Scheduling Master Schedule Board

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The Master Schedule Board is a program created to assist the user with setting up and updating the Schedule Master Schedule or Master Schedule. This program may help to eliminate the "white board" and colored labels used at some school sites to track their class setup. This form requires the monitor resolution to be set at 1024 X 768 or higher.

Documentation

Scheduling Master Schedule Board AeriesNet
Adobepdficon.png [Scheduling Master Schedule Board - Aeries.net - Updated March 27, 2015]

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Aeries.Net - Scheduling Master Schedule Board

The Scheduling Master Schedule Board is an Aeries.net'''program that has been created to assist the user with setting up and updating the Scheduling Master Schedule.

The scheduling process usually involves a white board with the periods, teachers and different colored labels with the names of the classes to be scheduled. The labels are then moved around to try and create a successful Master Schedule for the upcoming semester or school year.

The purpose of this Aeries.net'''program is to eliminate manually moving the colored labels around on a white board and then entering the changes into the Aeries.net'''database. This form displays an overall view of the Scheduling Master Schedule. The user can add, change, delete and move classes instantly within the Scheduling Master Schedule, and then schedule all students to see the results.

NOTE: The information displayed on this form depends upon the size of the monitor. This program has been created to use a 17 inch monitor. If the monitor is less than 17 inches the scroll bar will need to be utilized to display information outside these parameters. The monitor settings should be at a minimum of 1024 X 768.

SCHEDULING MASTER SCHEDULE BOARD

The Scheduling Master Schedule Board is accessed from Scheduling Process on the navigation tree. Click the mouse on the SMS Board node.

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.

DISPLAY OPTIONS

The Scheduling Master Schedule will display for the Semester selected. To select a different Semester click the mouse on Fall or Spring. The top right of the form displays the different options available for viewing and sorting classes. There are 4 tabs – Display, Scheduling Options, Color Codes, and Scheduling Statistics. Below are the Display options available.

  • Semesters: Select the term to display, Year, Fall, Spring. If Trimesters are set up select 1st, 2nd, or 3rd.
  • GROUP by Department: Selecting this checkbox will sort the classes by Department and display the department name in the teacher name column. The department codes are assigned on the Course Data form.
  • SHOW Course Number: Selecting this checkbox will display the Course Number in the class cell.
  • SHOW Department Colors: Selecting this checkbox will display the classes with the colors assigned to the departments on the Color Codes tab.
  • SHOW Singletons in RED: Selecting this checkbox will display all Singleton classes for a course in red.
  • SKIP Inactive Sections: Selecting this checkbox will not display sections tagged as inactive.
  • SKIP Teacher Aides: Selecting this checkbox will not display sections of courses that are tagged as Teacher Aide on the Course Data form.
  • SORT by Teacher Name: Select to sort by Teacher Name or if unselected will sort teachers by number.
  • Period Range to Show: User can limit the Period Range to display on the board.

Once the selections are made, click the mouse on the Save and Reload button.

In the following example Semester will be changed to Fall, courses will be Grouped by Department, and Department Colors will show.

SCHEDULING OPTIONS

Below are the Scheduling options available. These options are also available on the Schedule All Students function under the Scheduling Process node.

  • 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 student into the alternate class.
  • Ignore Class Maximums: All students requesting a class will be scheduled into the class regardless of the maximum number of students set for the section.
  • Include Inactive Students: Inactive students will be included when scheduling classes. Pre-enrolled students tagged "*" (asterisk) will automatically be included.
  • Prevent Gaps in Schedule: Will attempt to schedule every student into the tightest period range possible.
  • Ignore Group Codes: This option will ignore any grouping/teaming that may be in place when scheduling.
  • 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.

Grade Sort/Student Sort: The default for scheduling students is alphabetically, without regard to grade level. To schedule by grade level, select Schedule Low to High or Schedule High to Low. Select Reverse Alpha to schedule backwards alphabetically. To schedule without regard to name click the mouse on Schedule Randomly.

Once the selections are made click the mouse on the Save and Reload button.

COLOR CODES

Up to 10 different departments can be assigned colors.

Click the mouse on any of the buttons to display department codes. Select a department for that button.

To assign a color to the Department button click the paintbrush on the button to select the color of your choice. Click on the Save and Reload button to save your changes.

DISPLAY INFO FOR A SELECTED PERIOD AND TEACHER

To display more class information for a particular period and teacher, click the mouse on the selected class for the teacher. The detailed information will display at the top of the form. The selected class will be hi-lighted in yellow.

ADD A CLASS

To add a class to the Scheduling Master Schedule, click the mouse on the selected Period and Teacher and the class will be hi-lighted in yellow. Click the mouse on the Add Class button on the bottom of the form.

A message will display verifying that the teacher/period selected will be added to the Scheduling Master Schedule. Click the mouse on the OK button to complete the Add.

