Overview

Configurations  ↑

Portal Options  ↑

Online Schedule Groups ↑ 

Wait List  ↑

Portal Group Security  ↑

Scheduling Master Schedule (SMS)  ↑

Course Requests  ↑

SMS Catalog  ↑

Arena Scheduling ↑ 

Student and Parent Portal - Arena Scheduling  ↑


Overview

Navigate to Scheduling Process > Arena Scheduling (BETA).


Arena Scheduling provides a mechanism by which staff/students/parents can record their preferred times for taking classes in the future. After Course Requests have been entered, and the Scheduling Master Schedule (SMS) has been built for a future term, the Aeries administrator can initiate a window of dates for Arena Scheduling to take place.  Students/Parents can participate in this process by identifying  their preferred class times via the Aeries Portals.   

Arena Scheduling


Configurations  

Before Arena Scheduling can be used, the following items must be in place:

  • The permitted dates, grade levels and any Online Schedule Groups for Arena Scheduling must be set in Portal Options
  • The security for the Student / Parent Portal Groups must be set
  • The Scheduling Master Schedule (SMS) for the future term must be in place
  • Course Requests for the students must be assigned 


Note: Arena scheduling is currently in BETA. Using the Schedule All Students function will change any sections selected using Arena Scheduling.

 


Portal Options  

To set the allowable dates for Arena Scheduling, select the Scheduling tab in Portal Options.Portal Options Scheduling tab   

Enter the desired start and end dates for SMS Catalog viewing and Arena Scheduling by grade level.

Date Ranges


If a custom grouping of students will be used, enter the desired start and end dates for SMS Catalog viewing and Arena Scheduling for each Online Schedule Group.

Online Schedule Group Date Ranges


Online Schedule Groups  

Online Schedule Groups (custom grouping of students) can be created for any desired set of students. Groups are created by adding records to the Code Table for the STU.OS value. 

Update Code Table values for STU.OS


To add students to a particular Online Scheduling Group, set the desired value in the Online Scheduling Group field on the student's Course Request/Schedule page. The COD.CD value created for the group (see the previous step) will be stored in the student's STU.OS field. 

Add Online Scheduling Group to student



Note: The  Online Scheduling Group field will only appear on the Course Requests/Scheduling page if the Code Table contains one or more STU.OS records.


Wait List  

Scheduling Setup

There are several options for the Wait List feature. Once enabled, students can be added to the Wait List on any section if that section is full. This is done when using the "View MST" or "View SMS" popup windows. After attempting to add a section to a student, the system will ask a user with appropriate permissions if they would like to add the student to the Wait List for that full section. Students can also be added directly from the Scheduling Master Schedule and Master Schedule forms. Students on the Wait List can also be re-ordered or removed from the list.   

 

Select the desired options to enable Wait List functionality: 

Wait List options


Portal Group Security  

Table
Permission
Description
Scheduling Master Schedule (SMS)
Course Requests (SSS)
ReadTo view the SMS Catalog, the Portal Group needs Read permissions to SMS and SSS.
Scheduling Master Schedule (SMS)


Read

To make Arena Scheduling updates, the Portal Group requires Read permissions to both SMS and SSS, Update permissions to SSS and Insert permissions to SWL.





Course Requests (SSS) Read
Update
Scheduling Wait Lists (SWL) Insert


Scheduling Master Schedule (SMS)  

Creating the Scheduling Master Schedule is its own process. Additional information is provided in the Scheduling Master Schedule documentation.


Course Requests  

Student course requests can be gathered and assigned in several ways. The method chosen to create the Course Requests is a District preference. Additional information for creating Course Requests can be found in the Student Course Requests documentation. 


SMS Catalog  

To view class schedule availability, navigate to Scheduling Process > SMS Catalog (BETA).


SMS Catalog 

Arena Scheduling  

To access Arena Scheduling and select actual periods for future classes, navigate to Scheduling Process > Arena Scheduling (BETA). The Arena Scheduling page provides current information regarding class availability and the number of open seats remaining if any.

Arena Scheduling


The legend in the bottom center of the form depicts the current status of each class in the Scheduling Master Schedule:

Arena Scheduling Legend


If the Wait List functionality has been enabled under Scheduling Setup  (see above), the following icon will appear instead of the red "X" icon for "No Remaining Seats". 

Join Wait List icon

If a student is currently on the waitlist for a particular class, the wait list icon will contain a green check mark.

Student on waitlist checkmark


Available class instances are shown in the main body of the form, along with the number of available seats during a particular period.

Available Class Instances


To make a period selection for a course, click the center of the circle in the chart that corresponds to the period desired for the course identified on the same row in the left-most column. 

Period Selection
To remove the selection(s) prior to saving your choices, select the Reset button just above the chart.

Reset button
To save your selections, click the Save Changes button.


Note: When selections are saved, the SSS.SE field will be populated with the appropriate section number. In the current BETA version of Arena Scheduling, the selections cannot be changed via AeriesWeb once the Save Changes button has been pressed. 


Student and Parent Portal - Arena Scheduling  

Students and Parents can access Arena Scheduling by selecting Classes > Arena Scheduling menu option from the Portal's main menu. 


Portal Arena Scheduling


Portal Navigation to Arena Scheduling


Note: For Arena Scheduling sections to appear in the Portal, Arena (SMS.AR) must be set to "YES"  .  


SMS.AR field on Scheduling Master Schedule