Overview

Security  ↑

Mass Change or Add Course Requests  ↑

Mass Change an Existing Course Request  ↑

Mass Add or Drop a Course Request ↑

Mass Add or Drop Course Requests Using Course Request Packets  ↑

Additional Options on Mass Change or Add Crs Request Packets ↑

Student Course Requests Page  ↑

Course Requests Entry on the Student/Parent Portal  ↑


Overview

Students are assigned and/or are allowed to choose specific course requests for courses that they would like to take during future terms. These course requests may be added to the student's record in multiple ways. Each of these methods have advantages and most schools use more than one method: 


Security  


Table
Permission
Description
Note
Course Requests (SSS)Read
Insert
Update
Delete
View page
Add new record
Update records
Delete Records

Scheduling Master Schedule (SMS)Update

Add students to full sectionsIf a user should be allowed to add students to full sections on the Course Requests page, the user will need Update permissions to SMS. Conversely, to ensure that a user will not be allowed to add students to full sections, they should not have Update permissions to SMS.


Mass Change or Add Course Requests  

The Mass Change or Add Crs Requests page can be used to add, modify, change or delete students’ course requests during scheduling. Multiple courses can be added, dropped, or changed for all students or for selected students.


Filter Pages by "mass change" or navigate to Scheduling Process > Mass Change or Add Crs Requests.


Mass Change an Existing Course Request  

To Change an existing requested course number to another course number, enter the course number requested on the left side of the form. Enter the new number on the right side of the form. Click the Preview Only button. In the example below, Course ID 0315 – Honors Eng 10 CP will be dropped and Course ID 0302 – English 10 CP will be added for all students with a Next Grade of 10.

Mass Drop and Add Course Requests


A list of students will display on the right, under Students to be Updated. An Alert popup will provide the total number of students who would be updated if the change is made.

Preview List of Students who will be Updated


 Verify the list of students. If correct, click the Update button to complete the mass change.

Update button



Mass Add or Drop a Course Request

To Add course requests, enter the course number(s) to be added on the right side of the form and leave the left side of the form blank. Click the Preview Only button. A list of students will display. Verify the list of students. If correct, click the Update button.


To Drop course requests, enter the course numbers to be dropped on the left side of the form and leave the right side of the form blank. Click the Preview Only button. A list of students will display. Verify the list of students. If correct, click the Update button.


Mass Add or Drop Course Requests Using Course Request Packets  

Courses can also be added, changed, or dropped using Course Request Packets. Using the same methods described above, students can be targeted who have been assigned specific Course Request Packets to drop, add, or change the requests.


To add a Course Request Packet to students, select the grade level(s) to add the Packet to. Leave the left side of the form blank, and click the CrsReqPackets button on the right to display all Packets.

Mass Add Course Request Packet



The 10R – 10th Grd Reg w/Geom Packet is selected below. The courses contained within the Packet display on the right side of the form. Click OK to continue.

Course requests within a course request packet


A message will display to Confirm that the Packet chosen is the one you want to assign. Click OK to continue.

Confirm adding a course request packet



The courses from the selected Packet will now display on the Mass Change or Add Course Requests form in the upper right next to the To now have these course requests... area.

Courses in Course Request Packet can be mass added


Click the Preview Only button at the bottom of the form. A list of students to be updated will now display on the right. An alert will display telling you how many students would be updated if you click the Update button. If the number of students seems correct and the list of students is correct, click the Update button at the bottom of the form.


To drop a course within the packet for students who have been assigned a Course Request Packet, click the CrsReqPackets button on the left side and select the assigned Packet. The courses within the Packet will display on the left. In the example below, Course ID 0011 – PE is included in the Packet listed on the left, but it is not listed on the right. It is the course that will be dropped. To accomplish this, use the CrsReqPackets button on the right to add the same Packet. When the Packet is displayed on the right, click the delete icon next to the PE course to delete it. Click the Preview Only button to see a list of students who would be changed. If the number of students and the list of students are correct, click the Update button.

Deleting one course request from a packet


To drop all the requests included in the Packet, leave the right side of the form blank. Click the Preview Only button to see a list of students who would be changed. If the number of students and the list are correct, click the Update button.


To add additional courses to students who have been assigned a Course Request Packet, click the CrsReqPackets button on the left side and select the assigned Packet. Repeat this step for the right side. The courses within the Packet will display on both sides. On the right side, use the search box to find the additional course(s) you would like to add and click on it. The list on the right should now contain the Packet plus the additional course request. Click the Preview Only button to see a list of students who would be changed. If the number of students and the list are correct, click the Update button.


Additional Options on Mass Change or Add Crs Request Packets

In addition to Preview Only and Update, three more buttons are provided at the bottom of the page:

  • All/None - toggles between all grade levels for the school or no grade levels
  • Print List - after a Preview or Update, a list can be printed summarizing the mass change
  • Reset - will clear the selected options


Student Course Requests Page  

The Course Requests page is used to schedule individual students into classes for the upcoming semester or school year after the student’s requested courses are entered. The Course Requests grid shown below is at a Flex scheduling school: 

Course Requests for a student


Navigate to Student Data > Scheduling > Course Requests/Schedule.


