Summer School Course Requests

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Summer School Course Requests
Adobepdficon.png [Aeries Web - Summer School Course Requests - Updated May 19, 2017]







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Aeries Web Version - Summer School Course Requests

Summer School General Information

Summer School Course Requests is a new system in Aeries that allows schools to define their Summer School Terms and available Summer School Courses in the current, active Aeries database. Once this information is defined for each Summer School in the district, the new Summer School Course Requests area of the Student Course Requests page can be used to identify student summer school course requests.

This should eliminate the need to have to pre-enroll students in Summer Schools until closer to the end of the regular academic year.

NOTE – The regular Aeries database will now be used to build the Summer School Master Schedule, even if you normally create a new SQL DB for Summer School.  The creation of that Summer School SQL DB is now delayed until right before Summer School begins at the end of the regular school year.

Below is an example of a student's Course Requests page with the Summer School Course Requests.

Summer School Course Requests 05192017 03.png

Security and Codes

The following tables have been added for Summer School:

  • SST – Summer School Terms
  • SSA – Summer School Availability
  • SSC – Summer School Courses to be offered at each summer school
  • SSR – Summer School Course Requests

Users will need following permissions to the applicable tables. The new tables are under the Scheduling section of the Security page.

Users who will be adding Summer School Course Requests for students need at least Read permission to Course Requests (SSS) in addition to Insert and Update permissions to the Summer School Course Requests (SSR) table in a secondary school.

Elementary schools will only need permission to the Summer School Course Requests (SSR) table.

Permission to Course Requests (SSS) is not required for elementary schools.

Summer School Course Requests 05192017 04.png

Users who will be configuring the Summer School Terms need full (Read, Insert, Update, and Delete) permissions to Summer School Terms (SST). Note: SST permissions give the user access to terms for all summer schools in the district.

Users who will be configuring the Summer School Courses need Read and Update permissions to Summer School Courses (SSC). Note: SSC permissions give the user access to courses for all summer schools in the district.

The following codes can be defined in the Code table for the Summer School Course Requests (SSR) table. These fields are informational at this time.

  • SSR.PF – Preferred Time, ex: AM or PM
  • SSR.TG – Status Tag, ex: A – Approved or P - Pending
  • SSR.U1-U5 – User fields. At this time the SSR.U1-U5 headings cannot be renamed.

Add Summer Schools to School Options

All summer schools that will be in session need to be added to the Schools Options page. Under School Info on the navigation, click on School Options. Click on the Add button at the bottom of the page to add the summer schools.

The Session Type for the summer school should be Summer in School Options (LOC.U = 1). Summer Schools do not need to have a Master Schedule.

Note: It is important to verify that only the School Options record for the Summer School is set to Summer and not the regular school.

Summer School Course Requests 05192017 05.png

A new option is available on the Scheduling Setup Options page for summer schools. Under Scheduling Process on the navigation, click on Scheduling Dashboard. Scheduling Setup is under A. Setup/Config on the dashboard.

Select the Summer School Course Request Scheduling option when logged into the summer schools. With this option selected, the scheduling reports will pull data from the Summer School Course Requests (SSR table) instead of the Course Requests (SSS) table.

Summer School Course Requests 05192017 01.png
Summer School Course Requests 05192017 06s.png

Summer School Terms

Terms must be defined for each summer school in the current school. The terms can be set up from the district database for multiple summer schools. The summer schools must be included in the current databases School Options (LOC) table. Under Scheduling Process on the navigation tree is a Summer School node.

Summer School Course Requests 05192017 07.png

Click on Summer School Terms and the following page will display.

Summer School Course Requests 05192017 08.png


The Summer School dropdown will display schools with a Session Type of Summer in School Options (LOC.U = 1). Summer School Terms will need to be configured for each summer school that will be in session.

Summer School Course Requests 05192017 09.png

Add Term Codes

Summer School Term codes need to be added to the Code Table to continue. For the initial set up, click on the Add Summer Term button and the following message will display with a link to add the codes.

