CHAPTER 26 Batch Scheduling Checklist

Transcription

1 CHAPTER 26 Batch Scheduling Checklist SCHEDULING CYCLE Add / Transfer Students Update P5O1/ CRSE / CGRP Produce Reports Prior to Submitting B108 * Update Scheduling Control Parameters Add Course Request (CREQ, REQU, DSL) * Submit B108 to Activate Batch Scheduler Batch Update Course Requests Produce Reports Produce Reports to Assist in Creation of Class Master Schedule Make Applicable Changes Review/Update TEAC and ROOM Cleanup Students Not Fully Scheduled Create/Convert Class Master Schedule * Update Study Hall Assignment Parameters Submit B108 for Study Hall Assignment Singleton Placement B122 / CMSB Produce Finalized Reports Assign Specific Course Sections * Indicates Batch Scheduling Only SIS USERS MANUAL 26-1

2 26.1 ADD / TRANSFER STUDENTS Add new students for scheduling (STUD - Vol. 2, SR-1.1-1) STUD - Add any new students who cannot be transferred for scheduling as INACTIVE with their new grade and new school year. For electronically transfer students between buildings in your district refer to Chapter 4, TRANSFERRING STUDENTS for complete instructions. R101-Student Roster (Vol. 2, SR ) R101 may be used to verify student transfers/additions UPDATE P5O1/CRSE/CGRP Update courses for new school year. Any records that are valid only through the current school year should remain on file. If it is a new course, or the credit or ID of an old course has changed, add a new record leaving the old record on file. P501 - Artificial Course Codes (Vol. 2, I-5.1-l ) Add any new codes. (Lunch, study hall, etc.) Leave old ones intact if they are being used for the current year. Room type is required only when using the master schedule builder. Note: REPO report ARTI version 1 may be run for a listing of P501 courses. SIS USERS MANUAL 26-2

3 CRSE - (Vol. 2, ) Enter VALID TO year ONLY if the course will not be offered again in your building. The scheduler uses the following fields on CRSE: SEX BALANCING - scheduler will try to balance even if not specified. SCHEDULING DEMAND - updated by scheduler, indicates the number of unfilled requests for course. SCHEDULING PRIORITY - will default on REQU screen. Valid priorities are 1-9. Old priorities H and L now translate as 8 and 3 respectively. This is a required field. PRE/COREQUISITE - Not used by Batch Scheduler (B108). B108 only checks requests against P514-Course Sequencing Rules for the current scheduling year. However, R401-Course Verification and Edit Report will check COHI for Pre/Corequisites. ROOM TYPE - If you are using the master schedule builder you will need to add a room type as defined on P157. OTHER RESTRICTIONS - Answer Y if you do not wish the course to be reported in EMIS and you are using either the CRSE or the BOTH option for CTRMEMIS processing. Note: REPO report CRSE may be run for a listing of courses on CRSE. CRSE version 1 - sorted by course ID, lists ID, valid from/to, full text, short text, abbr., credit, sex balancing, sex restriction, grade from/to, course priority. CRSE version 2 sorted by grade, lists abbr., valid from/to, ID, short text, credit, flags For cum. GPA, cum. credit, honor roll, update history, other restrictions. CRSE version 3 - sorted by course department, lists abbr., short text, ID, valid from/to, credit, grade level, level count, flags for cum. GPA, cum. credit, transfer code, language code, hours of instruction, level of diff., area of study, subject area. CRSE version 4 - sorted alpha by long text, lists ID, long text, short text, abbr., valid from/to, credit, dept., level of diff., area of study, subject area, flags for cum. GPA, honor roll, cum. credit and sched. priority. SIS USERS MANUAL 26-3

