Navigate to Scheduling Process > Scheduling Master.
The Scheduling Master Schedule page displays information for each section in the SMS table and can be used to update the SMS table. When a new section is created, the section number can be assigned by period (for example, sections 100-199 for first period, etc.). Course ID is selected from available course numbers in the CRS table and the teacher assigned is from the TCH table (If Flex Scheduling and/or Section Staff are being used, the STF table will be used to assign staff members to sections. See the Flex Scheduling - Scheduling Master Schedule documentation for more information on using this page during Flex Scheduling).
NOTE: When scheduling for the current year, editing SMS sections is not allowed for sections that also exist in MST. The Change and Delete buttons will not display. Changes must be made to the MST record and will sync down to the matching SMS record.
|Scheduling Master Schedule (SMS)||Read|
Add new record
Days of the Week (Split Terms) ↑
The days of the week on which this class meets will be displayed on the page and can be changed to create a Split Term. For example, if a class meets only Mon and Thu, click on the days this class will NOT be in session. The check mark will no longer display. Any combination of days can be set up for a Split Term. The Split Term field will change the Days fields to display the Split Term selected.
Methods of Grouping Students/Sections ↑
The Scheduling Group (SchGrp) field is used to flag sections. Students whose Scheduling Group code matches the SMS Scheduling Group code will be scheduled into those sections. The codes may be 1 or 2 characters. If the Scheduling Group field is used, students can then be assigned to a scheduling group using the Student Demographics form, the Course Requests form, or Query.
For example, when students are scheduled, students with a Scheduling Group of 'A' will be scheduled into sections that have a matching Scheduling Group of 'A' or into sections that have a blank Scheduling Group. Students with a blank Scheduling Group field will be restricted from assignment to sections that have a Scheduling Group. The images below illustrate an SMS section Scheduling Group that matches a student Scheduling Group.
|Scheduling Master Schedule||Student Course Requests|
For more information on how to use Scheduling Groups, see the Complex Schedules - Teams, Houses, Academies documentation.
Another way to group students and sections is by using the Team Course Group and Team Number fields, which are a way of grouping sections (students do not need to be tagged to use this method). The Team Course Group field may be 1 or 2 characters and the Team Number field may be any number 0-9999. To use the Team Course Group and Team Number fields, assign the SAME Team Course Group code to ALL sections of ALL courses that are to be divided into teams or groups. In the example below, section 232 is tagged with TmCrsGp A.
Use the Team Number field to indicate the sections that are to be assigned to each group. You may use 1 for the first group of sections (Team A), 2 for the second group of sections (Team B), etc. You do not have to use 1 for the first group of sections, but the first group of sections must have the SAME Team Number. For more information on using Team Course Group and Team Numbers, see the Complex Schedules - Team Course Group and Team Number Fields documentation.
The Scheduling Master Schedule page also includes the Semester Group (SemGp) field, which is recorded as SMS.GP. The SemGp field can be used to tag sections that should not be scheduled into the same term.
In the example above, a section of Econ is being tagged as Group A. In this scenario, all 12th graders are taking semester long sections of Econ and Government that will be available during both the Fall and Spring terms, but students should not be scheduled into sections of both Econ and Government during the same term.
All of the sections of Econ and Government should be tagged Group A. Then when the scheduler runs, if a student has course requests for two sections in the same SemGp, the two sections will be scheduled into different terms.
If the SemGp dropdown is empty, the group codes and descriptions should be added to the MST.GP field on the Update Code Table page:
Section Totals and Maximums ↑
The Max field is the maximum number of students that can be scheduled into the class. The Total field indicates the actual number of students that are scheduled into the class. Subtotals are shown for Male, Female and Other Gender. Left indicates the number of seats still available to be scheduled. The Total, Male, Female, Other Gender, and Left fields are calculated automatically.
Class Link ↑
The Class Link field (CL) is used to link two sections together such as Fall and Spring sections or two sections in the same term by using the same value in the CL field. This will allow users to select one section from within the View SMS button found on the Course Requests page and Aeries will add all linked sections automatically. The field can hold a maximum of 6 alpha-numeric characters. The link will occur when matching values exist in multiple sections. See Student Course Requests for an example.
Add Sections on Scheduling Master Schedule Page ↑
To add sections, click the Add button. The cursor will display in the Period field. Type a period number and press Tab. The next available section number will be assigned but can be changed before the record is saved. It will normally default to the next highest section number beginning with the period (for example period 1 sections are assigned 1xxx section numbers by default).
Enter information for the block, semester, course number, teacher number, room, credit, group fields, tag, track, program and maximum students. When complete, click the Insert button. The class will be added to the SMS table.
Change Sections on the Scheduling Master Schedule Page ↑
To update any information about the class currently displayed, click the Change button. The cursor will display under Period. Click on a field or press the Tab key advance the cursor to reach the data to be changed and make any necessary changes. Click the Update button to save the change.
Delete Sections on the Scheduling Master Schedule Page ↑
The Delete button is used to delete unused sections from the Scheduling Master Schedule. A section to be deleted should not have any students assigned. Select the correct section to be deleted and click the Delete button. A message will display verifying the deletion of this section. Click the OK button to delete the class.
Copy Sections on the Scheduling Master Schedule Page ↑
The Copy button on the bottom of the form is used to create a new section by copying a section already saved in the Scheduling Master Schedule. Select the section to be copied. Click the Copy button.
A message will display verifying this section will be copied into a new section. Click the OK button. If students are assigned to this section, the following popup will be displayed. Select the appropriate option and click the OK button to continue or the Cancel button to cancel the Copy process.
All information will be copied except for the section number and period number. Enter the period number and press Tab to move the cursor out of the Period field, and the section number will be assigned. Change any other information and click Insert. The new section is added to the Scheduling Master Schedule.
Move or Copy Students to Another Class ↑
The Move Students to Another Class option allows students to be moved or copied from the section displayed to another section, or to drop them from the section.
To drop all students from the section displayed, enter section number ‘0’ in the New Section field and click the Move All Students in Class button. The following message will display. Click OK to continue or Cancel to cancel.
To move or copy all students to a new section, enter the new section number into the New Section field. Select the appropriate option, then click OK to continue or Cancel to cancel when the prompt appears.
To move or copy tagged students to a new section, enter the new section number into the New Section field. Click each row to select students you would like to move or copy to the new section and their records will highlight. Click on the row again to remove the highlighting, if needed. When all desired students have been tagged, select the appropriate option, then click OK to continue or Cancel to cancel when the prompt appears.