Individualized Academic Plan

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The Individualized Academic Plan allows user to enter future course requests, such as, for a 4-Year plan. Course requests will be stored in a the Academic Plan Course Requests table and any change will be logged in the Academic Plan Log table.

Documentation

Individualized Academic Plan Aeries Web Version
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Aeries.Net - Individualized Academic Plan


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 a 4-year academic plan for each student. Course requests can be hand entered individually or multiple courses can be added by using either Course Request Packets or Course Sequences.

The Individualized Academic Plan form has two views available, the Calendar View and the List View (Editable). The Calendar View displays all Subject Areas from the Graduation Requirements table and courses that have been added for the student display under the year and term. The List View (Editable) is where new courses can be added or deleted for the student.

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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 Academic Plan Log (APL) table.

The courses stored along with the Academic Plan can be used as a basis for Course Requests, by using the Import Course Requests from Academic Plan form.

Security Permissions

In order to utilize the Individualized Academic Plan, access to the Individualized Academic Plan security area is needed. In order to manage Course Sequences, access to the Academic Plan Course Sequences security area is needed.

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Updating the Code Table

Prior to utilizing the Individualized Academic Plan all codes for the Inclusion Reasons must be set up in the Update Code Table. The table these codes will be set up in is the APL - Academic Plan Log and the Field is the ICD - Inclusion Reason. The following are examples of Inclusion Reasons.

A code value of C is required for Counselor Recommendation, and a code of I is required for Initial Setup. A code of C and I are used as default values, so at a minimum these two codes must be set up. Additional codes may be created as desired.

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Setting up Course Sequences

Course sequences can be setup for a series of courses a student would typically take over their 4-year career. Up to 8 courses can be configured in each sequence. Each sequence is associated with a specific subject area, and a beginning grade level is assigned.

For example, an English 9-12 College Prep course sequence can be created containing four years of English 9-12 courses. Once these are added as a sequence, these courses can be added to individual student academic plans. An unlimited number of course sequences can be created.

This page is accessible from Scheduling Setup | Configurations | Academic Plan Course Sequences in the navigation.

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Adding Courses to the Plan

To add a single course to the academic plan, click Add Course. You MUST enter an Inclusion Reason, and if desired, a Comment which will be added to the log for all records entered. 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.

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The Course Request Packet form can also be used to add multiple courses. Click on the Course Request Packet button and the selection box will display. Click on the drop down and select a Packet Code.

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All courses for the selected packet will display on the right. Enter the Reason, Comment, 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.

Add Course Sequences is a third method of adding courses. This method supports adding multiple courses for one or more subject areas. The system allows you to select course sequences to add to the student's academic plan. Presuming course sequences have been setup ahead of time, this will automatically populate the student's academic plan with courses for all four years. If the student has no existing Course Request (SSS) records, any course sequence can be chosen. If the student already has some course requests, then only sequences matching that course will be available.

Select the desired course sequences, choose a Reason, Comment, and click Apply.

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Courses will be added to the academic plan in the appropriate grade level and subject area. Courses can then be manually added or removed as needed.

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As course requests are entered, credits are immediately reflected in the Credit Planned column of the Graduation Status and UC/CSU College Requirements, which are also displayed on this page.

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Deleting Courses

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 you wish to delete.

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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.

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Importing Course Requests

Course requests from the Individualized Academic Plan can be imported into the Scheduling Cycle (SSS) by using the Import Course Requests from Academic Plan form. The form can be accessed from the Scheduling Navigation tree under the Functions node. Select the Terms, Locations and Grades to be imported.

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Additional Options are available to select only Males or Females, Include Inactives or Delete Existing Course Requests. The Delete Existing Course Request option will delete any courses in SSS for the student and import the courses from the Individualized Academic Plan.

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Click on the Preview Only button. A message will display on the bottom left with the number of records that WOULD be updated and the students will display with the Course Requests to be Updated.

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Verify the information and click on the Update SSS button to import the courses into the SSS table. The number of records that WERE updated will display.

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The course requests updated are now displayed on the Class Scheduling and Course Requests form.

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