aeriescon spring 2020 - student scheduling for …conference.aeries.com/spring2017/docs/pdfs/310...

Student Scheduling for Next Year Conference 2017

Session 310 - Student Scheduling for Next Year

Session Description: This session will provide an overview of procedures, forms and reports used to schedule students into classes for next year.

1. Student Scheduling

2. Scheduling Setup Options

3. Course Requests Update Course Request Options Student/Parent Portal

4. Mass Change Course Requests

5. Individualized Academic Plan 6. Scheduling Master Schedule

Add Sections in Scheduling Master Schedule Change Sections in Scheduling Master Schedule Delete Sections in Scheduling Master Schedule Copy Sections in Scheduling Master Schedule Move or Copy Students to Another Class

7. Student Course Requests Form Add Student Course Requests Change Student Course Requests Delete Student Course Requests Permanent Lock Courses Additional Feature of the Course Requests Form

8. Scheduling Reports

9. Schedule All Students Grade / Student Sequence Scheduling Options


STUDENT SCHEDULING

The Scheduling Process form is available from the navigation tree in a secondary school. The Scheduling Process node can be expanded to display the various forms and reports utilized to schedule students. The Configurations and Functions nodes can also be expanded for more scheduling forms. All scheduling forms and reports can also be found under View All Forms or View All Reports from the navigation tree.

The Scheduling Process on the navigation tree also has a Scheduling Dashboard node. The Scheduling Dashboard displays all scheduling features and organizes the various pages and reports by their stage in the scheduling process to help guide users through the scheduling process.


SCHEDULING SETUP OPTIONS From the Scheduling Setup Options, click on either the option to Schedule Students into Classes for the Current School Year or Schedule Students into Classes for the Next School Year, Using Their Grade Level Next Year. If you are scheduling students for the Next School Year you must remember to have your feeder students loaded into this school’s database. Scheduling for next year in this year’s database will schedule active students and students that have their status tagged with an * (asterisk) and will use the Next Grade field. Select the type of course request scanner sheets to be utilized or the option that scanner sheets will not be used. Select to Blank out the Student Scheduling (SSS) Table and select to Blank out the Scheduling Master Schedule (SMS) Table.

Note: If scheduling has previously been performed these tables will contain data. Selecting either of these options will create an empty table and will delete any existing data. Select which Terms to copy for scheduling. These choices apply to both the student classes copied and the master schedule sections copied. Selecting to Copy Current Student Classes to SSS Table, Keep as Prescheduled will keep the student in the same sections they were in during the previous term. This function is normally used during mid-year scheduling. Selecting to Copy Current Student Classes as Course Requests Only will copy students’ current classes as course requests only. Selecting to copy the Current Master Schedule or MST table to the new Scheduling Master Schedule or SMS table will copy your school’s Master Schedule into the new Scheduling Master Schedule table. When the copy Current Master Scheduling option is selected, a message box will open asking how you would like to handle Inactive Sections. Select one of the following options:

• Copy inactive sections but leave them inactive • Do not copy inactive sections • Copy them and activate them • Copy them but activate certain codes

To complete the Scheduling Setup, click on the Initialize Scheduling button.


COURSE REQUESTS There are multiple ways to collect a student’s Course Requests.

• Course Request Sheet Table • Course Request Scan Sheets • Student/Parent Portal • Mass Change Course Requests

Course Request Options The Update Course Request Options form is used to select courses to populate the CRQ table. Courses within the CRQ table are the courses available for parents or students to select from. This form is used when the option is selected in the Scheduling Setup to use printed course titles. Click on the Recreate Course Request Options Table button on the right to populate the CRQ table with all courses available to students in the selected grade level based upon the grade range in the Course table. In the example below all of the courses listed have a grade range that includes 9.

Courses will display on the form based upon the selection made when the Update Course Request Options was opened. Typically courses are displayed in order of subject area code and then by course title for the selected grade. By default, all courses are checked to allow on the Update Course Request Options. All courses that have a checkmark in the Allow column will be available for parents and students to select from. Courses that are not checked will not be available for selection. Courses can be manually selected for inclusion on the Course Request form. Click on the course to be included and a checkmark will now display in the checkbox. To deselect a course, click on the course to be deselected and the checkmark will be removed. Courses can also be added or removed using one of the methods described below. The options available on this form include:

• Grade Level Shown – This can be changed to view available courses for other grades.

