InformationNOW Scheduling

Transcription

1 InfrmatinNOW Scheduling Abut This Guide This guide prvides an verview f the scheduling ptins available in InfrmatinNOW. Cntents InfrmatinNOW Scheduling 1 Abut This Guide... 1 Cntents... 1 Checklist... 2 Prepare T Schedule in the Next Academic Sessin... 2 T Schedule in Next Academic Sessin... 3 Data Preparatin... 3 Served Grade Levels... 3 Set Cmplete Schedule Optin... 4 Create New Academic Sessin... 4 Switch Academic Sessins... 4 Lkups... 4 Update Rms... 5 Update Teacher Infrmatin... 6 Valid Curses... 6 Master Schedule Teaching Teams Enter Student Requests Mass Assign Curse Requests Mass Apply Mdels Apply Mdels t an Individual Student Psting Requests frm Career Plans Enter Requests Individually Prcessing Hme Prtal Requests Request Reprts Build Master Schedule Schedule Requests Fr a Grup f Students Fr a Single Student Mass-Assign Sectins Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 1

2 Manually Reslving Student Cnflicts Schedule Reprts Individual Student Schedule View Override Term Include Withdrawn Classes Reassign Withdraw Add View Delete Other Sectins Requests Tasks Menu Manage Reprts Student Schedule Matrix View Layut Overrides Tasks Reprts Saving Changes Dates Blck Scheduling Create Academic Sessin Setup Master Schedule Master Schedule Builder Student Schedule Checklist This checklist is prvided t facilitate the prcess f scheduling students int classes. Detailed infrmatin abut the listed steps is included in the dcument. Prepare T Schedule in the Next Academic Sessin Schl Next Year: Students Student Maintenance Main tab r Students Quick Entry Edit. Cnfirm Schl Grade Levels: Schl/District Schl Grade Levels under Manage menu at left. Set Cmplete Schedule Optins: Schl/District Schl Setup tab n the individual schl recrd. Verify Custm Fields: System Preferences Setup Custm Fields. Cnfirm fields that are t be retained during Rllver are checked as Retain Data During Rllver. Valid Curses: Scheduling Valid Curses Master Schedule: Scheduling Master Schedule Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 2

3 T Schedule in Next Academic Sessin Create New Year Academic Sessin: Management Cnsle Create New Academic Sessin r Schl/District Schl Acad. Sessins tab. Switch t New Academic Sessin: Preferences Change Cntext Verify Perids: Scheduling Setup Perids Verify Day Types: Verify Rms Verify Staff: Staff Staff Maintenance. Create Request Mdels: Scheduling Setup Mdels. Enrll individual students wh were nt enrlled during the creatin f the new academic sessin. Enter Student Requests: By mdel r individually. Set Staff Criteria: Scheduling Master Schedule Staff. Set Curse Criteria: Scheduling Build Master Schedule. Select Curse Number. Terms Perids r Blcks, depending n the Scheduling Type/Mdel selected Day Type Teacher Curse Schedule Settings Screen Recmmended Sectins Sectins Actual # Created Sectins Search Sectins Cpy Settings Clear Sectins Create Sectins Build Schedule Schedule Students against Master Schedule: Scheduling Schedule Requests. Mdify Individual Student Schedules: Students Student Maintenance. Data Preparatin Served Grade Levels G t Schls/District Schl. Search fr and select t View the schl. Under the Manage menu list, select Grading Levels. Cnfirm that all grades serviced by the schl are selected. Als, check the grade specified as the incming grade level. Fr example, if Hmetwn High Schl is t receive 8th graders frm Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 3

4 Hmetwn Jr. High, n the Hmetwn High Schl Grading Levels screen, 8th Grade must be selected as a valid grade level fr this schl. Set Cmplete Schedule Optin G t Schls/District Schl. Search fr and select t View the schl. Click the Setup tab. Select the Scheduling ptin t indicate a student has a cmplete schedule when All perids have been scheduled fr every day in every term. All requests have been scheduled. Based n the ptin selected, a student with a cmplete schedule will nt display n the schedule requests errr reprt with an incmplete schedule. Create New Academic Sessin Fr details regarding creating a new academic sessin, please refer t the InfrmatinNOW Creating an Academic Sessin Quick Reference Guide. Switch Academic Sessins T schedule in the new academic sessin, switch t that sessin by ging t Preferences Change Cntext. Select the apprpriate academic sessin. Nte: It is critical that users be aware f the Academic Sessin in which they are wrking. Use the task bar at the very tp f the screen t cnfirm. Lkups Scheduling T access scheduling lkups, g t either Scheduling Setup r System Preferences Setup. Cnfirm the fllwing are established fr the selected academic sessin. Bell Schedules Blcks Classificatin f Instructinal Prgrams Curse Type Custm Fields Curse Custm Fields Student Schedule Difficulty Level Funding Methd Instructinal Setting Mdels Click +Add t add a new Request Mdel. *Type: Chse Request. *Mdel: Name Request Mdel. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 4

5 Perids Click Create. Click +Add t add Valid Curses t Mdel. Click Search t access Valid Curse File. Place a check beside each class frm page 1 and click OK. Click +Add and navigate t each additinal page in Valid Curse File. Place a check beside each class frm each additinal page(s) until all classes are listed fr the Request Mdel. Click OK t finish creating Mdel. Repeat fr each Request Mdel desired; click Cancel t exit when finished. Teaching Methds Terms Grading T access scheduling-related lkups that als pertain t grading, g t either Grades Setup r t System Preferences Setup. Cnfirm the fllwing are established fr the selected academic sessin. GPA Methds Grading Perids Grading Scale Standards Subjects Standards Update Rms T update rms, g t Schls/District Schl. Search fr and select the schl. Select the Rms tab. Nte: Changes made t rms will affect all academic sessins. Rms shuld nt be deleted until all f the classes tied t that rm in the Master Schedule are cmplete. Add Click Add t insert new rms. Required fields are indicated with an asterisk (*). Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 5

6 *Rm: Enter a unique alpha/numeric rm identifier. Max Capacity: Enter the maximum number f seats available in the rm. *Rm Descriptin: Enter a unique brief descriptin f the rm. Lcatin: Select a lcatin fr the rm. Lcatins are created under System Preferences Setup. Select Schl Lcatins and click Refresh t add, view r delete lcatins. Click t Create the recrd. Add: Click t add the primary teacher t the rm. If the teacher is assigned t the rm, when the teacher is assigned t a sectin in the Master Schedule, the rm will autmatically be ppulated (but may be changed if necessary). View T view r edit a rm, either click the rm blue link r place a check next t the rm and click View. Delete T delete a rm, place a check next t the rm and click Delete. Warning! Rms are nt unique t the academic sessin. When a rm is created, it may be viewed in any academic sessin. Therefre, rms must nt be deleted until all classes tied t the rm in the Master Schedule have been cmpleted and the academic sessin has been clsed. Update Teacher Infrmatin T update staff infrmatin, g t Staff Staff Maintenance. Add any new teachers Select and view existing teachers t make any necessary changes. Nte: Changes made will affect staff recrds regardless f the academic sessin. It is nt recmmended t delete utging teachers until after the current academic sessin has been clsed. Valid Curses T update valid curses g t Scheduling Valid Curses. Add Click Add t insert new curses fr the selected academic sessin. Required fields are indicated with an asterisk (*). Nte: Depending n the user s state, sme fields may be hidden. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 6

