The Scheduling Setup page allows the Student Scheduling (SSS) and Scheduling Master Schedule (SMS) tables to be set up for scheduling during the current school year or for the next school year.


Scheduling Permissions

In order to use the Scheduling Setup form at the start of the scheduling process, a user needs Admin permission to the SMS table. 


Additional permissions will be required to continue with other scheduling tasks. When the scheduling master schedule is "rolled" to the master schedule, a user will need to use the Copy Scheduling Results to SEC & MST form. To use the Copy Scheduling Results to SEC & MST form, a user needs Admin permissions to SEC and MSTas well as at least Read permissions to SSS and SMS.  Additional access to other scheduling-related tables may also be required for other actions associated with scheduling. For example, in order to add or modify Courses, a user would need permissions to the CRS table. 


Scheduling Setup

Filter Pages by "scheduling setup" or navigate to Scheduling Process > Configurations > Scheduling Setup. 



The Scheduling Setup page is also available from category A. Setup / Config on the Scheduling Process Dashboard.


The Scheduling Setup Options form is divided into four areas: Scheduling Status, Data Entry, Scheduling Options, and SMS & SSS Initialization.


Scheduling Status

Under Scheduling Status, choose the correct option for your scheduling needs:  Scheduling Students into Classes for the Current School Year or Scheduling Students into Classes for the Next School Year. Scheduling for next year in this year’s database will use the Next Grade field (STU.NG) to determine whether a student can be placed into a section's grade range. Additionally it will schedule active students and students with a status tag of ‘*’ (i.e., pre-enrolled).  



Note:  If you are scheduling students for the next school year and will have feeder school students, it is recommended to have your feeder students (i.e., pre-enrolled students) loaded into the school to schedule along with the current school students. The Scheduling Status can be changed to Scheduling Students into Classes for the Next School Year before the feeder students are added. 


Data Entry

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



If students will be inputting course requests on the Portal, choose the second option (Scanning course requests using printed course titles or Online Student data entry via pre-configured course options).


If students will not be using the Portal to select and input course requests, choose the third option (Not scanning course requests and not having students enter course requests online).


Scheduling Options

Under Scheduling Options, select the option Do NOT allow an Alternate Course Request that has already been selected as a primary or alternate request to prevent a student from requesting a course as an Alternate Course if the student already has that course as a primary or alternate course request.


The Scheduling Options section provides checkboxes to enable Wait Lists for Master Schedule and/or Scheduling Master Schedule sections.


See the Placing Students on the Wait List documentation for more information about Wait Lists


SMS & SSS Initialization


For more information on mid year scheduling, see:  Mid Year Scheduling and Finalization.


The first step to initializing the SMS and SSS is to clear out any existing data in those tables.  If scheduling has previously been performed, the SSS and SMS tables will contain data.  When copying data from the Master Schedule (MST) into the SMS, always blank out the SMS table before copying the MST into the SMS.  


Be absolutely sure you are ready to clear out the SSS and SMS tables.  Select the following options to blank out the SSS and SMS tables and click on the Initialize Scheduling button: 



The following message will display. Click the OK button to proceed.





Wait for the email confirmation that the process has completed.


If you do not plan on copying the current MST or SEC to the SMS or SSS and you want to start with an empty Scheduling Master Schedule and Course Request table, no further steps are necessary.


If you plan on copying the current MST or SEC to the SMS or SSS, return to the Scheduling Setup Options form and continue with the next steps. 


Select which terms to copy for scheduling. These choices apply to both the student classes copied and the master schedule sections copied.


Course Requests - Choose your options:

  • Do Nothing with the SSS Table will leave all existing data in the table.
  • Selecting Blank out the SSS Table will delete any existing data and leave table empty.
  • Selecting Copy Current Student Classes to SSS Table, Keep as Prescheduled will keep the students in the same sections they were in during the previous term. This function is normally used during mid-year scheduling.
  • Selecting Copy Current Student Classes as Course Requests Only will copy students’ current classes as course requests only.


Note: If the SSS table is already populated with course requests and either of the last two options are selected, a message will be displayed to indicate that the SSS table already has records in it and that selection of this option will append the new records to the existing records. If the SSS table has records in it, you will be asked to confirm if you want to continue copying the current classes to the SSS table.


Scheduling Master Schedule - Choose your options:

  • Do Nothing with the SMS Table will leave all existing data in the table.
  • Selecting Blank out the SMS Table will delete any existing data and leave table empty.
  • The final option, Copy current master schedule (MST) table to the new SMS table will copy your school’s Master Schedule (MST) into the new Scheduling Master Schedule (SMS) table. When the option is selected, more options will be displayed, allowing you to choose how to handle inactive sections in the MST. Select the appropriate option for your scheduling situation.


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


The following message will display. Click the OK button to proceed.



An email will be sent to the user once the process has completed.