Student Scheduling Aeries Web Version › Downloads › Docs.1234 › AeriesNet › ...Student Scheduling Aeries Web Version Page 2 Student Scheduling Overview The Scheduling Process

Student Scheduling

Aeries Web Version April 29, 2016

Page 1 Student Scheduling Aeries Web Version

1. Student Scheduling Overview

2. Scheduling Dashboard

3. Student Scheduling Setup Scheduling Status Data Entry SMS & SSS Initialization

4. Update Course Request Options

5. Student Course Requests Individualized Academic Plan Mass Change or Add Course Requests ** Student Course Requests Form Student / Parent Portal

6. Scheduling Master Schedule

Add Sections Change Sections Delete Sections Copy Sections Move or Copy Students

7. Scheduling Master Schedule Board

8. Scheduling Reports

9. Schedule All Students

Grade / Student Sequence Scheduling Options

** = New or updated information


Student Scheduling Overview

The Scheduling Process form is available from the navigation tree in a secondary school. 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 are used with Scheduling:

SMS Scheduling Master Schedule

SSS Student Schedule/Course Requests

CRQ Course Request Table

Security permissions for Scheduling can be set up through the Web Version Security page by

assigning the appropriate permissions to a User or Group.


Scheduling Dashboard

The Scheduling Dashboard contains various programs and reports utilized to schedule students

separated into categories related to the scheduling process.

Each category of the Scheduling Dashboard can be expanded to view and select the desired option

of a form or a report. Reports will have a report icon in front of the title.


Student Scheduling Setup

The Scheduling Setup form will allow you to set up the SSS and SMS tables for either the current

school year or the next school year.

From the Scheduling Dashboard, click the mouse on Setup/Config. Click the mouse on

Scheduling Setup.

The Scheduling Setup Options form is broken down into 3 areas; Scheduling Status, Data Entry,

and SMS & SSS Initialization.


Scheduling Status

Under Scheduling Status, click the mouse on either the option 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 school’s database. Scheduling for next year in this year’s database will use

the Next Grade field and will schedule active students and students with a status tag of ‘*’.

Data Entry

Under Data Entry, select the method you will be using to gather course requests for students. It is

important to note that the selected courses will display both the course title and the course number.

SMS & SSS Initialization

If scheduling has previously been performed the Student Scheduling (SSS) and Scheduling

Master Schedule (SMS) tables will contain 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 Do Nothing with the SSS Table or Do Nothing with the SMS Table will leave all

existing data.

Selecting to Blank out the SSS Table or selecting to Blank out the SMS Table will delete any

existing data and create blank tables.


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.

Note: If the SSS table is already populated with course requests and either of the above two options

are selected, a red message will display indicating that the table already has records in it and that

selection of this option will append existing records.

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 option is selected, a message box will open asking how you would like to

handle Inactive Sections. Select the appropriate option for your scheduling situation.

After all options have been selected, click the mouse on the Initialize Scheduling button. The

following message will display. Click the mouse on the OK button to proceed.

Update Course Request Options

The Update Course Request Options (CRQ) 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.

Clicking on Update Course Request Options will open a blank CRQ table. Click on the Initialize

New 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.


A Confirmation form will open. Select one of the options on how you would like the course requests

sorted. It is important to note that Course ID and Course Title will display regardless of the option

selected. Click the mouse on the checkbox if you would like to Bypass courses with a 0-0 grade

range. Click the Yes button when finished.

The Course Request Options Table will now display with all courses available for the lowest grade

level from your school’s grade range. All courses are initially checked to Allow on the Course

Request Options Table. In the example below the grade level is 9 and 348 is the number of courses

available for that grade level.

All courses with 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.

Initialize New Course Request Options Table/Recreate Course Request Options

Table– If the CRQ table is blank, the button will read “Initialize New Course Request Options

Table”. Once the CRQ table has been created the button reads “Recreate Course Request

Options Table”. Recreating Course Request Options Table will reset the CRQ table back to

the initial setup. Caution should be used when Recreating. This option will clear ALL courses

previously selected for ALL grade levels.

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 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 from the current Master Schedule to

determine how many students were enrolled in each course. This can help determine whether

or not a course should be offered.

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 column is greater than zero. Courses with a zero in will be not be flagged

with a checkmark in the Allow column.

