Student Scheduling
Aeries Web Version April 29, 2016
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1. Student Scheduling Overview
2. Scheduling Dashboard
3. Student Scheduling Setup Scheduling Status Data Entry SMS & SSS Initialization
4. Update Course Request Options
5. Student Course Requests Individualized Academic Plan Mass Change or Add Course Requests ** Student Course Requests Form Student / Parent Portal
6. Scheduling Master Schedule
Add Sections Change Sections Delete Sections Copy Sections Move or Copy Students
7. Scheduling Master Schedule Board
8. Scheduling Reports
9. Schedule All Students
Grade / Student Sequence Scheduling Options
** = New or updated information
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Student Scheduling Overview
The Scheduling Process form is available from the navigation tree in a secondary school. The
Scheduling Process node can be expanded to display all the various forms and reports utilized to
schedule students.
The Configurations and Functions nodes can be expanded for more scheduling forms. All
scheduling forms and reports can also be found under View All Forms or View All reports on the
navigation tree.
The following tables are used with Scheduling:
SMS Scheduling Master Schedule
SSS Student Schedule/Course Requests
CRQ Course Request Table
Security permissions for Scheduling can be set up through the Web Version Security page by
assigning the appropriate permissions to a User or Group.
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Scheduling Dashboard
The Scheduling Dashboard contains various programs and reports utilized to schedule students
separated into categories related to the scheduling process.
Each category of the Scheduling Dashboard can be expanded to view and select the desired option
of a form or a report. Reports will have a report icon in front of the title.
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Student Scheduling Setup
The Scheduling Setup form will allow you to set up the SSS and SMS tables for either the current
school year or the next school year.
From the Scheduling Dashboard, click the mouse on Setup/Config. Click the mouse on
Scheduling Setup.
The Scheduling Setup Options form is broken down into 3 areas; Scheduling Status, Data Entry,
and SMS & SSS Initialization.
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Scheduling Status
Under Scheduling Status, click the mouse on either the option to Schedule Students into Classes
for the Current School Year or Schedule Students into Classes for the Next School Year.
If you are scheduling students for the Next School Year you must remember to have your feeder
students loaded into this school’s database. 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 ‘*’.
Data Entry
Under Data Entry, select the method you will be using to gather course requests for students. It is
important to note that the selected courses will display both the course title and the course number.
SMS & SSS Initialization
If scheduling has previously been performed the Student Scheduling (SSS) and Scheduling
Master Schedule (SMS) tables will contain data.
Select which Terms to copy for scheduling. These choices apply to both the student classes copied
and the master schedule sections copied.
Selecting to Do Nothing with the SSS Table or Do Nothing with the SMS Table will leave all
existing data.
Selecting to Blank out the SSS Table or selecting to Blank out the SMS Table will delete any
existing data and create blank tables.
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Selecting to Copy Current Student Classes to SSS Table, Keep as Prescheduled will keep the
student in the same sections they were in during the previous term. This function is normally used
during mid-year scheduling.
Selecting to 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 above two options
are selected, a red message will display indicating that the table already has records in it and that
selection of this option will append existing records.
Selecting to copy the Current Master Schedule or MST table to the new Scheduling Master
Schedule or SMS table will copy your school’s Master Schedule into the new Scheduling Master
Schedule table. When the option is selected, a message box will open asking how you would like to
handle Inactive Sections. Select the appropriate option for your scheduling situation.
After all options have been selected, click the mouse on the Initialize Scheduling button. The
following message will display. Click the mouse on the OK button to proceed.
Update Course Request Options
The Update Course Request Options (CRQ) form is used to select courses to populate the CRQ
table. Courses within the CRQ table are the courses available for parents or students to select from.
Clicking on Update Course Request Options will open a blank CRQ table. Click on the Initialize
New Course Request Options Table button on the right to populate the CRQ table with all courses
available to students in the selected grade level based upon the grade range in the Course table.
