The Scheduling Setup form will allow you to set up the Student Scheduling (SSS) and Scheduling Master Schedule (SMS) tables for either the current school year or the next school year.
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 MST, as 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.
From the Scheduling Dashboard, click on Setup/Config and select Scheduling Setup.
The Scheduling Setup Options form is divided into four areas: Scheduling Status, Data Entry, Scheduling Options, and SMS & SSS Initialization.
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. If you are scheduling students for the next school year you must remember to have your feeder students (i.e., pre-enrolled students) loaded into this school first. Scheduling for next year in this year’s database will use the Next Grade field and will schedule active students and students with a status tag of ‘*’.
Under Data Entry, select the method you will be using to gather course requests for students. It is important to note that the selected courses will display both the course title and the course number.
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.
SMS & SSS Initialization
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. For more information on how to blank out the SMS, see: Mid Year Scheduling and Finalization
Select which terms to copy for scheduling on the right. These choices apply to both the student classes copied and the master schedule sections copied.
- Do Nothing with the SSS Table or Do Nothing with the SMS Table will leave all existing data in the two tables.
- Selecting Blank out the SSS Table or selecting Blank out the SMS Table will delete any existing data and leave empty tables.
- 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 red 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.
The final option, Copy current master schedule (MST) table to the new SMS table will copy your school’s Master Schedule into the new Scheduling Master Schedule 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.