Block and Bell Scheduler Procedures

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Documentation

Block and Bell Scheduler Procedures
Adobepdficon.png [Block and Bell Scheduler Procedures - July 22, 2016]


Contents














Aeries Web Version - CALPADS Extract in Aeries Web

Overview

The School Options Bell Schedule is the default Bell Schedule.

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There are two additional forms in Aeries that can be used to further define the School Options Bell Schedule.

One form is the Block Schedule Calendar which is used to define which periods are meeting on each day. For example, a first period class meets one week on Monday, Wednesday and Friday and not at all on Tuesday and Thursday. The following week it meets on Tuesday and Thursday and not at all on Monday, Wednesday and Friday. It continues on this Schedule for the remainder of the year.

The second form is the Bell Scheduler which is used to modify the default Bell Schedule to a Custom Schedule for a particular day. It defines what time the periods meet. For example, a Custom Bell Schedule can be set up for testing days or a minimum day.

Block Schedule Calendar

The Block Schedule Calendar is accessed from Attendance Accounting Configurations on the navigation tree. The Block Schedule Calendar is used to identify which periods meet on each day. If a period does not meet on the day/date, the checkmark should be removed.

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To set the Schedule for the entire school year, the Repeat First Week Bell Periods or Repeat First Two Weeks Bell Periods options can be used. To use either option, set up Block Schedule for the first week or two and click on the appropriate option. When the Block Schedule Calendar is complete, click the Save Bell Periods button at the bottom of the form.

Utilize A/B Days

If the school is set to Utilize A/B Days on the School Options form, the AB column on the Block Schedule Calendar must be populated indicating which day is an A Day and which day is a B Day.

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Bell Scheduler

The Bell Scheduler is used to create Custom Bell Schedules that are different than the default Bell Schedule set on the School Options form. Examples of Custom Bell Schedules are Minimum Day, Short/Conf Day, or Assembly Day. Custom Bell Schedules can be assigned to specific days/dates on the School Calendar. The Bell Scheduler is accessed from Attendance Accounting Configurations on the navigation tree.

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Adding the Bell Schedule Definition to the Code Table

To use the Bell Scheduler, a Bell Schedule Definition must first be added to the Code Table. Update Code Table is accessed from School Info Configurations on the navigation tree. The table is BSD (Bell Schedule Definition) and the field is TY (Type). Enter the Code and Description for the new Bell Schedule. In the example below, new codes were added for an Even Day and an Odd Day.

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Create a New Bell Schedule

When the Bell Scheduler is first opened, the first Bell Schedule in the list will display. If there are no existing Custom Bell Schedules, the form will be blank and an Add New Record button will display. To create a new Bell Schedule, click on the Add button.

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The following fields are available for data entry.

Start Time - The time the school day will begin

End Time – The time the school day will end

Start Period – The first period that will meet

Total Periods – The total number of periods that will meet

Pass Time – The number of minutes for passing period

Break Length – The number of minutes the break will last

Before Period – Entering a period number means that the break occurs before the period entered and there is no passing time between when the break ends and the next period begins.

After Period – Entering a period number means that the break occurs after the period entered and there is no passing time between when the period ends and the break begins.

Description – Lunch, Break, etc.

To create a new Bell Schedule, enter the Type, Start Time, End Time, Start Period, and Total Periods. It is not necessary to enter a Pass Time or Breaks and Lunches. When finished, click on the Insert button.

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In the example above, the Start Time is 8:00 AM and the End Time is 3:00 PM. The Starting Period is 2 and there are 3 Total Periods in the day. The Pass Time between periods is 5 minutes. There is a Break lasting for 15 minutes and it is after Period 2 (the break begins the minute period 2 ends). Lunch is 30 minutes in length and it is before Period 4 (period 4 begins the minute lunch ends).