• Hide Un-Tagged Courses – This will hide from display any course that is not checked to allow.


• Recreate Course Request Options Table – Selecting this option will open a confirmation window. Select the order the course requests will be sorted and click on the Yes button. Caution should be used when recreating the Course Request Options table. This option will clear ALL courses for ALL grade levels previously selected.

• Un-Tag All – will uncheck all of the checkboxes in the Allow column.

• Tag All – will check all of the checkboxes in the Allow column.

• Add a Course - If a course has been added after the course request options table was created, it can be added to the grade displayed. Click on the Add a Course button. Enter the course number in the text box and click on the Add Course button and the course will be added.

• Update Totals from MST - Totals can be calculated to determine how many students were

enrolled in each course this year. This can help determine whether or not a course should be offered. A total number of students who took the courses listed will be calculated and will display in the Actual MST Total column.

• Tag and Un-Tag Based on Totals – After Update Totals from MST has been calculated,

selecting this option will flag courses with a checkmark in the Allow column if the total in the Actual MST Total is greater than zero. Courses with a zero total will be not be flagged with a checkmark in the Allow column.

Student/Parent Portal

Students and Parents can add new course requests appropriate for their grade level when logged into the Student/Parent Portal. The System Administrator needs to give appropriate security permissions to the Parent and/or Student Portal Group and also configure the date windows per grade level.

MASS CHANGE COURSE REQUESTS The Mass Change or Add Course Requests form can be used to change students’ course requests during scheduling. Multiple courses can be added, dropped, or changed for all students or for select students. To Change a course number requested to another course number, enter the course number requested on the left side of the form. Enter the new number on the right side of the form. If you


have set up Course Request Packets, you can also click the CrsReqPackets button on either side of the form to add an entire packet to that side of the form. Click on the Preview Only button. A list of students will display. Verify the list of students. If correct, click on the Update button.

To Add course numbers to a student’s course request, enter the course numbers to be added on the right side of the form and leave the left side of the form blank. Click the on the Preview Only button. A list of students will display. Verify the list of students. If correct, click on the Update button.

To Drop course numbers from students’ course requests, enter the course numbers to be dropped on the left side of the form and leave the right side of the form blank. Click on the Preview Only button. A list of students will display. Verify the list of students. If correct, click the Update button.

During the Scheduling Process, a student’s individual courses can be locked by adding a code to the Permanent Lock field on the Class Scheduling form. Course requests with a Permanent Lock code cannot be changed or dropped by using the Mass Change or Add Course Requests form. If a student has a permanent lock on any course selected on the left side of the form, then that student will not show in the list, and none of that student’s courses will be changed or dropped when the Update button is clicked.

INDIVIDUALIZED ACADEMIC PLAN The Individualized Academic Plan is a form accessed from the Student Data Scheduling navigation tree that will allow schools to map out an academic plan for each student. Course requests can be hand entered individually or the Course Request Packets program can be used to select a specific packet to add a large number of courses. This form will only allow you to Add or Delete courses for the student displayed. Any course added or deleted will be logged into the APL table. Course Requests can be added for a student into their Course Request form using the Import Course Requests from Academic Plan form.


Prior to utilizing the Individualized Academic Plan all codes for the Inclusion Reasons must be set up in the Update Code Table. The Table these codes will be set up in is the APL - Academic Plan Log and the Field is the ICD - Inclusion Reason. The following are examples of Inclusion Reasons.

When adding course requests to the student displayed, you MUST first enter an Inclusion Reason, and if desired, a Comment which will be added to the log for all records entered. Click on the Add One Record button to add new courses. Enter the Grade Level when the course will be taken, the Term, the Course, and the Location. Click on the Save icon when finished. Remember – once a course request has been added, the record cannot be changed and can only be deleted.

The Course Request Packet form can also be used to add multiple course requests. Remember you MUST first enter an Inclusion Reason. Click on the Course Request Packet button and the selection box will display. Click on the drop down and select a Packet Code.

All courses for the selected packet will display on the right. Enter the Grade, Term and Location which will be applied to all course records added. Click the Add Packet button. A verification message will display. Click the OK button to complete the add.


