For an elementary school that will be transitioning to Flex next year, the following will give guidance on how to proceed with this process. The Scheduling Setup page is available for all schools including Elementary schools.
NOTE: In order to use Flex Scheduling next year, the Flex Feature flag must be enabled. Contact Aeries Support for help with enabling this feature.
It is important to ensure that all Staff are identified in the Staff table. The STF table is used to populate the teachers associated to the sections when using Flex Scheduling. It is also necessary to have the proper Courses (CRS) set up which will also be used when building a master schedule for next year. See Courses-General Information documentation for more information.
In the Elementary school, navigate to Scheduling Process > Configurations > Scheduling Setup.
Enable the option Use Flex Scheduling for Next Year. This will automatically display an additional option for Track Primary Classes for Students for Next Year. Elementary schools need this option enabled when converting to Flex Scheduling. (This flag will get stored in the OPT table as a true value for TrackingPrimaryClassesSMS.)
After selecting both of these options, select Blank out the SSS table and Blank out the SMS table. Selecting these options will create an empty Scheduling Master Schedule table also known as SMS which is used to build out your Master Schedule for next year and will create an empty Course Requests page which is also used for scheduling student courses. Once all settings are selected, click Initialize Scheduling button to start the process. An email will be sent to the user upon completion of this initialization process.
NOTE: Flex Scheduling uses the STU.NG field to identify the students scheduling for next year.
|Scheduling Master (SMS)||Read|
|View SMS page|
Add new sections
Delete section records
|Course Requests (SSS)||Read|
|View Course Requests|
Add Course Requests
Update Course Requests
Delete Course Requests
Permissions to this table should be assigned conservatively.
|View Course Information|
Edit Course Information
|Flex Periods (FTF)||Read|
|View Flex Periods|
Add Flex Periods
Edit Flex Periods
Delete Flex Periods
|Class Calendars (CCL)||Read|
|View Class Calendars|
Add Class Calendars
Edit Class Calendars
Delete Class Calendars
When using Flex for next year, you must also create Flex Periods and Class Calendars for the next years academic school year.
For instructions on creating Flex Periods, see Flex Period documentation.
For instructions on creating Class Calendars, see Class Calendar documentation.
The Scheduling Master Schedule (SMS) table is used to build sections that will be used for scheduling students into their classes.
|Scheduling Master (SMS)||Primary Class (PC)||Indicate a checkbox if the section is a primary class.|
|Scheduling Master (SMS)||Flex Period (FSQ)||Enter the Flex Periods associated to the appropriate academic year. When using Flex Scheduling for next year, use Flex Periods that are linked to next year's Academic Year according to FTF.YR.|
|Scheduling Master (SMS)||Class Calendar (CSQ)||Enter the Class Calendar associated to next years Academic Year according to CCL.YR.|
|Section Staff Members (SSM)||Section Staff (SSM.ID)||Add all teachers associated to this section. Multiple teacher can be added when Team Teaching or Job Sharing. Only one teacher will be the primary teacher.|
Scheduling Master Schedule Options ↑
Navigate to Scheduling Process > Scheduling Master Schedule.
The Scheduling Master Schedule table is used to build out the master schedule for next year. Some fields are specific to Flex and are only displayed when using Flex Scheduling.
- Primary Class (SMS.PC) - Identify the Primary Class sections by checking the Primary Class field in an elementary school setting.
- Flex Period (SMS.FSQ) - Use a Flex Period associated to next year's Academic Year when using Flex Scheduling for Next Year.
- Class Calendar (SMS.CSQ) - Use a Class Calendar associated to next year's Academic Year when using Flex Scheduling for Next Year.
- Section Staff Members (SSM)- Add any staff associated to this class and designate one staff member as the primary teacher. The Staff in the drop-down display from the Staff (STF) table that are associated to the currently logged in school. Staff assigned to the district can also be searched and added to a section for the currently logged in school.
The Flex SMS Board can be used to build out sections. This page has an SMS Builder that allows for adding multiple sections at one time. The page is available from Scheduling Process Dashboard or from the Navigation under Pages. For information on how to use these features, see Flex SMS Board documentation.
Scheduling Process Dashboard ↑
The Scheduling Process Dashboard has several tabs with pages and reports available when scheduling for next year using a Scheduling Master Schedule. These pages and reports are now available for all school types including Elementary schools.
Many scheduling pages and reports will display in the dashboard and will be available to use for all elementary and flex elementary schools. These reports are generated from data that is contained within the Scheduling Master Schedule (SMS) and Course Requests (SSS) tables.
Scheduling Reports ↑
Aeries has a wide array of reports to support the elementary primary class scheduling process. Many reports can be printed from the Scheduling Process Dashboard or the View All Reports area in Navigation.
For elementary schools that do not currently use a Master Schedule but are scheduling next year using a master schedule, the option to select SMS or MST will not display when accessing reports. These reports will only print from the SMS since a Master Schedule (MST) does not exist.
A few examples of available reports include:
Students with More or Less than N Periods
Scheduling Master Schedule Report sorted by Course and Period
Copy Scheduling Results to MST/SEC ↑
After the rollover when scheduling is complete, the Scheduling Master Schedule table (SMS) is rolled over to the Master Schedule table (MST) using Copy Scheduling Results to MST/SEC. This process is outlined in the scheduling documentation and is available in the Scheduling Process Dashboard. For more information regarding the copy results process, see Copy Scheduling Results documentation.
Additional Resources ↑
- Refer to Convert to Flex Scheduling for information on converting a current master schedule to Flex Scheduling.
- Refer to the Student Scheduling for Next Year documentation for the available options.
- See Elementary Primary Class Scheduling for information related to elementary scheduling.
- See Flex Scheduling for information on Flex Scheduling.