Summer School Course Requests 05192017 10.png

Click on the link to the Code Table to add the Summer School Terms to the SST table and TM field. Add all the term codes that will be used in all the summer schools in the district.

Summer School Course Requests 05192017 11.png

Note: If you do not want to setup Summer School Terms, right now, a "Year" term can be created. At least one term MUST be defined before proceeding.

Return to the Summer School Terms page to continue. Now when the Add Summer Term button is clicked the following page will display with a Term selection.

Summer School Course Requests 05192017 12.png

Click on the Term dropdown to display the terms from the COD Table (SST.TM) previously entered.

Summer School Course Requests 05192017 13.png

Select the appropriate Term. If multiple terms will be in session, each term needs to be added separately. A Note field is available for informational purposes.

Summer School Course Requests 05192017 14.png

====Select Available Schools=== Schools Where Students Are Coming From

Select the schools where students are coming from to attend this summer school. All and None buttons are available on the bottom of the page. Click on the Update button when the Term selection and Available Schools are selected.

Summer School Course Requests 05192017 15.png

Map Term Codes

Select the Actual Term from the dropdown. The dropdown values will come from the Term (TRM) table. If no values display, add codes to the Terms form on the School Info, Terms form. The Term dates are not used at this time.

Summer School Course Requests 05192017 16.png

NOTE: The Actual Terms field will be used as a map between the summer school term and the actual term in the Term (TRM) table and is needed for scheduling.

Populate the Actual Term for all terms available.


The page will now display with the following information.

Summer School Course Requests 05192017 17.png

An Edit button is available to change the information selected. A Delete button is available to delete the term.

Add each Summer Term for the Summer School selected. Then if multiple summer schools will be available, change the Summer School dropdown to the next school and add Terms and select the Available Schools.

Summer School Courses

After the Terms have been created, the Summer School Courses need to be configured. Courses available at each summer school and term can be configured. The courses are from the Course (CRS) table.

Under Scheduling Process on the navigation tree is a Summer School node.

Summer School Course Requests 05192017 18.png

NOTE: for elementary summer schools that are not using a Master Schedule, a dummy "Summer School" course can be created. The course can be assigned to students who will be attending the elementary summer school. Assigning a "Summer School" course is necessary to move/copy the students from the regular school into the appropriate summer school.

Click on Summer School Courses and the following page will display with each Term previously added to the selected Summer School.

Summer School Course Requests 05192017 19.png

Click on the Add/Edit Courses button to add courses to the selected summer school and term. Courses from the Course (CRS) table will display in numeric order.

Summer School Course Requests 05192017 20.png

Search icons are available for each column.

Summer School Course Requests 05192017 21.png

When finished making selections, click the Save button to save the list of selected courses.

Each subsequent time that the Add/Edit Courses button is clicked, course selections that have already been saved will display at the top of the list so they can quickly be reviewed or de-selected as needed.

Summer School Course Requests

After courses have been configured for each summer school and term, Summer School Course Requests can be added to summer school students in the current database now through the end of the school year. The Summer School Course Requests can only be added by office staff on the Course Requests page. The Summer School Course Requests page can be accessed from Student Data or from the Scheduling node in both elementary and secondary school types.

Secondary School – Student Course Requests Page

On the navigation tree in a secondary school, under Student Data | Scheduling is the Course Requests/Schedule page.

Summer School Course Requests 05192017 22.png

The page will display the students Course Requests (SSS table) at the top and the Summer School Course Requests (SSR table) below. All available summer schools and terms for the student will display.

Summer School Course Requests 05192017 23.png

Elementary School – Student Course Requests / Summer Page

On the navigation tree in an elementary school, under Student Data | Scheduling is the Course Requests/Summer page.

Summer School Course Requests 05192017 24.png

The page will display the students Summer School Course Requests (SSR table). All available summer schools and terms for the student will display.