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A Confirmation form will open. Select one of the options on how you would like the course requests
sorted. It is important to note that Course ID and Course Title will display regardless of the option
selected. Click the mouse on the checkbox if you would like to Bypass courses with a 0-0 grade
range. Click the Yes button when finished.
The Course Request Options Table will now display with all courses available for the lowest grade
level from your school’s grade range. All courses are initially checked to Allow on the Course
Request Options Table. In the example below the grade level is 9 and 348 is the number of courses
available for that grade level.
All courses with a checkmark in the Allow column will be available for parents and students to select
from. Courses that are not checked will not be available for selection. Courses can be manually
selected for inclusion on the Course Request form. Click on the course to be included and a
checkmark will now display in the checkbox. To deselect a course, click on the course to be
deselected and the checkmark will be removed. Courses can also be added or removed using one of
the methods described below.
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The options available on this form include:
Grade Level Shown – This can be changed to view available courses for other grades.
Hide Un-Tagged Courses – This will hide from display any course that is not checked to
Allow.
Initialize New Course Request Options Table/Recreate Course Request Options
Table– If the CRQ table is blank, the button will read “Initialize New Course Request Options
Table”. Once the CRQ table has been created the button reads “Recreate Course Request
Options Table”. Recreating Course Request Options Table will reset the CRQ table back to
the initial setup. Caution should be used when Recreating. This option will clear ALL courses
previously selected for ALL grade levels.
Un-Tag All – will uncheck all of the checkboxes in the Allow column.
Tag All – will check all of the checkboxes in the Allow column.
Add a Course - If a course has been added after the Course Request Table was created, it can
be added to the grade displayed. Click on the Add a Course button. Enter the course
number in the text box and click on the Add Course button and the course will be added.
Update Totals from MST - Totals can be calculated from the current Master Schedule to
determine how many students were enrolled in each course. This can help determine whether
or not a course should be offered.
Tag and Un-Tag Based on Totals – After Update Totals from MST has been calculated,
selecting this option will flag courses with a checkmark in the Allow column if the total in the
Actual MST Total column is greater than zero. Courses with a zero in will be not be flagged
with a checkmark in the Allow column.
Student Course Requests
There are multiple ways to collect a student’s Course Requests.
Individualized Academic Plan
Mass Change or Add Course Requests
Student Course Requests
Student / Parent Portal
Individualized Academic Plan
The Individualized Academic Plan is a form accessed from the Student Data Scheduling
navigation tree that will allow schools to map out an academic plan for each student. Course requests
can be hand entered individually or the Course Request Packets program can be used to select a
specific Packet to add a large number of courses.
This form will only allow you to Add or Delete courses for the student displayed. Any course added
or deleted will be logged into the APL table. Course Requests can be added for a student into their
Course Request form using the Import Course Requests from Academic Plan form.
Prior to utilizing the Individualized Academic Plan all codes for the Inclusion Reasons must be
set up in Update Code Table. The Table these codes will be set up in is APL - Academic Plan Log
and the Field is the ICD - Inclusion Reason. The following are examples of Inclusion Reasons.
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When adding course requests to the student displayed, you MUST first enter an Inclusion Reason,
and if desired, a Comment which will be added to the Log for all records entered. Click on the Add
One Record button to add new courses. Enter the Grade Level when the course will be taken, the
Term, the Course, and the Location. Click on the Save icon when finished. Remember – once a
course request has been added, the record cannot be changed and can only be deleted.
The Course Request Packet form can also be used to add multiple course requests. Remember you
MUST first enter an Inclusion Reason. Click on the Course Request Packet button and the
selection box will display. Click on the drop down and select a Packet Code.
All courses for the selected Packet will display on the right. Enter the Grade, Term and Location
which will be added to all course records added. Click the Add Packet button. A verification
message will display. Click the OK button to complete the add.
All courses in the Packet will be added to the student displayed. All course requests hand entered or
added using the Course Request Packet program will also be added to the Log.
