Scheduling Master Schedule Board - Procedures September 16, 2009

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1 Scheduling Master Schedule Board - Procedures September 16, 2009 The Scheduling Master Schedule Board is an Aeries program that has been created to assist the user with setting up and updating the Scheduling Master Schedule. Scheduling process usually involves a white board with the periods, teachers and different colored labels with the names of the classes to be scheduled. The labels are then moved around to try and create a successful Master Schedule for the upcoming semester or school year. The purpose of this Aeries program is to eliminate manually moving the colored labels around on a white board and then entering the changes into the Aeries database. This form displays an overall view of the Scheduling Master Schedule. The user can add, change, delete and move classes instantly within the Scheduling Master Schedule, and then schedule all students to see the results. NOTE: The information displayed on this form depends upon the size of the monitor. This program has been created to use a 17 inch monitor. If the monitor is less than 17 inches the scroll bar will need to be utilized to display information outside these parameters. The monitor settings should be at a minimum of 1024 X 768. Please be aware that Eagle Software s objective is to provide their users with documented procedures, such as the one that follows, in an attempt to expedite the steps necessary to accomplish certain tasks within Aeries. However, Eagle Software recognizes that each school and district using Aeries has established their own unique guidelines and policies. By using these procedures you assume full responsibility for the appropriate application, the results of their use, any impact upon your database and conforming to all guidelines and policies that have been established by your school or district.

2 Page 2 Aeries Student Information System DISPLAY SCHEDULING MASTER SCHEDULE BOARD The Scheduling Master Schedule Board is accessible from the Scheduling Master Schedule Cycle. Or from the Scheduling Master Schedule form.

3 Page 3 Aeries Student Information System 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 number, 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. Scroll bars on the bottom of the form will move the board from left to right. Scroll bars on the far right side of the form will move the board up and down. Along the bottom of the form are function buttons. Each button will perform a different function to update the Scheduling Master Schedule. The top right of the form displays the different options available. There are 4 tabs Display, Scheduling, Color Codes and Statistics.

4 Page 4 Aeries Student Information System Below are the Display options available. These options will change how the Scheduling Master Schedule board displays.! Semesters: Select the term to display, Year, Fall, Spring. If Trimesters are setup select 1 st, 2 nd, or 3 rd. The selected term will display in RED.! SORT Teachers by Name: Select to sort by teacher name or if unselected will sort teachers by number.! SKIP Teacher Aides: Selecting Yes will not display sections of courses that are tagged as Teacher Aide as defined in the Course Data.! GROUP by Department: Selecting Yes will sort the classes by department and display the department name in the teacher name column. The department codes are assigned on the Course Data form.! SHOW Singletons in RED: Selecting Yes will display all singleton classes for a course in red.! SKIP Inactive Sections: Selecting Yes will not display sections tagged as inactive.! MOVE with Doubleclick: Selecting Yes will enable the user to double click on an existing class then click on any empty teacher/period cell to move the class into. A message will display to warn of possible errors.! SHOW Dept Colors: Selecting Yes will display the classes with the colors assigned to the departments on the Department Color Codes tab.! Period Range to Show: User can limit the period range to display on the board. The starting period may be 0 or 1 and the ending period may be 4-9.

5 Page 5 Aeries Student Information System Below are the Scheduling options available. The options are also available on the Schedule All Students Into Classes form on the Student Scheduling Cycle. Below are the Color Codes available. Up to 10 different departments can be assigned colors. If the Color Codes are changed, click the Refresh button for the new color settings to take effect. The Statistics are also available on the Schedule All Students Into Classes form on the Student Scheduling Cycle. The Scheduling Statistics will display the results of the last scheduling run.

6 Page 6 Aeries Student Information System DISPLAY INFO FOR A SELECTED PERIOD AND TEACHER To display more class information for a particular period and teacher, click the mouse on the class selected for the teacher. The detailed information will display at the top of the form. The selected class will be hi-lighted in yellow. Print Options: Preview will display a print preview of the board when the Print Display button is clicked on the bottom of the form. If Legal is selected, the board will print on legal sized paper (8 1/2 by 13). If Legal is not selected, the board will print on letter sized paper (8 1/2 by 11). ADD A CLASS To add a class to the Scheduling Master Schedule, click the mouse on the Period and Teacher selected and the class will be hi-lighted in yellow. Click the mouse on the Add Class button on the bottom of the form. A message will display verifying that the section selected will be added to the Scheduling Master Schedule. Click the mouse on the Yes button to complete the Add.