7 *Curse Number: Enter a unique curse identifier. May be alpha and/r numeric. Alt Curse Number: Enter an alternative curse number. May be alpha and/r numeric. State Curse Number: Enter the state-specific number fr this curse t be used in state reprting. Check the State Guidelines t determine if this is required. State Curse Number may be alpha and/r numeric. *Shrt Name: Enter a shrt name fr this curse. The shrt name will print n the standards bank reprt, curse request verificatin reprt, curse request rster reprt, curse request matrix reprt, curse listing reprt and will display n the student s request screen. *Lng Name: Enter a lng descriptin fr the curse. *Curse Type: Used in relatin t transcript graduatin requirements and prerequisites. Required fr VOC (Vcatinal Curses) in Mississippi. CIP Cde: Enter the unique CIP cde fr this curse. Cnsult State Guidelines t determine if this is required. The CIP cde is used in vcatinal reprting. GPA Credit: Enter the ttal number f GPA credit t be issued t students enrlled in this curse. Difficulty Level: Assign the difficulty level fr this curse. Difficulty level may be used in tracking graduatin requirements. Cnsult State Guidelines t determine if this is required. Graduatin Credit: Enter the ttal number f Graduatin credit t be issued t students wh successfully cmplete the entire curse. Max Capacity: Enter the maximum number f students allwed per sectin f this curse. When sectins are created under the Build Master Schedule ptin, capacity will autmatically be set t 25 fr sectins in which a capacity is nt specified. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 7

8 *Starting Grade/Ending Grade: Select the starting and ending grade levels fr students wh may request r take this curse. Earliest allwable grade level t request r take this curse. Remember that the students will be in their current grade level until prmtin has taken place. S, fr example at the High Schl, the earliest grade level fr freshman classes may need t be 8 rather than 9. Nte: If starting and ending grade levels are set here, then nly curses with the grade levels identified fr the schl will be pulled int the Master Builder screen. See Build Master Schedule n page 31 fr mre details. *Allwable Gender: Check the applicable genders fr this curse. Hnr Rll: Check if the grades received in this curse shuld be cnsidered when calculating the hnr rll. *Schl Categry: Select the schl(s) in which this curse is taught. GPA Methd: Optins in this sectin f the screen cntrl the GPA Methd criteria fr all sectins f this curse. As a new sectin is added, these data elements will be cpied t the sectin. Users with apprpriate permissins will be able t mdify the settings fr the individual sectin. Hwever, if a user checks the Apply Changes T Sectin ptin and edits a curse and makes changes t the GPA Methd sectin. All changes will be cpied t each existing sectin f the curse. Users shuld take care when selecting the Apply Changes T Sectin ptin and editing a curse. Weight Add: Enter the weight-added value fr the varius GPA methds. GPA Methds are created under either Grades Setup r System Preferences Setup. Weight Mult.: Enter the weight multiplier fr the varius GPA methds. GPA Methds are created under either Grades Setup r System Preferences Setup. Inc. Weighted GPA: Check if scres received fr this curse are t be included in a student s weighted GPA. Inc. Unweighted GPA: Check if scres received fr this curse are t be included in a student s nn-weighted GPA. Curse is Instructinal: Check if this curse is cnsidered instructinal. Cnsult State Guidelines t determine if this is required. Is State Reprted: Check if this curse is t be included in state reprts. Cnsult State Guidelines t determine if this is required. Display n Reprt Card: Check if the grades fr this class are t be printed n reprt cards. Is Required: Check t indicate that this curse is required. If checked, when requests are entered fr students, the curse will be marked as required autmatically. Any curse may be unchecked as desired. Active: Uncheck t make this curse inactive. Inactive curses will nt display n Curse Request Entry, Master Schedule Builder, r Curse Listing Reprt (unless selected t include). When searching fr a curse, if Active Only is selected, inactive curses will nt display n the search results screen. Display n Curse Request Matrix Fr : Check if this curse is t be included n the curse request matrix reprt which is used t determine where t best place sectins f this curse fr maximum scheduling results. Instructinal Setting: Select the instructinal setting fr this curse. Cnsult State Guidelines t determine if this is required. Teaching Methd: Select the teaching methd fr this curse. Cnsult State Guidelines t determine if this is required. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 8

9 Funding Methd: Chse the funding methd fr this curse. Cnsult State Guidelines t determine if this is required. Click Create t save the curse. After saving the recrd, the fllwing tabs may be accessed. Summary Tab The Summary tab displays the curse number and shrt descriptin. Als lists the schl, academic sessin and sectins available by term. Standards Tab Allws user t view, add r delete standards frm the selected curse. T insert a standard, perfrm the fllwing steps: Click Add. Enter r select at least ne search criteria (Name, Standard Subject, Lw Grade r High Grade) and click Search. The list f matching criteria will display. Place a check next t the standard t be applied t this curse. Click OK. Custm Tab Custm fields may be assigned t the Valid Curse File. Refer t State Guidelines t determine if this is required. Custm fields are created under System Preferences Setup. Select Custm Fields and Curse and then click Refresh t add, view, delete r re-priritize custm fields. Textbk Tab Textbks may be assigned t the Valid Curse File. Refer t the InfrmatinNOW Textbk Quick Reference guide fr details regarding textbks. Scheduling Rules Tab The ability t assign Scheduling Rules t the curses in the Valid Curse file has been added. Scheduling rules allw users t assign specific scenaris t be fllwed when using the Master Schedule Builder r the Schedule Request ptins. T create a new rule, click Add. Required fields are indicated with an asterisk (*). In the fllwing example, a rule is being assigned t a curse called Bilgy I. *Curse Name: Click Find t lcate the curse fr which the rule is t be created that will be tied t the selected curse. In this example, Algebra I is selected. Is Required: Check if this rule Is Required. Selecting this ptin will verride any Pririty selected. When the Master Schedule Builder r schedule request ptins are selected, this rule will be fllwed abslutely. If selected, the Pririty field will be inactive. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 9

10 *Pririty: Select the Pririty in which this rule is t be fllwed as it relates t ther rules that have been assigned t this curse. Assigning a pririty f 1 indicates that this rule is t be fllwed befre any ther rules with a high pririty (i.e., 2, 3, 4, etc.). Term: Select if this curse is t take place during a Different term than the selected curse, during the Same term, during a term that takes place Befre the selected curse r during a term that takes place After the selected curse. In the abve example, Algebra I and Bilgy I are t be placed in Different terms when either the Master Schedule Builder r the schedule requests ptins are selected. Perid/Blck/Day Type: Select if this curse is t take place in a Different Perid/Blck/Day Type than the selected curse, the Same Perid/Blck/Day Type, a Perid/Blck/Day Type that ccurs Befre the selected class r a Perid/Blck/Day Type that ccurs After the selected curse. In the abve example, Algebra I and Bilgy I are t be placed in the Same Perid/Blck/Day Type as Bilgy I when either the Master Schedule Builder r the schedule requests ptins are selected. Teacher: Select if this curse is t be assigned t a Different Teacher than the selected curse r the Same Teacher. In the abve example, Algebra I and Bilgy I, n preference has been assigned. Averaging Setup Tab Click t mdify the averaging setup fr this curse fr all teachers f the curse. Once criteria is set here, if a teacher des nt have permissin t mdify his r her averaging setup, that teacher will nt be able t mdify the average setup fr individual classes. Tasks Menu Click t perfrm ne f the fllwing tasks: Print Screen Help Manage Menu Click t access ne f the fllwing menu ptins: Create Sectins frm Curse: Allws the user t create and/r add t sectin(s) f an existing Valid Curse. Prerequisites: Prerequisites allw fr the creatin f requirements that students must meet in rder t enrll in the selected curse. Example 1 AND Requirement: T enrll in a Creative Writing curse, a student must have earned at least tw credits within the curse type f English AND at least ne f the credits must have been in English 9. Fr this example, n the pre-requisites screen fr the Creative Writing curse, perfrm the fllwing steps: First create a rule fr the requirement that states a student must have received 1.0 credit in English 9. Under the Rules (And) sectin, click Add. Enter a name fr the rule (ex.: English 9) Under the Curse Requirements (OR) sectin, click Add. Click Find t lcate the English 9 curse. Enter a credit f 1.0 indicating the student must have received a full credit in the English 9 curse. Click Create. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 10

