The Course table is a district-wide table that defines courses that can be used in scheduling at school sites. The data in the Course table impacts numerous other functions/processes:
- Grade Reporting/Standards Based Grade Reporting
- Transcripts/Graduation Status
- UC/CSU A-G course identification
- CSF List course identification
- Career Pathways
- CALPADS Reporting (link to more CALPADS Course information)
- Academic Plan
Based on the significant impact of the Course table on these numerous other functions, it is critical that the table be maintained accurately. Many districts limit the Course table maintenance (adding, updating courses) to one or two people at the district level.
The Courses page can be accessed from the Navigation tree: Scheduling Process | Courses.
The initial view of the form will display the records in the course file on the left of the screen, and course data on the main portion of the screen:
To select a course to view or edit, use the scroll list or search bar on the left to select the course.
There are 5 tabs on the Course view. The first is the General tab:
The fields on this tab include:
- Course ID (CRS.CN) - The Course ID field is populated manually and can be up to 6 alphanumeric characters in length. This field is used extensively in the Student Scheduling process as well as Grade Reporting, Transcripts, College Eligibility and State Reporting.
This is a CALPADS required field, CALPADS FldNum = 09.08 and the CALPADS field name is CRS-Local Course ID. Aeries recommends that districts maintain a district-wide, unique Course ID for all courses taught at each school.It is recommended that each district generate a numbering logic of the Course ID. An example or a number logic is below:
0000-0999 - High School Courses
- 0100-0199 - English Department
- 0200-0299 - Math Department
- 0800-0899 - CTE
- 0900-0999 - Special Education
1000-1999 - Middle School Courses
2000-2999 - Elementary Courses
5000+ - Transfer Courses
- Course Title (CRS.CO) - The Course Title is the shortened Course Title and can only be up to 15 characters in length. This field contains the name of the Course. This is a CALPADS required field, CALPADS FldNum = 09.09 and the CALPADS field name is CRS-Course Name.
- Long Title (CRS.DE) - allows for a longer/full version of the Course Title up to 30 characters.
- N/H Non-Academic/Honors Tag (CRS.NA) - A blank indicates this course is an Academic course, an N indicates this is a Non-Academic course, and an H indicates this is an Honors course. This field must be populated correctly for accurate student GPA calculation. When populated and with transcript definitions set, the transcript will show an * (asterisk) next to the course. The values for this field are hard coded.
- College Prep (CRS.CP)- The College Preparatory field is where a course is identified as a College Prep course by entering a P. A blank in this field identifies the course as “Not College Prep”. Populating this field correctly is important for accurate Course History calculation functions. When populated and with transcript definitions set, the transcript will show a P next to the course. The values for this field are hard coded.
- Academic Weight (CRS.AC)- The Academic Weight field is available for use in 4 x 4 Block Scheduling. Valid values are 0-4. By assigning a value to each course the scheduler will attempt to balance the student’s work load for each semester. The values for this field are hard coded.
- Low Grd (CRS.LO) - The Low Grade field is populated with the lowest grade level that would take this course. This field is used during scheduling and will prevent students outside the grade level entered from being scheduled into the class.
- High Grd (CRS.HI) – The High Grade field is populated with the highest grade level that would take this course. This field is used during scheduling and will prevent students outside the grade level entered from being scheduled into the class.
- Default Credit (CRS.CR) – The default credit value entered will be the amount a student receives by passing the course. The value entered will also automatically populate on the Master Schedule or Scheduling Master Schedule when creating a new section. The default credit value per term for this course (e.g. 5 credits per semester)
Max Credit (CRS.MC) – The max credit value entered will be the maximum number of credits a student can receive by taking the course multiple times. The Students With Repeated Courses report uses this field to determine the maximum number of credits the student can have.
Status (CRS.TG) – A value entered into this field identifies this course as Inactive and will prevent any new sections from being added for this course to the Master Schedule or Scheduling Master Schedule.