4 CGRP - Class Groups (Vol. 2, S-2.4-1) Use to define classes for a group of students who stay together for all of their classes. The group ID can be defined on CGRP without actually defining all the courses associated with the group. This allows requests to be added prior to scheduling. Before running the batch scheduling program, B108, the courses that belong to the group must be filled in on CGRP. The group ID should not be defined anywhere except on CGRP. However, the individual courses belonging to the group must be defined on CRSE before they can be added on CGRP. Refer to Chapter 27, CGRP for more information on CGRP. Any section of a course defined on CGRP cannot be defined on CMST PRINT COURSE REQUEST LABELS Print request labels or course request scan sheets. R206 - Labels for Course Request Sheets (Vol. 2, ) (OPTIONAL) You may generate student labels to be affixed to course request sheets for manual REQU entry. Creates 2 wide labels with student ID, name, homeroom, new school year and grade. Note: You MUST specify the student grade range sheets should be created for. R710 creates 2 entries on MGMT; the 1st is the requesting screen, the 2nd is the scan sheet file. If you are creating scan sheets for all students who will be in grades 9-12 next year, specify this grade range on the R710 requesting screen. This will keep you from getting scan sheets for your graduating seniors ADD COURSE REQUESTS Add student requests. REQU - Course Requesting Screen (Vol. 2, S-2.1-1) Manual entry of requests and/or assignments. (A, C, D, DEL MODES) Specify the school year you are scheduling for, course ID (CRSE, P501, CGRP), course priority (0-9), alternate course if any, assigned course and section if any, status codes I-initial request, M-manually assigned, S-assigned by scheduler, R- manually assigned to resolve a conflict, C-conflict could not be assigned by the scheduler (default is I). Once the school year has started use SCHE to change course requests. CREQ - Course Requests by Course (Vol. 2, S-2.5-1) CREQ is a screen, which works in display, add, change, or delete mode. SIS USERS MANUAL 26-4

5 If you are adding or changing a student's request with a section number, then CREQ will check to see if this will cause a conflict in the student's schedule. Quickly displays all students who have requested a specific course. Shows section if assigned. (Use PRINT SCREEN for a printed copy.) DSL Course Requests Module. The method of entry is through a web interface. Once requests are entered, they will be loaded into SIS in a fashion similar to those of you using SWAN or LOAGRADE. This process would replace hand-entry of initial requests. All other scheduling procedures would be completed as usual within SIS. If your school is interested in entering course requests via a web interface, you may access the site at the following link: Or by going to our homepage: Then by clicking on the DASL SERVER link on the right side of the page; Then by clicking on the link: Course Requests Documentation including screen shots of the application can be accessed at: and BATCH UPDATE COURSE REQUESTS Mass update of course requests via P502/B114. For courses which all students in a grade level are required to take, B114 allows you to define rules to mass-add course requests SET UP P502 P502 is a parameter used in conjunction with batch job B114 - Batch Updating of Course Requests. B114 executes the rules on the specified version of P502 based on their Updating Sequence. Each rule is completed before the following sequence is executed. In order for a student to be selected for updating in connection with one or more of the rules, his STUD - Student Master record must match the entries defined SIS USERS MANUAL 26-5

6 within the following four fields. Also shown is a sample of a P502 rule. Please refer to this as you read through the explanation of each element. Note: Each P502 version is limited to 50 items under any one version number. ENTERING CONDITIONS ON P502 When entering your rules on P502 remember to use the students' CURRENT STATUS and SCHOOL YEAR on STUD. STATUS - Enter a status code to indicate the status code on STUD corresponding to the students to be selected. A separate line is needed for each student status you wish to update. For instance if you have N status and A status students that you wish to have updated through P502, a separate entry is needed for each status. SCHOOL YEAR - Enter a two digit school year to indicate the school year on STUD corresponding to the students to be selected. GRADE - Enter a valid grade to indicate the grade on STUD corresponding to the students to be selected. FOR SEX - Leave blank for all students or enter M or F to indicate the sex of the student, as defined on STUD, corresponding to the students to be selected. SIS USERS MANUAL 26-6