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To delete a course, you must be on the List View (Editable) form. Click on the Delete icon to the
left of the course request.
The Input Academic Plan Log will display. The left side will display the Inclusion information
entered when the course was added. The right side will display Drop information that will be added
to this course request in the APL Log. Click on the Location drop down and select the location code.
Under the Drop section, click on the Reason drop down and select the reason code. A Comment
can also be entered for additional details. Click the OK button to complete the delete process.
Mass Change or Add Course Requests
The Mass Change or Add Course Requests form can be used to change students’ course requests
during scheduling. Multiple courses can be added, dropped, or changed for all students or for select
students.
To Change a course number requested to another course number, enter the course number
requested on the left side of the form. Enter the new number on the right side of the form. Click on
the Preview Only button. A list of students will display. Verify the list of students. If correct, click
on the Update button.
In the example below, Course ID 0315 – Honors Eng 10 CP will be dropped and Course ID 0302 –
English 10 CP will be added for all students in Next Grade 10.
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To Add course numbers to a student’s course request, enter the course numbers to be added on the
right side of the form and leave the left side of the form blank. Click the on the Preview Only
button. A list of students will display. Verify the list of students. If correct, click on the Update
button.
To Drop course numbers from student’s course requests, enter the course numbers to be dropped on
the left side of the form and leave the right side of the form blank. Click on the Preview Only
button. A list of students will display. Verify the list of students. If correct, click the Update button.
Courses can also be added, changed, or dropped using the Course Request Packets option. Using
the same methods described above, students can be targeted who have been assigned specific Course
Request Packets to drop, add, or change the requests.
To add a Course Request Packet to students, select the grade level(s) to add the Packet to. Leave the
left side of the form blank, click on the CrsReqPackets button on the right to display all Packets.
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The 10R – 10th Grd Reg w/Geom Packet is selected below. The courses contained within the
Packet display on the right side of the form. Click OK to continue.
A message will display to Confirm that the Packet chosen is the one you want to assign. Click OK to
continue.
The courses from the selected Packet will now display on the Mass Change or Add Course
Requests form in the upper right next to the To now have these course requests area.
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Click the Preview Only button at the bottom of the form. A list of students who Would Be updated
will now display on the right. An Alert will display telling you how many students Would Be updated
if you click the Update button. Click the OK button. If the number of students sounds correct and
the list of students is correct, click the Update button at the bottom of the form.
To change students who have been assigned a Course Request Packet, click the CrsReqPackets button
on the left side and select the assigned Packet. The courses within the Packet will display on the left.
In the example below, Course ID 0011 – PE is included in the Packet listed on the left, but it is not
listed on the right. It is the course that will be dropped. To accomplish this, use the CrsReqPackets
button on the right to add the same Packet. When the Packet is displayed, click on the red X next to
the PE course to delete it. Click on the Preview Only button to see a list of students who would be
changed. If the number of students and the list of students are correct, click on the Update button.
To drop all the requests included in the Packet, leave the right side of the form blank. Click on the
Preview Only button to see a list of students who would be changed. If the number of students and
the list are correct, click on the Update button.
To add additional courses to students who have been assigned a Course Request Packet, click the
CrsReqPackets button on the left side and select the assigned Packet. The courses within the Packet
will display on the left. On the right side, using the search engine to find the additional course(s) you
would like to add. Click on the Preview Only button to see a list of students who would be changed.
If the number of students and the list are correct, click on the Update button.
Student Course Requests Form
The Course Requests form is used to schedule individual students into classes for the upcoming
semester or school year after the student’s requested courses are entered.
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Add Course Requests
There are several ways that Course Requests can be added to the form. They can be added
Manually by clicking on the Edit icon to enter the course information; they can be added from the
Add One Record option; the Add Many Records option; the Add From Course Request Table
option; the View SMS option; they can be added using the Course Request Packet option.