All courses in the packet will be added to the student displayed. All course requests hand entered or added using the Course Request Packet program will also be added to the Log.

If a course is deleted from the Individualized Academic Plan Course Request form, an entry box will display. The left side will display Inclusion information of when the course was added. The right side will display Drop information that will be added to this course in the Log. To delete a course you must be on the List View (Editable) form. Click on the Delete icon to the left of the course request.

The Input Academic Plan Log will display. The left side will display the Inclusion information entered when the course was added. The right side will display Drop information that will be added to this course request in the APL Log. Click on the Location drop down and select the location code. Under the Drop section, click on the Reason drop down and select the reason code. A Comment can also be entered for additional details. Click the OK button to complete the delete process.

SCHEDULING MASTER SCHEDULE The Scheduling Master Schedule displays each section set up and can be used to update the SMS table. When setting up sections, the section number can be assigned by period, such as section 100-199 for first period, etc. Course ID is selected from available course numbers in the CRS table and the teacher assigned is from the TCH table. The days of the week this class meets will display on the form and can be changed to create a Split Term. For example, if a class meets only Mon and Fri, click on the days this class will NOT be in session. The black check will no longer display. Any combination of days can be set up for a


Split Term. The Split Term field can also be used to select certain days a class will meet and will change the Days fields to display the split term selected.

The Scheduling Group is used to set up sections so students can be assigned to a scheduling group which will restrict the classes scheduled into. The codes may be 1 or 2 characters. If the Scheduling Group field is used, students can then be assigned to a scheduling group using the Student Data Demographic form, the Course Requests form, or Query. For example, when students are scheduled, students with a scheduling group of ‘A’ will be scheduled into sections that have a matching scheduling group of ‘A’ or sections that have a blank scheduling group. Students with a blank Scheduling Group field will be restricted from sections that have a Scheduling Group. Scheduling Master Schedule Student Data Demographics

The Team Course Group field may be 1 or 2 characters and the Team Number field may be any number 0-9999. To use the Team Course Group and Team Number fields, assign the SAME Team Course Group code to ALL sections of ALL courses that are to be divided into teams or groups.

Use the Team Number field to indicate the sections that are to be assigned to each group. You may use 1 for the first group of sections (Team A), 2 for the second group of sections (Team B), etc. You do not have to use 1 for the first group of sections, but the first group of sections must have the SAME Team Number. The Max field is the maximum number of students that can be scheduled into the class. The Total field indicates the actual number of students that are scheduled into the class. Subtotals are shown for both Male and Female. Left indicates the number of seats still available to be scheduled.


Add Sections in Scheduling Master Schedule To add sections, click on the Add button. The cursor will display in the Period field. Type a period number and press Tab. The next available section number will be assigned but can be changed. Enter information for the block, semester, course number, teacher number, room, credit, group fields, tag, track, program and maximum students. When complete, press Insert. The class will be added to the SMS table. You can cancel your addition by clicking on the Cancel button.

Change Sections in Scheduling Master Schedule To update any information about the class currently displayed, click on the Change button. The cursor will display under Period. Press Tab to reach the data to be changed and make any necessary changes. Press Update to complete your change. You can cancel your change by clicking on the Cancel button. Delete Sections in Scheduling Master Schedule The Delete button is used to delete unused sections from the scheduling master schedule and should not have any students assigned to the class. Select the correct section to be deleted and click the Delete button. A message will display verifying the deletion of this section. Click the OK button to delete the class. Copy Sections in Scheduling Master Schedule The Copy button on the bottom of the form is used to create a new section by copying a section already set up in the Scheduling Master Schedule. Select the section to be copied. Click the Copy button. A message will display verifying this section will be copied into a new section. Click the OK button and the following selection box will display if students are assigned to this class. Select the appropriate option and click the OK button to continue or the Cancel button to cancel the Copy process.

All information will be copied except for the section number and period number. Enter the period number and press Tab and the section number will be assigned. Change any other information and press Insert. A NEW section will now be added to the Scheduling Master Schedule.


Move or Copy Students to Another Class The Move Students to Another Class option allows students to be moved or copied from the section displayed to another section, or to drop them from the section.