Summer School Course Requests 05192017 25.png

NOTE: for elementary summer schools that are not using a Master Schedule, a dummy "Summer School" course can be created. The course can be assigned to students who will be attending the elementary summer school. Assigning a "Summer School" course is necessary to move/copy the students from the regular school into the appropriate summer school.


Under the Summer School Course Requests section, click on the Add New Record button to add a summer school course request.

Summer School Course Requests 05192017 26.png

A Course ID dropdown will display with only the courses previously configured for that summer school term on the Scheduling Process | Summer School | Summer School Courses page.

Summer School Course Requests 05192017 27.png

The Prf, Status and User Codes can be defined in the code table and are for information only. Click on the Save icon to save the record. Add all the appropriate courses for the student for each term.

Summer School Course Requests 05192017 28.png

Queries

District

Below are queries that can be run from the district:

LIST STU IDN SSR SSC CRS STU.NM SSR.SSC STU.SC SSR.CN CRS.CO SSR.TM SSR.TG SSR.PF BY SSR.SSC STU.SC SSR.TM IF SSR.CN > ' '

TOTAL STU IDN SSR SSC CRS SSR.SSC STU.SC SSR.CN CRS.CO SSR.TM BY SSR.SSC STU.SC SSR.CN CRS.CO SSR.TM

School

Below are queries that can be run from the school where the student's currently attend:

LIST STU IDN SSR SSC CRS STU.NM STU.GR SSR.CN CRS.CO SSR.SSC SSR.TM SSR.TG SSR.PF IF SSR.CN > ' '

TOTAL STU IDN SSR SSC CRS SSR.SSC STU.SC SSR.CN CRS.CO SSR.TM BY SSR.SSC STU.SC SSR.CN CRS.CO SSR.TM

Parent/Student Portal

Summer School Course Requests can be viewed by parents or students through the Aeries Portal. In a secondary school, Read permissions must be granted to the SSS Course Requests table and the SSR Summer School Course Requests. Elementary schools only require permissions to SSR Summer School Course Requests.

NOTE: Update and Insert permissions to the Summer School Course Requests security area are not supported at this time in the Parent or Student Portal Groups.

Summer School Course Requests 05192017 29.png

The Summer School Course Requests will display below the Course Requests.

Summer School Course Requests 05192017 30.png

Summer School Reports

A new option is available on the Scheduling Setup Options page for summer schools. Select the Summer School Course Request Scheduling option when logged into the summer schools.

With this option selected, the scheduling reports will pull data from the Summer School Course Requests (SSR table) instead of the Course Requests (SSS) table.

Summer School Course Requests 05192017 31.png

The students do not need to be moved/copied to the summer school to run the scheduling reports. The reports will include students throughout the district that have courses with the summer school number.

All Scheduling reports are available when logged into the summer school:

  • Print Scheduling Course Request Tally  
  • Print Scheduling Course Request Listing  
  • Students With More or Less Than N Course Requests
  • Print Scheduling Course Request Letter to Parent
  • Preschedule Edit Listing
  • Scheduling Course Request Analysis
  • Scheduling Class Load Analysis
  • Scheduling Class Load Averages
  • Scheduling Reject Analysis Listing
  • Students With Double Periods
  • Students With Incomplete Class Schedules
  • Students With More or Less Than N Periods
  • Students With Unbalanced Academic Weight
  • Scheduling Letter to Parent
  • Summary of Students by Teacher and Period
  • Student Locator Cards

Summer School Scheduling

Summer School Scheduling Master Schedules can be built when using the new Summer School Course Requests feature. The Scheduling Master Schedule or SMS Board pages now analyze the Summer School Course Request (SSR) table instead of the SSS table when configured for Summer School Scheduling.