11 Next, create a rule fr the requirement that states a student must have cmpleted tw credits within the English curse type. Since this is an AND requirement, meaning in additin t the English 9 requirement, a new rule n the left side f the screen must be added. Under the Rules (AND) sectin, click Add. Enter a name fr the rule (ex.: 2 English Credits). Under the Curse Type Requirements (OR) sectin, click Add. Select the curse type f English. Enter the credit f 2.0. Click Create. Example 2 OR Requirement: T enrll in a Creative Writing curse, a student must have earned at least tw credits within the curse type f English OR at least ne credit f English 9. Fr this example, n the pre-requisites screen fr the Creating Writing curse, perfrm the fllwing steps: Create a rule fr the pre-requisite. Since this is an OR requirement, nly ne rule needs t be created n the left-hand side f the screen. Under the Rules (AND) sectin, click Add. Enter a name fr the rule (ex.: Creative Writing). Under the Curse Requirements (OR) sectin, click Add. Find the English 9 curse. Enter a credit f 1.0 and click Create. Under the Curse Type Requirements (OR) sectin, click Add. Select the English curse type. Enter a credit f 2.0 and click Create. Click Clse t save the pre-requisite. Curse Fees: Click Add t insert a fee fr this curse. Required fields are indicated with an asterisk (*). *Name: Enter a name fr the fee (ex.: Wrkbk). *Categry: Select the categry fr the fee. Categries are created under either Fees Setup r System Preferences Setup. *Amunt: Enter the entire fee amunt in decimal frmat (ex.: 20.00) Descriptin: Enter a brief descriptin fr the curse fee. Curse Request Rster: Click t view student requests fr this curse. Add: Click t add requests fr additinal students. View: Place a check next t existing request(s) and click t edit. Delete: Place a check next t existing request(s) and click t delete. Prerequisites: Click t view prerequisites fr this curse. Cpy Students: Click t cpy students wh are currently requesting this curse t anther curse. Mve Students: Click t mve students wh are currently requesting this curse t a different curse. Curse Request Rster: Click t print a reprt f the student requests. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 11

12 Reprts Menu Click t access the fllwing reprt: Standards Bank: Allws Standards fr the Selected Curse r all Standards t be printed. Master Schedule T update valid curses, g t Scheduling Master Schedule. Nte: The Master Schedule may be cpied frm a different schl r Academic Sessin. T cpy the Master Schedule, including custmer fields, frm ne schl t anther, g t Mgmt Cnsle Cnsle. Click Share Schl Setup. Select the Schl/Academic Sessin FROM WHICH t cpy and check the Master Schedule bx. Click OK. The Master Schedule cntains infrmatin detailing when a curse will be taught; where it will be taught; and wh will teach the curse. Sme infrmatin will pull frm the Valid Curses File. In sme instances, this infrmatin may be edited n each sectin. Sme fields must be edited n the valid curse and may nt be edited n the Master Schedule. Nte: If the Master Schedule was cpied int the new Academic Sessin, it can be edited t change infrmatin fr the new academic sessin. If user is nly editing the Master Schedule fr the new academic sessin, the Build Master Schedule functin ptin wuld nt be used. T insert a new sectin, click Add. Add Nte: Sectins may als be added frm the Valid Curse file. G t Scheduling Valid Curses. Search fr and view the desired curse. Click t Create Sectin Frm Curse under the Manage menu at left. Enter the curse search criteria (ex.: English) and click Search. Bullet the curse frm the resulting list and click OK r click the curse number that appears as a blue link. Required fields are indicated with an asterisk (*). Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 12

13 Curse Infrmatin: Curse Number, Alt Curse Number, State Curse Number, CIP Cde and Active flag pull frm the Valid Curse File and cannt be edited. Sectin Details: *Sectin Number: Enter a unique sectin number. This field may be alpha and/r numeric. *Shrt Name: Enter a shrt name fr this sectin. The shrt name will print n mst grading reprts (including reprt cards), transcript reprts, student schedule reprts, Master Schedule reprts, discipline reprts as well as the student s schedule screen. *Lng Name: Enter a lng name fr this sectin. The lng name will print n the Rm- Teacher utilizatin reprt and will display n mst f the teacher s classrm screens. *Allwable Gender: Check Male and/r Female as needed. *Curse Type: Select the apprpriate curse type frm the drp-list. Used in relatin t transcript graduatin requirements and prerequisites. Cnsult State Guidelines t determine if this is required. Difficulty Level: Assign the difficulty level fr this sectin. Difficulty level may be used in tracking graduatin requirements. Cnsult State Guidelines t determine if this is required. Display n Reprt Card: Check this bx if this sectin f the curse shuld display n reprt cards. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 13

14 Merge Rsters Fr Attendance: Check if the teacher teaches multiple sectins f classes during the same perid f the day. If this is checked, any classes that meet fr the same perid and teacher will be cmbined int ne screen frm which the teacher can take attendance. Hnr Rll: Check if the grades received fr this sectin f the curse shuld be cnsidered when calculating hnr rll. Teacher: Click the Teacher link t add the main teacher r add additinal teacher(s). Rm: Select frm the drp-list. Rms are created under Schl/District Schl. Search fr and view the schl. Click the Rms tab. *Starting/Ending Grade: Enter the lwest and highest grade level t be scheduled int the class. Remember that the students will be in their current grade level until prmtin has taken place s, fr example, at the High Schl the earliest grade level fr freshman classes may need t be 8 rather than 9. Grading Scale: Select a grading scale if this curse uses a scale different frm the scale attached t grade levels. GPA Credit: Enter the amunt f credit a student will earn tward GPA fr the entire curse. Amunt must be entered in the frmat f x.xxx (i.e ). Graduatin Credit: Enter the amunt f credit a student will earn tward graduatin fr the successful cmpletin f the entire curse. Amunt must be entered in the frmat f x.xxx (i.e ). Serving Sectin: When editing sectins in the master schedule at a Reprting Schl, the user may link this sectin t a sectin in a Serving Schl which allws the user t imprt reprt card grades, cmments and ntes frm the Serving Schl t the Reprting Schl. Fr mre details regarding dual enrlled students refer t the InfrmatinNOW Grading quick reference guide. *Perids: Check the perid(s) during which this sectin will meet. Perid Variatin: Only available if perid variatins have been attached t bell schedules. Fr example, if the student lunch wave is determined by the class the students attend during 3 rd perid, each Perid 3 curse wuld be assigned a perid variatin indicating the time that students g t lunch vs. class. Please refer t the InfrmatinNOW Attendance Quick Reference Guide fr mre details regarding perid variatins. *Meets On: Available nly fr specific scheduling types which are selected when the academic sessin is created. If available, select the apprpriate day type(s) n which the class will meet. Terms: Check the terms during which the class will meet. Capacity: Enter the maximum number f students that may be scheduled int this class. When sectins are created under the Build Master Schedule ptin, capacity will autmatically be set t 25 fr sectins where a capacity is nt specified. Enrlled: The number f currently enrlled students fr the term will display. A. Credit: Check if attempted (GPA) credit is awarded at the end f the term. The number f check marks here will be divided int the GPA credit and Graduatin credit values entered fr the sectin. GPA Methd: Enter the GPA settings t be cnsidered fr the grade a student receives in this class. Weight Add: Enter the weight-added value fr the varius GPA methds. GPA Methds are created under either Grades Setup r System Preferences Setup. Weight Mult: Enter the weight multiplier fr the varius GPA methds. GPA Methds are created under either Grades Setup r System Preferences Setup. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 14