- Subject Area Code (CRS.S1) – The codes for this field are the codes set on the Graduation Requirements Table for this school. The code entered in this field corresponds to the subject area of the course. All credits completed for this course will be counted towards meeting the Graduation Requirement set for the course. This field must be correctly populated for accurate Graduation Status calculation.
- Subject Area Code (CRS.S2) - The codes for this field are the codes set on the Graduation Requirements Table for this school. A code value in this field means if students have met the Graduation Requirement for the code value populated in Subject Area Code 1, the credits will now go to the value populated in Subject Area Code 2. If this field is left blank, all credits earned over the values set for the code populated in Subject Area 1 will go towards the Elective graduation requirement. This field must be correctly populated for accurate Graduation Status calculation.
- Subject Area Code (CRS.S3) - The codes for this field are the codes set on the Graduation Requirements Table for this school. A code value in this field means if students have met the Graduation Requirement for the code values populated in Subject Area Code 1 and in Subject Area Code 2, the credits will now go to the value populated in Subject Area Code 3. If this field is left blank, all credits earned over the values set for the code populated in Subject Area 2 will go towards the Elective graduation requirement. This field must be correctly populated for accurate Graduation Status calculation.
Note: It is important to note that it is not necessary to populate CRS.S2 or CRS.S3 with the code for Electives. Credits will automatically go towards the Elective graduation requirement. Also, CRS.S2 and CRS.S3 should be populated with a different Subject Area Code than CRS.S1 contains, or left blank.
Dept (CRS.DC) – The code value entered in this field is the Department that the course is part of. For example, an English course would be part of the English Department. The values for this field are stored in the COD table and can be added using Update Code Table located under School Info Configurations on the navigation tree. Various reports within Aeries have an option to allow sorting of the report by Department Codes.
- Term (CRS.TM) – The code value entered in this field indicates the length of the course. This field is particularly important for schools that offer Quarter classes. If the field is populated as a Quarter course, the grades for the Quarter courses can be copied to the transcript separately. The values for this field are hard coded.
- Content Group (CRS.CCG) – The Course Content Group field is used to link courses together that have the same content. The field is primarily used to link math courses together that combined will meet the Algebra 1 Credit Requirement set forth by the State of California. These combinations of courses must be tagged with the same Course Content Group code. Please see the document Algebra 1 Requirements below for detailed instructions on the Algebra 1 setup.
- NCES Code (CRS.US) – This field is used to classify the content of the course for the National Center for Education Statistics.
- Next Course (CRS.NC) – This field is used to identify the next course in a Multi-Course sequence. An example would be Spanish II as the next course for a Spanish I course. This field must be correctly populated in order to use the Create Sections for Next Term form. The form looks at the Next Course field to correctly create sections.
- Trm Seq (CRS.TS) – The Term Sequence field is used to identify the Term Sequence for a Multi-Course sequence of courses. Using a sequence of Spanish courses as an example, Spanish I would be identified as 1 since it is the first in the sequence, Spanish II as 2 since it is the second course in the sequence, etc.
- Yr Seq (CRS.YS) – The Year Sequence field is used to identify the Year Sequence for a Multi-Course sequence of courses. Using English as an example, English I would be identified as 1 since it is the first in the sequence, English II would be identified as 2 since it is the second course in the sequence, etc.
- Exc (CRS.EX) – Populating the Exclude field will exclude this course from calculating towards the Teacher Load. The “Monitor Teacher Load” option in Aeries Variables for Current School will need to be set and the macro to Compute Teacher Load will need to be run for the totals to display properly. Aeries Variables for Current School is located in View All Forms in the Aeries Web version. Compute Teacher Load is located in View All Forms, View All Macros in the Aeries Client version. Once the option is turned on and the macro is run, any class changes will update the totals automatically.
- (Core/Prof) (CRS.E3) – This field is no longer used. It was previously used for Summer School Attendance Reporting.
- PE (CRS.PE) – Clicking in the PE field will populate it with a checkmark. This will identify the course as a Physical Education course. Identifying PE courses controls data entry for teachers on the Physical Fitness page and is an important part of the Physical Education Testing setup.