Student Course Requests

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

Individualized Academic Plan

Mass Change or Add Course Requests

Student Course Requests

Student / Parent Portal

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 Update Code Table. The Table these codes will be set up in is 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 added 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.


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.

Mass Change or Add 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. Click on

the Preview Only button. A list of students will display. Verify the list of students. If correct, click

on the Update button.

In the example below, Course ID 0315 – Honors Eng 10 CP will be dropped and Course ID 0302 –

English 10 CP will be added for all students in Next Grade 10.


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 student’s 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.

Courses can also be added, changed, or dropped using the Course Request Packets option. Using

the same methods described above, students can be targeted who have been assigned specific Course

Request Packets to drop, add, or change the requests.

To add a Course Request Packet to students, select the grade level(s) to add the Packet to. Leave the

left side of the form blank, click on the CrsReqPackets button on the right to display all Packets.


The 10R – 10th Grd Reg w/Geom Packet is selected below. The courses contained within the

Packet display on the right side of the form. Click OK to continue.

A message will display to Confirm that the Packet chosen is the one you want to assign. Click OK to

continue.

The courses from the selected Packet will now display on the Mass Change or Add Course

Requests form in the upper right next to the To now have these course requests area.


Click the Preview Only button at the bottom of the form. A list of students who Would Be updated

will now display on the right. An Alert will display telling you how many students Would Be updated

if you click the Update button. Click the OK button. If the number of students sounds correct and

the list of students is correct, click the Update button at the bottom of the form.

To change students who have been assigned a Course Request Packet, click the CrsReqPackets button

on the left side and select the assigned Packet. The courses within the Packet will display on the left.

In the example below, Course ID 0011 – PE is included in the Packet listed on the left, but it is not

listed on the right. It is the course that will be dropped. To accomplish this, use the CrsReqPackets

button on the right to add the same Packet. When the Packet is displayed, click on the red X next to

the PE course to delete it. Click on the Preview Only button to see a list of students who would be

changed. If the number of students and the list of students are correct, click on the Update button.

To drop all the requests included in the Packet, leave the right side of the form blank. Click on the

Preview Only button to see a list of students who would be changed. If the number of students and

the list are correct, click on the Update button.

To add additional courses to students who have been assigned a Course Request Packet, click the

CrsReqPackets button on the left side and select the assigned Packet. The courses within the Packet

will display on the left. On the right side, using the search engine to find the additional course(s) you

would like to add. Click on the Preview Only button to see a list of students who would be changed.

If the number of students and the list are correct, click on the Update button.

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 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 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 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 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 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. 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, Crs ID, 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 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, 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 scheduled 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.

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.

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 checkmark will no longer display. Any combination of days can be set up for

a Split Term. The Split Term field will change the Days fields to display the split term selected.


The Scheduling Group field is used to flag sections. Students whose scheduling group code matches

the SMS scheduling group code will be scheduled into those sections. 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.

Scheduling Master Schedule Board

The Scheduling Master Schedule Board can be accessed from the Scheduling Dashboard.

The following form will display with the current Scheduling Master Schedule. The teacher number

and name will display on the left side of the board with cells containing the class information. The

course title, semester code and number of students are displayed in each cell. Multiple classes for the

same teacher and period will display on separate lines. Click the mouse on any period and the class

information will display at the top.


Detailed information on the use of the Scheduling Master Schedule Board can be found in the

Scheduling Master Schedule Board document located on the Aeries Website.

Scheduling Reports

Various reports are available to assist with the scheduling process. Categories within the Scheduling

Dashboard contain reports that are pertinent to the category. Reports are identified by the report

icon before the title. All reports are also available in View All Reports. A sampling of available

reports is shown below.

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 Schedule Reverse

Alpha to schedule backwards alphabetically. To schedule without regard to name, click on Schedule

Randomly.

If Random numbers have not been assigned, the following message will display.

Click on the Reassign Random Numbers button to assign numbers to students. The following

message will display when the process has completed.

Scheduling Options

Schedule Alternates – If an alternate class was entered into a student’s course request and a

student has a rejected course 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 students entered for the section.

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.

Documents

Student Scheduling Aeries Web Version › Downloads › Docs.1234 › AeriesNet › ...Student Scheduling Aeries Web Version Page 2 Student Scheduling Overview The Scheduling Process