District 100 Knowledge Base (Admin and Clerical)

    Start of School Year Schedule Review SOP

    Updated 9/16/21

    1. By the 10th day, have a schedule that meets the 70/30 balance requirements

    2. By the 10th day, remove students from the schedule who no longer attend school in the Belvidere School District

    3. Provide accurate enrollment information to our school board

    4. Minimize the need for course sections

    5. Attendance data for Federal Grant formulas


    Reference: 

    BEA Collective Bargaining Agreement, Remedial Math MOU (page 154)


    Article XVIII Section 4: Section 4. Special Education.

    The District will work to ensure that there is adequate staff available so that services

    required under student’s IEP’s can be provided at the requisite level of intensity. The

    district will not exceed class size guidelines recommended by the State of Illinois for

    special education classes.

    1. 1

      70/30

      Prior to the start of the school year, the Master Scheduler will:

      • Run 70/30 report (“actual” report) and class numbers; reschedule student to reach those balances

      • Review course placements’ alignment to IEP requirements - using the placement page in the students’ IEPs.
    2. 2

      Inclusion Courses

      Prior to the start of the school year, Data Processors will:

      • Merge INC courses with general ed courses (in eSchool)
    3. 3

      Non Registered

      Week prior to the start of the school year, School OP/eSchool Coordinators will:

      • Identify which students have not yet registered; pull schedules (delete); make contact with families

    4. 4

      6th Day of School

      By end of the day on the 6th Day of School, the school Principal & Office Professional will:

      • Review attendance report, eSchool coordinator sends screenshot of search criteria
    5. 5

      Maintaining 70/30

      After 6th Day and before the 10th day the Master Scheduler and Counselors will: 

      • Work to rebalance classes to maintain 70/30 and class caps

      • Document the strategies attempted for courses that have not been able to reach 70/30 balance.

    6. 6

      6 Day Report (District)

      After 6th Day, Before 10th Day the eSchool Coodinator will:

      • Run the 6 day report and submit to the superintendent
    7. 7

      10 Day Withdrawals

      Office OP/Secretary:
      • After the 6th day, have communication electronic and phone call to families of students not in attendance

      Designated Administrator: 
      Unenroll students who: 
      • Were carried over from last year in the SIS, but did not register for the current year and the school has not been able to contact.  Provide a list of these students to the Truancy Interventionist so they can attempt to make contact with the family and prompt them to register, re-enroll and attend.
      • Registered but have not attended any school and the school confirmed they no longer plan to attend school in our school district.
      • Drop on the 10th Day
      Withdrawal Process
      • Elementary & Middle Schools: Submit a withdrawal form to State Reporting OP
      • High School: data processors complete eSchool withdrawal and inform State Reporting OP via email

      Reference Elementary and Secondary Attendance & Truancy SOPs
    8. 8

      10 Day Report (Building Based)

      10th Day of School the School Principal will:

      • Submit report to Cabinet (via Assistant Superintendent) of courses that exceed 70/30 and class caps
    9. 9

      Cabinet Review/Follow Up

      After 10th Day of School; before 15th Day of School, Cabinet will:

      • Review courses; notify teacher & association of any courses out of compliance

      • Determine additional reschedule needs & courses to request waiver; notify the BEA of waivers to be submitted

      • Review comparison of average class size of inclusion courses vs non

      • Provide report to the school board of enrollment

    10. 10

      Reporting

      By the 4th week of school, the eSchool Coordinator will:

      • Submits report to ISBE teacher, college, student assignments
    11. 11

      Admin Review (2nd Semester)

      Prior to the start of 2nd Semester, the School Principal will:

      • Review the 70/30 balance and rebalance classes prior to the start of the new term
    12. 12

      Continual Review

      On an ongoing basis the Master Scheduler and Counselors will:

      • Work to rebalance classes to maintain 70/30 and class caps
    13. 13

      End