Set up OK Eligibility for the school year

Path: Student Information > OK Eligibility

Use the OK Eligibility tools to evaluate student eligibility for extracurricular activities based on weekly progress grades. This process allows administrators to:

Set up eligibility weeks for school calendars.
Create templates that define which calendars and grading tasks to evaluate.
Configure week-specific eligibility rules.
Run weekly eligibility evaluations.
Update individual eligibility records after the weekly evaluation is completed.

Eligibility is evaluated on a Monday-through-Sunday cycle and records both eligibility and at-risk status.

This article covers the yearly setup for OK Eligibility.

Before you start

Verify that the current school year is marked as active and is selected in the context switcher.
Ensure calendars have been set up for use in the active school year. This includes accurate term dates, periods, and day setup for the school year.
Verify that appropriate tool rights for OK Eligibility are assigned
Note the following:
- Weeks run Monday through Sunday.
- The Effective Date determines which week gets the results.
- Automated scheduling takes up to 24 hours to activate.
- Batch Queue entries can only be canceled via Batch Queue Admin in System Administration.

Step 1 - Configure eligibility weeks for calendars

Path: Student Information > OK Eligibility > Calendar Setup

Use Calendar Setup to create eligibility weeks for the calendars you want to evaluate. Only calendars that are not set up to track eligibility are listed.

Screenshot of the OK Eligibility Calendar Setup tool, located in Student Information. Select which calendars to track eligibility.

Click the Add New Calendar(s) button. A Create Calendar Weeks Tool displays.
Select one or more calendars to track student eligibility. You can:
- Mark the Select All checkbox in the filter header to track eligibility for all calendars in the list;
- Use the available filter fields to narrow the list of calendars. Enter the name of the School, the Calendar name, or the End Year.
- Scroll through the list of calendars and mark the checkbox to the left of the calendar name.
Click Setup Calendar Weeks to save the selection. The system automatically creates Monday-through-Sunday eligibility weeks for the selected calendars. When the weeks have been generated, the list of selected calendars displays in a table. Select one of the calendars in that table to view the generated eligibility weeks.

Eligibility weeks start with the first full week in which Calendar Days have been marked for instruction, always begin on a Monday, and run through Sunday.

Step 2 - Create an eligibility template

Path: Student Information > OK Eligibility > Eligibility Templates

Screenshot of the Eigibility Template tool, showing the template detaisl, the selected calendars, and the selected grading tasks. Eligibility Templates include selected calendars and tasks, and are run each week at the same time.

Eligibility templates define which calendars and grading tasks are evaluated during weekly eligibility processing. Templates save the selected calendars and tasks, so the same settings can be applied again without having to choose them manually each time.

Creating templates is optional; however, having a template provides a way to schedule the Eligibility run consistently.

You can also use the Weekly Scheduler to automatically run the Eligibility Tool on a specific day and time. The scheduler updates overnight at 3:00 AM, so it can take up to 24 hours for your schedule to become active.

Make sure your weeks are marked as eligible. The scheduler only creates Batch Queue entries for eligible weeks. It automatically creates entries for the next two weeks if they do not already exist. When a Batch Queue entry is no longer needed, remove it using the Batch Queue Admin tool.

Click Add New Template. The Eligibility Templates
Enter a Name for the template.
Enter a Batch Name (optional). This name displays as the Report Title when using Batch Queue.
Mark the Automate Weekly Placement in Batch Queue checkbox (optional). This places the template in the Batch Queue every week for all included weeks with the selected date and time.
Select the desired Day of the week and Hour, Minute, and AM/PM selection for the Batch Queue to run. These are required fields and only display when the Automate Weekly Placement checkbox is marked.
Select the calendars to apply to this template.
Select which grading tasks to evaluate. The selected grading tasks are evaluated weekly as part of the eligibility process.
Click Submit. The new template is saved.

Scheduled eligibility runs occur nightly at 3 AM. Entries are automatically added to the Batch Queue (following the time the report is scheduled to run) for upcoming eligible weeks. It may take up to 24 hours for a scheduler change to appear in the Batch Queue.

Step 3 - Configure weekly overrides

Path: Student Information > OK Eligibility > Eligibility Setup

As noted above, Eligibility is performed weekly unless a week is excluded from the reports. Use the Weekly Setup tool to mark specific weeks for a selected calendar as excluded. Excluded weeks are typically weeks in which school is not in session, e.g., Fall/Winter/Spring Break.

Use Weekly Setup to:

Exclude holiday or break weeks.
Define minimum instructional day requirements.
Apply special eligibility overrides.

Once a setup is submitted, it may take up to 24 hours for it to be included in the nightly job.

Setup rules follow a hierarchy, from the District to the Week.

District - All schools within the district use the same Eligibility setup.
School - The selected school uses the same Eligibility setup for all calendars associated with that school.
Calendar - The selected calendar for the selected school uses the Eligibility setup for just that calendar. A
Week - The selected week can be set to either include or exclude. Eligibility runs for the weeks with at least the entered minimum days of instruction.