The cursor will now display at the top of the form in the period field. A section number will be assigned. Change any necessary information for this class and click the mouse on the Save button. The course will be added to the teacher and period selected.

MOVE A CLASS

To move a class in the Scheduling Master Schedule, click the mouse on the selected class to hi-light it in yellow. Click the mouse on the Move Class button on the bottom of the form.

Take note that the Cancel Move button is now displayed to allow you to cancel the move.

Click the mouse on the period to which the class is to be moved. The class will now be moved and will display in the selected period.

COPY A CLASS

To copy a class in the Scheduling Master Schedule, click the mouse on the selected class to hi-light it in yellow. Click the mouse on the Copy Class button on the bottom of the form.

Take note that the Cancel Copy button is now displayed to allow you to cancel the copy.

Click the mouse on the open period to which the class is to be copied. The class will now be copied and will display in the selected period.

CHANGE CLASS DATA

To change data on an existing class in the Scheduling Master Schedule, click the mouse on the selected Period and Teacher and the class will be hi-lighted in yellow.

The class information will display at the top of the form. Change any necessary information for this class and click the mouse on the Save button.

DROP A CLASS

To drop a class from the Scheduling Master Schedule, click the mouse on the selected Class and the class will be hi-lighted in yellow. Click the mouse on the Drop Class button.

If there are students scheduled in the class the following message will display. To continue with the delete, click the mouse on the Yes button. To cancel the delete, click the mouse on the No button.

The course has been deleted from the Scheduling Master Schedule.

CLASS LIST

To display a listing of students in a class, click the mouse on the selected class and the class will be hi-lighted in yellow. Click the mouse on the List Students button on the bottom of the form.

The following report will display in print preview with all students currently enrolled in the selected class.

REJECTED COURSES

After running the scheduler the Rejected Courses can be displayed. Click the mouse on the Rejected Courses button on the bottom of the form.

The following text box will display courses that have students rejected from them. The SMS column will display all of the sections for the selected course. The Total column will display the total number of student rejects. The columns to the right will show the total number of students, broken down by the reject reason.

To display the rejected students for a course click the mouse on the STU button located to the right of the Total column. The following text box will display showing each student rejected from this course and the reject reason.

To delete a student's course request click the mouse on the Remove button. Click on the X on the upper right corner of the form to Exit.

To display the sections that contain rejected students click the mouse on the SMS button. The following text box will display showing the list of sections.

COURSE CHANGES

To change section information for a specific course, click the mouse on the selected class to hi-light in yellow. Click the mouse on the Course Changes button on the bottom of the form.

The following text box will display with all sections for this course.

Changes can be made for each individual section by entering the change in the field selected. To make a change to all sections displayed enter the information on the bottom line. Click the mouse on the CHANGE ALL button.

In the example below the maximum size will be changed to 28 for all sections of course 0608 – Geometry Cp.

A message will display verifying the change. Click the mouse on the OK button.

A message will display indicating the Scheduling Master Schedule Board has been updated with this change. Click the OK button. Click the mouse on the X at the upper right corner of the form to Exit.

REJECTED STUDENTS

To list rejected students click the mouse on a selected course to hi-light it in yellow. Click the mouse on the Rejected Students button on the bottom of the form.

A text box will display listing the students who have been rejected.

SCHEDULE ALL STUDENTS

Click the mouse on the Scheduling Options tab on the top of the form. Verify that all options have been correctly selected.

Click the mouse on the Schedule Students button at the bottom of the form.

The following text box will display. Click the mouse on YES to proceed or on No to cancel.

A Please Wait message will display while the scheduler is running.

When the scheduler has completed, the following text box will display.

Click the mouse on the Scheduling Statistics tab to display the scheduling statistics.

INTERACTIVE SCHEDULING MASTER SCHEDULE BUILDER

The SMS Builder button will display the Interactive Scheduling Master Schedule Builder. This form allows you to add sections to a selected course. To add a section, click the mouse on the SMS Builder button.

The following form will display which allows you to add sections for a selected course.

To add sections to a course enter a course number or title in the Select a Course field to locate the course.

Once the course has been selected in Area 1 the number of Course Requests for this course will display to the right by grade.

Area 2 will now display all of the scheduling conflicts by term for each period. To display the conflict details click the mouse on the period column and term.

The following text box will display with all potential conflicts for this course by the selected period and term.

In Area 3 the number of sections to be added can be entered for each period. As each number is added the information for the period will display in Area 4.

To set up ALL sections the same enter the information in Area 4 on the top line. When Add Sections is selected all sections will have the same information.

To set up each section differently enter the information in Area 4 for each section in each period.

After all section information has been entered click the mouse on the Add Sections button and the sections will be added to the Scheduling Master Schedule Board.

PRINT THE SCHEDULING MASTER SCHEDULE BOARD

Click the mouse on the Print button to print the Scheduling Master Schedule Board.




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