Overview

Security 

Mass Change or Add Course Requests 

Mass Change an Existing Course Request  

Mass Add or Drop a Course Request 

Mass Add/Drop Duplicate Course ID's  

Mass Add or Drop Course Requests Using Course Request Packets  

Additional Options on Mass Change or Add Crs Request Packets 

Student Course Requests Page 

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

Add Course Requests using Add From Course Request Table 

Add Course Requests Using the View SMS Popup 

Class Link - Linking Course Requests 

Add Course Requests Using a Course Request Packet 

Add Course Requests Using a Course Request Section Packet 

Change Course Request 

Delete Course Requests  

Permanent Lock 

Lock Sections 

Reject Code Descriptions  

Hyperlinks on Course Request

More Class Info 

Rescheduling Students 

Alternate Course Requests 

Scheduling Exclusions 

Course Request Reports 

Course Requests Entry on the Student/Parent Portal 


Overview

Students are assigned and/or are allowed to choose specific Course requests for Courses 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, they need Update permissions to SMS. Conversely, to ensure that a User is allowed to add Students to full sections, they should not have Update permissions to SMS.


Mass Change or Add Course Requests

Navigate to Scheduling Process > Mass Change or Add Crs 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. Courses that have a PermLock tag will not be updated during the Mass Change process.


mass change or add course requests page

Mass Change an Existing Course Request  

To Change an existing requested Course number to another Course number, enter the Course number 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 is being dropped and Course ID 0302 – English 10 CP is being added for all Students with a Next Grade of 10.



A list of Students displays on the right, under Students to be Updated. An Alert popup provides 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 displays. 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 displays. Verify the list of Students. If correct, click the Update button.



Mass Add/Drop Duplicate Course ID's  

Duplicate courses can be added or dropped from this page. This may be used if students are being placed into a course that has the same course ID multiple periods which facilitates scenarios where students need multiple requests for the same course such as Fall and Spring or non-contiguous periods. This logic does not apply to Summer Scheduling.


To add course requests for the same course ID multiple times, search the course number on the right hand side under To now have these course requests, then select the course ID as many times as desired. 


For example, selecting Course ID 0095 three times will add this course to the right side where it will be added to the group of students three times on their course request page.



NOTE: When adding duplicate course ID's, the course requests will not be added if the student already has the desired number of course requests. 


To drop course request for the same course ID where students may have a Course ID on their schedule multiple times and the intent is to change or remove it, search for the course ID on the left hand side, then select the course ID as many times as the search criteria will contain. 


For example, if you are searching for students that have Course ID 0095 three times within their current course request page (SSS), search for the course 0095 under Change students with these course requests. Then select it three times which will display it three times to the right of this section. On the right hand side under To now have these course requests, either select new courses these students will be placed into instead or leave blank to drop these students course requests to no longer have 3 courses of Study Skills on their Course Request page.



NOTE:  If the same course is selected multiple times on the left-hand side, then students will only be included if they already have at least that many requests for the same course. When the process is run, exactly that number of requests for the course will be dropped from each student.


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 displays 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 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.



Click the Preview Only button at the bottom of the form. A list of Students to be updated displays on the right. An Alert displays 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 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 to 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 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 - clears the selected options


When a course has a PermLock tag on the Course Requests page for a student, the course can not be changed during the Mass Add/Change Course Request process. When multiple students are being updated and one of those students has the PermLock tag, the students will display at the bottom of the list of Students to be Updated under a category called Students With Locked Records to indicate these students will not get updated during this process.



Student Course Requests Page


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


The Course Requests/Schedule 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 Request grid shown below is at a Flex scheduling school and can be identified by the Show Available Periods option which is available in Flex Scheduling schools.


Course Requests for a student


A new version of the Course Requests page can be used by clicking on the button labeled 'New Edit View'. The page is designed to have the ability to edit all records vs individual records. This button is available for any school scheduling type (Flex and Non-Flex) and when toggled on, it will remain on if switching between schools. More information about the new page can be found on the Student Course Requests Page (New) document.