- T/A (CRS.TA) – Clicking in the T/A field will populate it with a checkmark. This will identify the course as a Teacher’s Aide course. If flagged, various reports within Aeries offer an option to Skip Teacher Aide courses when printing the report.
- Next Yr Status (CRS.NTG) – The Next Year Status field will allow you to identify a course that will not be available for the next school year. Various pages within Aeries that look for Next Course or Courses Next Year including Scheduling Master, SMS Board, Course Requests and Mass Change Course Requests will not allow a course to be used if the Next Year Status code is populated.
- User1 – User8 (CRS.U1 – CRS.U8) – These fields are customizable for each district’s needs. Codes can be added using the Update Code Table form to create a drop down menu for each field. Captions can also be changed by using the Define Required Fields for Data Entry form available in Client.
- Course Description (CRS.CD) – This field allows for a more detailed Course Description to be entered. course descriptions are optional; when entered students will be able to view the Course Description in the AeriesStudent Portal when requesting courses on the Course Request Entry page.
- Course Notes (CRS.CM) – This field is used to enter any applicable notes or additional information for the course.
A few key fields on this tab include:
- Alternate Crs (CRS.AL) – The Alternate Course field is used as a reference for an optional course that a student can take if all classes of the primary course request are full.
- Pre Requisite Crs (CRS.PR) – The Pre Requisite Course field is used as a reference for a required course that a student must take and pass prior to being enrolled in this course. An example of how this field comes into play during the scheduling process would be if course 101 is a pre requisite of course 100. A student who requests both course 100 and course 101 will be scheduled into course 100 in the fall and course 101 in the spring.
- Content Standard Area (CRS.CS) – This field can be populated with the Content Standard Thread that this course focuses on. The codes are stored in the CSN table.
- Trad Gender (CRS.TGN) – This Traditional Gender field is used in Carl Perkins reporting regarding Vocational Education courses. If the Vocational Education course is “traditionally” for one gender or the other, the gender would be entered into this field. The values for this field are hard coded.
- Voc Ed Lvl (CRS.VCL) – The Vocational Education Level field identifies the level of the course. This is a CALPADS required field, CALPADS FldNum is 09.10 and the CALPADS Field Name is CRS-Course Content Code. This field is not reported for Elementary Schools. The values for this field are hard coded.
- Voc Subj (CRS.E2) – The Vocational Education Subject Area field identifies the Subject Area the course falls within.
- Crs Lvl (CRS.CL) – The Course Level field identifies the Academic Level of the course. This is a CALPADS required field, CALPADS FldNum is 09.19 and the CALPADS Field Name is CRS-Course Section Instructional Level Code. This field is not reported for Elementary Schools. The values for this field are hard coded.
- Type (CRS.TY) – This field is normally populated only if it is a Course Type that is reported to the State. Values that are reported are 32 and 33. This is a CALPADS required field, CALPADS FldNum is 09.12 and the CALPADS Field Name is CRS-CTE Technical Preparation Course Indicator. This field is not reported for Elementary Schools. The values for this field are hard coded.
- Board Adoption (CRS.BD) – The date the course was adopted (approved) by the District Board of Education. This field is for informational purposes.
- Last Rev Date (CRS.RD) – The date the framework of the course was last revised. This field is for informational purposes.
- Revisn Type (CRS.RT) – The type of revision that was made when the course framework was last revised. This field is for informational purposes.
- Inactive Date (CRS.ID) – The date this course was inactivated. This field is for informational purposes.
- Seats (CRS.MX) – The default maximum seats available for this course.
- Meets Alg I Reqmnt (CRS.ALR) – Clicking the Meets Algebra I Requirement field will populate it with a checkmark. A checkmark indicates that this course will count towards the Algebra I requirement set by the State. Please use the document link under Course Content Group field for detailed instructions on the Algebra I setup.
- Alg I Crd Required (CRS.ALC) – The number of credits required to meet the Algebra I requirement.