There are two options for making the Schedule, clicking on the Make Schedule button or clicking on the Add New Record button. Aeries will create the Schedule based on the data entered when the Make Schedule button is selected. Selecting the Add New Record button will allow you to enter the Schedule yourself.

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In the example below, the Make Schedule option was selected. The Schedule created begins with period 2 and ends with period 4. The period times are close to equal in their length. Notice that break is immediately after period 2 and period 4 begins immediately when lunch ends. The Sequence numbers indicate the sequence the events occur. Using period 2 as an example, period 2 occurs first (Seq 1), break occurs immediately after (Seq 2), then there is a passing period between break and period 3 (Seq 3).

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To view only periods, select the check box to Show only Periods at the bottom of the Schedule area. Passing periods and breaks/lunches will now be hidden.

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Times can be adjusted and the Description can be changed by clicking the Edit icon to the left of the period field. Enter the corrected data and click the Save icon. In this example, this Schedule is for days when only even periods meet, the Descriptions are changed to indicate the period that is meeting. It is not necessary to change the Period Number. The entry can also be deleted by clicking on the red X.

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It is important to note that clicking the Delete button located at the bottom of the Bell Scheduler area will delete the entire Bell Schedule.

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To enter a new Schedule using the Add New Record button, you need to first create the new Bell Schedule. In the example below, the new Schedule is for an Odd Day where only odd numbered periods meet. Enter the Type, Start Time, End Time, Start Period, and Total Periods. It is not necessary to enter a Pass Time or Breaks and Lunches. When finished, click on the Insert button.

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In the example above, the Start Time is 8:00 AM and the End Time is 3:00 PM. The Starting Period is 1 and there are 3 Total Periods in the day. The Pass Time between periods is 5 minutes. There is a Break lasting for 15 minutes and it is after Period 1 (the break begins the minute period 1 ends). Lunch is 30 minutes in length and it is before Period 3 (period 3 begins the minute lunch ends).

To enter the Schedule, click the Add New Record icon.

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Enter the Period, the Sequence Number, the Description, and the Starting and Ending Times. Click the Save icon when finished.

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Continue adding the rest of the periods that meet for this Schedule. In the example below, 3 periods were added but no passing periods or break/lunches were added. It is not necessary to add them to the Bell Scheduler.

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Assigning Bell Schedules to Calendar Days

The Schedules can be assigned to the appropriate days in the calendar from the Bell Scheduler form or the Calendar form.

To assign a Bell Schedule using the Bell Scheduler form, click the selected date from the list of calendar dates and click on the button Copy Schedule to This Day. In the example below, the date of 6/22/2015 is the date the Odd Day Bell Schedule will be assigned to.

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A confirmation message will display. Click OK to assign the Bell Schedule.

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An X will now display in the Has Bell Schedule column for the date of 6/22/2015.

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To assign a Bell Schedule using the Calendar form, open the Calendar to the selected month. Click on the gray box to the left of the selected date. In the example below, month 5 has been selected and the date of 10/05/2015 has been selected.

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The following form will display. You have an option to select a Bell Schedule that has already been created by clicking on the drop down menu for the Key. The selected Bell Schedule will display below the Key field. To continue copying this Bell Schedule to this day, click the Copy Schedule button.

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A confirmation message will display, click OK to continue.

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The Bell symbol will now display for the date of 10/05/2016 indicating a Bell Schedule has been assigned to that day.

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A Custom Bell Schedule can also be created for the selected date. Click the gray box next to the selected date. Rather than clicking the drop down to select a pre-defined Bell Schedule, click on the Add New Record button to begin adding the new Bell Schedule. Continue the add process until all Periods, Starting Times and Ending Times have been entered and saved.

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When the Custom Bell Schedule is complete, click the Copy Schedule button to assign the Schedule to the selected date.

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A confirmation message will display, click OK to continue.

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The Bell symbol will now display for the date of 8/17/2015 indicating a Bell Schedule has been assigned to that day.

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