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 are added to the student's record in multiple ways. Each of these methods have advantages and most schools use more than one method:
- Academic Plan
- Mass Change or Add Course Requests
- Student Course Requests
- Student / Parent Portal
Please refer to the Individualized Academic Plan documentation for details.
Mass Change or Add Course Requests
The Mass Change or Add Crs Requests form can be used to change students’ course requests during scheduling. Multiple courses can be added, dropped, or changed for all students or for select students.
Filter Pages by "mass change" or navigate to Scheduling Process > Mass Change or Add Crs Requests.
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.
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.
Verify the list of students. If correct, click the Update button to complete the mass change.
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.
Courses can also be added, changed, or dropped using the Course Request Packets option. 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.
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.
A message will display to Confirm that the Packet chosen is the one you want to assign. Click OK to continue.
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.
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.
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.
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.
Permissions to the SSS table will be required to use the various features on this page. Additionally, if a user should be allowed to add students to full sections, the user will need Update permissions to SMS.
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.
Add Course Requests using Add New Record/Add Many New Records
To add course requests using Add New Record or Add Many New Records, click the respective button. A form 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. An alternate course (AltCrs) and or a teacher preference (Prf) can 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.
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.
For each section, the section number, period, term, split term, 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:
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:
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").
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 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.
Change Course Requests
To change a student’s course request, click the Edit icon to open the selected record for editing.
Enter the changes in the appropriate fields: Crs ID, teacher preference, alternate course, section number, or permanent lock. Click the Save button to apply the changes or click Cancel to abandon the changes.
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.
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. Examples of 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.
If a user attempts to delete or change a course that is Permanent Locked, the following message will display.
A course with a Permanent Lock can be changed or deleted after being warned. All changes will be logged into the LOG table.
The Lock button at the far right of the grid allows sections in a student's schedule to be quickly and easily locked.
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. (SMS.SG <> STU.SG)
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.
R = PREF TCHR - The Preferred Teacher value is not matching a Section Teacher value (SSS.TN <> SMS.TN)
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 – Alternate course was scheduled in place of 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
Additional Features of the Course Requests Form
Three columns on the form are hyperlinks: Crs ID, Prf (Preferred Teacher), and Teacher Name.
Clicking these links will display the Courses page for any of the Course IDs or the Teachers page for the items in the Prf or Teacher Name columns.
The Schedule Alternates checkbox should be checked if alternate course requests should be automatically scheduled when the preferred course request is unavailable.
If an alternate course request has been entered and a student is scheduled into the alternate, the preferred and alternate course requests are switched on the student scheduling record, and a tag is set in the record. The word ALTERNATE will display under the REJECT heading. If the student is scheduled again for any reason, the courses are switched back, and the tag removed. This gives the preferred course a chance to be scheduled first. If it cannot, the alternate is used.
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.
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.
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.
Course Request Reports
Two new buttons have been added to the Course Requests page, Print Scheduling Class Schedule and Print Course Requests. 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.
These reports can also be printed for all students. The two reports Student Class Schedule for All Students and Student Course Requests for all Students can be found under View All Reports > Scheduling.
The Student Class Schedule for all Students report will have the option 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.
The Student Course Requests for all Students report will have the option to sort report and limit grade ranges. Filters can be used to include inactive students and/or only print students with course requests.
Both of these reports will honor a query keep statement. These reports are currently not available to parents or students.
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.