15 Additinal Inf: Inc Weighted GPA: Check if the scre that the student receives fr this sectin f this curse is t be included when calculating a weighted GPA. Inc Unweighted GPA: Check if the scre that the student receives fr this sectin f this curse is t be included when calculating an unweighted GPA. Curse is Instructinal: Check if this sectin is cnsidered instructinal. Cnsult State Guidelines t determine if this is required. Is State Reprted: Check if sectin is t be included in state-mandated extracts. Cnsult State Guidelines t determine if this is required. Instructinal Setting: Select the instructinal setting fr this sectin. Cnsult State Guidelines t determine if this is required. Teaching Methd: Select the teaching methd fr this sectin. Cnsult State Guidelines t determine if this is required. Funding Methd: Select the funding methd fr this sectin. Cnsult State Guidelines t determine if this is required. Teaching Team: Select the team f students wh are t be assigned t this sectin (ex. Green, Gld, Lins, r Tigers). Only applicable fr schls that use a team-riented scheduling methd. See mre under Teaching Teams beginning n page 15. Edit T mdify an existing sectin, g t Scheduling Master Schedule. Search fr and view the sectin t be mdified. After making the changes, click OK t save. Nte: On the search result list, users may click the number f students currently enrlled in the class that appears as a blue link. A list f currently enrlled students will display. Users with apprpriate rights may then click a student number that appears as a blue link t access that student s demgraphic infrmatin. Delete T delete an existing sectin, g t Scheduling Master Schedule. Search fr the sectin t be deleted. Place a check next t the sectin number and click Delete. Teaching Teams Fr schls that utilize team scheduling, teaching teams shuld be created. The verall prcess fr team teaching is as fllwing. Teaching Teams are defined with staff members assciated t them. Sectins are assigned Teaching Teams. The Schedule Requests rutine will place each student int sectins fr a single team. Teams must be defined prir t running the schedule requests rutine. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 15

16 Set Up Teaching Teams G t Scheduling Setup. Select Teaching Teams frm the list and click Refresh. Click t Add a new team. *Team Name: Enter the name f the team up t 50 characters. Ex. Green, Gld, Lins, Tigers. Descriptin: Enter a brief descriptin fr the team if desired. Click Create. Once the team recrd has been saved, click Add t insert teachers t the team. Cntinue adding all staff wh belng t that particular team. D nt assign teachers t a team that teaches multiple teams such as a shared music teacher that teaches students in multiple teams. Nte: A team can have as many staff assciated as needed. Hwever, a staff member can nly be assciated with ne team per academic sessin. A message will display if the user tries t add a teacher t a team wh is already assigned t a different team. Users must have Maintain Academic Sessin permissin t add teams. Users must have View Academic Sessin t view teaching teams. Assigning Team T Master Schedule Sectins Once teams have been created and teachers assigned t the teams, the teams will be assigned t sectins in the master schedule. G t Scheduling Master Schedule. Search fr and select t View the sectin that is part f a teaching team. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 16

17 Teaching Team: Select the team f students wh are t be assigned t this sectin (ex. Green, Gld, Lins, r Tigers). Select D nt use a team if this sectin can be assigned t students f any team (ex. A music class that can be assigned t students f many teams). If the primary teacher assigned t the sectin is a member f a team, that team will autmatically display in the drp list. Hwever, it will autmatically use the primary teacher s team even if the Teaching Team field is blank. The Teaching Team assigned t the sectin des nt need t match the team t which the primary teacher f this sectin has been assigned. Fr example, the Teaching Team Lin may be assigned t the sectin even thugh the teacher Husting is nt part f the Lin teaching team. The teaching team assigned t the sectin will be cpied when Creating A New Academic Sessin and selecting Cpy Master Schedule. The teaching team that is assigned t the sectin can als be cpied as part f Share Schl Setup when the user selects Master Schedule. Schedule Requests Rutine The Schedule Requests rutine will place a student int sectins fr a single teaching team. When a user schedules a student via the Schedule Requests rutine r frm the individual student s requests screen the schedule requests rutine will attempt t assign sectins t the student based n a team. Fr example, the student has requested Algebra 1, Spanish 1 and English 1. If the student is assigned t sectin 1 f Algebra 1 that has been assigned t teaching team Blue then the student will als be assigned t the sectins f Spanish 1 and English 1 that have been assigned t teaching team Blue. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 17

18 Sectins that have D Nt Use A Team (i.e. Chrus that students d nt attend as a team) will be scheduled as befre based n student availability. When a request is entered n the student the user has the ptin t prescribe a sectin. If the user prescribes a sectin t a student that is part f a team, then that student will autmatically be placed int that team s sectins. Fr example, if the user prescribes sectin 3 f Algebra which has been assigned a Teaching Team f Blue, then that student will be assigned t all sectins f their requests that have been assigned Teaching Team Blue. Prescribing sectins is a way fr schls t frce certain students int a specific team. Hwever, if a user prescribes sectins frm varying teams, when the user runs the schedule requests rutine the prgram will nt allw the students t be scheduled int sectins frm different teams. If a user has manually frced a student int sectins that have been assigned different teaching teams, when the Schedule Requests rutine is run, the prgram will nt be able t schedule any additinal requests. An errr will display n the Scheduling Errr Reprt. Enter Student Requests Mass Assign Curse Requests Curse requests may be added t a grup f student by ging t Scheduling Mass Assign Requests. Review the steps and click Next. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 18

19 1. Allws the user t build a list f students t which t assign requests. Enter the search criteria and click Next. 2. A list will display n the left shwing students wh meet the search criteria. Use the Add >, Add All >>, < Remve and << Remve All buttns t mve students wh are t be assigned the requests t the right side f the screen. Click Next. 3. Enter the search criteria fr the curse(s) t be requested fr the selected students. Click Next. 4. The resulting list f curses will display. Place a check next t the curse(s) t be added as requests fr the student(s) selected in step 2. Click Next. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 19

20 5. A windw will display that allws the user t set specific parameters fr the selected curse request. The name f the curse will display at the tp f the screen in gray. Optins that are selected n this screen will be applied t all requests fr the selected curse. Required: Select if the curse is required fr the student. Alternative Curse: Alternative curse requests may nt be assigned in mass. This ptin is disabled. Sectin: If a specific sectin is t be assigned t the students, select the sectin frm the list. Prescribed: Indicates that this is the sectin students are t be scheduled int when the schedule requests rutine is run (i.e., pre-scheduling student). Prscribe: Indicates that this is the sectin students are NOT t be scheduled int when the schedule requests rutine is run. Mst ften this is used t indicate sectins reserved fr special circumstances, such as advanced placement r special educatin. Teacher: If a specific teacher is t be assigned t the students, click Find t select the teacher. Prescribed: Indicates that this is the teacher t which students are t be assigned when the schedule requests rutine is run (i.e., pre-scheduling teacher). Prscribe: Indicates that this is the teacher students are NOT t be scheduled with when the schedule requests rutine is run. Mst ften this is used t indicate teachers reserved fr special circumstances such as special educatin. Start Term: If students are t be scheduled int a sectin that begins in a certain term, select the term frm the available list. Otherwise, select --- Any ---. Perids: If students are t be assigned a sectin that meets in a specific perid, enter the perid in the field prvided. Meets On: If students are t be assigned a sectin that meets n a specific day, enter that day in the field prvided. Number Of Terms: Indicates if the students are t be scheduled int nly a certain number f terms fr the selected curse. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 20

21 6. Once parameters have been selected, click Assign. 7. The curse request will be assigned t the selected students and a resulting list will display. 8. If multiple curses were selected in Step 4, use the navigatin arrws t mve t the next curse. Set the apprpriate parameters and click Assign. 9. Cntinue until all selected curses have been assigned t the selected students. Mass Apply Mdels G t Scheduling Mass Apply Mdels and fllw the Wizard. Mdels shuld first be created under Scheduling Setup r under System Preferences Setup. Nte: At any time, click Cancel t exit the prcess. Click Back t return t the previus screen. Click Next t cntinue. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 21

22 Fr Type, chse Requests and click Refresh. Bullet a mdel and click Next. Select criteria using any field (usually a grade level). Click Next. Select students and mve frm left list t right list. Click Next. Step 1: Select a mdel frm the list f mdels displayed fr a selected mdel type Step 2: Enter criteria t build a list f students Step 3: Select student r subset f students frm the resulting set f students t be applied t a mdel Step 4: List f students that wuld be applied t a mdel Check any Override ptins that apply. See Override n page 40 fr mre details. Cnfirm list f students is crrect. Click Apply. G t Students Maintenance. Find a student. Under the Manage menu, click Requests. Under the Manage menu, click Apply Mdel. Apply Mdels t an Individual Student Psting Requests frm Career Plans Nte: When creating requests frm a career plan, any existing requests fr the student will nt be verwritten. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 22

23 Assigning By Grup G t Scheduling Mass Assign Requests. Click the Frm Career Plan tab. Review the steps and click Next. Enter criteria and click Search. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 23