Course requests can be added to the student's record using the Add New Record button, the Add Many New Records button, the Add From Course Request Table button, the View SMS button, or from the Course Request Packet button, all available below the Course Requests grid:



Add Course Requests using Add New Record/Add Many New Records

Click either the Add New Record or Add Many New Records button to add one or more than one Course Request. A blakn row at the bottom of the grid will open for data entry. Enter the information for the course you would like to add. Course requests can be added by course ID or by section number. A Crs ID can be typed in or searched for. Alternatively, a Sec# can be typed in and the associated Crs ID will fill automatically.  A teacher preference (Prf) can also be added. If a specific section has been added, the section can be locked with the PermLK dropdown. Click the Save button to save the new Course Request or the Reset button to cancelwhen finished.


At a traditional scheduling school:

Add one new Course Request in traditional scheduling

Add multiple Course Requests in traditional scheduling school


At a Flex scheduling school:

Add one Course Request in Flex scheduling school

Add multiple Course Requests in Flex school


Add Course Requests using Add From Course Request Table

To add course requests using Add From Course Request Table, click the button to open the Course Requests Entry page used on the Student/Parent Portals. For more information on using this page to add course requests, see Student/Parent Portal - Course Requests Entry.


Add Course Requests using the View SMS Popup

To add course requests using the View SMS popup, click the button to open the form. A popup window will display selected data for each section in the Scheduling Master Schedule

View SMS popup


For each section, the section number, period, term, the split term or Class Calendar, course ID, course title, department, teacher number, teacher name, room number, max seats, total number of students, and more is listed. The data can be sorted by any of the headers. Click on a header to display the options, then click Sort, to sort by that header. For example, the content of View SMS can be sorted by Course ID:

Sort the View SMS popup contents


Click Sort again to reverse the sort. 


Click Limit on the options for any header to limit by that header. For example, to view only sections in period 1, click the PD header, then Limit. A popup will prompt for the period to limit by:

Limit the View SMS popup contents


Enter the period and click OK. The View SMS popup will only display sections in the SMS during 1st period. Partial input is supported (for example, limiting by "bio" in the Title field to display all sections of courses whose titles include "bio"). 

Limit the View SMS to sections in Period 1


To add a course request, click on the Course ID. A message will display to verify the student and course number to be updated. Click OK to continue, or click Cancel to cancel.


Alternatively, if the Sec# is clicked, the course request will be added and the student will be scheduled into that section. A message will display to verify the student and section number to be updated. Click OK to continue, or Cancel to cancel.

Add a course request or a course request and specific section using the View SMS popup


Add Course Requests using a Course Request Packet

To add course requests using the Course Request Packet option, click the button to open the form. A window will display all Course Request Packets. Select the desired Packet and it will now be highlighted. The courses assigned to the Packet will display on the right. Verify the courses are correct and click on OK to add the courses to the student’s course requests. Click Cancel to cancel. For more information on adding Course Request Packets, see Add Course Request Packets to a Schedule.

Add Course Requests Packets


Change Course Requests

To change a student’s course request, click the Edit icon to open the selected record for editing. 

Change or edit existing course requests


Enter the changes in the appropriate fields:  Crs ID, teacher preference, section number, or permanent lock. Click the Save button to apply the changes or click Cancel to abandon the changes.

Change or edit an existing course request


Delete Course Requests

To delete a student’s course request, click the Delete icon. A confirmation popup will ask if you want to delete the record. Click Yes to delete the course request or No to cancel.

Delete a course request


Permanent Lock Courses

Any scheduled section can be locked by adding a code to the PermLk field. Permanent Locked codes should be added to the COD table in the SSS table's PL field. Potential examples for Permanent Locked codes are Parent Request, Administration, LEP or Special Education.


Note:  A blank code should be added. The blank code in SSS.PL will be the default value, and will allow a PermLk to be removed.


Click the Edit icon to edit a Course Request and add a PermLk code.

Codes in the PermLk dropdown


If a user attempts to delete or change a course that is Permanent Locked, the following message will display.

Confirmation popup for changing a PermLk


A course with a Permanent Lock can be changed or deleted after being warned. All changes will be logged into the LOG table.


Lock Sections

The Lock button at the far right of the grid allows sections in a student's schedule to be quickly and easily locked.

A PermLk section and a Locked section


The Lock button allows for quick locking/unlocking of a scheduled section. No warnings are provided. The Lock button can be used to lock one section; the ALL button at the top of the column will quickly lock all the sections in a student's schedule. The Lock button will add a *LOCKED*  message to the Reject column. 