7 Page 7 Aeries Student Information System The cursor will now display at the top of the form in the period field. A section number will be assigned. Change any necessary information for this class and press Enter. The course will be added to the teacher and period selected. MOVE A CLASS To move a class in the Scheduling Master Schedule, click the mouse on the selected class to hi-light it in yellow. Then click on the Move Class button on the bottom of the form. A message will display in RED on the top of the form to select the new period and teacher for this class. Click the mouse on the Teacher and Period selected. A message will display verifying the section selected will be moved to the Teacher and Period selected. To complete the move, click the mouse on the Yes button. The following message will display if the student has been previously scheduled and a conflict may occur.

8 Page 8 Aeries Student Information System To continue with the move click the mouse on the Yes button and the Scheduling Master Schedule Board will be updated. To cancel the move, click the mouse on the No button. COPY A CLASS To copy a selected section to a new teacher and period, click on the selected class. The class will be hi-lighted in yellow. Click on the Copy Data button on the bottom of the form. A message will display in RED to select another period/teacher to copy this section to. A message will display verifying the section will be copied to the teacher and period selected. To complete the copy, click the mouse on the Yes button. To cancel the copy, click the mouse on the No button.

9 Page 9 Aeries Student Information System CHANGE CLASS DATA To change data on an existing class in the Scheduling Master Schedule, click the mouse on the Period and Teacher selected and the class will be hi-lighted in yellow. Click the mouse on the Change Data button. The class information will display at the top of the form. Change any necessary information for this class and press Enter. The new class information will display. DROP A CLASS To drop a class from the Scheduling Master Schedule, click the mouse on the Class selected and the class will be hi-lighted in yellow. Click the mouse on the Drop Class button. A message will display verifying that the section selected will be deleted from the Scheduling Master Schedule. To complete the delete, click the mouse on the Yes button. The class will no longer display and will be deleted from the Scheduling Master Schedule. To cancel the delete, click the mouse on the No button.

10 Page 10 Aeries Student Information System If there are students scheduled in the class, the following message will display. To continue with the delete click the mouse on the Yes button. To cancel the delete, click the mouse on the No button. If there are any students with course requests for this class a message will display. If Yes is selected the students course request will be deleted. If No is selected the students course request will remain but the section will be deleted from the Scheduling Master Schedule. NOTE: The total number of students scheduled for this class should be zero prior to deleting this class from the Scheduling Master Schedule. CLASS LIST To display a listing of students in a class, click the mouse on the class selected and the class will be hi-lighted in yellow. Click the mouse on the List Students button on the bottom of the form. A message to include inactive students will display. Select Yes or No.

11 Page 11 Aeries Student Information System The following report will display in print preview with all students currently enrolled in the class selected. FIND BEST PERIOD Click the mouse on the Period and Teacher selected and the class will be hi-lighted in yellow. Click the mouse on the Find Best Period button. This option will temporarily move the class to each period and attempt to schedule all students. After it has temporarily scheduled each period, it shows the total rejects above the period. When finished, it will display a recommendation based on the period with the fewest rejects. The recommended period is not based on the available teachers or rooms.

12 Page 12 Aeries Student Information System REJECTED COURSES After running the scheduler the rejected courses can be displayed. Click the mouse on the Rejected Courses button on the bottom of the form. The following text box will display courses that have students rejected from them. The Total column will display the total number of rejects. The columns to the right will show the total number of students rejected, broken down by the reject reason. To display the rejected students for a course click the mouse on the STU button located to the right of the Total column. The following text box will display showing each student rejected from this course and the reject reason.