24 The resulting list f students will display. The list will nly include students wh have career plans. Use the Add> r Add All>> buttns t mve students fr whm requests are t be assigned t the right hand side f the screen. Click Assign. A status screen will display any resulting errrs. Click the Run Curse Request Errrs Reprt link t generate the standard curse request errr reprt. If the academic sessin in which the user is lgged in is a current academic sessin (i.e., neither past nt future), curse requests will be assigned frm the student s career plan where the career plan curse grade level is equal t the student s current grade level. Fr example, if the user is lgged int an academic sessin where the student s grade level is 9, then the curse requests frm the student s career plan that have a grade level f 9 assigned t them will be added t the student s requests. If the user is lgged int a future academic sessin, the prgram will check t see if the students have been prmted: If students are prmted, the prgram will use career plans that match the student s current grade level in the academic sessin f cntext. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 24

25 If students are nt prmted, the prgram will use career plans that match the student s current grade level + 1 in the academic sessin f cntext. Assigning T Individual Student Curse requests may als be assigned frm the career plan n an individual student. T view this change, g t Students Student Maintenance. Search fr and select t View the student. Click Gals Sught under the Manage menu n the left. Click t Assign Curse Requests based n the gal that has been assigned t the student that cntains a plan. When selected, the prgram will assign requests t the student based n the career plan where the grade level is equal t the student s current grade level in which the user is lgged in. A message will display indicating the requests that were successfully assigned t the student. The Assign Curse Requests link is nt available fr past academic sessins. The link is nt available fr students withut career plans. In a current academic sessin, the prgram will assign curse requests frm the student s career plan where the career plan curse grade level is equal t the student s current grade level. In a future academic sessin, the prgram will assign curse requests frm the student s career plan where the career plan curse grade level is equal t the next sequential grade level abve the student s current grade level in the academic sessin f cntext. If any errrs ccur during the prcess, a message will display in red indicating the curse number and any related errr. Nte: Duplicate requests are nt cnsidered errrs, since students may be required t request the same curse multiple times. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 25

26 Enter Requests Individually G t Students Student Maintenance. Find a student. Under the Manage menu, click Requests. Under the Manage menu, click Add t multiple-select curses t add as requests. Click the +Add buttn t add ne request at a time. Prescribe: User is marking a curse/sectin/teacher t which the student will be scheduled when the schedule requests rutine is run. (Pre-scheduling student) Prscribe: User is marking a curse/sectin/teacher int which a student is NOT t be scheduled. Prcessing Hme Prtal Requests Requests may be entered by students r parents via the hme prtal f InfrmatinNOW. These requests must then be apprved r rejected. G t Scheduling Apprve Requests. Status: Select t filter the screen t view requests that are Pending, Apprved, Rejected r All requests (blank). Cunselr: By default, pending requests will display fr the lgged in user fr students wh are assigned t them as a Cunselr. T view the requests fr a different cunselr, click Find and search fr the cunselr. T remve the cunselr filter click Clear. Clumns: File N: The student s id number. If the user has the rights, click the hyperlink t access the student s demgraphic recrd. Name: Displays the student s name. Curse Name Number: The name f the curse and the curse ID that is being requested. Terms: If the user requested a specific number f terms, it will display here. Nte: The specific number f terms may nt be entered n a request that is submitted via the Hme Prtal. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 26

27 Start: If the user requested a specific starting term, it will display here. Nte: The specific starting term may nt be entered n a request that is submitted via the Hme Prtal. Required: If this request has been marked as a required curse fr the student, a Yes will display in the Required clumn. Nte: Required may nt be checked n a request that is submitted via the Hme Prtal. Type: Indicates if this request is a primary request r if the request is an alternative request. Primary requests will be scheduled first if pssible. If the primary curse is unable t be scheduled due t cnflicts, the alternative curse will be scheduled instead. Nte: Alternates may nt be assigned fr requests that are submitted via the Hme Prtal. Status: Once a request is added thrugh the parent prtal, schl staff must review the request. Until the request is apprved by the schl, the request will display in a P (Pending) status. Once the schl has accepted the request, the status will display as A (Accepted). Apprve: T apprve the request, place a check next t the request(s) and click Apprve. The request will display in the Hme Prtal as accepted and will be prcessed when the student is scheduled. Once apprved, the request will display n the student s screen under Students Student Maintenance. Reject: T reject the request, place a check next t the request(s) and click Reject. The request will display in the Hme Prtal as rejected. Delete: T remve the request frm the student, place a check next t the request(s) and click Delete. The request will n lnger display n the student request screen in Hme Prtal r frm the student s recrd under Student Maintenance. Request Reprts Curse Request Analyzer: A reprt cmparisn f students wh have requested multiple curses t determine which curses shuld nt be placed in the same perid f the day as ther curses. Order By: Select t rder the students n the reprt by Display Name, Grade Level r Hmerm. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 27

28 Student ID t Print: Select t include Student Number, State ID Number, Alternate Student Number, Scial Security Number r Nne. Student requested All selected curses: Click the drp-list belw t select the curses t include in the reprt. Any student wh has requested ALL f the selected curses will be included n the reprt. Student requested ONE f the selected curses: Click the drp-list belw t select the curses t include in the reprt. Any student wh has at least ONE f the selected curses will be included n the reprt. Nte: Use the Remve Frm List buttn t remve any curses frm the ALL r ONE sectins that d nt belng n the reprt. Curse Request Errrs: A reprt f student request errrs. Errrs include: 1 - N Requests: An errr will display fr each term and fr each student that has n requests entered fr the selected term(s). A 1 N Requests errr will als display if the student has n requests entered fr Any term(s). 2 - T Many Requests: An errr will display fr each student whse sum f the requests is greater than the number f perids * the number f terms. Fr example, if the student has 9 curse requests fr all year curses and there are nly 8 perids in the day, an errr will display fr this student indicating 2 - T Many Requests. 3 - Nt Enugh Requests: An errr will display fr each student and fr each term if the sum f the requests is less than the number f terms * the number f perids. Fr example, if the student has 5 curse requests fr all year curses and there are 8 perids in the day, an errr will display fr the student indicating Nt Enugh Requests fr (Term Name). Als, if the student 7 requests entered fr single-term curses and there are 8 Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 28

29 terms in the year, a message will display indicating 3 - Nt Enugh Requests fr (Term Name). 4 - Invalid Sectin: An errr will display fr each student and fr each curse where the gender f the student des nt match the allwable gender fr the curse. Fr example, if PE110 Girls Basketball is set up as a curse fr nly females and a male has requested the curse, the errr message 4 - Invalid Sectin will display fr the male student. 5 - Credits Already Received: An errr will display fr the student and curse if the student s transcript histry cntains mre than a 0 graduatin credit fr the selected curse. Fr example, if the student is requesting Eng101 and the student has already received graduatin credit fr Eng101 in his r her transcript histry, an errr message 5 - Credits already received fr Eng101 will display. 6 - Prerequisites: An errr will display fr the student and curse if the student has nt met the prerequisites which were established fr the selected curse. Fr example, if the Valid Curse File fr Creative Writing includes a prerequisite fr Eng101 and the student s transcript histry des nt include graduatin credit fr Eng101, an errr will display indicating 6 - Prerequisites required fr Creative Writing. 7 - Invalid Grade Level: An errr will display fr the student and curse if the student s grade level is less than r greater than the allwable grade level fr the curse. Fr example, if an 8 th grade student has requested English 11 which has been marked in the Valid Curse File as a curse nly available fr 11th and 12 th graders, an errr message will display indicating 7 - Invalid Grade Level English 11. Curse Request Matrix: A matrix r list reprt f the cunt f requests by curse. Curse Request Rster: A list reprt by curse f student requests. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 29

