Training Guide SCHEDULING

Transcription

1 Training Guide SCHEDULING

2 Copyright 2014 by Texas Computer Cooperative All rights reserved 1314 Hines Avenue San Antonio, TX

3 Scheduling Contents Introduction... 5 Main Menu... 6 Change Campus... 6 Change Application... 6 Exit Application... 7 Online Help... 7 System Requirements and Browser Settings... 7 ADA Compliance... 7 Known Issues... 7 Maintenance... 9 Master Schedule... 9 District... 9 District Control... 9 Courses Campus Campus Control Selection Courses Sections Proxies Instructors tx MyZone Message Student Schedules Scheduling Directory Demo Course Requests Assignment Inquiry Credit Detail Control Number By Individual By Period By Grade Lvl TxEIS 1

4 Scheduling By NY Control # By CY Control # Team Code By Individual By Grade Lvl By NY Team By CY Team Group Course Change Master Schedule Generator Tables Departments Designators Subject Areas Rooms Resource Allocator Meeting Time Parameters Rooms Instructors Inquiry Section Info Study Hall Instr List Room List Crs/Instr Crs/Room Generate Campus Schedule Options Create Mstr Sched Master Sched Sections Instructors Instr Sched Trial Scheduling Load Options Schedule Load Partial Sched Stu Stu Reject List Stu w/ Unsched Proxies TxEIS

5 Scheduling Unmatched Proxy Sec Stu w/ Pre-assigned Master Sched Stu Sched Scheduling Load Options Schedule Load Partial Sched Stu Stu Reject List Stu w/ Unsched Proxies Unmatched Proxy Sec Stu w/ Pre-assigned Master Sched Stu Sched MSALGO Export Process Options Build Place Reports Utilities Utilities Export Student Requests (Unload) Sections (Unload) Import Student Requests (Unload) Sections (Unload) Delete NY Master Schedule District Delete Next Year District Courses Campus Delete Next Year Campus Courses Create NY Master Schedule District TxEIS 3

6 Scheduling Create Next Year District Courses Campus Create Next Year Campus Courses Resource Allocator Record Deletion Resource Allocator Record Creation Reports Scheduling Sorting and Filtering Checklist District and Campus Setup Master Schedule Generator MSALGO Student Scheduling Load TxEIS

7 Scheduling Introduction TxEIS Scheduling allows you to create courses and sections from the current year master schedule and create new information in the next year master schedule. The application provides campuses the flexibility to use various scheduling concepts, including two-semester, foursemester, alternating modified block, and team teaching. Tools are provided for building the next year master schedule. The tools place the course sections in periods with the least number of student conflicts, thereby building the best possible master schedule for scheduling students. An efficient scheduler enables you to produce the best possible student schedules. Scheduling features: Student course requests via the tx MyZone Web application Section restrictions for limiting classes to specific groups or populations A built-in master schedule generator (Resource Allocator) that lets you avoid potential conflicts Efficient scheduling load processing Mass update of control numbers and team codes Comprehensive scheduling reports Scheduling reports: Class and Grade Lists Course Request List Course Tally Request Instructor and Room Utilization Master Schedule Potential Conflict Matrix Schedule of Classes School Roster Student Schedules Too Few/Many Requests And more... TxEIS 5

8 Scheduling MAIN MENU The Scheduling main menu includes the current application version; options to change to a different application, exit the current application, and view online Help; and several menu options to utilize the Scheduling application. CHANGE CAMPUS The Change button allows you to access Scheduling data for another campus. When you click Change, the Campus field becomes enabled, allowing you to select another campus. Click Apply to apply the changes. You can only select campuses to which you have been granted access. CHANGE APPLICATION The Change Application button allows you to open another TxEIS application in a separate browser. 6 TxEIS

9 Scheduling EXIT APPLICATION The Exit Application button allows you to close the Scheduling application. Click Exit Application to close the Scheduling application window. The Application Directory is displayed. ONLINE HELP The TxEIS Student system is constantly changing to meet ongoing state-mandated requirements and the needs of the school districts. With every system change that occurs, the online Help system is immediately updated to reflect the change. Click the Help button in the upper-right corner of the application page for information about the individual fields on the pages. This ensures that you will be accessing the most up-to-date information for every field in the application. SYSTEM REQUIREMENTS AND BROWSER SETTINGS Periodically ensure that your system and browser settings meet the minimum requirements. For information about system requirements and recommended browser settings, see the System Requirements page found on the Contents tab of the online Help system. ADA COMPLIANCE The TxEIS Scheduling application adheres to accessibility standards in order to comply with the American with Disabilities Act (ADA) Section 508. For more information, see the ADA Compatibility page found in the Contents tab of the online Help system under Helpful Tips. KNOWN ISSUES A list of known issues for TxEIS and tx Suite is available on the SharePoint Web site. From the Home tab, select Documents > Releases and Updates > TxEIS to access the Known Issues document. TxEIS 7