13 Page 13 Aeries Student Information System To delete a students course request click the mouse on the Delete button and the following message will display. Click the mouse on the Yes button. Click on the Red X on the upper right corner of the form to Exit. To display the Scheduling Master Schedule for a course click the mouse on the SMS button. The following text box will display which allows you to Change Course information. See the information Changes by Course for details. Changes can be made for each individual section by entering the change in the desired field displayed. To make a change to all sections displayed enter the information on the bottom line. Click the mouse on the CHG ALL button. A message will display verifying the change. Click the mouse on the Yes button. Click on the Red X on the upper right corner of the form to Exit.

14 Page 14 Aeries Student Information System CHANGES BY COURSE To change section information for a specific course, select any class for that specific course. Click the mouse on the Course Changes button on the bottom of the form. The following text box will display with all sections setup for this course. Changes can be made for each individual section by entering the change in the field selected. To make a change to all sections displayed enter the information on the bottom line. Click the mouse on the CHG ALL button. A message will display verifying the change. Click the mouse on the Yes button. In the example below the room number will be changed to F1 for all sections for the course The Scheduling Master Schedule Board has been updated with this change. Click on the Red X on the upper right corner of the form to Exit.

15 Page 15 Aeries Student Information System PRINT DISPLAY To Print the class information for the teachers and periods as displayed on the form, click the mouse on the Print Display. The following is an example of the report that will be generated. SAVE OR RESTORE The Save or Restore button lets you save the current SMS/SSS tables or restore previously saved results. This is the same form as the Save or Restore Scheduling Results from the Student Scheduling cycle.

16 Page 16 Aeries Student Information System The Save or Restore Scheduling Results allows the user to keep the current SMS and SSS tables, and to restore them later on if desired. Creates and updates a database named SAV MDB containing multiple backups of the SMS and SSS tables. Form shows list of available saved results, allows user to save more results, restore saved results, or delete saved results. To save the current scheduling results click the mouse on the Save current scheduling results (SMS and SSS tables) button. The following message will display. A comment can be entered by typing over the default text of Saved scheduling results. The date and time will automatically be saved. To Restore a prior backup of the SMS and SSS tables click the mouse on the result listed under Comments. Click on the Restore scheduling results button. The following message will display. To continue with the restore, click the mouse on the Yes button. Click the mouse on No to cancel the process. If the tables are restored a message will display.

17 Page 17 Aeries Student Information System To Delete a prior backup of the SMS and SSS tables click the mouse on the result listed under Comments. Click the mouse on the Delete stored scheduling results button. The following message will display. To delete the backup click the mouse on the Yes button. Click the mouse on No to cancel the process. SCHEDULE ALL STUDENTS Before Scheduling All Students, verify that all Scheduling Options have been correctly selected. To schedule students into classes click the mouse on the Schedule Students button on the bottom of the form. The following message will display. Click the mouse on Yes to start the Scheduler. The scheduling progress will display at the top of the form. When the scheduler has been completed the results can be viewed on the Statistics tab at the top right of the board. After scheduling is complete, a RED message will display indicating if you have more, less, or the same number of rejects from the previous scheduling run.

18 Page 18 Aeries Student Information System INTER-ACTIVE SCHEDULING MASTER SCHEDULE BUILDER The SMS Builder button will display the Inter-Active Scheduling Master Schedule Builder. This form allows you to add sections to a selected course. To add a section, click the mouse on the SMS Builder button. The following form will display and allows you to add sections for a selected course. To add sections to a course enter a course number in the Course ID field or click the mouse on the drop down to locate a course. Once the course has been selected in Area 1 the number of Course Requests that have been made for this course will display to the right by grade. Area 2 will now display all of the scheduling conflicts by term for each period. To display the conflict details double click the mouse on the period column and term.

19 Page 19 Aeries Student Information System The following text box will display with all potential conflicts for this course. In Area 3 the number of sections to be added can be entered for each period. As each number is added the information for the period will display in Area 4. To setup ALL sections the same enter the information in Area 4 on the top line. When Add Sections is selected all sections will have the same setup.

20 Page 20 Aeries Student Information System To setup each section differently enter the information in Area 4 for each section in each period. After all section information has been entered click the mouse on the Add Sections button and the sections will be added to the SMS. COURSE REQUEST PACKET SETUP The Course Request Packets form will allow creations of "packets" containing courses based on common students course requests, for example 9th Regular, 10th Honors, 11th College Prep, etc. Packets can then be assigned to students either through Class Scheduling or the "Switch" side of Student Classes from the Students form. A grade range for the packet can also be designated. Assigning a packet to a student outside of the packets graderange will give a warning message, but still allow assignment.