7 FOR NUMBER OF REQUESTS - There are two fields under this heading as described below: Enter a two digit type to indicate the operator for comparison purposes. Valid entries are as follows: EQ = Equal to NE = Not equal to GT = Greater than GE = Greater than or equal to LT = Less than LE = Less than or equal to Number of requests Enter up to two digits to indicate the number of requests a student should have corresponding to the above operator in order that the relevant rule be processed. Each rule takes into account the updating that may have been performed by a preceding rule. Note: The above fields may both be omitted. If they are used, they must both be used together. FOR COURSE 1 - Enter a course ID. This field is used to indicate that a student must currently have the specified course request in order for this rule to be processed. FOR COURSE 2 - Enter a course ID. This field may only be used if the preceding field is used. The specified action is applied to this student only if he has both specified course requests at this point. Note: For a specific action, a course may be added and an existing one dropped in the same action, ex: For CRSE 100 and 101 drop 100 and add 102. ENTER THE ACTIONS TO BE TAKEN ADD COURSE - Enter a course ID to indicate the course request to be added based on the specified conditions. DROP COURSE - Enter a course ID to indicate the course request to be dropped based on the specified conditions. SIS USERS MANUAL 26-7

8 MAXIMUM NUMBER OF STUDENTS - Enter up to four digits to enter the maximum number of students to whom you want to specify action to be applied. If this field is left blank the action is applied to all students who match the conditions Run B114 Batch Update of Course Requests B114 - Batch Updating of Course Requests (S-4.4-1) This batch job works in conjunction with P502 to mass update course requests to REQU: Student Course Requests, for each applicable student. Any updates to course requests of a global nature (by grade, sex, number of requests, course, etc.) can be handled by this batch job as an alternative to entering or updating course requests on a student-by-student basis. Note: ***** When entering the school year, please make sure to enter the school year that you are scheduling for ***** Important *** 26.6 PRODUCE REPORTS Produce any of the following reports to assist in the creation of the Class Master Schedule, and to verify student course requests. These reports are designed to SIS USERS MANUAL 26-8

9 help you work out as many conflicts between courses as possible before processing B108 Batch Scheduler. NORQ Version 1 This is a REPO report that lists students with NO requests. R401 Student Course Request Verification and Edit Report (Vol. 2, S-3.5-1) Provides a complete list of each student s course requests. Requests failing to meet the restrictions on CRSE will be marked with edit codes. PRQ - prerequisite not met CRQ corequisite not met SEX sex restrictions not met GRD grade restrictions not met OTH other restrictions to be checked manually All of these are only warning messages and will allow the student to be scheduled if request is not changed. INV invalid course request ALT invalid alternate request DUP duplicate course request These last 3 types are errors that need to be corrected. Make any corrections before running Tally of Course Requests. (PRE req and CO req are checked against both COHI for previous years and REQU for the current scheduling year.) R416 - Course Request Verification Slip (Vol. 2, S ) Prints 1 per student on 1/2 sheet of paper. May give to student to verify course requests. Prior to running R416, you may wish to set up P408 - Common Text for Course Request Verification Slip (Vol. 2, I-4.8-1). ex. IF REQUESTS ARE INCORRECT, PLEASE SEE YOUR COUNSELOR IMMEDIATELY. Will forecast students new grade. Make sure requests have been checked for accuracy before running the next set of reports. R402 - Tally of Student Course Requests (Vol. 2, S-3.6-1) Provides a count of all course requests by grade requesting each course, serves as basis for setting up course sections on the master schedule. R403 - Potential Course Conflicts Matrix (Vol. 2, S.3,7-1) Run after all course requests have been entered, edited and corrected. Lists each course against each other course in matrix form. Used to determine the number of conflicts that would result if 2 courses were offered only one time in the same period of the day (singletons). (GRADE LEVEL = CRSE Grade Level not STUD grade level). SIS USERS MANUAL 26-9