If a scheduling message (for example:  Grade Range or Conflict) exists in the Reject column, please note that there is no section scheduled, so there is nothing for the Lock button to lock. In that case, the Lock button will clear out the message and a second click will add *LOCKED*. However, any valid warning will be displayed again after Reschedule is clicked or if the Scheduler is run.


Reject Code Descriptions

If a section/course can not be scheduled, the page will display a Reject Code in the Reject column:


C = CONFLICT - Courses scheduled for the student displayed will not work together. Can also mean there are too many requests to fit in the period range available.

F = ALL FULL – All the sections for this course are full.

G = GRADE RANGE – All sections of the course are restricted to other grade levels. 

I = INVALID – The course number is invalid and not offered. Can also mean that no sections have been created for this course.

O = STU GROUP – The Scheduling Group code for the sections does not match the student’s Scheduling Group code. (SMS.SG <> STU.SG)
R = PREF TCHR - The Preferred Teacher value is not matching a Section Teacher value (SSS.TN <> SMS.TN at a traditional scheduling school; SSS.PS <> SSM.ID at a Flex school)

S = SEX RESTR – All sections of the course are restricted to the opposite sex.

T = TRACK – All sections of the course are restricted to other tracks. (SMS.TR <> STU.TR)

X = ALTERNATE – An Alternate course was scheduled in place of the original course request. 

*  = *LOCKED* - This course has been scheduled and locked.

PD Excls Err = A period Scheduling Exclusion is in effect.

Tchr Excls Err = A teacher Scheduling Exclusion is in effect.

STU Excls Err = A student Scheduling Exclusion is in effect.


The data in three columns in the grid contains hyperlinks:  Crs ID, Prf (Preferred Teacher), and Teacher Name

Links to Courses and Teachers/Staff


Clicking these links will display the Courses page for any of the Course IDs or the Teachers page (the Staff page at a Flex school) for the items in the Prf or Teacher Name columns.



Rescheduling Students

To reschedule the classes for the student displayed, click the Reschedule button. The Scheduler will attempt to reschedule this student's classes. If there is a rejected course request, it will display at the top of the list of courses, with the reason for the reject in red letters.

Reschedule, Previous Rejected Student, and Next Rejected Student buttons


The Previous Rejected Student and Next Rejected Student buttons will display the previous/next student alphabetically who has a rejected course request. If there are no other rejects, a message will display. These buttons can be used to quickly move through the course requests of students with incomplete schedules.


In a traditional scheduling school, the Term View and Term and Day of Week View tabs display alternate views of the Course Requests page. An example of the Term and Day of Week View is shown below.

Term View and Term and Day of Week View tabs


Alternate Course Requests

Alternate Course Requests allow multiple alternate courses to be selected in case the primary course request is unavailable. Alternate courses can be linked to the primary course and can be sorted to set the priority when scheduling alternate courses. For information on setting up Alternate Course Requests, please refer to the Alternate Course Requests documentation


Scheduling Exclusions

Scheduling Exclusions can be added to prevent the scheduling process from scheduling a student into a section with a specified other student, with a specific teacher, or during a specific period. See the Scheduling Exclusions documentation for more information.


Course Request Reports

Two reports are available from the Course Requests page:  Print Scheduling Class Schedule and Print Course Requests

Both of these reports will honor a Query KEEP statement. These reports are currently not available to parents or students. 


The Print Scheduling Class Schedule button will print all course requests that have been added and/or scheduled into the SSS table. Information displayed on the report will include period, term, days, section, course, teacher and room.  The Print Course Requests button will print all course requests that have been added to the SSS table.  Information displayed in this report will include the course number and course title, and if populated, the alternate course and preferred teacher.

Print Scheduling Class Schedule and Course Requests buttons to print reports


These reports can also be printed for all students, using the reports Student Class Schedule for All Students and Student Course Requests for all Students, which can be found under View All Reports > Scheduling.   


The Student Class Schedule for all Students report can be set to use SMS/SSS data, and includes additional options to sort report, sort classes, limit grade ranges, print for a specific term and group by a specific term.  Filters can be used to include inactive students and/or only print students with course requests. This report is also available to print using the MST/SEC tables.

Student Class Schedule report options


The Scheduling Class Schedule report appears as follows:

Scheduling Class Schedule Report


The Student Course Requests for all Students report can be sorted by Student Name or by Grade, Student Name and can be limited by grade range.  Filters can be used to include inactive students and/or only print students with course requests.

Student Course Requests report options


An example of the Student Course Requests report:

Student Course Requests Report


Course Requests Entry on the Student/Parent Portal  

Students and Parents can add new course requests appropriate for the student's grade level when logged into the Student/Parent Portal. The Aeries Administrator needs to give appropriate security permissions to the Parents and/or Students Portal Group and also configure the date windows per grade level.


For detailed instructions on the Parent and Student Account setup, please refer to the Parent and Student Account Management documentation. For information about scheduling options using the Parent Portal, refer to the Portal Options - Scheduling documentation.