Screenshot of the Eligibility Setup tool, showing the fields to select to exclude a week from the eligibility reports. Excluded weeks are not included in the weekly Eligibility reports

Verify the correct school year is selected in the context switcher.

Set an override for the entire district

Click Add New Entry. The Eligibility Setup tool displays with the end year listed, based on the school year chosen in the context switcher.
Mark the District Wide checkbox to exclude all weeks from all schools during the school year.
Set the Minimum Days of instruction days in a week that need to be held in order for eligibility reports to run.
Click Submit. On the Weekly Setup view, an All Schools entry is listed.

Set an override for a specific school

Click Add New Entry. The Eligibility Setup tool displays with the end year listed, based on the school year chosen in the context switcher.
Select the desired School from the dropdown.
Leave the Calendar field blank.
Set the Minimum Days of instruction days in a week that need to be held in order for eligibility reports to run.
Click Submit. On the Weekly Setup view, an All Schools entry is listed.

Set an override for a specific calendar

For schools with multiple calendars (e.g., 6th and 7th grades are in one calendar for middle school, and 8th grade is in another calendar), use this option to exclude weeks from that calendar.

Click Add New Entry. The Eligibility Setup tool displays with the end year listed, based on the school year chosen in the context switcher.
Select the desired School from the dropdown.
Select the desired Calendar from the dropdown.
Select the desired Week from the dropdown.
Set the Minimum Days of instruction days in a week that need to be held in order for eligibility reports to run.
Select to either Include or Exclude the selected week from the Force Include/Exclude dropdown.
Click Submit. On the Weekly Setup view, a record for that calendar is listed.

Repeat these steps to set an additional week in the same calendar to exclude or include.

Step 4 - Run the Weekly Eligibility Tool

Path: Student Information > OK Eligibility > Eligibility Tool

The Weekly Eligibility Tool creates a snapshot of eligibility data for the selected Eligibility Template (optional) and selected calendars. The Eligibility Weekly Tool acts as an evaluation of student eligibility. For best results, run this at the same time every week.

Run the Weekly Tool first, then use Update for corrections.
Do not run eligibility during weeks that have been excluded through Weekly Setup.

Screenshot of the OK Eligiblity Weekly Tool, located at Student Information, OK Eligibility The Eligibility Tool establishes a snapshot of student eligibility.

Select an existing eligibility template. Or, choose Enter New Settings to select calendars and grading tasks.
Enter an Effective Date within the eligibility week you want to evaluate.
Mark the Allow an Effective Date in the Future checkbox. This allows an effective date to be after the current date. This should only be used for Batch Queue entries for future weeks.
Verify the appropriate calendars are selected. Or, mark the appropriate calendars.
Verify the appropriate grading tasks are selected. Or, mark the appropriate grading tasks.
Select the desired options for Report Processing - Generate Now or Submit to Batch Queue.
Choose Run. The entered selections are processed. The report can be viewed through the Batch Queue tool.

No alert displays when the process is complete. This is a behind-the-scenes action.

When eligibility runs:

Eligibility records are created for the week.
Student progress grades are evaluated.
Students with failing grades are identified,
Students with At Risk eligibility status are updated.
Audit information is recorded.

Update individual eligibility records

Path: Student Information > OK Eligibility > Eligibility Update Tool

Use the Eligibility Update tool when a student's eligibility status needs to be corrected after the weekly process has run. Use this tool for the following situations:

A grade is corrected after eligibility has been posted.
Individual student records require adjustment.
Administrative corrections are needed.

Screenshot of the Eligibility Update Tool, located at Student Information, OK Eligibility. Use the Eligibility Update Tool to update individual student records AFTER the Weekly Tool is run.

Enter the Effective Date for the week you want to update.
Select one or more grading Tasks.
Select a Calendar, Teacher, and Section (optional).
Select the specific Students to include in the update.
Click Submit. An Update Run success message displays.

Weekly Tool/Update Tracker

Path: Student Information > OK Eligibility Tracker > Weekly Tool/Update Tracker

Any time the Eligibility Tool or Eligibility Update Tracker is run, a record of that "run" is included in the Weekly Too/Update Tracker report. This generates a CSV file of the Calendar, Teacher, Section, Tasks, plus the effective Date, who generated the report, and when it was generated.

Screenshot of the Weekly Tool Update Tracker, located at Student Information, OK Eligibility Reports. Click Generate Report to see when the Eligibility Tool or Eligibility Update Tracker was run.

Impact

Eligibility setup is complete for the selected year.

What's next

After eligibility has been processed, use the Eligibility Report to review student eligibility status and identify students who may require follow-up or intervention. If eligibility status changes after posting, use Eligibility Update to apply targeted corrections without rerunning the entire weekly evaluation.