TABLE OF CONTENTS
The Flex SMS Board is part of the Flex Scheduling feature in Aeries that has been created to assist the user with updating the Scheduling Master Schedule.
Flex Scheduling eliminates the use of the typical 1-9 periods and uses Flex Period time frames to display on the grid. The Flex SMS Board will display details of the section with some editing capabilities. Additional enhancements will be made to allow additional adding and editing of sections including adding/editing staff members to sections.
Filter Pages by "flex scheduling" or navigate to Scheduling Process > Flex SMS Board.
The Scheduling Master Schedule will be displayed with the primary staff member's name on the left side with identifying rows of sections. Along the top of the grid, the time frames are displayed as previously configured in the Flex Periods page. A vertical red line will move throughout the timeline as time progresses throughout the day.
Each class displays the section's information: the course title, semester, and number of students. If a staff member is assigned to more than one section per time frame or has sections that overlap time frames, the staff row will expand to display the multiple sections per staff. Clicking on any class will highlight the class and the section's information will display at the top left of the page:
The top right of the page displays different options available. Two tabs are provided: Display, and Color Codes.
The Flex SMS Board will open displaying the Semester selected. In the above example the Year term is selected. Available options include:
- Semester: Select the term to display: Year, Fall, or Spring.
- Show Course Number: Selecting this checkbox will display the Course Number in the class cell. If is recommended to view the section details using the top section in cases where the course number causes the course name to cut off.
- Show Department Colors: Selecting this checkbox will display the classes with the colors assigned to the departments on the Color Codes tab.
- Show Singletons in Red: Selecting this checkbox will display all Singleton classes for a course in red.
- Skip Inactive Sections: Selecting this checkbox will not display sections tagged as inactive.
- Skip Teacher Aides: Selecting this checkbox will not display sections of courses that are tagged as Teacher Aide on the Course Data form. Staff members with one or more teacher aide sections as their only assigned course, will continue to display on the board with no sections visible.
In the following example, Semester will be changed to Fall, courses will be displayed with Department Colors and we will Skip Inactive Sections to hide them. Click Save and Reload to save the changes.
Note: Staff members with all inactive sections will continue to display on the board which can help view the availability of the teacher.
Colors can be assigned to up to 10 different departments.
Click on any of the color bands to display the list department codes. Select a department for that color.
To assign a different color to the Department, click the paintbrush icon on the color band to select the color of your choice. Click Save and Reload to save your changes.
Display Information for a Selected Staff Member and Flex Period
To display more information for a particular Flex Period and Staff member, click the selected section for the teacher. Detailed information will display at the top of the form.
NOTE: When scheduling for current year, no changes are allowed to any SMS record if the section number also exists in MST. If Save, Move, or Drop are used, an error will display. This also applies to the Crs Changes feature.
Change Class Data
To change data on an existing class in the Scheduling Master Schedule, click the desired class and the class will be display in grey. The class information will display at the top of the form. Change any necessary information for this class and click the Save button. The Teacher field is read-only. Changing a teacher is currently only available on the Scheduling Master page.
Flex Periods and Class Calendars will display values according to the records set up in their respective pages. Changes can be made to each section by making a selection in the drop-down and clicking on the Save button.
If the Scheduling Setup option "Use Flex Scheduling for Next Year" is selected, Class Calendars will contain dates previously set up for the next Academic Year.
If the Scheduling Setup option "Scheduling students into classes for the current school year" is selected, the Flex Periods and Class Calendar records assigned to the current Academic Year will display.
For complete information on setting up Flex Periods or Class Calendars please click on the links for each topic.
Add a Class
To add a class to the Scheduling Master Schedule, click on grid of the desired Teacher and the row will highlighted in yellow. Click the Add Class button at the bottom of the form.
A message will display verifying that the teacher selected will be added to the Scheduling Master Schedule. Click OK to complete the Add.
At the top of the form, a section number will be assigned and the Flex Period drop-down will highlight. Change any necessary information for this class and click Save.
The class will be added to the teacher and in the time-slot according to the Flex Period selected in the drop-down. If another section is added to the same teacher and Flex Period, it will display under the first section.
Move a Class
To move a class in the Scheduling Master Schedule, click on the selected class to highlight which highlights with a red border. Click the Move Class button at the bottom of the form.
Notice that the Cancel Move button is now displayed to allow you to cancel the move if needed.
Click on the row for the teacher to which the class is to be moved. The class will be moved and will display in the same Flex Period with the new teacher.
A second method of moving a class is a simple drag and drop. Click and hold the section with the mouse and drag it to the desired teacher's row. The section will move upon releasing the mouse button.
NOTE: It is recommended that sections only have Primary Teachers assigned prior to moving using the Flex SMS Board. Moving sections with non-primary teachers also assigned will cause those staff members to be deleted from the Section Staff record leaving only the Primary Teacher.
Copy a Class
To copy a class in the Scheduling Master Schedule, click on the selected class. Click the Copy Class button at the bottom of the form.
Notice that the Cancel Copy button is now displayed to allow you to cancel the copy if needed.
Click on the row for the teacher to which the class is to be copied. The class will be copied and will display in the same Flex Period with the new teacher.
Drop a Class
To drop a class from the Scheduling Master Schedule, click on the selected class. Click the Drop Class button at the bottom of the form.
If there are students scheduled in the class, the following message will display. To continue with the delete, click Yes. To cancel the delete, click No.
Clicking Yes will display the following message. It is important to note that clicking Yes again will delete the students' course requests for this course and delete the section from the Scheduling Master Schedule. Clicking No will still delete the section from the Scheduling Master Schedule and drop the students from the section, but it will not delete the students' course requests.
To change section information for a specific course, click on the selected class and a red border will display. Then, click the Crs Changes button at the bottom of the form.
The following table will display with all sections for this course.
Changes can be made for each individual section by entering the change in the selected field. These changes will be saved immediately; there is no Save button!
To make a change to all sections displayed, enter the information on the bottom line, then click Change All.
In the example below, the maximum class size will be changed to 28 for all sections of course 0646– Adv Algebra CP.
A message will display verifying the change. Click OK to continue.
A message will display indicating the Scheduling Master Schedule Board has been updated with this change. Click OK.
To Backup the scheduling tables or to Restore the scheduling tables to a previous backup, click the Backup/Restore button at the bottom of the form.
The Backup and Restore Scheduling Results page will be displayed.
Click Backup Current Scheduling Tables (SSS and SMS and related tables) to display the Backup Settings form. Enter a Description for your backup and a Comment if you choose. Click OK to save your backup, or click Cancel to stop the process.
The backup will include the Flex Scheduling table for Section Staff (SSM)
The following confirmation message will display. Clicking OK will complete the process.
The Backup will now display in the list.
To Restore a previously saved backup, click on the selected backup from the list. The backup will highlight. Then, click Restore SSS and SMS tables from Selected Backup.
The following confirmation message will display. Click OK to continue. An email will be sent to you when the process is complete.
To Delete one of the saved Scheduling Backups, click on the backup to be deleted. It will now be highlighted. Then, click Delete Selected Backup.
The following confirmation will display. Click OK if you wish to continue.