10 R406 - Potential Course Conflicts Table (Vol. 2, S ) Alternative to R403. Produced in table format rather than matrix. (Takes less paper) (Will fit on 8 1/2 x 11 by using High density). R404 - Students Who Requested a Specific Course (Vol. 2, S-3.8-1) May be helpful if you want to drop or change a course on the master schedule and need to notify students who have requested the course or if you want to see who would be affected by the change. R405 - Students Who Requested a Specific Course Pair (Vol. 2, ) Can be used same way as R404 only deals with course pairs. May also be used to help identify students requesting 2 singletons meeting the same period. R423 - Students Who Have Requested Up To Eight Courses (Vol. 2, S ) Generates list of students who have specified a group of courses. Up to 3 separate groups with maximum of 8 courses each may be specified. CREQ - Course Requests by Course (Vol. 2, S-2.5-1) CREQ is a screen, which works in display, add, change, or delete mode. If you are adding or changing a student's request with a section number, then CREQ will check to see if this will cause a conflict in the student's schedule. Quickly displays all students who have requested a specific course. Shows section if assigned. (Use PRINT SCREEN for a printed copy.) IF REQUIRED, REPEAT ANY OF THE PRECEDING ITEMS UNTIL ALL STUDENT COURSE REQUESTS ARE ENTERED AND CORRECT REVIEW/UPDATE TEAC AND ROOM Review/Update Teacher File and Room File for the new school year. TEAC - (Vol. 2, I ) Add any new teachers. Leave current teacher records intact. Teachers who teach a course in your building and are paid by your district must have a Social Security Number entered on their TEAC record. ROOM - (Vol. 2, I ) Add any new rooms. Leave current room records intact CREATE/CONVERT CLASS MASTER SCHEDULE If you have a master schedule entered on the system for the current year, and would like to have that duplicated for the new year, contact us and we will SIS USERS MANUAL 26-10

11 convert it for you. You will then have 2 master schedules on file, one for current school year and one for the scheduling school year. You can then make any master schedule changes through CMST/CGRP on the master schedule for that school year. Since you will have 2 master schedules, you must be careful to specify the correct school year when making changes! IF YOU PLAN TO USE B122/CMSB TO PLACE SINGLETONS AND UPLOAD THEM TO CMST, ALL SINGLETON COURSES SHOULD BE DELETED FROM THE CONVERTED MASTER SCHEDULE FOR THE NEW SCHOOL YEAR. If you only intend to use the CMSB screen to place singletons and DO NOT intend to use the upload option there is no need to delete the singletons from CMST. Prior to entering any information on CMST or CGRP, all relevant courses must be defined on CRSE-Courses or P501-Artificial Course Codes. The system does not allow split terms but split periods are allowed. CMST - Class Master Schedule (Vol. 2, S-2.3-1) Defines class meeting information for each course and section. If you have grouped courses, define them on CGRP instead of CMST. Below is a CMST Example for a 2 Term School: SIS USERS MANUAL 26-11

12 CGRP - Class Group Master Schedule (Vol. 2, S-2.41) CGRP is used to define classes for groups of students who stay together for all or some of their classes. If a student is assigned to the group, he is automatically assigned to all courses within the group. Students can also be assigned to just part of a group by manual assignment through SCHE or REQU. Artificial courses may be defined as part of a group. AN INDIVIDUAL COURSE SECTION CAN ONLY BE DEFINED UNDER ONE GROUP AND MAY NOT ALREADY BE DEFINED ON CMST. Below is a CGRP EXAMPLE for a 2 Term School: If you have a few 6 week or 12 week classes and all the rest of your classes are semester or year long courses, you can handle this 1 of 2 ways: After regular courses are scheduled, manually enter 6/12 week exceptions SIS USERS MANUAL 26-12

13 By using doubleblocking, the scheduler can assign these. Below is a CGRP EXAMPLE using doubleblocking for a 2 Term School with three, 12 week, courses running in succession of each other 3rd period By using artificial period, the system will not see the courses as being in conflict. Prior to adding this entry to CMST / CGRP period C must be defined on P108- Periods. The external period should be unique. It is this external period that you will use and see on the screens and reports. See Chapter 28, CGRP for more information on CGRP. SIS USERS MANUAL 26-13