To schedule in the Summer School, please verify the following:

  • Running the Aeries Web update of May 5th or later
  • Logged into the Summer School
  • Summer School Course Request Scheduling option is set (page 17)
  • Summer School Terms are mapped to the Term (TRM) table (page 9)

When scheduling in the Summer School, the students will not be in the school, but can be scheduled based on their Summer School Course Request (SSR) records.

The following pages have also been adjusted for summer school scheduling: Scheduling Master, SMS Board, Schedule All Students, Scheduling Optimizer, Backup and Restore Scheduling Results.

The SMS Board, SMS Builder can be used to add new sections. The correct Term must be used on all new sections. The Term must match the Summer School Course Request (SSR) Term.

When running the Schedule All Students function, a new Section (SSR.SE) field in the Summer School Course Request (SSR) table and will display on the student's Course Request page.

Summer School Course Requests 05192017 32.png

A Reject (SSR.RT) field is available when scheduling in the Summer School. Below are some Reject Code descriptions:

M = Term – verify that the Summer School Term has been mapped correctly. Also verify that SMS sections have the correct Term.

C = Conflict – verify sections are available for the Summer School Course Requests

I = Invalid Course – verify sections have been added for the Course

G = Grade Range – verify the section grade ranges are correct

F = Full Classes – verify the section Max is set correctly or add new sections

The SMS Board Reject Course button and the Course Changes button can be used to find and correct rejects.

For more information on scheduling, please refer to the following documents.

Scheduling_Master_Schedule_Board_AeriesWeb.pdf

Student_Scheduling_Aeries_Web.pdf

Summer School Scheduling – Hand Scheduling

Students can be hand scheduling into existing sections in the Summer School Scheduling Master Schedule (SMS table). When logging into the student's current school, the Summer School Course Requests section on the Course Request page can now be edited. A course and section number can be added. Also a Lock field is available to prevent the scheduler from overwriting the section.

Summer School Course Requests 05192017 33.png

The section number must be a valid section in the Summer School Scheduling Master Schedule (SMS). An Invalid Section Number message will display if trying to schedule a student with a section with the same period or the same section number.

Summer School Course Requests 05192017 34s.png


Copy Students

The Copy Students into Summer Schools is a new page that will process the Summer School Course Requests (SSR) table in the regular database and copy the students into the appropriate Summer Schools in the current database or in a new summer school database.

Because the regular Aeries database now supports Summer School Scheduling, this Copy Students into Summer Schools process does not need to be performed until right before Summer School begins at the end of the regular school year.

The Copy Students into Summer Schools page is only available to users who have Admin permission.

The Copy Students into Summer Schools page is available under Scheduling | Summer School | Copy Students into Summers Schools in the regular database. The page can be run from any school or the district.

Summer School Course Requests 05192017 02.png
Summer School Course Requests 05192017 35.png

All schools that have Summer School Course Requests (SSR) records will display in the Summer Schools with student Course Requests section of the page.

Summer School Course Requests 05192017 36.png

Prior to running Copy Students into Summer Schools process verify Scheduling Setup options. The student's grade level in the summer school will be populated based on the Scheduling Setup options in the summer school in the regular database.

The student's grade level will stay the same when using the "Scheduling students into classes for the current school year option".

To increase the student's grade level in the summer school, set the Scheduling Setup option to "Scheduling students into classes for the next school year, using their grade level next year".

Summer School Course Requests 05192017 37.png

The Copy Students into Summer Schools process requires the website to be accessed via HTTPS. If HTTPS is not used a message will display when accessing the page indicating that the process must be run under HTTPS.

Summer School Course Requests 05192017 38.png

While logged into the regular database, access the Copy Students into Summer Schools page from Scheduling | Summer School from any school or the district login.

There are 2 options available to copy students:

  • Copy Students into Summer Schools in the CURRENT Database
  • Copy Students into Summer Schools in a NEW Database

Copy Students into Summer Schools in the Current Database

The Copy Students into Summer Schools in the CURRENT Database option will copy students with Summer School Course Requests (SSR) in the regular schools into the appropriate summer school in the current database.