To drop all students from the section displayed, enter section number ‘0’ in the New Section field and click on the Move All Students in Class button and the following message will display. Click on the OK button to continue or click on the Cancel button to cancel.

To Move or Copy All Students to a new section, enter the section number you would like to Copy or Move the students into in the New Section field. Select the appropriate option and click on the OK button to continue or click on the Cancel button to cancel. To Move or Copy Tagged Students to a new section, enter the section number you would like to Copy or Move the Tagged Students into the New Section field. Click on the Last Names of the students you would like to move or copy to the new section and their record will highlight. Click on the student’s name again to remove the highlighting. When all students have been tagged, select the appropriate option and click on the OK button to continue or click on the Cancel button to cancel.


STUDENT COURSE REQUESTS FORM The Course Requests form is used to schedule individual students into classes for the upcoming semester or school year after the student’s requested courses are entered.

Add Student Course Requests There are several ways that Course Requests can be added to the form. They can be added Manually by clicking on the Edit icon to enter the course information; they can be added from the Add One Record option; the Add Many New Records option; the Add From Course Request Table option; the View SMS option; they can be added using the Course Request Packet option.

• To add course requests Manually for the student displayed, click on the Edit icon to add the new course request. Enter the information for the new entry, click on the Save icon when finished.

• To add course requests using Add One Record or Add Many New Records, click on the

option. A form will open for data entry, enter the information for the course/s you would like to add. Click the Save icon when finished.

• To add courses using Add From Course Request Table, click on the option to open the form. You can search by subject area or by course ID. When the desired course is located, click on it and a verification message will open. Click OK to continue and the course will be added to the student’s Course Request form.

• To add course requests using the View SMS option, click on the button to open the form. A

window will display with basic data from the Scheduling Master Schedule. The data can be adjusted to display certain sections, periods, courses, teachers, or rooms and can be sorted by any of these fields. Double click on the Course ID to be added to the student’s Course Request form. A message will display to verify the student and course number to be updated. Click OK to continue, or Cancel to cancel. View SMS can also be used to add sections to the student’s Course Request form by double clicking on the selected section number. A message will display to verify the student and section number to be updated. Click OK to continue, or Cancel to cancel.

• To add course requests using the Course Request Packet option, click on the button to open

the form. A window will display all Course Request Packets, select the desired packet and it will now be highlighted. The courses assigned to the packet will display on the right. Verify the courses are correct and click on OK to add the courses to the student’s Course Requests form. Click Cancel to cancel.


Change Student Course Requests To change a student’s course request, click on the Edit icon to open the selected course for editing. Enter the changes in the appropriate fields. Click the Save icon when finished. Delete Student Course Requests To delete a student’s course request, click on the Edit icon to open the selected course. Verify the correct course has been selected. Click on the red ‘X’ to delete the course. Permanent Lock Courses A student’s individual courses with sections scheduled can be locked by adding a code to the PermLk field. Codes can be added to the COD table for the SSS table and PL field. Some examples of Permanent Locked codes are Parent Request, Administration, LEP or Special Education.

If a user attempts to delete or change a course that is Permanent Locked, the following message will display.

A course with a Permanent Lock can be changed or deleted after being warned but all changes will be logged into the LOG table. Additional Features of the Course Requests Form

Notice that there are three fields where the data is underlined, the Crs ID, the Prf (Preferred Teacher), and the Teacher Name. Clicking on any one of these will open up detailed information regarding the data. Course ID will open to the Course form, Prf and Teacher Name will open the Teacher form. Schedule Alternates - The Schedule Alternates option allows alternate course requests to be entered and displayed. If an alternate course request has been entered and a student is scheduled into the alternate, the preferred and alternate course requests are switched on the student scheduling record, and a tag set in the record.


The word ALTERNATE will display under the REJECT heading. If the student is scheduled again for any reason, the courses are switched back again, and the tag removed. This gives the preferred course a chance to be scheduled first. If it cannot, the alternate is used. Reschedule - To reschedule the classes for the student displayed, click on the Reschedule button. The scheduling module will attempt to reschedule this student's classes. If there is a rejected course request, it will display at the top of the list of courses, with the reason for the reject in red letters. Previous Rejected Student – This option will display the previous student in the file alphabetically who has a rejected course request. If there are no other rejects, a message will display. Next Rejected Student – This option will display the next student in the file alphabetically who has a rejected course request. If there are no other rejects, a message will display. Reject Code Descriptions:

C = CONFLICT - Courses scheduled for the student displayed will not work together. Can also mean there are too many requests to fit in the period range available.

