Student Scheduling February 21, 2014 · PDF file Student Scheduling February 21, 2014 ... To...

Aeries.net Student Scheduling

February 21, 2014

Aeries.net Student Scheduling Page 1

1. Scheduling Setup

2. Course Requests

3. Scheduling Master Schedule

4. Reports

5. Schedule All Students

6. Scheduling Table and Fields

The navigation tree in a secondary school in Aeries.net contains the Scheduling Process node. The Scheduling Process node can be expanded to display all the various forms and reports utilized to schedule students. The Configurations and Functions nodes can be expanded for more scheduling forms. All scheduling forms and reports can also be found under View All Forms or View All Reports on the navigation tree. The following tables in Aeries are used with Scheduling:

SMS Schedule Master Schedule SSS Student Schedule/Course Requests CRQ Course Request Table Detailed table and field information is included at the end of the document. The security permissions for Scheduling can be set-up through the Aeries.net Security page by assigning the appropriate permissions to a User or Group.

SCHEDULING SETUP The Scheduling Setup form will allow you to setup the SSS and SMS tables for either the current school year or the next school year. From the Scheduling Navigation tree click the mouse on the Configurations node. Click the mouse on Scheduling Setup. Under Scheduling Status click the mouse on either the capability to Schedule Students into Classes for the Current School Year or Schedule Students into Classes for the Next School Year. If you are scheduling students for the Next School Year you must remember to have your feeder students loaded into this schools database. Scheduling for next year in this year’s database will schedule active students and students status tagged with an ‘*’ using the Next Grade field.

Under Data Entry select the type of course request scanner sheets/ABI entry to be utilized or the option that scanner sheets will not be used.

CLEAR OUT SSS OR SMS TABLES To create an empty SSS or SMS table that has NO course requests or NO sections loaded click the mouse on Blank out SSS table or Blank out SMS table. Click the mouse on the Initialize Scheduling button.

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. SETUP SSS AND SMS TABLES To setup the SSS table select whether to Copy current student classes to SSS table as prescheduled or Copy current student classes as course requests. The terms to copy will display on the right side of the form. Select which classes will be used for scheduling. The form will default to Year Long Classes with all terms selected but you can select which terms to copy. As an example, if scheduling is being performed for a typical two semester high school for the spring semester, click on Year, Spring, 3rd and 4th quarter. These terms apply to both the student classes copied and the master schedule sections copied.

Select to Copy current master schedule MST to SMS. The options will display in regards to how to handle inactive MST records.

Click the mouse on 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

After all options have been selected click the mouse on the Initialize Scheduling button. Note: If Course Requests are located in the SSS table a red message will display indicating that running this option will ADD all courses into the SSS. The following message will display. Click the mouse on the OK button.

COURSE REQUEST SHEET TABLE The Course Request Sheet Table is utilized to select courses to be created in the Course Request (CRQ) table. The Course Request (CRQ) table must be created before Parents or Students have access to the Course Request Entry via the Portal. From the Scheduling Process node on the navigation tree click the mouse on the Configuration node. Click the mouse on Course Request Sheet Table and the following page will display.

Courses display in order of subject area code in the course table and then by course title for the grade selected. The Actual Total Last Year will display the number of students scheduled into the class in the prior year. Different grade levels can be displayed by selecting the Grade Level Shown. Create a New Sheet Table To create a new sheet table, click the mouse on the Create A New Sheet Table button.

A message will display indicating a new sheet table will be created. To proceed click the mouse on the OK button.

Select which order the course requests will be sorted and click the mouse on the OK button.

The following message will display indicating that courses set up with 0-0 grade range can be bypassed. Click the mouse on the OK button.

To select which grade level you will be working with select the Grade Level Shown from the top right corner.

Various options are available to tag courses to be added to the sheet table. To manually select a course use the scroll bar to locate the course to be added to the Sheet table. Click the mouse on the Course and a “Y” will now display next to the course under Print on Sheet

The Total Course to Print will increase with each course selected.

There are other various options at the bottom of Table Options that can assist you with flagging courses..

TAG NONE Will change the Print on Sheet column to “N” for all courses. TAG ALL Will change the Print on Sheet column to “Y” for all courses. ADD A COURSE TO SHEETS If a course has been added after the sheet table was created it can be added to the grade displayed. Click the mouse on the Add A course to Sheets button. Enter the course number in the text box and click the mouse on the Add Course button and the course will be added. GET TOTALS FROM LAST YEAR

The Get Total From Last Year option will calculate totals to determine how many students were enrolled in each course. The total will display under the Actual Total Last Year Column. This can help determine whether or not a course should be offered.