Summer School Course Requests 05192017 39.png

Click on the Copy Students button and a confirmation message will display. Click on Cancel or OK to continue. This process also requires the summer schools to not have any students or the following message will display.

Summer School Course Requests 05192017 40.png

An email will be sent when the processed is complete.

Summer School Course Requests 05192017 41.png

Below is an example of the email when using the Copy Students into Summer Schools in the Current Database option:

Summer School Course Requests 05192017 42.png

The students Summer School Course Requests (SSR) records will be copied to the Student Course Requests (SSS) table and will display on the Course Request page.

Summer School Course Requests 05192017 43.png

Scheduling can continue in the Scheduling Master Schedule in the summer school and when ready, the Copy Scheduling Results to SEC and MST process can be run.

The Terms and Calendar can be configured as usual.

Copy Students into Summer Schools in the New Database

There are several requirements when using the Copy Students into Summer Schools in the NEW Database option:

  • It is very important that the version of both Aeries Web and the Aeries Client is on the May 19th version or later.
  • Prior to running the Copy Students into Summer School process, the new summer database needs to be created in SQL Server Management Studio.
  • The year of the new summer database must be the same as the current year or increased by one (for example DST17000EagleUSD_Summer)
  • The SQLModel from the most recent Aeries Client Version update needs to be run against it to create the table structure.

Note: There is no need to connect to the new summer database in AdminCS prior to running in Web as long as the latest SQLModel is used.

  • The new summer database must reside on the same server as the regular database
  • The new summer database connection must be configured in a different database group than the current database
  • The District Rule (LOC.R2) to "Assign new student Id numbers from the district, not school" will be honored. Verify the next perm ID in the regular database from School Options is set correctly for new student adds.
  • Disable Access to All Schools Except Summer Schools in the Summer Database – this option, when selected, will delete tag all USR records (User School Permissions) table to limit the access of users to only the summer schools.
  • The administrator performing the Copy Students into Summer Schools in the New Database will also need to enter the DBO User Name and DBO Password to be the copy process.

Note: This elevated SQL login is necessary because this process entails copying more than just data (e.g., security and some table definitions). At minimum, the login must be a member of the db_owner database role on both the current and new summer databases and have the ALTER ANY LOGIN server-level permission. Using a login that is a member of the sysadmin fixed server role is one way to guarantee that permissions are adequate.

Complete the fields on the page and click on the Copy Students button.

Summer School Course Requests 05192017 44.png

Click on the Copy Students button and a confirmation message will display. Click on Cancel or OK to continue. A message will display if using an invalid database name or invalid password.

Summer School Course Requests 05192017 45.png

An email will be sent when the processed is complete.

Summer School Course Requests 05192017 46.png

Below is an example of the email when using the Copy Students into Summer Schools in the New Database option:

Summer School Course Requests 05192017 47.png

The students Summer School Course Requests (SSR) records will be copied to the Student Course Requests (SSS) table and will display on the Course Request page.

Summer School Course Requests 05192017 48.png

Scheduling can continue in the Scheduling Master Schedule in the new summer school database and when ready, the Copy Scheduling Results to SEC and MST process can be run.

The Terms and Calendar can be configured as usual.

Scheduling should only continue in the new summer school database and not the regular database.

Adding New Students

Late enrollment of students already in your district will be able to be quickly added to the appropriate Summer School by using the Student Add/Transfer process.  This program will be adjusted to support pulling students from the regular DB into the Summer School DB.

Adding New Students who have not been previously enrolled in your district can be added directly to the Summer School DB.  The "Next Perm ID" of the student will be pulled from the regular Aeries DB to avoid conflicts with students being added directly to the regular Aeries DB.

Still to come:

At the end of Summer School, use the "Copy Student Data from Summer School DB" process to pull in newly added students and student-related information from the Summer School DB to your regular DB.


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