Learning Codes are student status codes that have been flagged so that the school can use them to indicate which students are learning remotely on which dates. Below is a list of Frequently Asked Questions.
Frequently Asked Questions
Maximum Number of Learning Codes
Special Status Indicators were limited to 5 colors per category. Is it possible to increase that number? There are now 16 custom statuses allowed within the student status category.
Building Specific Learning Codes
Can you choose which buildings can see the new codes because not all codes are needed at all buildings? No. Learning Codes are district-wide but you can create separate codes to designate different grade levels. Example: Hybrid A (K-5) and Hybrid A (6-12)
Creating and Assigning Learning Codes to Students
- I don't see the Learning Code button, is it permission based? You must first assign a color to your status by clicking the gray icon. Select Edit after the color is assigned to reveal Learning Code checkbox options.
- We assigned our Learning Code status codes with an end date of 6/30/2021. Can we update the end date if they change Learning Codes? Yes, you can edit individual records in Student > Student Profile > Status Summary or edit en mass via Program > Mass Update Student Status.
- We have a hybrid schedule in our school, but a small select group of students are coming in every day, and those every day students may change multiple times. As a result, the schools want to maintain the Hybrid Cohort to which these students are assigned, along with an additional code indicating every day. How do we do this?
- All students should have a Learning Code assigned even if they are expected to attend every day. (example: In School 100%)
- Because two Learning Codes cannot exist on the same day, the original Hybrid Cohort code can be assigned - but then immediately ended - with a date before the first day of school. This approach will ensure that the original Hybrid Cohort code will not interfere with previous day’s attendance reports.
- From the Student Status page, it will be very easy to see the original Hybrid Cohort when it comes time to end the In School 100% status.
Calendars and Learning Codes
- When assigning Learning Codes to the calendar, do we assign the codes based on the days the students are supposed to be in school? No, Learning Codes should be assigned to the calendar to signify students who should be remote for the day.
- Can Learning Codes be assigned by Grade level? Our middle school building has 6th grade all in-person, but grades 7-8 are hybrid with two cohorts. Learning Codes can be assigned using the Mass Update Student Status wizard based on grade levels. In this case, students in grade six would be assigned to In School 100% and 7th and 8th grade would be assigned to two different cohorts.
- How do we set up the days if there is a day that alternates (i.e. Monday changes between group A and group B every other week)? Assign Learning Codes by Week, then edit every other week from the Monthly Calendar view by clicking on the Day Code.
- Can we assign Learning Codes to days on the calendar manually? We have A, B day codes and students come in on a two day rotation so we wouldn't be able to mass assign. Yes, you can assign Learning Codes manually by clicking directly on the Day Code from the Monthly view of the calendar.
- Our days are not constant during the week as they are on a three day rotation. Can we code them with hybrid groups red, white, and gold? Yes.
- Our day patterns are on a 1 week rotation, but we need a 2 week rotation. Can you run a script for this? No. You will need to assign the first week’s pattern to all weeks, then edit every other week from the Monthly calendar view.
Teacher Interface and Attendance
- If an in-person student is attending virtually for a day or a few days, is there a way to note that in attendance? Administrators would need to know the student is not physically in the building but we don’t want the student to be considered absent from class.
- The teacher would mark the student as At Home for the day with a Present Status. Alternatively, if the district knows the student will be for a few days, an administrator can add it as a full day event with a Remote Present reason.
- Alternatively, if students are given approval to work remotely for an extended period of time, their assigned Learning Code should be changed to Fully Remote. It should be changed back when the student is expected to attend based on their previously assigned Learning Code.
- Does this change anything on the teacher roster other than adding the colored dots? Yes, when a teacher clicks on the Current Students button, two new filters will display called “At Home” and “In School.”
Once the Learning Codes are tied to the calendar, teachers will be able to select one of these options to filter the student list based on the Learning Code. When “At Home” is selected, students who have a Learning Code on that particular date and whose Learning Code was on the calendar for that particular date will be included in the list. Note: If Learning Codes have not been tied to the calendar, this feature will not produce the desired results. Alternately, if the student is assigned the Attendance Reason RMTPRT, they are considered Remote for that day or dates.
- Do multiple indicators show up on the teacher roster? What if a student has more than one indicator because we use them for something else? Yes, multiple codes will show on the indicators column, but only Learning Codes will drive the “At Home” filter on the attendance screen.
- Can a separate column be added to the teacher roster to differentiate between special statuses and Learning Codes? We use special statuses extensively so we need teachers to be able to easily differentiate between special statuses and Learning Codes. We have shared this request with our Product Team.
How do attendance officers know that a student is a remote learner? There are three main places where they can easily check the indicators:
Student > Attendance > Daily Attendance Status By Date - There is a Virtual Status column that indicates students are scheduled for Remote Learning on the selected date.
Student > Attendance > Daily Attendance Reconciliation - There is a Virtual Status column that indicates students are scheduled for Remote Learning on the selected date.
Student > Attendance > Period Attendance Reconciliation
Use the Virtual Status filters or the Virtual Status column that indicates students are scheduled for Remote Learning on the selected date.
Can I print rosters for Substitute Teachers with Learning Codes displayed? Yes, print them from Reports > Roster > Class Roster.
School Messenger Zap
What has changed for the School Messenger Zap in GURU? There are now options for the School Messenger Zap that allow the user to create zaps for all students, only in-person students, and only virtual learning students so districts can configure their calling system in multiple ways.
What has changed for the API attendance endpoints in GURU? The team added “Is Remote” to multiple endpoints in order to share virtual attendance information with third-party vendors.
The team also added Learning Code information to the following endpoints in order to share accurate roster information with third-party vendors.