UNTAG AND TAG BASED ON TOTALS When Untag and Tag Based on Totals is selected the Print on Sheet column will change to “N” for any course displaying zero. This course will not print on the course request scanner sheets. The courses with totals will change to “Y” and will print. MASS CHANGE COURSE REQUEST The Mass Change Course Request form is used to change student’s course requests during scheduling. One to six course requests can be added to all students or select students. One to six course requests can also be dropped or changed to new requests. From the Scheduling Process node on the navigation tree click the mouse on Mass Change Course Request and the following page will display.

CHANGE COURSE REQUEST Enter the course number or part of the course number requested on the left side of the form click the mouse on the Search button. Enter the new course or part of the course number on the right side of the form click the mouse on the Search button. If the courses are located they will display with the course description. Click the mouse on the course numbers to be changed and they will display under Courses.

To only change students in a specific grade click the mouse on the Grades selected. To change only Male or Female click the mouse on the specific gender check box. You can also Include Inactive Students.

Click the mouse on the Preview Only button. A message will display indicating the number of students that WOULD be updated.

A list of students with the course numbers to be changed will display. Verify the list of students.

If these students are correct click the mouse on the Update button and the students displayed will be updated.

ADD A COURSE REQUEST 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. Select the courses which will now display under Courses.

DROP A COURSE REQUEST To drop courses requested from a student’s course request locate the course numbers to be dropped on the left side of the form and select the courses which will display under Courses. Leave the right side of the form blank.

PRINT LIST After the update has been completed a listing of all students that were updated can be printed. Click the mouse on the Print List button and the following report will be generated.

PARENT/STUDENT PORTAL COURSE REQUEST ENTRY Students and Parents can use the Course Request Entry page to add new course requests appropriate for their grade level when logged into the Parent/Student Portal in Aeries.net. 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 in Portal Options.

Portal Course Request Entry Set Up In the Portal Options page, the Scheduling tab will display an option and date windows per grade level for Parents and Students to update course requests and other scheduling options. The security for the Portal Groups of Parents and Students requires Update permissions to Course Requests.

The Portal Groups page can be accessed by clicking on the Portal Groups link from the Course Request tab.

The option Allow Parents/Students to edit Alternate Course Reqs will allow Parents and Students to add Alternate Courses if selected.

The Course Request Entry page can be accessed from the Student Info dropdown in the Portal.

Below is an example of the Parent/Student Portal Course Request Entry page. This page displays the Course Request (CRQ) table by grade level. The CRQ table must be set up in the Scheduling Cycle for parents and students to view.

SCHEDULING MASTER SCHEDULE The Scheduling Master Schedule displays each section setup and can update the SMS table. When setting up sections the section number can be assigned by period, such as, section 1000-1999 for first period, etc. Course ID is selected from available courses 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, Wed and Fri click the mouse on the days this class will NOT be in session. The black check mark will no longer display. Any combination of days can be setup for a Split Term. The Split Term field can still 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 setup sections so students can be assigned to a scheduling group, which will restrict the classes scheduled into. The codes may be any letter (A-Z) or number (0-9). If the Scheduling Group field is used, students can then be assigned to a scheduling group using the Students form, the Class Scheduling 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. The Team Class Group and Team Number fields may be any letter (A-Z) and the Team Number field may be any number 0-9999. To use the Team Class Group and Team Number fields, assign the SAME Team Class Group letter (A-Z) to ALL sections of ALL courses that are to be divided into teams or groups.

Then use the Team Number field to indicate the sections that are to be assigned to each group. You may use 100 for the first group of sections (Team A), 200 for the second group of sections (Team B), etc. You do not have to use 100 for the first group of sections, but the first group of sections must have the SAME Team Number. There is a count of total students scheduled into the SSS table and the total number of males and females scheduled. This form can also be used to move ALL students or individual students into a new class. The New Section field has a drop down arrow and displays available section numbers to select.

ADD SECTIONS TO THE SMS To add sections click the mouse 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, maximum students and other applicable information. When complete click the mouse on the Insert button. The class will be added to the SMS table.

CHANGE SECTIONS IN SMS To update any information about the class currently displayed, click the mouse on the Change button. The cursor will display in the Period field.

Press Tab to the data to be changed and make any necessary changes. Click the mouse on the Update button to update the section displayed.

DELETE SECTIONS IN SMS 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 mouse on the Delete button.

A message will display verifying the deletion of this section. Click the mouse on the Yes button to delete the class.