To add course requests Manually for the student displayed, click on the Edit icon to add the new
course request. Enter the information for the new entry, click on the Save icon when finished.
To add course requests using Add One Record or Add Many Records, click on the option. A
form will open for data entry, enter the information for the course/s you would like to add. Click
the Save icon when finished.
To add courses using Add From Course Request Table, click on the option to open the form.
You can search by subject area or by course ID. When the desired course is located, click on it
and a verification message will open. Click OK to continue and the course will be added to the
student’s Course Request form.
To add course requests using the View SMS option, click on the button to open the form. A
window will display with basic data from the Scheduling Master Schedule. The data can be
adjusted to display certain sections, periods, courses, teachers, or rooms and can be sorted by
any of these fields. Double click on the Course ID to be added to the student’s Course Request
form. A message will display to verify the student and course number to be updated. Click OK to
continue, or Cancel to cancel.
View SMS can also be used to add sections to the student’s Course Request form by double
clicking on the selected section number. A message will display to verify the student and section
number to be updated. Click OK to continue, or Cancel to cancel.
To add course requests using the Course Request Packet option, click on 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 form. Click
Cancel to cancel.
Change Course Requests
To change a student’s course request, click on the Edit icon to open the selected course for editing.
Enter the changes in the appropriate fields. Click the Save icon when finished.
Delete Course Requests
To delete a student’s course request, click on the Edit icon to open the selected course. Verify the
correct course has been selected. Click on the red ‘X’ to delete the course.
Permanent Lock Courses
A student’s individual courses with sections scheduled can be locked by adding a code to the PermLk
field. Codes can be added to the COD table for the SSS table and PL field. Examples of Permanent
Locked codes are Parent Request, Administration, LEP or Special Education.
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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 but all changes will
be logged into the LOG table.
Additional Features of the Course Requests Form
Notice that there are three fields where the data is underlined, Crs ID, Prf (Preferred Teacher), and
the Teacher Name. Clicking on any one of these will open up detailed information regarding the
data. Course ID will open the Course form, Prf and Teacher Name will open the Teacher form.
Schedule Alternates - The Schedule Alternates option allows alternate course requests to be
entered and displayed. If an alternate course request has been entered and a student is scheduled
into the alternate, the preferred and alternate course requests are switched on the student scheduling
record, and a tag set in the record. The word ALTERNATE will display under the REJECT heading. If
the student is scheduled again for any reason, the courses are switched back, and the tag removed.
This gives the preferred course a chance to be scheduled first. If it cannot, the alternate is used.
Reschedule - To reschedule the classes for the student displayed, click on the Reschedule button.
The scheduling module 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.
Previous Rejected Student – This option will display the previous student in the file alphabetically
who has a rejected course request. If there are no other rejects, a message will display.
Next Rejected Student – This option will display the next student in the file alphabetically who has
a rejected course request. If there are no other rejects, a message will display.
Reject Code Descriptions:
C = CONFLICT - Courses scheduled for the student displayed will not work together. Can
also mean there are too many requests to fit in the period 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 grades.
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.
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.
X = ALTERNATE – Alternate course was scheduled in place of original course request.
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Term View and Term and Day of Week View – Both options display an alternate view of the
Student Course Requests form. An example of the Term and Day of Week View is below.
Student / Parent Portal
Students and Parents can add new course requests appropriate for their grade level when logged into
the Student/Parent Portal. The System Administrator needs to give appropriate security permissions
to the Parent and/or Student Portal Group and also configure the date windows per grade level.
Scheduling Master Schedule
The Scheduling Master Schedule displays each section set up and can be used to update the SMS
table. When setting up sections, the section number can be assigned by period, such as section 100-
199 for first period, etc. Course ID is selected from available course numbers in the CRS table and
the teacher assigned is from the TCH table.
The days of the week this class meets will display on the form and can be changed to create a Split
Term. For example, if a class meets only Mon and Fri, click on the days this class will NOT be in
session. The black checkmark will no longer display. Any combination of days can be set up for
a Split Term. The Split Term field will change the Days fields to display the split term selected.