21 Page 21 Aeries Student Information System ADD A COURSE REQUEST PACKET Course Request Packets can be accessed through View all Forms. To add a new course request packet, click the mouse on the Add Packet button. The cursor will display in the Packet Code field. Enter a packet name and press Tab. In the Description field enter a descriptive name for the Course Packet and press Tab. The Grade Range will default to the range setup in School Options. To change the grade range, enter a new low range and press Tab. Enter a new high range and press Tab. The new Course Request Packet will now be listed on the right hand side of the form and the cursor will now display under the Course ID field. Click the mouse on the drop down arrow for the Course ID and all available courses will display in order of course number. The sort order that the courses displayed can be changed and can also be limited. The sort order default is by CN or course number. To change the Sort Order List click the mouse on the drop down and select a field to sort by. To Limit the Course List click the mouse on the drop down and select the field to limit upon. The example below displays the limit by CP = P or all College Prep codes equal to a P.

22 Page 22 Aeries Student Information System Now when the drop down is selected, only courses that have been set up as a college prep course will display. Click the mouse on the course to be added to the Course Request Packet. After all courses have been selected for the packet displayed click the mouse on the Exit button. CHANGE A COURSE REQUEST PACKET To change the course packet information click the mouse on the packet selected under Select Record to Display. The packet selected will be highlighted. To change the name, description or grade range click the mouse in the field selected. Type the new information and press Enter.

23 Page 23 Aeries Student Information System To change or add a course click the mouse on the packet selected under Select Record to Display. The packet selected will be highlighted. Click the mouse on the Change button at the bottom of the form. The cursor will display in the first Course ID displayed. Tab down to the course to be changed or to the last Course ID field displayed. Either type the new course number or click the mouse on the drop down. Select a new course and press Enter. To Delete a course from a packet click the mouse on the gray box to the left of the Course ID and click the mouse on the Delete button on the bottom of the form. The following message will display. Click the mouse on the Yes button to delete the course from the packet.

24 Page 24 Aeries Student Information System DELETE A COURSE REQUEST PACKET To delete a course packet click the mouse on the packet selected under Select Record to Display. The packet selected will be highlighted. Click the mouse on the Delete Packet button. The following message will display indicating that the record selected must be deleted in more than one table. Click the mouse on the Yes button. The packet deleted will no longer display under the Select Record to Display listing. ADD A COURSE REQUEST PACKET TO A STUDENT SCHEDULE The Course Request Packets can be accessed from the Switch side of the Student Class Schedule or Class Scheduling form. From the Class Scheduling form, select the student and click the mouse on the Switch button. Click the mouse on the CrsReqPack button in the upper right hand corner.

25 Page 25 Aeries Student Information System The following selection box will display with the Student Number and Name at the top. Click the mouse on the drop down to select a Course Request Packet. Click the mouse on the packet selected and click the mouse on the OK button. A message will display to Add Packet. Click the mouse on the OK button. The courses within this packet will be added to the Class Scheduling form. To schedule these classes click the mouse on the Resched button and sections available will be assigned. DISPLAY COURSE REQUEST PACKET INFO Prior to adding the packet the course information can be displayed. After selecting the Packet Code click the mouse on the Course Info drop down. All courses will display for the packet selected. CHANGE SORT ORDER The default sort order for the Course Request Packets is by the Packet Code. To change the sort, click the mouse on either Description or Grade under the Sort List By located in the bottom left hand corner.

26 Page 26 Aeries Student Information System Click the mouse on the Packet Code drop down and the sort order will change. For example, below the sort was change by grade. LIMIT LIST TO STUDENT S GRADE To display only Course Request Packets for the grade level of the student displayed click the mouse on the Limit List to Student s Grade Level check box. Click the mouse on the Packet Code drop down and only the packets for that grade level will display. For example, below the student is in 11 th grade and only packets for 11 th grade are displayed.