30 Curse Request Tally: A cunt by curse f student requests listed by grade level and ethnicity. Als available frm the individual student s request screen. Curse Request Verificatin: A list reprt by student f requests. Als available frm the individual student s request screen. Request details include: T: The number f terms requested if specified. S: The semester requested r A fr Any. L: Is the curse Linked? This is currently nt available in InfrmatinNOW but is t be added. R: Request marked as required. P: Request pririty. This is currently nt available in InfrmatinNOW but is t be added. I: The number f instances requested. Fr example, if a senir must take PE twice t graduate, enter an instance f 2 n the request fr the student t be scheduled int tw sectins f PE. This is currently nt available in InfrmatinNOW but is t be added. Prescribed Sectin r Teacher: Prscribed teacher/sectin des nt display n the Curse Request Verificatin reprt. Prescribe indicates that students shuld nly be scheduled with the selected teacher/sectin. Prscribe indicates that students shuld be scheduled with any teacher/sectin except fr the selected teacher/sectin. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 30

31 Grad Credit: The graduatin credit t be earned by the student upn the successful cmpletin f the curse. Build Master Schedule Thrugh the Build Master Schedule ptin, InfrmatinNOW will cnstruct a Master Schedule based n the cnstraints entered fr Staff and Curse infrmatin as well as student Curse Requests. Refer t the InfrmatinNOW Master Schedule Builder quick reference guide fr details. Schedule Requests Fr a Grup f Students Schedules students int curse sectins based n requests and availability. G t Scheduling Schedule Requests. Nte: At any time, click Cancel t exit the prcess. Click Back t return t the previus screen. Click Next t cntinue. Nte: The date and time the scheduler was last run will display as shwn abve. Step 1: Enter criteria t build a list f students Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 31

32 Step 2: Select frm the resulting list all r a subset f students t schedule Based upn the criteria entered n the initial search screen, the lists f students wh meet the criteria will be displayed at left. Mve students t be scheduled t the right side using ne f the fllwing methds: Nte: If the desired students d nt display at left, click the Search Criteria blue link t return t the search screen and mdify the search criteria. Select a student and click Add t mve the student t the right. Use Ctrl+click r Shift+click ptins t select multiple students. Click Add t mve the students t the right. Click Add All>> t mve all students t the right. Nte: Highlight students and use the <Remve and <<Remve All buttns t mve students back t the left wh are nt t be scheduled. Click Next t cntinue. Step 3: Set scheduler executin settings Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 32

33 Un-Schedule befre Scheduling: All Sectins: Un-schedules all students befre scheduling. Requested Curses: Will nly schedule thse curses fr which a request exists n the student request screen. Will nt affect the manually scheduled curses/student cmbinatins fr which n request exists. Nne: Will nt un-schedule any students. Enfrce Gender: When selected a student will nt be scheduled int a sectin that has been assigned a specific gender (ex. Girls PE) that des nt match the student s gender. Enfrce Grade Level: When selected a student will nt be scheduled int a sectin that has been assigned a specific grade level that des nt match the student s grade level. Enfrce Sectin Capacity: When selected, the scheduler will nt exceed the seating capacity allwed in each term f a sectin. Balance Ethnicity: Attempts t balance each sectin by the students ethnicities. Balance Gender: Attempts t balance each sectin by the student gender. Click Invke t begin the scheduling prcess. Step 4: Review scheduler s summary utput Warning! If a user stps the schedule requests rutine, any changes that were made by the scheduler will nt be undne when the scheduler is stpped. Students wh have been unscheduled will remain unscheduled. Requests that have been scheduled will remain scheduled. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 33

34 Success Rate: A percentage representing the number f successfully scheduled requests divided by the ttal number f requests being scheduled. Required Success Rate: A percentage representing the success rate fr required curses nly. The number f successfully scheduled required requests divided by the ttal number f required requests being scheduled. Alternate Request Rate: A percentage representing the number f requests that were successfully scheduled using an alternate request divided by the ttal number f requests that were successfully scheduled. Ptentially Scheduled Requests: An estimate f the highest number f requests that may be scheduled. The estimate may be high, but it will never be lw. Duratin: The amunt f time, in secnds, that the scheduler tk t schedule the requests. Ptential Success Rate: A percentage representing the number f requests that culd ptentially be scheduled divided by the ttal number f requests being scheduled. The ptential success rate may be high, but it will never be lw. Number f Successfully Scheduled Requests: The number f requests that were successfully scheduled. Adjusted Success Rate: A percentage representing the number f requests that were successfully scheduled divided by the number f requests that culd ptentially be scheduled. The adjusted success rate may be high, but it will never be lw. Errr Descriptins The fllwing is a break dwn f the errrs that a user might receive n the schedule requests rutine results screen alng with a brief descriptin. Errr Descriptin Included in Scheduling Errr Reprt Included in Schedule Requests Errr Cunt All Sectins Full All sectins f the requested curse are full. This errr is nly cunted by the schedule requests rutine if the ptin t enfrce capacity is enabled. Yes Yes Gender Nt Allwed The requested curse des nt have any sectins that allw the student s gender. Yes Yes Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 34

35 Errr Descriptin Included in Scheduling Errr Reprt Included in Schedule Requests Errr Cunt Invalid Prescribed Teacher The requested curse des nt have any sectins taught by the prescribed teacher. N Requests The student des nt have any curse requests. Yes Yes N Sectins There are n sectins f the requested curse. Yes Yes Nt Enugh Requests T Many Requests Unscheduled Request The student des nt have enugh curse requests t make a cmplete schedule. The reprt assumes the student wuld be scheduled in the lngest sectin f each requested curse. This errr is nly included if the schl defines a cmplete schedule as having all perids scheduled. This errr is nt included if the schl defines a cmplete schedule as having all requests scheduled. The student has mre curse requests than can be scheduled. The reprt assumes the student wuld be scheduled in the shrtest sectin f each requested curse. The student has an unscheduled curse request. Yes N Yes Yes Yes Yes Yes Yes Click OK t accept the scheduler results. Fr a Single Student G t Students Student Maintenance. Search fr and select t View the student. Under the Manage menu, click Request. Under the Manage menu, click Schedule Student. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 35

36 Mass-Assign Sectins T mass-assign sectins t a grup f students, g t Scheduling Mass Assign Sectins. Nte: At any time, click Cancel t exit the prcess. Click Back t return t the previus screen. Click Next t cntinue. Step 1: Enter criteria t build a list f sectins Enter the curse/sectin search criteria, then click Next. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 36

37 Step 2: Optinally, select ne r mre sectins int which t add the selected students Place a check next t each curse int which the students are t be scheduled. Click Next. A list will display shwing the selected curses alng with the sectin number, sectin name, teacher and the number f currently enrlled students in the sectin. T prceed, click Next. Click Back t return t the previus screen and mdify the sectins selected. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 37

38 Step 3: Enter criteria t build a list f students Select criteria using any field (usually a grade level) t filter the students wh may be selected t add t the sectins. Click Next. Step 4: Select frm the resulting list all r a subset f students t add t sectins Based upn the criteria entered n the initial search screen, the lists f students wh meet the criteria are displayed at left. Use ne f the methds listed belw t mve students t the right t be scheduled: Nte: If the desired students d nt display at left, click the Search Criteria blue link t return t the search screen and mdify the search criteria. Select a student and click Add t mve the student t the right. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 38

39 Use Ctrl+click r Shift+click ptins t select multiple students. Click Add t mve the students t the right. Click Add All>> t mve all students t the right. Nte: Highlight students and use the <Remve and <<Remve All buttns t mve students back t the left wh are nt t be scheduled. Click Next t prceed. Step 5: Click the Enrll buttn t cmplete the prcess Click Enrll t add selected students t the chsen sectins. Duplicate students will nt be added. A list f failed students will display. Manually Reslving Student Cnflicts T manually reslve individual student s cnflicts, g t Student Student Maintenance. Search fr and select t view the student. Click Schedule under the Manage menu at left. Mdify the schedule as needed. Schedule Reprts The fllwing reprts cncerning schedules are available frm either the Reprts menu r by ging t Scheduling Reprts. Curse Rster Curse Request Analyzer Curse Request Errrs Curse Request Matrix Curse Request Rster Curse Request Tally Curse Request Verificatin Curse Rster Free Rm Free Teacher Incmplete Student Schedules Master Schedule Errr Reprt Master Schedule List Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 39