F = ALL FULL – All the sections for this course are full. G = GRADE RANGE – All sections of the course are restricted to other grades. I = INVALID – The course number is invalid and not offered. Can also mean that no sections have been created for this course. O = STU GROUP – The Scheduling Group code for the sections does not match the Student’s Scheduling Group code. S = SEX RESTR – All sections of the course are restricted to the opposite sex. T = TRACK – All sections of the course are restricted to other tracks. X = ALTERNATE – Alternate course was schedule in place of original course request.

Term View and Term and Day of Week View – Both options display an alternate view of the Student Course Requests form. An example of the Term and Day of Week View is below.

SCHEDULING REPORTS There are various reports that are available to assist with the scheduling process, from the Scheduling Process node on the navigation tree click on Reports. All Scheduling reports will display. To select a report to run click on the selected report.


The Scheduling Course Request Listing report displays the course requests for each student and is printed in order by grade level and student name. It can be used to verify a student’s requests and to see which students have none, invalid, or too few requests. The following is an example of the Scheduling Course Request Listing report.

The Scheduling Course Request Analysis report displays the total requests for each course, total seats available, seats short, total sections offered, average class size, requests per section and the actual number of students who requested the course who have been rejected. The following is an example of the Course Request Analysis report.

The Scheduling Reject Analysis Listing report displays all students who have rejected course requests. This listing includes the classes selected and gives the reason for any classes rejected. The Scheduling Master Schedule must be created prior to running this report. The following is an example of the Scheduling Reject Analysis Listing report.


SCHEDULE ALL STUDENTS The form Schedule All Students will attempt to schedule all students into requested classes. The message Using Students Grade Next Year in red indicates students are being scheduled for next year in the current year’s database. Verify the following options prior to running the scheduler.

Grade / Student Sequence The default for scheduling students is alphabetical, without regard to grade level. To schedule by grade level, select Schedule Low to High or Schedule High to Low. Select Reverse Alpha to schedule backwards alphabetically. To schedule without regard to name, click on Randomly. Scheduling Options

• Schedule Alternates – If an alternate class was entered into a student’s course request and a student has a rejected class the program will attempt to schedule the alternate class.

• Ignore Class Maximums – All students requesting a class will be scheduled regardless of the

maximum number of student’s set up to be enrolled.

• Include Inactive Students – Inactive students will be included when scheduling classes. If scheduling students for next year, students tagged “*” (asterisk) will automatically be included.

• Prevent Gaps in Schedule - Will attempt to schedule every student into the tightest period

range possible and takes longer to run. Should not be used until the final scheduling run.

• Ignore Group Codes – If certain classes are grouped with the same team course group code, they are flagged with a matching code. Selecting this option will ignore the team course group code.

• Balance Academic Weight – Uses the CRS.AC (Academic Weight) field to ensure

academic classes are balanced across all 4x4 terms. Using this option may result in a higher number of rejects.

• Maximum Time Per Student – Maximum time the program spends trying to schedule a

student. The default time is set at 10 seconds but can be changed.


After selecting the options, click on the Schedule All Students button. The scheduler will scan the current scheduling master schedule, saving data about each class and will then scan the student’s current scheduling records counting any prescheduled sections. It will then start the actual scheduling process.

When the scheduling process is complete, a message will display indicating Success. The Scheduling Results will then display.

Additional Options on the form include: Lock All Student Schedules – will lock students into their currently scheduled classes. This can be used before other mass changes are performed, for example, scheduling was complete except for assigning homerooms. Then add homeroom course requests and students can be scheduled into their homerooms alphabetically. Lock All Non-Reject Schedules – will lock students into their currently scheduled classes only. Rejected courses will not be locked. Unlock All Student Schedules – will remove the locks on student’s course requests. Unlocking the schedule will allow them to be scheduled again into any section.

aeriescon spring 2020 - student scheduling for …conference.aeries.com/spring2017/docs/pdfs/310...

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