Student Course Requests
The Course Requests page is used to schedule individual students into classes for the upcoming semester or school year after the student’s requested courses are entered.
Permissions to the SSS table will be required to use the various features on this page.
Note: If a user should be allowed to add students to full sections, the user will need Update permissions to SMS. Conversely, to ensure that a user will not be allowed to add students to full sections, they should not have Update permissions to SMS.
The Display Option, Show Available Periods can be checked on and off to display or hide the available Flex Periods currently used in SMS.
Checking on the option, will cause the Flex Periods to display on the page along with the Start and End Times.
Course requests can be added to the student's record using the Add New Record button, the Add Many New Records button, the Add From Course Request Table button, the View SMS button, or from the Course Request Packet button.
Add Course Requests using Add New Record/Add Many New Records
To add course requests using Add New Record or Add Many New Records, click the respective button. A form will open for data entry. Enter the information for the course you would like to add. Course requests can be added by course ID or by section number. A Crs ID can be typed in or searched for. Alternatively, a Sec# can be typed in and the associated Crs ID will fill automatically. A teacher preference (Prf) can also be added. If a specific section has been added, the section can be locked with the PermLK dropdown. Click the Save button to save the new Course Request or the Reset button to cancelwhen finished.
Add Course Requests using Add From Course Request Table
To add course requests using Add From Course Request Table, click the button to open the Course Requests entry page used on the Student/Parent Portals. For more information on using this page to add course requests, see Student/Parent Portal - Course Requests Entry.
Add Course Requests using the View SMS Popup
To add course requests using the View SMS popup, click the button to open the form. A popup window will display selected data for each section in the Scheduling Master Schedule.
For each section, the section number, period, term, class calendar, course ID, course title, department, section staff member, room number, gender, lo and high grade, max seats, total number of students, and more is listed. The data can be sorted by any of the headers. Click on a header to display the options, then click Sort, to sort by that header. For example, the content of View SMS can be sorted by Course ID:
Click Sort again to reverse the sort.
Click Limit on the options for any header to limit by that header. For example, to view only sections in period F1, click the PD header, then Limit. A popup will prompt for the period to limit by:
Enter the period and click OK. The View SMS popup will only display sections in the SMS during 1st period. Partial input is supported (for example, limiting by "bio" in the Title field to display all sections of courses whose titles include "bio").
To add a course request, click on the Course ID. A message will display to verify the student and course number to be updated. Click OK to continue, or click Cancel to cancel.
Alternatively, if the Sec# is clicked, the course request will be added and the student will be scheduled into that section. A message will display to verify the student and section number to be updated. Click OK to continue, or Cancel to cancel.
Add Course Requests using a Course Request Packet
To add course requests using the Course Request Packet option, click the button to open the form. A window will display all Course Request Packets. Select the desired Packet and it will now be highlighted. The courses assigned to the Packet will display on the right. Verify the courses are correct and click on OK to add the courses to the student’s course requests. Click Cancel to cancel. For more information on adding Course Request Packets, see Add Course Request Packets to a Schedule.
Change Course Requests
To change a student’s course request, click the Edit icon to open the selected record for editing.
Enter the changes in the appropriate fields: Crs ID, teacher preference, section number, or permanent lock. Click the Save button to apply the changes or click Cancel to abandon the changes.
Delete Course Requests
To delete a student’s course request, click the Delete icon. A confirmation popup will ask if you want to delete the record. Click Yes to delete the course request or No to cancel.
Permanent Lock Courses
Any scheduled section can be locked by adding a code to the PermLk field. Permanent Locked codes should be added to the COD table in the SSS table's PL field. Examples of Permanent Locked codes are Parent Request, Administration, LEP or Special Education.
Note: A blank code should be added. The blank code in SSS.PL will be the default value, and will allow a PermLk to be removed.
Click the Edit icon to edit a Course Request and add a PermLk code.
If a user attempts to delete or change a course that is Permanent Locked, the following message will display.
A course with a Permanent Lock can be changed or deleted after being warned. All changes will be logged into the LOG table.
The Lock button at the far right of the grid allows sections in a student's schedule to be quickly and easily locked.
The Lock button allows for quick locking/unlocking of a scheduled section. No warnings are provided. The Lock button can be used to lock one section; the ALL button at the top of the column will quickly lock all the sections in a student's schedule. The Lock button will add a *LOCKED* message to the Reject column.
If a scheduling message (for example: Grade Range or Conflict) exists in the Reject column, please note that there is no section scheduled, so there is nothing for the Lock button to lock. In that case, the Lock button will clear out the message and a second click will add *LOCKED*. However, any valid warning will be displayed again after Reschedule is clicked or if the Scheduler is run.
