TABLE OF CONTENTS
The Scheduling Setup page allows the Student Scheduling (SSS) and Scheduling Master Schedule (SMS) tables to be set up for secondary scheduling during the current school year or for the next school year.
Flex Scheduling Permissions
In order to use the Scheduling Setup form at the start of the scheduling process, a user needs Admin permission to the SMS table.
Additional permissions will be required to continue with other scheduling tasks. When the scheduling master schedule is "rolled" to the master schedule, a user will need to use the Copy Scheduling Results to SEC & MST form. To use the Copy Scheduling Results to SEC & MST form, a user needs Admin permissions to SEC and MST, as well as at least Read permissions to SSS, SMS, SSE, and SSM which contain the staff assigned to sections. Additional access to other scheduling-related tables may also be required for other actions associated with scheduling. For example, in order to add or modify Courses, a user would need permissions to the CRS table.
Filter Pages by "Scheduling Setup" or navigate to Scheduling Process > Configurations > Scheduling Setup.
The Scheduling Setup Options form is divided into four areas: Scheduling Status, Data Entry, Scheduling Options, and SMS & SSS Initialization.
If the district has enabled Flexible Scheduling, new options will be available on this page. Use Flex Scheduling for Next Year will display under the Scheduling Status section. Selecting this option will also turn on a new option under the Scheduling Options section Use Staff-Section Association instead of Teacher Numbers(TN) with SMS sections.
Note: If using regular scheduling in the current year and when the option to Use Flex Scheduling for Next Year is selected on this page, the pages for Class Calendars, Flex Periods, and Flex SMS Board will also be available in the navigation menu.
Under Scheduling Status, choose the correct option for your scheduling needs: Scheduling Students into Classes for the Current School Year, Scheduling Students into Classes for the Next School Year, Use Flex Scheduling for Next Year. Scheduling for next year in this year’s database will use the Next Grade field and will schedule active students and students with a status tag of ‘*’ (i.e., pre-enrolled).
Note: If you are scheduling students for the next school year and will have feeder school students, it is recommended to have your feeder students (i.e., pre-enrolled students) loaded into the school to schedule along with the current school students. The Scheduling Status can be changed to Scheduling Students into Classes for the Next School Year or Use Flex Scheduling for Next Year before the feeder students are added.
Under Data Entry, select the method you will be using to collect course requests for students.
If students will be inputting course requests on the Portal, choose the second option (Scanning course requests using printed course titles or Online Student data entry via pre-configured course options).
If students will not be using the Portal to select and input course requests, choose the third option (Not scanning course requests and not having students enter course requests online).
Under Scheduling Options, select the option Do NOT allow an Alternate Course Request that has already been selected as a primary or alternate request to prevent a student from requesting a course as an Alternate Course if the student already has that course as a primary or alternate course request.
The Scheduling Options section provides checkboxes to enable Wait Lists for Master Schedule and/or Scheduling Master Schedule sections.
See the Placing Students on the Wait List documentation for more information about Wait Lists.
The option to Use Staff-Section Association instead of Teacher Number(TN) with SMS sections will appear only when the Use Flex Scheduling for Next Year option is selected under Scheduling Status and will be checked on by default. It will read the records in the STF table to allow them to be assigned to sections. This option can be turned off when a different option is selected under Scheduling Status which will then allow teachers from the TCH table to be used.
If a school is using regular scheduling but would like to use the Section Staff Members feature to assign staff records to sections, selecting this option will display the Section Staff Members area (SSM table) on the Scheduling Master page.
Selecting this option will store the value in OPT with name 'SchedUseStaffInSMS'.
SMS & SSS Initialization
If scheduling has previously been performed, the SSS and SMS tables will contain data.
When copying data from the Master Schedule (MST) into the SMS, always blank out the SMS table before copying the MST into the SMS. For more information on how to blank out the SMS, see: Mid Year Scheduling and Finalization.
Select which terms to copy for scheduling on the right. These choices apply to both the student classes copied and the master schedule sections copied.
- Do Nothing with the SSS Table or Do Nothing with the SMS Table will leave all existing data in the two tables.
- Selecting Blank out the SSS Table or selecting Blank out the SMS Table will delete any existing data and leave empty tables.
- Selecting Copy Current Student Classes to SSS Table, Keep as Prescheduled will keep the students in the same sections they were in during the previous term. This function is normally used during mid-year scheduling.
- Selecting Copy Current Student Classes as Course Requests Only will copy students’ current classes as course requests only.
Note: If the SSS table is already populated with course requests and either of the last two options are selected, a message will be displayed to indicate that the SSS table already has records in it and that selection of this option will append the new records to the existing records. If the SSS table has records in it, you will be asked to confirm if you want to continue copying the current classes to the SSS table.
The final option, Copy current master schedule (MST) table to the new SMS table will copy your school’s Master Schedule into the new Scheduling Master Schedule table. When the option is selected, more options will be displayed, allowing you to choose how to handle inactive sections in the MST. Select the appropriate option for your scheduling situation.
After all options have been selected, click the Initialize Scheduling button. The following message will display. Click the OK button to proceed. An email will be sent to the user once the process has completed.