10 Scheduling TxEIS

11 Scheduling MASTER SCHEDULE Maintenance DISTRICT DISTRICT CONTROL The District Control tab allows you to set up scheduling options for the district. Maintenance > Master Schedule > District > District Control 1. Under Scheduling Options in the Maximum Scheduling Semesters Allowed field, select the maximum number of semesters for scheduling. Notes: If all campuses in the district will use two-semester scheduling, except the high school will use four- semester scheduling, type or select 4 in the Maximum Scheduling Semesters Allowed field. If all the campuses in the district will use two-semester scheduling, type or select 2 in the Maximum Scheduling Semesters Allowed field. 2. Under Scheduling Options in the Maximum Course Number Length field, select the maximum course number length for scheduling. 3. The School Year field displays the next school year. The field is populated during Move to Grade Reporting and cannot be changed. TxEIS 9

12 Scheduling Click Save to save the information. The district Courses tab allows you to maintain course records in the district master schedule. Maintenance > Master Schedule > District > Courses COURSES 1. In the search drop-down field, select the field by which you want to search for courses. You can search by course number, title, abbreviated name, or service ID. 2. In the search field, type all or part of the search phrase. If you search by course number, title, or service ID, the search retrieves courses that begin with the characters or numbers you typed. For example, if you selected Course Number, type 101 to retrieve all course numbers that start with 101. If you search by abbreviated name, the search retrieves courses that contain the characters you typed. For example, type math to retrieve all abbreviated names that contain the letters math, such as APP MATH. 3. Click Retrieve. The course records are displayed according to your search criteria. Note: Course records are only retrieved if the Grade Reporting current year master schedule was copied to Scheduling. The grid can be re-sorted by clicking on the column heading. 10 TxEIS

13 Scheduling If more courses are retrieved than can be displayed on one page, you can page through the list. If you click for a record in the grid, the data is displayed in the fields below the grid in a free-form format where you can make changes. The default view in the grid is basic course information indicated by => Course Number in the free- form area. You can modify the view in the grid by clicking the Scheduling, Credits, Elem/Misc, PEIMS, and HR/GA headers in the free-form area. For example, if you click PEIMS, the PEIMS information is displayed in the grid after the Course Number default display. The PEIMS header is displayed as => PEIMS indicating that it is the current view. 4. Click +Add to add a course. The fields in the free-form area below the grid are enabled. 5. In the Course Number field, type the four- to eight-digit course number assigned to the course by the district. Uppercase alpha characters are allowed. Any lowercase letters will be converted to uppercase when you click Save. Notes: Only alphanumeric characters are allowed. You may not use special characters in this field. If you are editing an existing record, the Course Number field cannot be updated. 6. In the title field to the right of the Course Number field, type the name of the course. The field can be up to 15 characters and should not contain commas. 7. In the Abbreviated Name field, type the course name that will print on the AAR (SGR2047). The field must be eight characters and is for local courses only. 8. In the Service ID field, press F2 to select the service ID for the course. The field is required. 9. Select Graded Course if the course is graded. The field is selected by default. If the course is nongraded, clear the field. 10. In the Number of Semesters field, type or select the number of semesters of the course. 11. In the Textbook ISBN field, type or select the international standard book number (ISBN) associated with the textbook for the course. The field can be up to ten characters. 12. In the Exclude from txgradebook field, indicate if the course should be excluded from the Attendance or Grades pages in tx Gradebook. 13. Select Self Paced if the course is self paced. Self-paced courses can only be one semester long. Do not select Self Paced for a course that is not one semester. 14. Under Scheduling, add data in the following fields: In the Period Control field, type the period control number, which is the number of class periods per day the course meets multiplied by the number of semesters taught. The period control number is used to check the accuracy of the information entered for course sections and student course requests. The default value is 0. The field can be up to two digits. It is recommended that you update the Period Control field. TxEIS 11