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The Scheduling Group field is used to flag sections. Students whose scheduling group code matches
the SMS scheduling group code will be scheduled into those sections. The codes may be 1 or 2
characters. If the Scheduling Group field is used, students can then be assigned to a scheduling
group using the Student Data Demographic form, the Course Requests form, or Query.
For example, when students are scheduled, students with a scheduling group of ‘A’ will be scheduled
into sections that have a matching scheduling group of ‘A’ or sections that have a blank scheduling
group. Students with a blank Scheduling Group field will be restricted from sections that have a
Scheduling Group.
Scheduling Master Schedule Student Data Demographics
The Team Course Group field may be 1 or 2 characters and the Team Number field may be any
number 0-9999. To use the Team Course Group and Team Number fields, assign the SAME Team
Course Group code to ALL sections of ALL courses that are to be divided into teams or groups.
Use the Team Number field to indicate the sections that are to be assigned to each group. You may
use 1 for the first group of sections (Team A), 2 for the second group of sections (Team B), etc. You
do not have to use 1 for the first group of sections, but the first group of sections must have the
SAME Team Number.
The Max field is the maximum number of students that can be scheduled into the class. The Total
field indicates the actual number of students that are scheduled into the class. Subtotals are shown
for both Male and Female. Left indicates the number of seats still available to be scheduled.
Add Sections in Scheduling Master Schedule
To add sections, click on the Add button. The cursor will display in the Period field. Type a period
number and press Tab. The next available section number will be assigned but can be changed.
Enter information for the block, semester, course number, teacher number, room, credit, group fields,
tag, track, program and maximum students. When complete, press Insert. The class will be added
to the SMS table. You can cancel your addition by clicking on the Cancel button.
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Change Sections in Scheduling Master Schedule
To update any information about the class currently displayed, click on the Change button. The
cursor will display under Period. Press Tab to reach the data to be changed and make any necessary
changes. Press Update to complete your change. You can cancel your change by clicking on the
Cancel button.
Delete Sections in Scheduling Master Schedule
The Delete button is used to delete unused sections from the scheduling master schedule and should
not have any students assigned to the class. Select the correct section to be deleted and click the
Delete button. A message will display verifying the deletion of this section. Click the OK button to
delete the class.
Copy Sections in Scheduling Master Schedule
The Copy button on the bottom of the form is used to create a new section by copying a section
already set up in the Scheduling Master Schedule. Select the section to be copied. Click the Copy
button.
A message will display verifying this section will be copied into a new section. Click the OK button and
the following selection box will display if students are assigned to this class. Select the appropriate
option and click the OK button to continue or the Cancel button to cancel the Copy process.
All information will be copied except for the section number and period number. Enter the period
number and press Tab and the section number will be assigned. Change any other information and
press Insert. A NEW section will now be added to the Scheduling Master Schedule.
Move or Copy Students to Another Class
The Move Students to Another Class option allows students to be moved or copied from the
section displayed to another section, or to drop them from the section.
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To drop all students from the section displayed, enter section number ‘0’ in the New Section field
and click on the Move All Students in Class button and the following message will display. Click on
the OK button to continue or click on the Cancel button to cancel.
To Move or Copy All Students to a new section, enter the section number you would like to Copy or
Move the students into in the New Section field. Select the appropriate option and click on the OK
button to continue or click on the Cancel button to cancel.
To Move or Copy Tagged Students to a new section, enter the section number you would like to
Copy or Move the Tagged Students into the New Section field. Click on the Last Names of the
students you would like to move or copy to the new section and their record will highlight. Click on
the student’s name again to remove the highlighting. When all students have been tagged, select the
appropriate option and click on the OK button to continue or click on the Cancel button to cancel.
Scheduling Master Schedule Board
The Scheduling Master Schedule Board can be accessed from the Scheduling Dashboard.