14 26.10SPECIAL SCHEDULING CONSIDERATIONS If desired, you may manually assign students to specific course sections using REQU or SCHE. You would do this when you want to make sure a student s course is scheduled for a specific time or with a specific teacher. PRODUCE REPORTS PRIOR TO SUBMITTING B108 Produce the following reports prior to submitting B108 for scheduling. When these reports are now processed, they should reflect the information entered for your scheduling year. Check for any room/teacher conflicts and correct if necessity. Please make sure you request the correct school year when submitting any of these reports. At this point you have two master schedules on file. R407 - Class Master Schedule (Vol. 2, S ) Lists course, sec, terms, days, period, teacher, room, class capacity, filling counts, and demand (students who were not assigned due to conflicts). R408 - Free Room Report (Vol. 2, S ) Lists rooms which are available (not scheduled) for each period. Allows you to quickly locate an available room for a given period and day. R409 - Room Schedule (Vol. 2, S ) List of all rooms and scheduled classes. Used to verify that the master schedule does not contain any room conflicts, or if there are conflicts, that they are valid. R410 - Free Teacher Report (Vol. 2, S ) Prints periods and days for which a teacher has free time. Used to quickly locate a free teacher for a given day and period. To get a report of free teachers for the new year specify a date of 12/31/98. R411 - Teacher Schedule (Vol. 2, S ) When used during the initial scheduling process, it will help to identify any teacher conflicts. Can later be used to provide each teacher with a copy of his/her schedule for verification. R427 - Teacher Block Schedules This report will print out the teacher's schedules on block format. Days are printed across the top and down the left hand side. Each box will contain abbreviated text, course ID, course section and room on separate lines associated with each day/period. SIS USERS MANUAL 26-14

15 TESH - Teacher Schedule This screen will allow you to display one teacher's schedule on the screen. The teacher ID, school year and terms will need to be entered. R422 - Timetable Grid Report (Vol. 2, S ) Teachers listed down side of the report, periods across the top. Course, room, days, etc. can be printed in each cell of the grid. R813 - Singleton List/Conflict Report (Vol. 2, S ) Provides a list of the singleton courses by period and a list of students who have requested 2 or more singletons offered during the same period UPDATE SCHEDULING CONTROL PARAMETERS Before submitting B108 to schedule students, you should review and update the scheduling control parameters as necessary. You may wish to change them with each run of the scheduler. P511 - Run Control (Vol. 2, I ) This parameter defines the grade(s), school year, term(s) and course requests to be scheduled. It also specifies whether section capacities are to be enforced and if not, the percentage they can be overfilled. SIS USERS MANUAL 26-15

16 Enforce Section Capacity - Y/N If answered Y, the capacity on CMST/CGRP will be honored unless otherwise specified under P513 Run Control. If P513 says to increment the capacities, they will only be incremented by the percent specified on P511. If answered N, classes will overfill as needed to meet the course requests. % to overfill Specify percentage if over-filling of course sections is permitted. Grades - 12, 11, 10, 9, etc. Up to 6 grades may be specified. Grades will be scheduled in order specified from left to right. Year/Terms - enter the scheduling school year, 12 or 1234 (depending on your # of school terms). Make sure you specify correct year and term(s) to be scheduled. Statuses - I-initial request, S-scheduled, M-manually scheduled, R- manually scheduled to resolve conflict, C-conflict not scheduled. Reset Status s are usually set as follows when scheduling courses: RESET STATUS S TO I (Y/N): Y RESET STATUS M TO I (Y/N): N RESET STATUS R TO I (Y/N): N RESET STATUS C TO I (YIN): Y Group Integrity Y/N If answered Y, a student will only be scheduled into group courses if he has requested the group number. If answered N, a student may be scheduled into an individual course belonging to a group by requesting just that individual course number. CPU Time Per Student - 3 recommended Retain previous scheduled terms (Y/N): not available at this time SIS USERS MANUAL 26-16

17 P512 - Tuning Parameters (Vol. 2, I ) This parameter defines the number of passes of the student body the scheduler will make before terminating, and the number of times within a pass it will try to find a schedule for a student. Normally 3 passes and 5 tries are adequate. The more passes you make the longer the scheduler will run. P512 also controls the way course information is displayed on SCHE. Ex: Whether or not terms are compressed and whether unassigned courses are displayed before or after scheduled courses. SIS USERS MANUAL 26-17