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, the Course Request Packet button, and from the Course Request Section 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 blank row at the bottom of the grid opens 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 automatically populates. 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 Undo button to cancel when 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 displays selected data for each Section in the Scheduling Master Schedule

View SMS popup


The data can be sorted by any of the headers. Click on a header to display the options. 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 prompts for the Period to limit by:


Limit the View SMS popup contents


Enter the Period and click OK. The View SMS popup now displays Sections in the SMS during 1st period.  

Limit the View SMS to sections in Period 1


Partial input is supported. For example, limiting by "bio" in the Title field to display all Sections of Courses whose titles include "bio".

To add a Course request, click on the Course ID. A message displays 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 is added and the Student is scheduled into that Section. A message displays to verify the Student and Section number to be updated. Click OK to continue, or Cancel.


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


Sections with a linked value in SMS.CL will display with a chain icon under the section number column. The value of the field will display at the end of the column labeled ClsLink#. Clicking on the section number to add a section to the student's course requests, will automatically include the other linked sections with a matching class link value.


Additional information for this feature can be found in Class Links.



NOTE: A linked section will not be added if it is in a term prior to the term of the selected section (i.e., if a Spring section is selected, a linked Fall section will NOT be added. However, if a Fall section is selected, a linked Spring section will be added). Once the selected section has been added, the linked section(s) will immediately be added with no validation checks such as outside grade range or full class.


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 displays all Course Request Packets. Select the desired Packet and it is highlighted. The Courses assigned to the Packet 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


Add Course Requests Using a Course Request Section Packet  

To add course requests using the Course Request Section Packet option, click the Course Request Section Packet button to open the form. A window displays all Course Request Section Packets. Select the desired Section Packet, once highlighted the Sections assigned to the Packet display on the right. Verify the sections are correct and click on OK to add the sections to the Student’s Course Requests/Schedule. Click Cancel to cancel. For more information on adding Course Request Section Packets, see Creating and Modifying Course Request Section Packets.



Change Course Request

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

Click the Edit icon to edit a course request


Enter the changes in the appropriate fields:  Crs ID, Prf (Teacher Preference), Section#, or PermLK. Click the Save button to apply the changes or click Cancel to discard the changes. In a Flex school:


Edit course request popup


In a traditional scheduling school:

Edit course requests popup in traditional scheduling


Delete Course Requests  

To delete a Student’s Course request, click the Delete icon. A confirmation popup asks if you want to delete the record. Click Yes to delete the Course request or No to cancel.


Delete a course request


Permanent Lock

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.PL field. Possible codes are Parent Request, Administration, LEP or Special Education.


Note: A blank code should be added. The blank code in SSS.PL is the default value, and allows 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 displays.


Confirmation popup for changing a PermLk


A Course with a Permanent Lock can be changed or deleted after being warned. All changes are recorded in 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 locks all the Sections in a Student's schedule. The Lock button adds 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 clears out the message and a second click adds *LOCKED*. However, any valid warning is 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 displays a Reject Code in the Reject column:


C - CONFLICT - Courses scheduled for the Student displayed are conflicting. This 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. 

- INVALID – The Course ID is invalid and not offered. This 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.

- 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 displays 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.


More Class Info  

The More Class Info column displays section information if existing, including Track (SMS.TR), Schedule Group (SMS.SG), Team Course Group (SMS.CG), Team# (SMS.TM), and Semester Group (SMS.GP), if data exists in those field. 


Rescheduling Students

To reschedule the Classes for the Student displayed, click the Reschedule button. The Scheduler attempts to reschedule the Student's classes. If there is a rejected Course request, it displays 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 display the previous/next Student alphabetically who has a rejected Course request. If there are no other rejects, a message displays. 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

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/Scheduling page: Print Scheduling Class Schedule and Print Course Requests


Both of these reports honor a Query KEEP statement. These reports are currently not available to Parents or Students. 


The Print Scheduling Class Schedule button prints all Course requests that have been added and/or scheduled into the SSS table. Information displayed on the report includes Period, Term, Days, Section, Course, Teacher and Room.  


The Print Course Requests button prints all Course requests that have been added to the SSS table. Information displayed in this report include the Course ID, 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 the 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.