COPY SECTIONS IN SMS The Copy button is used to create a new section by copying a section already setup in the scheduling master schedule. Select the section to be copied. Click the mouse on the Copy button. A message will display verifying this section will be copied into a new section. Click the mouse on the OK button.

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 Enter. A NEW section will now be added to the Scheduling Master Schedule.

If students are scheduled into the section that is being copied the following options box will display.

• Copy All Students – will copy all students scheduled into this section to the new section • Copy Tagged Students – will only copy students that were tagged to the new section • Move All Students – will move all students out of the section displayed to the new section • Move Tagged Students – will only move students that were tagged over to the new section • Do Not Copy/Move Students – will only copy the section information to the new section and

will not copy any scheduled students

MOVE ALL STUDENTS IN CLASS The Move All Students in Class option allows students to be moved from the section displayed on the form to another section or to drop them from this section. To move students enter a section number in the New Section field. To drop all students from the section displayed, enter section number 0 in the New Section field.

Click the mouse on the Move All Students in Class button. If the section that the students are moving to is full the following message will display. Click the mouse on the OK button to continue.

A message box will display to verify the move. To complete the move, click the mouse on the OK button and all students will now be assigned to the new section number.

MOVE TAGGED STUDENTS ONLY The Move Tagged Students Only option allows you to select students from the section displayed and move them to another section or drop them from this section. To Tag the student click the mouse on the student name and the student will be hi-lighted. To remove the Tag, click the student name again and the student will no longer be hi-lighted.

Enter the section in the New Section field. To drop all students from the section displayed, enter section number 0 in the New Section field. A message box will display to verify the move. To complete the move, click the mouse on the OK button and all Tagged students will now be assigned to the new section. To cancel the move, click the mouse on the Cancel button.

COPY ALL STUDENTS IN CLASS The Copy All Students in Class option allows students to be copied from the section displayed on the form to another section. To copy students enter a section number in the New Section field. The students will stay in the original section and also be added to a new section with the Copy buttons. All students or tagged students can be copied.

SCHEDULING MASTER SCHEDULE REPORTS A Class Roster and a Scheduling Master Details report can be printed from the Schedule Master Schedule page for the selected section.

Below is an example of the Print Class Roster.

Below is an example of the Print Scheduling Master Schedule Details.

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 the mouse on Reports. All Scheduling reports will display. To select a report to run click the mouse on the selected report.

SCHEDULING COURSE REQUEST TALLY The Scheduling Course Request Tally displays total requests for each course, with subtotals for each grade level and can be sorted by course number, course title or department code. Select the term to be printed on this report and the sort order. Click the mouse on the Run Report button.

The following is an example of the Scheduling Course Request Tally report that will be generated.

SCHEUDULING CONFLICT MATRIX The Scheduling Conflict Matrix prints a requested course and any course requested by a student that conflicts. An option is also available to print all courses or one or more select courses on the report. Select the report to be generated from the left side of the form. On the right side select specific courses by clicking the mouse on each course if not all courses. Click the mouse on the Run Report button.

The following is an example of the Scheduling Conflict Matrix.

SCHEDULING REVERSE VERIFICATION LISTING The Scheduling Reverse Verification Listing will print all students who requested each course or specific students can be selected to print. Certain courses can be selected to print or all courses will print. The option is also available to include or exclude inactive students to print on this report. To select specific students click the mouse on each student’s name. To select ALL students click the mouse on the Select All Students button. On the right side select specific courses by clicking the mouse on each course if not all courses. Click the mouse on the Run Report button.

The following is an example of the Scheduling Reverse Verification Listing.

PRE-SCHEDULING EDIT LISTING The Print Pre-Scheduling Edit Listing will generate students not scheduled into courses requested due to various problems and should be run before students are scheduled into classes. The Scheduling Master Schedule must be created prior to running this report. The following is an example of the Pre-Scheduling Edit Listing.

The following are possible problems that will display:

• No course requests - the student has not requested any courses. • Invalid course request - course is not offered in the schedule master schedule. • Too many requests for period range - student’s available periods are not enough for all the

courses requested based on their duration in the schedule master schedule. • Grade, sex or track restriction - this course is not offered to this student’s grade, sex, or

track.

VARIOUS ANALYSIS REPORTS Various analysis reports are available, which includes Scheduling Class Load Analysis, Course Request Analysis and Reject Analysis Listing. The 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 reason for the reject may or may not have anything to do with the seats available, but for example, if there are 10 seats short most likely there will be at least 10 rejects.

