Summer School Scheduling Master Schedules can be built in the current database when using the new Summer School Course Requests feature. The Scheduling Master Schedule (SMS) or SMS Board from the Summer School will analyze the Summer School Course Requests (SSR) table instead of the SSS table when configured for Summer School Scheduling. For more information on enabling this setting, see Summer School - School Options.
To schedule for Summer School:
- Log into the Summer School in the current database
- Enable Summer School Course Request Scheduling option in Scheduling Setup
- Add Terms (TRM)
- Verify Staff in TCH or STF table depending on Traditional or Flex Scheduling
- Build the SMS table in the Summer School. This can be done using the SMS or the SMS Builder in the SMS Board.
The following can be done from either the summer school or from within any school including district school. However, it must be in the same database as the summer school.
- Summer School Terms - Add Summer School Terms (SST) and map to the Term (TRM) table
- Summer School Courses - Add all Courses that will be offered in Summer School to each term
Scheduling Student Course Requests ↑
When scheduling in Summer School, the students will not be in the school, but can be scheduled based on their Summer School Course Request (SSR) records.
Students can be scheduled into summer school courses while staying in their regular school. This eliminates the need to pre-enroll students in Summer Schools until closer to the end of the regular academic year.
For more information on adding student course requests, see Summer School Student Course Requests.
Scheduling Students into Sections ↑
The scheduling of students into sections takes place in the summer school even when the students have not been copied over to the Summer School yet.
The following pages have been adjusted for summer school scheduling: Scheduling Master, SMS Board, Schedule All Students, Scheduling Optimizer, Backup and Restore Scheduling Results.
NOTE: After the "Copy Students into Summer Schools" process has been run, SSR scheduling backups (summer school scheduling) can no longer be restored. Running this process disables summer school scheduling. Please ensure that after the copy process has been run that a new scheduling backup is taken which will allow the data to be restored to that point in time.
The SMS Board, SMS Builder can be used to add new sections. The correct Term must be used on all new sections. The Term must match the Summer School Course Request (SSR) Terms.
When running the Schedule All Students function from the summer school, a Section (SSR.SE) field in the Summer School Course Request (SSR) table will get populated with the section number if successfully scheduled. This field will display in the Summer School section of the Course Requests/Schedule page within the student's regular school.
Reject Tags ↑
A Reject (SSR.RT) field is available when scheduling in the Summer School. Below are some Reject Code descriptions:
M = Term – Verify that the Summer School Term has been mapped correctly. Also verify that SMS sections have the correct Term.
C = Conflict – Verify sections are available for the Summer School Course Requests.
I = Invalid Course – Verify sections have been added for the Course.
G = Grade Range – Verify the section grade ranges are correct.
F = Full Classes – Verify the section Max is set correctly or add new sections.
The SMS Board Reject Course button and the Course Changes button can be used to find and correct rejects.
Summer School Scheduling - Hand Scheduling ↑
Students can be hand scheduled into existing sections that were created from the Summer School Scheduling Master Schedule (SMS table) all while in the current database. When logging into the student’s current school, the Summer School Course Requests section on the Course Request page can be edited. A course and section number can be added. Also a Locked field is available to prevent the scheduler from overwriting the section.
The section field will display with a drop-down of all valid sections from the Summer School's SMS table. The list will display all sections, however, some conflicts may still occur when selecting a section for a course request.
For Flex Scheduling summer schools, Flex Periods and Section Staff names will display as expected.
When adding a course request record and manually selection a section number, the section number must be a valid section in the Summer School's Scheduling Master Schedule (SMS). An "Invalid Section Number! Period Conflict." message will display when selecting a section for a course request record that conflicts with a section that has already been scheduled within the same period and term.
For Flex Scheduling summer schools, if the section is associated with a non-conflict flex period, FTF.TY = 'C', it will be saved with no conflict messages.
When editing an existing course section record using the edit icon and selecting a different section number, the selected section number will be saved for the same course number. If the selected section number is saved for a different course number than was originally added, the course number will be replaced with the updated number. Editing section numbers will not produce period conflict error messages.
To avoid Invalid Section Number! Period Conflict error message, add and save all course requests first, then edit the course request and select a desired section number.
For more information on scheduling student course requests, see Adding Summer School Course Requests.
The Summer Course Requests Management page can also be used when logged into the summer school to edit or delete Summer School Course Request records for students who already have them. See Summer Course Requests Management documentation for more details.