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:
- Individualized Academic Plan
- Mass Change or Add Course Requests
- Student Course Requests
- Student / Parent Portal
Individualized Academic Plan
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. A list of students will display. Verify the list of students. If correct, click the Update 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 Next Grade 10.
To Add course numbers to students' course requests, enter the course numbers 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 numbers from students' 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, 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. The courses within the Packet will display on the left. On the right side, use the search box to find the additional course(s) you would like to add. 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.
Student Course Requests Form
The Course Requests form is used to schedule individual students into classes for the upcoming semester or school year after the student’s requested courses are entered.
Add Course Requests
There are several ways that Course Requests can be added to the form. They can be added from the Add New Record button, from the Add Many New Records button, from the Add From Course Request Table button, from the View SMS button, or from the Course Request Packet button.
- 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/s you would like to add. Click the Save button when finished.
- To add courses using Add From Course Request Table, click the button to open the form. You can search by subject area or by course ID. When the desired course is located, click on it and a verification message will open. Click OK to continue and the course will be added to the student’s course requests.
- To add course requests using the View SMS option, click the button to open the form. A window will display with basic data from the Scheduling Master Schedule. The data can be adjusted to display certain sections, periods, courses, teachers, or rooms and can be sorted by any of these fields. Click on the Course ID to add that course to the student’s course requests. A message will display to verify the student and course number to be updated. Click OK to continue, or click Cancel to cancel.
- View SMS can also be used to add sections to the student’s course requests by clicking on the specific section number. A message will display to verify the student and section number to be updated. Click OK to continue, or Cancel to cancel.
- 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.
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. Click the Save button when finished.
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
A student’s individual courses with sections scheduled 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
Additional Features of the Course Requests Form
Three columns on the form contain data in hyperlink form: Crs ID, Prf (Preferred Teacher), and the Teacher Name. Clicking any one of these will open up detailed information regarding the data. Course ID will open the Courses page, whereas Prf and Teacher Name will open the Teachers page.
Schedule Alternates - The Schedule Alternates checkbox allows alternate course requests to be entered and displayed. 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 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.
Reschedule - 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.
Previous Rejected Student – This option will display the previous student alphabetically who has a rejected course request. If there are no other rejects, a message will display.
Next Rejected Student – This option will display the next student alphabetically who has a rejected course request. If there are no other rejects, a message will display.
Term View and Term and Day of Week View – Both options display an alternate view of the Student Course Requests form. An example of the Term and Day of Week View is shown below.
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.