The following form will display with the current Scheduling Master Schedule. The teacher number
and name will display on the left side of the board with cells containing the class information. The
course title, semester code and number of students are displayed in each cell. Multiple classes for the
same teacher and period will display on separate lines. Click the mouse on any period and the class
information will display at the top.
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Detailed information on the use of the Scheduling Master Schedule Board can be found in the
Scheduling Master Schedule Board document located on the Aeries Website.
Scheduling Reports
Various reports are available to assist with the scheduling process. Categories within the Scheduling
Dashboard contain reports that are pertinent to the category. Reports are identified by the report
icon before the title. All reports are also available in View All Reports. A sampling of available
reports is shown below.
The Scheduling Course Request Listing report displays the course requests for each student and is
printed in order by grade level and student name. It can be used to verify a student’s requests and to
see which students have none, invalid, or too few requests. The following is an example of the
Scheduling Course Request Listing report.
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The Scheduling Course Request Analysis report displays the total requests for each course, total
seats available, seats short, total sections offered, average class size, requests per section and the
actual number of students who requested the course who have been rejected. The following is an
example of the Course Request Analysis report.
The Scheduling Reject Analysis Listing report displays all students who have rejected course
requests. This listing includes the classes selected and gives the reason for any classes rejected. The
Scheduling Master Schedule must be created prior to running this report. The following is an
example of the Scheduling Reject Analysis Listing report.
Schedule All Students
The form Schedule All Students will attempt to schedule all students into requested classes. The
message Using Students Grade Next Year in red indicates students are being scheduled for next
year in the current year’s database. Verify the following options prior to running the scheduler.
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Grade / Student Sequence
The default for scheduling students is alphabetical, without regard to grade level. To schedule by
grade level, select Schedule Low to High or Schedule High to Low. Select Schedule Reverse
Alpha to schedule backwards alphabetically. To schedule without regard to name, click on Schedule
Randomly.
If Random numbers have not been assigned, the following message will display.
Click on the Reassign Random Numbers button to assign numbers to students. The following
message will display when the process has completed.
Scheduling Options
Schedule Alternates – If an alternate class was entered into a student’s course request and a
student has a rejected course the program will attempt to schedule the alternate class.
Ignore Class Maximums – All students requesting a class will be scheduled regardless of the
maximum number of students entered for the section.
Include Inactive Students – Inactive students will be included when scheduling classes. If
scheduling students for next year, students tagged “*” (asterisk) will automatically be
included.
Prevent Gaps in Schedule - Will attempt to schedule every student into the tightest period
range possible and takes longer to run. Should not be used until the final scheduling run.
Ignore Group Codes – If certain classes are grouped with the same team course group code,
they are flagged with a matching code. Selecting this option will ignore the team course group
code.
Balance Academic Weight – Uses the CRS.AC (Academic Weight) field to ensure
academic classes are balanced across all 4x4 terms. Using this option may result in a higher
number of rejects.
Maximum Time Per Student – Maximum time the program spends trying to schedule a
student. The default time is set at 10 seconds but can be changed.
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After selecting the options, click on the Schedule All Students button. The scheduler will scan the
current scheduling master schedule, saving data about each class and will then scan the student’s
current scheduling records counting any prescheduled sections. It will then start the actual
scheduling process.
When the scheduling process is complete, a message will display indicating Success. The
Scheduling Results will then display.
Additional Options on the form include:
Lock All Student Schedules – will lock students into their currently scheduled classes. This can be
used before other mass changes are performed, for example, scheduling was complete except for
assigning homerooms. Then add homeroom course requests and students can be scheduled into their
homerooms alphabetically.
Lock All Non-Reject Schedules – will lock students into their currently scheduled classes only.
Rejected courses will not be locked.
Unlock All Student Schedules – will remove the locks on student’s course requests. Unlocking the
schedule will allow them to be scheduled again into any section.