Reject Code Descriptions
If a section/course can not be scheduled, the page will display a Reject Code in the Reject column:
C = CONFLICT - Courses scheduled for the student displayed will not work together. Can also mean there are too many requests to fit in the Time Range available.
F = ALL FULL – All the sections for this course are full.
G = GRADE RANGE – All sections of the course are restricted to other grade levels. (SMS.SG <> STU.SG)
I = INVALID – The course number is invalid and not offered. Can also mean that no sections have been created for this course.
O = STU GROUP – The Scheduling Group code for the sections does not match the student’s Scheduling Group code.
R = TCHR PREF ERR - The Preferred Teacher value is not matching a Section Staff value (SSS.PS <> SSM.id)
S = SEX RESTR – All sections of the course are restricted to the opposite sex.
T = TRACK – All sections of the course are restricted to other tracks. (SMS.TR <> STU.TR)
X = ALTERNATE – Alternate course was scheduled in place of original course request.
* = *LOCKED* - This course has been scheduled and locked
PD Excls Err - A period Scheduling Exclusion is in effect
Tchr Excls Err - A teacher Scheduling Exclusion is in effect
STU Excls Err - A student Scheduling Exclusion is in effect
Student Alternate Course Requests
Alternate Course Requests allow multiple alternate courses to be selected in case the primary course request is unavailable. Alternate courses can be linked to the primary course and can be sorted to set the priority when scheduling alternate courses. For information on setting up Alternate Course Requests please refer to the Alternate Course Request documentation.
Additional Features of the Course Requests Form
Three columns on the form are hyperlinks: Crs ID, Prf (Preferred Teacher), and Teacher Name.
Clicking these links will display the Courses page for any of the Course IDs or the Staff page for the items in the Prf or Teacher Name columns.
The Time Range low and high values replace the Period Range feature for non-Flex schools, and the new fields on this page apply only to course requests. The Scheduler honors the Time Range when scheduling students. A student will NOT be scheduled into a section if that section's Flex period meets outside the time range set for the student.
Below are ways that the scheduling process honors the low and high time values:
- Honors the Crs Req Low Time and Crs Req High Time when scheduling students on the Course Request page or the Schedule All Students page.
- For non-conflict Flex periods, a student will only be scheduled into a section if the period overlaps the time range.
- For regular Flex periods, a student will only be scheduled into a section if the period is within the time range.
- A NULL Low Time is treated as beginning of day / midnight.
- A NULL High Time is treated as end of day / midnight.
- If both Low Time and High Time are NULL, that is treated as all-day, and no sections will have a conflict based on the time range.
To reschedule the classes for the student displayed, click the Reschedule button.
The Scheduler will attempt to reschedule this student's classes. If there is a rejected course request, it will display at the top of the list of courses, with the reason for the reject in red letters.
The Previous Rejected Student and Next Rejected Student buttons will display the previous/next student alphabetically who has a rejected course request. If there are no other rejects, a message will display. These buttons can be used to quickly move through the course requests of students with incomplete schedules.
The Term View and Term and Day of Week View tabs display alternate views of the Course Requests page. An example of the Term and Day of Week View is shown below.
NOTE: The Term View and Term and Day of Week View tabs are hidden in Flex Scheduling schools. These tabs display in traditional scheduling and Section Staff schools.
Course Request Reports
Two buttons, Print Scheduling Class Schedule and Print Course Requests. The Print Scheduling Class Schedule button will print all course requests that have been added and/or scheduled into the SSS table. Information displayed on the report will include period, term, class calendar, section, course, teacher and room. The Print Course Requests button will print all course requests that have been added to the SSS table. Information displayed in this report will include the course number and course title, and if populated, the alternate course and preferred teacher.
These reports can also be printed for all students. The two reports Student Class Schedule for All Students and Student Course Requests for all Students can be found under View All Reports > Scheduling.
The Student Class Schedule for all Students report will have the option to use SMS/SSS data and includes additional options to sort report, sort classes, limit grade ranges, print for a specific term and group by a specific term. Filters can be used to include inactive students and/or only print students with course requests. This report is also available to print using the MST/SEC tables.
The Student Course Requests for all Students report will have the option to sort report and limit grade ranges. Filters can be used to include inactive students and/or only print students with course requests.
Both of these reports will honor a query keep statement. These reports are currently not available to parents or students.
Student / Parent Portal
Students and Parents can add new course requests appropriate for the student's grade level when logged into the Student/Parent Portal. The Aeries Administrator needs to give appropriate security permissions to the Parents and/or Students Portal Group and also configure the date windows per grade level.
For detailed instructions on the Parent and Student Account setup, please refer to the Parent and Student Account Management documentation. For information about scheduling options using the Parent Portal, refer to the Portal Options - Scheduling documentation.