40 Master Schedule Matrix Master Schedule Summary Rm-Teacher Utilizatin Student Schedule List Student Schedule Matrix Individual Student Schedule View T access an individual student s schedule: G t Students Student Maintenance. Search fr and select t View a student. Click the Schedule link under the Manage menu at left. Override When cpying a schedule, applying a mdel r adding a sectin t the student schedule, curses will nt be available t add t the student schedule if parameters f capacity, gender and grade level have been assigned t the curse sectin. Fr example: If a By s PE class has been created with a gender restrictin f Male nly, when adding a PE class t a girl s schedule, the curse may nt be added because f the gender restrictin. Using an verride allws sectins t be added t the student s schedule regardless f capacity, gender r grade level restrictins that have been assigned t the curse sectin. Seating Capacity: Checking this ptin will allw the sectin t be assigned t the student even when the student will exceed the sectin s seating capacity. The user will nt receive the Cannt enrll student. Exceeding seating capacity is nt allwed. errr when adding students t sectins. Gender Restrictin: Checking this ptin will allw the sectin t be assigned t the student even when the student is nt the gender type required by the sectin. The user will nt receive the Cannt enrll student. Gender is nt allwed. errr when adding students t sectins. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 40

41 Grade Level Restrictin: Checking this ptin will allw the sectin t be assigned t the student even when the student is nt in the grade level required by the sectin. The user will nt receive the Cannt enrll student. Grade Level is nt allwed. errr when adding students t sectins. Nte: The same verride ptins are als available under Scheduling Mass Assign Sectins and Scheduling Mass Apply Mdels. The user may select ne r mre ptins. Once selected, these settings are saved fr this user and will remain selected as lng as the user is lgged in t InfrmatinNOW. The next time the user lgs in, the ptins will be unchecked. Term When accessing the student schedule screen, the entire schedule fr the selected student and academic sessin will display. T filter the displayed schedule t just ne term, select that term frm the available list and click Refresh. Include Withdrawn Classes When accessing the student schedule screen, nly the classes in which the student is currently enrlled will display. T view classes frm which the student has withdrawn, check the Include Withdrawn Classes bx and click Refresh. Reassign Users may reassign students frm ne sectin f a curse t anther sectin f the same curse r t a sectin f a new curse. T activate the ptin, place a check next t the existing curse/sectin t be changed. Once a curse is selected, the Reassign ptin becmes active. Select t Reassign. Select t Delete the curse frm the student schedule r Withdraw the student. If deleting, all histry pertaining t this student fr the curse will be deleted. Typically delete is nly selected during the start f the year r a term when a student has nt attended the curse. If withdrawing, enter the Withdraw Date and any applicable ntes. Click OK. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 41

42 The Search Sectins screen will display. Nte: If an verride is selected n the student schedule screen (Seating Capacity, Gender Restrictin, Grade Level Restrictin), when using the Reassign ptin, the verride(s) will be cnsidered when displaying curses in the Search Sectins ptin. Enter the search criteria. Fit Only When the Fit Only ptin is selected and the user clicks Next, the Sectin Result list will display sectins cnsidering: Sectins f curses that are nt already scheduled; Perids that are nt already scheduled; Grade level allwances (unless Override/Grade Level is selected); Gender allwances (unless Override/Gender is selected); Sectin seat capacity (unless Override/Capacity is selected); and Curse pre-requisites (unless Override/ Pre-requisites is selected). Click Next. The sectins list will appear. Place a check next t the curses t be added/reassigned t the student. Nte: In the Terms clumn, the current number f students enrll will display with the capacity fr the curse separated by a /. Click the link t access a rster fr the selected curse and term. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 42

43 Click OK. If desired, select the grading scale fr this student fr this curse. Als assign an Inclusin Sectin and specify the Term(s) during which the student will attend the class. Click Insert. Withdraw T withdraw a student frm a curse, select the curse frm the student s schedule screen and click Withdraw. Enter the Withdraw Date and any applicable Ntes if desired. Click OK. Add T add a curse t a student schedule, click Add. Enter the search criteria and click Next. Nte: If Fit Only is checked, nly the curses that fit int existing pen spaces in the student s schedule will display when user selects Next. Als, if an Override is selected befre the user clicks Add, the Overrides will apply when the list f available curses displays Place a check next t the curse(s) t be added t the schedule and click Next. Make any necessary changes: Enrll Start f Term: Check if the student is t be enrlled in the curse as f the beginning f the selected term. Uncheck the bx and enter the Effect Date f Curse Enrllment if the student was t have enrlled in the curse after the start f the term. Grading Scale: Select a grading scale nly if the selected student is t use a grading scale when calculating grades than the rest f the students enrlled in the curse. Inclusin Sectin: If this is an inclusin sectin, click Find t lcate that sectin. Terms: Check the bxes that represent the terms that the selected student is t be enrlled fr the selected curse. Click Insert. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 43

44 View T view a specific curse fr the selected student, place a check next t the curse and click View. Users may als click the blue Sectin Number link t access the View screen. Custm Fields When selecting t edit a recrd fr a student s class, if custm fields have been created, users may click the Custm tab t edit the specific infrmatin fr this student s class. Withdraw Frm the View screen, a student may be withdrawn frm the selected curse. Click Withdraw, then enter the Withdraw Date and any applicable ntes. Delete T delete a student frm a curse, place a check next t the curse and click Delete. Nte: If Delete is selected, all histry pertaining t this student fr the curse will be deleted. Typically, Delete is nly selected during the start f the year r a term when a student has nt attended the curse. Other Sectins When viewing a student s schedule, t view ther sectins f a specific curse, place a check next t the curse and click Other Sectins. A list f sectins will display fr the same curse. The terms clumn als cntains a hyperlink f the current enrllment fr the curse/capacity. Click the link t view the rster fr the selected curse and term. T reassign a student t a new sectin, bullet the sectin t mve the student t and click Reassign. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 44

45 Select t Delete r Withdraw the student frm the previus sectin. If selecting t withdraw, enter the withdraw date and any apprpriate ntes. Click OK. Enter enrllment details fr the new sectin including terms and click Insert. Nte: Users may nt enrll the student in a class in a perid f the day if the student is already enrlled in a class that perid. Requests T view requests frm the student s schedule screen, click the Unscheduled Requests link. Tasks Menu Print Screen: Select t send a cpy f the current screen t the printer. Cpy A Schedule: Click t cpy a schedule frm ne student t this student. Only available if the student currently has n schedule. Apply Mdel: Select t apply an existing scheduling mdel t this student. View Histry: Click t view a histry f the changes made t this student s schedule. Help: Select t access nline help. Manage Transcript: Click t access the transcript screen fr the selected student. Reprts Student Schedule: Select t print a schedule fr the selected student. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 45

46 Student Schedule Matrix View An ptin is available t view and mdify a student s schedule frm a matrix view. This allws fr a graphical wrking view f the students schedule and requests. Nte: The matrix screen may be disabled in the applicatin cnfiguratin file fr all users. Cntact a custmer care representative fr assistance. The Schedule Matrix is als available frm the student search screen in the Manage drplist. G t Students Student Maintenance. Enter criteria and click Search. Click the Manage drp-list n the right and select Schedule Matrix. Place a check next t ne r mre students and click View. The user will be directed t the schedule matrix screen. T view this ptin g t Students Student Maintenance. Search fr and select t View a student. Click the Schedule Matrix link under the Manage menu n the left. When selected, the fllwing view will display. Nte: The view will change depending n the schedule mdel. All curse requests are listed dwn the left margin (rdered by the name f the curse). Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 46

