar

In order to apply a Schedule or SPecial Day to any part of the Calendar, you Drag and Drop that element onto the appropriate part of the Calendar.

For example, you can Drag a Schedule from the Schedule Tab onto the Week days at the top of the calendar or you can drag a specific Special Day onto a specific day of the calendar.

Removing elements from the calendar

In order to remove elements from an area of the Calendar, you must Drag the “Drag on Calendar to remove” item to the element you wish to clear. At this time, this removes ALL characteristics from that item, meaning that you will have to drag all the required items again if you had more than one applied.

Future version of the console will allow you to selectively remove elements.

If you drag a schedule directly to an element, you may not control its appearance or add a title to it. More importantly, you cannot influence how this affects the cycle. We recommend using Special Days with a schedule instead. Most often, this is the appropriate choice, unless you are only affecting the schedule and nothing else.

Importing Schedules

Some schools have very variable bell times throughout the school year. It may be easier to import such lists, so we are providing instructions to create a .csv file which may be imported.

Headers

A Schedule import file should have the following 4 columns:

Title    Period Tag     Start Time     End Time

Here is what they mean:

Title: The name of this Schedule. Will only be visible to the Studyo Administrator. Important: Please repeat the title for all entries in the schedule.

Period Tag (Important): This is how the period will appear in the App and web App. It must match the period that is used in your Schedule Data.

Start Time and End Time: The start time and end time of each period formatted in 24h notation (hh:mm)

Importing Special Days

Some schools may have a long list of Special Days they need to display within Studyo. We recommend focusing on key items which affect the schedule in order as to not overwhelm the user with too much information, but it is possible you have an existing list of items you wish to import. Here is how to create a file for importing these.

The process is the same as for Schedules, each header item is described below.

Title    Cycle Day    Cycle Day Effect    Symbol     Symbol Color Index    Is End of Term      Schedule Title

Title: The Special Day’s title as it will appear to the user.

Cycle Day: One of the following values:

  • Empty (Doesn’t affect the Cycle day)
  • 0 (Zero, No Cycle Day on this date)
  • 1, 2, 3, … (the specific Cycle Day to apply on this Special Day)

Cycle Day Effect: One of the following values:

  • Insert (Shift the cycle day to the next day)
  • Sequence (Replace the cycle day which should occur on the day)
  • Reset (Restart the cycle starting with this cycle day)

Symbols: One of the following values:

  • square
  • star
  • upendedstar
  • symmetricstar
  • hollowsquare
  • seal
  • openbracker
  • closebracket
  • circle

Color Index: One of the following:

Is End of Term: Indicate if “TRUE”

If the special day must be used as an End of Term marker, meaning it will be used to calculate the number of days until a term, then use the word “TRUE” in this column.

Schedule Title: Enter name of schedule.

If a specific schedule must be used for this day, enter its name exactly as it appears in the Schedule Tab.

Notes on Exporting from Excel

When exporting a list from Microsoft Excel, it is best to use the following format:  CSV UTF-8 (Comma Delimited)

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