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, Scheduling Options, and SMS & SSS Initialization.

For districts who have the Flex Scheduling feature flag enabled, the Convert to Flex Scheduling section will be visible at the bottom of this page.


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. 


If you will be using Flex Scheduling next year, skip down to the Convert to Flex Scheduling section of this document. See the Flex Scheduling documentation for more information.


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


The final option under Scheduling Options allows you to Use Staff-Section Association instead of Teacher Numbers(TN) with SMS Sections. If Use Flex Scheduling for Next Year option is selected under Scheduling Status, the option to Use Staff-Section Association instead of Teacher Number(TN) with SMS sections will be checked on by default. When this option is selected, the records in the Staff (STF) table will be used by the system to be assigned to sections. Enabling this option will ignore existing TCH records and will only read from the Staff (STF) data. 


If a school is using regular scheduling but would like to use the Section Staff Members feature to assign staff records to sections (instead of teachers from the TCH table), selecting this option will display the Section Staff Members area (SSM table) on the Scheduling Master page. The selection of this option is stored in OPT with the name 'SchedUseStaffInSMS'.


Note: if the 'Use Staff-Section Association instead of Teacher Numbers(TN) with SMS sections' is checked, when the New Year Rollover occurs the School Options to 'Use Staff in Sections' will automatically be enabled in the new year.


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.


Convert to Flex Scheduling

In order to ease the transition of converting traditional scheduling data to Flex Scheduling, a conversion process has been added on the Scheduling Setup page. This process replaces the need for running the Initialization SQL Scripts. The process to convert to Flex Scheduling can also be run in the new year database after the rollover if the school is currently using traditional scheduling, School Options is set with Secondary Scheduling Type, and there are no MST records.


The Convert to Flex Scheduling section will display for districts under the following conditions:


If scheduling for next year:

  • The Feature Flag for Flex Scheduling has been enabled
  • The school has selected the Scheduling Setup option: Scheduling students into classes for the next school year, using their grade level next year. - (not the Use Flex Scheduling for Next Year option). 
  • The school has at least one SMS record - (The Copy current MST table to SMS process can accomplish this)


If scheduling for the current year after the new year rollover:

  • The Feature Flag for Flex Scheduling has been enabled
  • The School Options > Scheduling Type field is NOT set with the Flexible option
  • The school has the following Scheduling Setup option selected: Scheduling students into classes for the current school year.
  • MST records cannot exist prior to using this conversion process


The new section has a date picker to select a Monday that will be used as a "sample week" to create Class Calendars.

If Next Year Start Date (LOC.NSD) is populated on the School Options page and it is after the last day of the current school year, then this date will be auto-populated as the default value if it is a Monday.


If the date is not a Monday, the following Monday will be used as the default value. Using a start date that begins the week after school is scheduled to start is OK since this process only needs a record containing a full week in order for the scheduling process to properly schedule for next year. After the rollover, the Class Calendars can be adjusted in the new year with accurate dates for the full school year. 


If scheduling in the new year database prior to the start of school, the date picker will default to the first Monday of school if the DAY table is populated. Otherwise, it will default to the next Monday after today (or today if today is Monday).


After a sample date is entered, clicking the "Convert to Flex Scheduling" button will display a Yes/No confirmation dialog.

After clicking Yes, the date picker will be validated.  It must not be blank, and it must be a Monday.  If not, a red alert text will display with the proper message.


If validation is successful, the process to convert to Flex SMS will begin by first performing a scheduling backup. This is the same process as if the backup was done using the Backup and Restore Scheduling Results page.  The Description will be labeled as "Pre-Conversion to Flex Scheduling".


The conversion process will then perform the following:

  • Create Flex Periods for next year based on the current BEL table and assign them to the existing SMS records
    • Ensure that all periods expected to be converted are added to the Default Bell Schedule on the School Options page (BEL) to avoid Flex Period from being misseddata.
  • Create Class Calendars (CCL) based on the existing combinations of meeting days in SMS (DY, MM, MT, MW, MT, MF) and assign the Class Calendars to all existing SMS records
    • Create Class Calendar Dates (CCD) based on the sample week, starting with the sample Monday selected by the user
  • Create Section Staff (SSM) records based on the existing combinations of SMS.TN, SMS.TN2, SMS.TN3 and the related TCH.ID, TCH.ID2, and TCH.ID3. TCH records without Staff IDs will be skipped during the conversion process.
    • If the school was already using Section Staff for SMS, this step will be skipped
  • Clear out the SMS fields that are not used by Flex Scheduling
    • PD, BL
    • TN
    • DY, MM, MT, MW, MR, MF, MS
  • Convert Preferred Teacher (SSS.TN) to Preferred Staff (SSS.PS).  This will only run if the school was NOT already using Section Staff.
  • Convert Scheduling Exclusions Periods to Flex Periods (SED table)
  • Convert Scheduling Exclusions Teachers to Staff (SED table).  This will only run if the school was NOT already using Section Staff.
  • In the new year database when scheduling for current year, the school will be set to 'Flexible' Scheduling Type on the School Options page.
  • The scheduling status on the Scheduling Setup page will have the option "Use Flex Scheduling for Next Year" enabled.
  • The option to "Use Staff-Section Association instead of Teacher Numbers(TN) with SMS sections" will be enabled
  • The LOG table will show the event as "SMS Conversion to Flex - Process Started" and "SMS Conversion to Flex - Process Completed", with no other details.


After completing the conversion process, the scheduling process can continue. Click on the following link for more information on Flex Scheduling. https://support.aeries.com/support/solutions/folders/14000124283