47 Any curse request that is scheduled will be in the clumn n the left in grey and will als shw in the Day Type/Perid/Blck grid. Fr scheduled sectins, the sectin displays in the grid with the Seats Taken/Seats Available (ex. 13/20), Curse/Sectin Number, Curse Shrt Name, Teacher and Rm Number. Click directly n the Seats Taken/Seats Available blue link t view the list f students wh are enrlled in the sectin. Users may click the X in the upper right hand crner f the curse bx t remve it frm the student s schedule. Any curse request that is nt currently scheduled will shw in white n the list. A sectin that meets in cntiguus blcks, day types, perid r terms, will be displayed as a single square in the grid. A sectin that meets in nn-cntiguus blcks, day types, perid r terms, will be displayed as a multiple squares in the grid. The Day Type/Perid/Blck grid shws any currently scheduled sectin. This area may be used t manage requests as well as Master Schedule ptins. Withdrawn sectins are nt displayed n the grid. As curse requests are selected frm the left margin, the available/matching sectins will shw in yellw in the grid. Only sectins that match the curse request will be displayed. If the curse request has an alternate request, then sectins fr that request are als displayed. Nte: An ellipsis buttn ( ) will display if multiple sectins are available fr the selected curse during the same perid. Click the ellipsis buttn ( ) t view all f the available sectins fr the perid/blck. T select ne f the sectins and add it t the student's schedule, simply click n the desired yellw sectin in the grid. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 47

48 In the fllwing example, the user clicked sectin Alg 2.1 during 1 st perid. After the sectin is added t the student s schedule, it will appear in grey. If a sectin causes a cnflict, it will shw in red utline. If the sectin is selected, the cnflicted sectin is autmatically unscheduled. The cntrls at the tp f the screen allw the user t change the display, print reprts, set verrides and view histry. Layut Chse whether t rganize a student s schedule by Day Type r by Term. Day Type: The screen will display a separate schedule table fr each day type. Term: The screen will display a separate schedule table fr each term. The Layut buttn will nly be displayed when the scheduling mdel is Nrmal, Day Met, r Cycle. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 48

49 When the scheduling mdel is Nrmal, the page will use the Day Type layut by default. When the scheduling mdel is Day Met r Cycle, the page will use the Term layut by default. When the scheduling mdel is Perid, the page will display a single schedule table. The name f the day type will nt be displayed. When the scheduling mdel is Blck, the page will display a single schedule table. Blcks will be displayed dwn the vertical axis in place f perids. Terms will be displayed acrss the hrizntal axis. Day types and perids will nt be displayed. Overrides Select the validatin rules that will be enfrced r verridden. Validatin rules with a checkbx next t them will nt be enfrced. Zer, ne, r mre f the validatin rules may be checked. When the user clicks an ptin, the checkbx next t that ptin will be tggled. The ptins that were previusly selected by the user will be restred when the user re-pens the page. The Override buttn will nly be displayed when the user has permissin t Allw Override f Sectin Checks. Tasks The Tasks buttn prvides a list f links t ther pages fr this student. When the View Histry link is clicked, a ppup will display shwing the student s full schedule histry. Nte: The histry screen will nly display schedule changes that were made AFTER the summer release was applied. Changes t schedules that were perfrmed prir t the installatin f the summer update will nt be included. Reprts The Reprts buttn prvides a list links t reprts fr this student. When the Student Schedule link is clicked, a ppup will display shwing the ptins page fr the Student Schedule Reprt. Saving Changes Click OK t save all changes. Changes are nt saved until the OK buttn is clicked. If the user clicks Clse, the screen will clse withut saving changes. Click Reset t re-lad the screen withut saving changes. Nte: When the user attempts t save changes, an errr will be displayed if any changes have been made t the student s schedule utside f this page since the page was accessed (i.e., if anther user access the same student s screen). When a validatin errr ccurs, the system will attempt t save changes t ther sectins. When a mre serius errr ccurs, the system will rll back all changes. In either case, all errrs are displayed t the user. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 49

50 Dates Curse Enrllment Dates: When a student is enrlled in a sectin under Students Student Maintenance Schedule link, InfrmatinNOW typically allws the user t select the scheduled terms and enrll date fr the sectin. The Schedule Matrix page des nt allw the user t select the scheduled terms r an enrll date. Instead, these ptins are determined fr the user. When a student is enrlled in a sectin befre the sectin has started, the student will be scheduled in all terms that the sectin meets. The enrll date will be null. When a student is enrlled in a sectin after the term has started, the student will be scheduled in the current term and all future terms that the sectin meets. The enrll date will be tday s date. When a student is enrlled in a sectin n a date that ccurs between tw terms, the student will be scheduled in all future terms that the sectin meets. The enrll date will be the first day f the next term. The page will nt allw a student t be enrlled in a sectin that has ended. An un-scheduled sectin that has ended will nt be displayed when the user selects a request, a sectin, r the Mre Sectins dialg. Deletes r Withdrawals: When a student is withdrawn frm a sectin via the Students Student Maintenance Schedule link, InfrmatinNOW typically allws the user t chse whether t delete r withdraw a student frm a sectin. If withdrawn is selected, the user enters a withdrawn date. The Schedule Matrix page des nt allw the user t chse whether t delete r withdraw a student and des nt allw the user t enter a withdrawn date. Instead, these ptins are determined fr the user. When a student is remved frm a sectin befre the sectin has started, the student will be deleted frm the sectin. When a student is remved frm a sectin during a term, the student will be withdrawn frm the sectin. The withdraw date will be yesterday s date. When a student is remved frm a sectin n a date that ccurs between tw terms, the student will be withdrawn frm the sectin. The withdraw date will be the last day f the previus term. The page will nt allw a student t be remved frm a sectin after the sectin has ended. The X icn will nt be displayed fr a scheduled sectin that has ended. The ellipsis icn will nt be displayed fr a scheduled sectin that has ended. An un-scheduled sectin will nt be displayed if it has a scheduling cnflict with a sectin that has ended. Blck Scheduling Blck scheduling is the mst cmplex and capable scheduling mdel. Each sectin is assigned t a blck, which is then assigned t a day type and time slt. The calendar specifies the day type and bell schedule fr each schl day. Blck scheduling is ideal fr schls that use msaic r blck scheduling. Create Academic Sessin Nte: The fllwing assumes user is creating a new academic sessin under the Schl/District menu frm the schl s Acad Sessin tab and nt thrugh the Create New Academic Sessin ptin under Mgmt Cnsle. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 50

51 The Blck scheduling mdel must be selected when creating the new academic sessin. T create a new academic sessin, g t Schl/District Schl Acad. Sessins Add Schedule Type Scheduling Mdel. Select Each Sectin Declares Blcks Which it Meets, Each Blck Declares Day Type and Perid. Refer t the InfrmatinNOW Creating An Academic Sessin Quick Reference Guide. Setup Cde banks fr blcks, perids, and bell schedules shuld be set prir t setting day types. Blcks T create blcks, g t Scheduling Setup. Select Blcks frm the list f lkups and click Refresh. Click Add t insert a new blck f instructinal time that ccurs in a typical day. Perids T create perids, g t Scheduling Setup. Select Perids frm the list f lkups and click Refresh. Click Add t insert perids f the day representing the instructinal blcks f time. Bell Schedule T create bell schedules, g t Scheduling Setup. Select Bell Schedules frm the list f lkups and click Refresh. Set Day Types T create day types, g t Schl/District Schl. Search fr and select t view the schl. Click the Acad. Sessin tab. Select t view the academic sessin and click the Day Types tab. Click Add t insert Day Types r select the existing and click View. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 51

52 Fr each new Day Type, set the perid (TimeSlt) and the blck with which t assciate it. Nte: The Add Rw buttn is used t add additinal blck pairs (if mre than eight pairs are needed). The Remve Rw buttn may be used t remve unused blck pairs. Master Schedule Fr blck scheduling, the Master Schedule will allw fr blck assignment: Each blck may specify zer, ne, r mre sectins that meet in that blck. Each sectin may meet in zer, ne, r mre blcks. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 52

53 Master Schedule Builder Where Perid was frmerly displayed, it will be replaced by the term Blck. Fr example, g t Scheduling Build Master Schedule. Select a curse. Instead f defining the perids available, select the blcks available. Student Schedule The student schedule will display blcks instead f perids f the day. Quick Reference Guide Chalkable_ InfrmatinNOW Scheduling 53