NCLB Specific Fields
The NCLB specific fields tab is optional:
California Specific Fields
The California Specific Fields tab has key fields that need to be populated for CALPADS reporting:
- CSU Entrance Subject Area (CRS.E1) – This field identifies the Subject Area that this course satisfies based on the CSU A-G requirements. The values for this field are hard coded.
- CSU Entrance Elective? (CRS.CSE) – Flagging this field with a “G” means the credits can roll into the CSU Elective requirement when the assigned subject area credit requirement has been met. The value for this field is hard coded. If CRS.E1 is flagged with a “G” for elective, it is not necessary to flag this field also.
- CSU Entrance Honors? (CRS.CSH) – Flagging this field with an “H” indicates this course will be counted as an Honors course for purposes of CSU Eligibility. The value for this field is hard coded.
- CSU Validation (CSU.VL) – Course Validation Level is allowed by CSU for certain flexibilities when evaluating whether or not a student has completed a particular subject and gained requirements necessary to enter college. Please check the CSU website for detailed instructions on populating this field.
- UC Entrance Subject Area (CRS.U1) – This field identifies the Subject Area that this course satisfies based on the UC A-G requirements. The values for this field are hard coded.
- UC Entrance Elective? (CRS.U2) – Flagging this field with a “G” means the credits can roll into the UC Elective requirement when the assigned subject area credit requirement has been met. The value for this field is hard coded. If CRS.U1 is flagged with a “G” for elective, it is not necessary to flag this field also.
- UC Entrance Honors? (CRS.U3) – Flagging this field with an “H” indicates this course will be counted as an Honors course for purposes of UC Eligibility. The value for this field is hard coded.
- UC Validation (CRS.VLU) – Course Validation Level is allowed by UC for certain flexibilities when evaluating whether or not a student has completed a particular subject and gained requirements necessary to enter college. Please check the UC website for detailed instructions on populating this field.
- Note: None of the above California Specific fields are directly reported to CALPADS but it is critical they be populated accurately. Their values are part of the calculation that determines if the student has met the UC/CSU requirements.
- CBEDS # (CRS.C3) – All courses must be populated with a value in this field. Use “6012” if you would like Aeries to skip this course when extracting data to CALPADS. This is a CALPADS required field, CALPADS FldNum is 09.07 and the CALPADS Field Name is CRS-State Course Code.
- CSF List - if the course has been approved by the California Scholarship Federation, indicate if the course is a List I, II or III CSF course.
Correspondence Language Tab
The Correspondence Language tab is the final tab for the Course data section:
This tab should be used to input translations for the Course Title of the current course. The translated version of the title will appear when Report Cards are printed to a Correspondence Language other than English. Up to 6 translations of each Course Title can be included.
The following fields are available for data entry on the Correspondence Language tab.
- Language (CRS.CL1 through CRS.CL6) – This field identifies the language code and the language description of the translation.
- Course Title (CRS.CO1 through CRS.CO6) – This field contains the translated language description.
MST Classes Tab
The bottom portion of the Courses page lists section information for any sections of the Course, as well as additional tabs related to Career Pathways, College Articulations, documents and fees and Course Composites.
The first tab, seen above, shows all sections of the course in the current Master Schedule (MST), including the period, section #, teacher, room, and class size. The display can be filtered to Hide Inactive Sections or View Only Current Term sections using the check boxes at the bottom.
SMS Classes Tab
The second tab displays the same information for sections in the Scheduling Master Schedule (SMS).
The Standards (SBR) tab will be used by any schools that run a Master Schedule and use Standards Based Grade Reporting. Here, identify each standard that should be associated with the course. The checkbox to the right of each standard indicates whether the standard should be included on the SBG report card. More information is available Secondary Standards Based Grade Setup
Career Pathways Tab
The Career Pathways (CCP) tab can be used to link a course to a Career Pathway. If the course is part of a Career Pathway at one or more schools in the district, the school, pathway, level and year of the course in the Career Pathway should be indicated here. More information is available Career Pathways Tab on the Courses Page
The College Articulations (CCC) tab can be used to define credits awarded by colleges for completion of course work in high school. If a school or district has an articulation agreement with a Community College that a high school course will articulate to college credit when the student enrolls at the College, the details of the articulation agreement for the course should be listed here.