The Print Reject Analysis Listing displays all students who had rejected course requests. This listing includes the classes selected and gives the reason for any classes rejected.

The Scheduling Class Load Analysis displays each section and specific details for the class as well as the number of students scheduled.

SCHEDULING MASTER SCHEDULE REPORT The Scheduling Master Schedule report prints all the pertinent data about each section defined in the scheduling master schedule table. There are various print options available. Select the Term to print along with the order for the report to be sorted. After all selections have been made, click the mouse on the Run Report button.

The following is an example of the options set to print the report in order by room and period number, to include TA’s in the class average and in total seats/students.

SCHEDULE ALL STUDENTS INTO CLASSES The Schedule All Students into Classes 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.

SCHEDULING SEQUENCE The default for scheduling students is alphabetically, without regard to grade level. To schedule by grade level, select Schedule low to high or Schedule high to low. Select Schedule reverse alpha to schedule backwards alphabetically. To schedule without regard to name click the mouse on Schedule 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 setup 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 a lot longer to run. Should not be used until the final scheduling run. Ignore group codes K-Z – if certain classes are grouped with the same teacher they are flagged with a matching letter from K – Z. Selecting this option will ignore the group flags. 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. Default time is set at 10 seconds but can be changed. After selecting the options click the mouse 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. Then it will start the actual scheduling process. When the scheduling process has completed the total students scheduled, students completely scheduled into classes, students with one or more unscheduled requests, percentage scheduled without rejects and total seconds that the scheduler ran will display.

Lock All Student Schedules - Click the mouse on Lock All Student Schedules to 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 could be scheduled into their homerooms alphabetically. Lock All Student Non Rejected Schedules - Click the mouse on Lock All Student Non Rejected Schedules to lock students into the non rejected scheduled classes. Unlock All Student Schedules - Click the mouse on Unlock All Student Schedules to remove the locks on student’s course requests. Unlocking the schedule will allow them to be scheduled again into any section.

TABLE AND FIELD INFORMATION SMS TABLE – SCHEDULING MASTER SCHEDULE The following are the fields on the Schedule Master Schedule page. SMS.SE Section #. Auto populated SMS.PD Period SMS.BL Block. Number of periods the section meets SMS.SEM Semester or term. SMS.CN Course SMS.TN Teacher SMS.HQT Highly Qualified Teacher Tag SMS.RM Room number SMS.STG Status Tag. Used to inactivate a section SMS.CR Credit Value. Used for grade reporting SMS.SCL School (if not current) SMS.PR Program SMS.HP Hourly Program SMS.ST Exclude SMS.ADA ADA. Used with the Mass Change ATT SMS.TN2/TN3 Teacher number 2 and 3 SMS.HQ2/HQ3 Highly Qualified Teacher Tag 2/3 SMS.MTS Multiple Teacher Status SMS.LO/HI Low and High Grade Restrictions SMS.SG Student Scheduling Group SMS.CG Team Course Group. Used with Team # SMS.TM Team number. Used with Team Course Group SMS.GP Semester Group SMS.TR Track Restriction SMS.SX Sex Restriction SMS.DY Days SMS.NM Class meets on Monday SMS.MT Class meets on Tuesday SMS.MW Class meets on Wednesday SMS.MR Class meets on Thursday SMS.MF Class meets on Friday SMS.MS Class meets on Saturday SMS.CID Class ID. Used to link sections together SMS.MX Maximum Seats SMS.TS Total students, calculated field SMS.TB Total Boys, calculated field SMS.TG Total Girls, calculated field SMS.PS Pre Scheduled SMS.ESR Education Service SMS.LI Language of Instruction SMS.INS Instructional Strategy SMS.FS Funding Source SMS.TEP CTE Course Section Provider Code SMS.ISI Independent Study Indicator SMS.DLI Distance Learning Indicator SMS.U1-U8 User Codes 1-8

SSS TABLE – STUDENT SCHEDULES/COURSE REQUESTS The following are the fields on the Student Course Requests page. SSS.SN Student Number SSS.SQ Sequence number SMS.CN Course SMS.TN Teacher SMS.AC Alternate Course Number SMS.AT Alternate Tag SSS.SE Section # SMS.PL Permanent Lock SMS.RT Reject Tag CRQ TABLE – COURSE REQUESTS The following are the fields on in the Course Request table. CRQ.GR Grade Level CRQ.SA Subject Area CRQ.CN Course Number CRQ.CO Course Title CRQ.TS Total Students CRQ.TG Tax X=Print CRQ.SQ Sequence Number

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