18 P513 - Pass Control (Vol. 2, I-5.13-l) For each pass of the scheduler you are making (defined on P512) identify the parameters/rules that are to be enforced. The most restrictions should occur during the first pass. During subsequent passes, you can remove some of the restrictions in order to schedule more students. Only allow partial schedules during the final pass. SIS USERS MANUAL 26-18

19 P514 - Course Sequencing Rules (Vol. 2, I ) This parameter is used to define the order in which specific courses are to be scheduled. i.e. earlier term, not earlier term, same term, not same term, 1 = enforced under P513 pass control, 2 = enforced throughout the run. Pertains to requests within the current scheduling year only. Will not check for prerequisites or corequisites in prior years (COHI). Only those course sequencing rules with corresponding rigidity codes of 1 will be enforced by P513 - Pass Control. A combination of rigidity codes can be entered in order to enforce some course sequencing rules throughout the run, while allowing others to be controlled by P513. SIS USERS MANUAL 26-19

20 P515 - Daily Pattern Constraints (Vol. 2, I ) Define restricted meeting patterns. Use C, S, L or X. The example pattern below will prevent 2 study halls in a row from being scheduled. SIS USERS MANUAL 26-20

21 P516 - Length of Day Constraints (Vol. 2, I ) This parameter defines the number of consecutive periods any one student should attend. This parameter is used only when you offer courses in more periods of the day than the student should be scheduled, for example, if there are courses in 9 periods but students should only have classes for 7 periods - specify 7 here. SIS USERS MANUAL 26-21

22 P517 - Scheduling Constraint Thresholds (Vol. 2, I ) Defines other various scheduling restrictions. Study Load Balance: Maximum variation in Courses Between Terms: Maximum variation in Course Weights Between Terms: These 2 fields help distribute course load evenly across terms. Daily pattern Constraints: Maximum # Days Allowed With Restricted Patterns: Length of Day Constraint: Maximum # Days Allowed With Excessive Day Length: Define only if P108 periods are more than P516 periods. Ethnic Balancing Majority Code: Specify ethnic code defined on P145. The scheduler will balance course sections with 50% ethnic majority, 50% all other ethnic students. For the most part, the scheduler will try to balance the sections anyway. DO NOT specify if this is not required, as it will cause the scheduler to run longer. SIS USERS MANUAL 26-22

23 P518 - Study Load Balance Course Weights (Vol. 2, I ) On this screen define only courses that are more or less difficult than the norm. Default weight for all courses is 10. Use a weight of 20 for more difficult courses and a weight of 5 for less difficult. SIS USERS MANUAL 26-23

24 P519 - Courses Linked By Teacher (Vol. 2, I ) P519 is used to identify courses which are taught by the same teacher in different terms. i.e. If a course is divided into 2 or more terms and has different course numbers in those terms, the courses can be linked by teacher to ensure the student stays with the same teacher throughout the year. TREMENDOUSLY increases-run time!! This situation would be better handled through the use of course groups (CGRP). SIS USERS MANUAL 26-24

25 P520 - Study Hall Assignment (Vol. 2, I ) Assign Study Hall Sections - N MAKE SURE THIS IS SET TO N DURING PRELIMINARY RUNS OF THE SCHEDULER!! SIS USERS MANUAL 26-25

26 P521 Study Hall Grade Levels This parameter is used to define each study hall and the corresponding grade levels that may be assigned to the study hall. Course: Enter an artificial course ID as defined in P501 Artificial Course Codes. Only artificial course codes with a corresponding qualifier of Z may be specified. Grade From/To: Enter a grade rang, as defined in P104 Grades or P140 Alphanumeric Grades, to indicate the grades that may be assigned to the corresponding study hall. SIS USERS MANUAL 26-26