This is information is now available to be included on transcripts. Use the Transcript Definitions, Things to Print tab to configure including College Articulations. Transcript Definitions
- School – when a College Articulation agreement is added at the School level, the current school will automatically populate in the School dropdown. When the agreement is added at the District level, the school that the agreement is for must be selected.
- College – select the college that the articulation agreement is with. The Colleges (COL) table (from School Info | Colleges) is used to populate the values in the College dropdown.
- Years Active – enter the school year(s) that the articulation agreement is active. Enter the 4-digit Fall Term year when the agreement begins through the 4-digit Fall Term year that it ends. For example, if the articulation agreement was in effect for the 2017/17 school year through the end of the 2018/19 school year then the years would be entered as 2017 and 2018:
After the record is saved the years display as the full school years:
If the articulation agreement is only valid for a single year, then the same 4-digit year will be entered in both fields as shown below:
and displays after Save as:
- College Course Title – enter the title of the college course that the high school coursework satisfies. The College Course Title will display on the transcript under College Articulations when the student has satisfied the criteria in the articulation agreement.
- College Course ID – enter the college course number for the course.
- Required Mark Points – enter the minimum mark points necessary to receive college credit for the course.
- Req’d on Final Grade Only – when checked only the last mark in a multi-term course will be used to determine if the student received a qualifying grade in the course, when not checked all marks for this course will need to meet the Required Mark Points in order to qualify.
- Required Credit Comp – enter the minimum number of credits needed to receive college credit for this course.
- College Credit – enter the number of college credits awarded for successful completion of this course per the articulation agreement. The credits will display on the transcript under College Articulations when the student has satisfied the criteria in the articulation agreement.
- Local Credit – for informational purposes at this time.
- Click on the Save icon to save the changes.
- Click on the Edit icon to update a College Articulation record.
NOTE: Once the College Articulation record has been saved the School, College and Years Active fields cannot be changed. If these fields are incorrect the record will need to be deleted and re-added.
The Course Fees (CRF) tab can be entered for courses that require the collection of registration fees, tuition, supply fees, etc.,
The Course Documents (CDC) tab is used to associate common documents with the course, such as Syllabi, applications, etc. The documents will display and are accessible for each course on the Student Class Schedules page. An option is available to Display to Parent in the Parent Portal.
Course Composites New
The Course Composites New (CMP) tab allows for multiple "Child" courses to be associated with a "parent" course.
Composite Courses will allow multiple "child" courses to be linked to a "parent" course. Multiple teachers can be assigned to the Master Schedule Section and when Grading is initialized, records will be created for all the "child" courses. This will allow multiple teachers to assign grades for the multiple courses. The "parent" course will not be included when initializing Grading.
To update a Course, search for and select the course, and select the Change button. Update the desired fields on any of the tabs related to the course, and then select Save to save the changes.
Because Course data is inter-related to numerous tables in Aeries, especially the Transcript (HIS) table which stores course completion data for students, it is important to use caution before deleting any course from the Course table. If a Course is still in use in the HIS or other table, the course should be Inactivated so that it can not be used for new sections in a master schedule, but the data is still in the table to correctly populate transcripts.
To Inactivate a Course, search for and select the course and click Change to open the record. Locate the Status (CRS.TG) field, and select I - Inactive from the drop-down.
Click the Save button. The section will now be highlighted yellow to indicate the Inactive status.
The basic definition of a course (e.g., Title, N/A, Subject Area, etc.) must never be changed unless the course is not referenced anywhere in the database. If course information is changed and the course is still being used such as in Course History, the changed data will be reflected on students’ transcripts. Use the References button to find all tables where this course is in use.
In this example, course 1362 is referenced in 8 different tables for a total of 2604 references.
Tables and Fields - Courses