27 26.12 SUBMIT B108 TO ACTIVATE BATCH SCHEDULER B108 schedules student course requests based on the rules defined in P511 - P521. Contact the DA site to grant you access to the B108 batch scheduler. B108 may be processed as many times as is necessary to achieve the best possible scheduling results or until B105 has been processed for the new school year. B108 - Batch Scheduler (Vol. 2, S-4.l- 1) Your only selection on Bl08 is how students are presented to the scheduler within a grade level; Random, Last Name, or Student ID. If last name or ID order is selected, then you must also specify whether to schedule in an ascending or descending order. B108 must run in the night queue. You may not be in the SIS program while it runs. Use MGMT to Display or Print B108 scheduling results the next morning. B113 - Recalculate Class Filling Counts (Vol. 2, S-4.3-1) Specify new school year. Submit immediately following B108. R407 - Class Master Schedule (Vol. 2, S ) Submit to the night queue immediately following B108 and B PRODUCE REPORTS You may produce any reports previously mentioned R401-R411, R422, R423, and R813. Additionally you may produce any of the following reports. R701 - Student Schedule Formatter On the R701 requesting screen PERIOD refers to period of the day, not reporting period. For the R701 format you use in your building please refer to our website: Then click on the link: SIS Formats for Schools Find your school and click on the link. Print it out for the formats/version you use. SIS USERS MANUAL 26-27

28 R413 - Students Scheduled With Alternate Courses (Vol. 2, S ) R413 lists students who have been scheduled with an alternate course request versus a primary request. Office can use to contact students and inform them of their alternate course assignment. R414 - Students Scheduled With Unbalanced Course Loads (Vol. 2, S ) This report will show students with unbalanced course loads caused by uneven distribution of courses between terms or by course weight. R414 may be used by the office to identify/notify these students. R415 - Students Scheduled With Free Time (Vol. 2, S ) R415 lists the number of students with free time (no courses) for specified term and periods. This report may be used to identify students who require further scheduling or for assignment of study halls. R420 - Conflict Resolution Report (Vol. 2, S ) R420 lists students who were unable to be fully scheduled due to conflicts. Gives mini matrix of all courses requested and section availability. This report is rather cumbersome if you have more than 10 or 15 students in conflict R426 - Student Scheduling Analysis Report (Vol. 2. S ) R426 is an alternative to R420. It gives a condensed report of the latest scheduling simulation. A..Available S...Scheduled F...Full R421 - Course Frequency Report (Vol. 2, S ) This report provides a course list by school year and department listing each course section and corresponding filling counts. R424 - Students Scheduled Into 1 Course/Section & Not Another (Vol. 2, S ) R424 generates a list of students who are scheduled into only one of a pair of courses. Up to 7 different course pairs may be specified. R425 - Students Scheduled Into 2 Assigned Courses/Sections (Vol. 2, S ) R425 produces a report of students assigned to one course/section and any one or more of up to 7 other courses. SIS USERS MANUAL 26-28

29 R807 - Section Summary By Report Period (Vol. 2, S ) R807 generates a summary by section of all courses indicating the current filling counts. On R807 you have the option to print only closed, only open or both. R209 Add / Drop Audit Report (Vol. 2, S-3.4-1) R209 generates a list of all CLIS and/or REQU records which have been added or dropped within a specified date range MAKE APPLICABLE CHANGES AND RESUBMIT B108 After running the B108 batch scheduler you can make changes to the master schedule, class groups, scheduling control parameters, existing student course requests, add requests for new students, remove requests for withdrawn students, etc. Then resubmit B108 - Batch Scheduler for processing. Continue making changes, processing reports and running the batch scheduler until a final master schedule is developed to your satisfaction and the majority of your students are scheduled CLEANUP STUDENTS NOT FULLY SCHEDULED Once you have developed your master schedule, it may be necessary to manually resolve some individual student conflicts/unsatisfactory schedules. SCHE - On-Line Scheduler (Vol. 2, S-2.2-l). Use SCHE to add, drop or substitute classes for students with irresolvable conflicts. SCHE can be used later used to schedule walk-ins at the beginning of the school year. SIS USERS MANUAL 26-29

30 26.16 UPDATE STUDY HALL ASSIGNMENT PARAMETERS Study halls should ONLY be assigned AFTER your FINAL simulation of the batch scheduler. R415 - Free Time Report (Vol. 2, S ) Use this report to determine when students have free time during the day. Use this information to determine your study hall sections and meeting times. P501 - Artificial Course Codes (Vol. 2,I-5.1-1) You should have a unique study hall ID defined for each period of the day that a student may be free. (Ex. SH1, SH2, SH3, SH4 etc.) Also enter the text which you wish to appear on the student schedule. (Ex. 1st Period SH, 2nd Period SH, 3rd Period SH. 4th Period SH, etc.) All study halls should have a type code of Z. Leave room type blank unless using B110-Class Master Schedule Builder. CMST - Class Master Schedule (Vol. 2, S-2.3-1) You should have a CMST record for each study hall ID you have defined on P501. (Ex. SH1, SH2, SH3, etc.) SH s may also be defined as part of a group on CGRP. Define each study hall section on CMST listing the term, period, room, teacher, etc. List sections with the greatest meeting times first. (ex. all year most number of days down to fewest days, then 1st semester only most days down to fewest days, then 2nd semester only most days down to fewest days). STUDY HALL SECTIONS CANNOT BE OVERFILLED. One section of the same meeting time is completely filled before going to the next. If you have 2 or more sections of SH for the same exact meeting times, give the 1st sections the exact capacity and give the last section a large enough capacity to handle any overfill. Study hall sections are assigned when the meeting time for the section matches all or part of a students free time. STUDENTS CAN ONLY BE SCHEDULED INTO ONE SECTION OF ANY GIVEN COURSE NUMBER. SIS USERS MANUAL 26-30

31 Below is a CMST SH EXAMPLE for 2 Term School: P520 - Study Hall Assignment Control (Vol. 2, I ) When assigning Study Halls answer assign Study Hall Sections - Y. On P520 you can also list the grade levels for which study halls are to be assigned. P521 - Study Hall Grade Levels (Vol. 2, I ) This parameter defines each study hall and the corresponding grade levels which may be assigned to it. It is required only if specific grade levels have specific SH ID s for assignment through B108. P511 - Run Control (Vol. 2, I ) On P511 change all of the Status Flags on P511 to N as follows RESET STATUS S TO I (Y/N): N RESET STATUS M TO I (YIN): N RESET STATUS R TO I (Y/N): N RESET STATUS C TO I (Y/N): N This will cause the scheduler to fill in any empty periods with a corresponding study hall. No course assignments will be changed. SIS USERS MANUAL 26-31

32 B108 - Batch Scheduler (Vol. 2, S-4.1-1) Run the batch scheduler to assign study hall sections. All previously assigned study hall sections are deleted and reassigned if B108 is rerun for study hall assignment. Study hall sections are assigned only to students with at least one course request. B113 - Recalculate Class Filling Counts (Vol. 2, S-4.3-1) Submit B113 immediately after B108. Specify the new school year RERUN MASTER SCHEDULE REPORTS To reflect the final status of the school s master schedule, rerun: R407 - Class Master Schedule (Vol. 2, S-311-1) R408 - Free Room Report (Vol. 2, S ) R409 - Room Schedule (Vol. 2, S ) R410 - Free Teacher Report (Vol. 2, S ) R411 - Teacher Schedule (Vol. 2, S ) You may also run R411 to produce individual copies of teacher schedules. General comments may be printed by first updating P407. Ex. Staff Meeting August 25th, 9:00 a.m. in the Library. You may create mailing labels for teachers by using either R207 (2 wide labels) or REPO report (1 wide labels). R422 - Timetable Grid (Vol. 2, S ) R427 - Teacher Block Schedule ASSIGNING HOMEROOMS, LOCKERS AND FEES See Chapter 8, ASSIGNING LOCKERS, HOMEROOMS AND FEES for information on assigning Homerooms, Lockers and Fees for the next school year. SIS USERS MANUAL 26-32