14 Scheduling Example: If a two-semester course has a duration of one period, the period control is 02 (2 semesters x 1 period). If a two-semester course has a duration of two periods, the period control is 04 (2 semesters x 2 periods). In the Department Use field, type the code indicating the academic department with which the course is associated. The field can be up to three characters. The department codes are district-determined and optional. In the Gender Restriction field, if the course is restricted to one gender, type or select the gender. Select Required or Elective to indicate if the course is a required or elective course. The default setting is Required. When the current view is set to Scheduling, the selected option is displayed in the Course Priority column in the grid. Note: The scheduling load attempts to schedule students into their required courses before their elective courses. If a student has a singleton that is a required class, and a singleton that is an elective class, the scheduling load schedules the student into his required singleton class first, and then schedule the student into his elective singleton second. 15. In the Other Categ field, type or select an (optional) additional subject category for which the course will be listed in txmyzone. This category is in addition to the service ID. 16. Under Course Codes and Credits, add data in the following fields: In the Credits field, type the number of academic credits awarded to students who pass the course. The field can be up to two digits. The decimal is inserted automatically. For example, if you type 10, the field displays 1.0. Select Allow Partial Credit if partial credit is awarded to students who fail one or more semesters or are only enrolled in part of the course. The field is selected by default. Note: Partial credit is not allowed for regular one-semester and self-paced courses. If you select the field for one of these courses, a message is displayed indicating that it cannot be done. In the AAR Use field, type or select the code for the academic area in which the course is a requirement. In the Grad Plan Use Cd field, type or select the subject area to which the course should be applied on a graduation plan, if other than the course's service ID type. In the Special Consider fields, type or select the code indicating any special considerations for the course that should be noted. The codes are printed on the AAR. You cannot select the same code for both drop downs. In the Credit Sequence field, type or select the code indicating how credits are awarded. Valid codes: 1 - Full credit is awarded if the final grade and first semester grade are passing. 2 - Full credit is awarded if the final grade and last semester grade are passing. 3 - Full credit is awarded if the final grade and all semester grades are passing. 4 - (Default) Full credit is awarded if the final grade and any semester grades are passing. 12 TxEIS

15 Scheduling In the Credit Level field, type or select the code indicating the campus level at which the course is taken. 17. Under Elem/Misc, add data in the following fields: In the Core Course field, type or select the code indicating the core course type. In the ELA (English language arts) Weight (%) field, type the percentage of the total language arts grade that the grade for the course represents. The field can be up to two digits. In the Auto Grade field, type the default grade that should be assigned to students who have no grade recorded for the course. The field can be alpha or numeric and can be up to three characters. Select Include UIL Eligibility if the course is used in determining six-week eligibility for extracurricular activities. University Interscholastic League (UIL) rules allow certain courses to be exempt in determining six-week eligibility. In the Exam/Semester Pattern field, type or select the code indicating when exam and semester grades are given. 18. Under PEIMS, add data in the following fields: In the CTE Hours field, type the number of Career and Technical Education (CTE) hours associated with the course (i.e., 1-6). The hours are used by the Attendance application to compute CTE contact hours. If this is not a CTE course, leave the field blank. In the Population Served field, type or select the code indicating the student population primarily targeted for the course. TxEIS 13

16 Scheduling In the Instruct Setting field, type the code for the instructional setting used when providing instruction to the students in the course. Or, click to search for the instructional setting code. The Search for Instruct Setting dialog box is displayed. You can search for an instructional setting code by code and/or description. Enter data in one or both of the following fields: In the Instructional Setting field, type all or part of the instructional setting code. The code is two digits. In the Instructional Setting Title field, type all or part of the description. Click Search. The instructional setting codes that meet the criteria entered are displayed. If more instructional setting codes are retrieved than can be displayed on one page, you can page through the list. When you locate the instructional setting code you want to retrieve, click the code. The code is displayed in the field from which you accessed the dialog box. Click Cancel to close the dialog box without selecting an instructional setting code. In the Class Type field, type or select the code indicating the type of class used when providing instruction to the students in the course. 14 TxEIS

17 Scheduling In the Role ID field, type or select the code indicating the capacity in which the instructor serves the students during the course. Note: Role ID 000 (i.e., other) is not used here and is excluded from the drop down. In the Course Sequence field, type or select the code indicating the sequence of the course. The code is not necessarily the actual semester the course is taught. 19. Under HR/GA (honor roll/grade averaging), add data in the following fields: In the Honor Roll Weight field, type the number of times the course is counted in honor roll computation. The field is one digit. Type 0 to exclude the course from honor roll computation. In the Honor Roll Table field, type or select the code indicating the table used to convert the student s course grade in honor roll computations. In the Honor Roll Code field, type or select the code indicating if grades or students should be excluded from honor roll computations. In the GA Table field, type or select the code indicating the table used for grade averaging computations that includes the course. In the GA Weight field, type the number of times the grade for the course is counted in grade averaging calculations. The field is one digit. Type 0 to exclude the course from grade averaging. 20. Click Save to save the information. 21. To edit a course record, click. The data is displayed in the free-form area below the grid allowing you to make changes. Update the fields in the free-form area, and then click Save to save the changes. The changes are displayed in the grid. TxEIS 15

18 Scheduling To delete a course record, click. The row is shaded red to indicate that it will be deleted when the record is saved. Notes: You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved. Courses cannot be deleted if they are selected by a campus or have section records. CAMPUS If you attempt to delete a course that cannot be deleted, a message is displayed, and the course that cannot be deleted is listed. If any course cannot be deleted, none of the courses are deleted. The Campus Control tab allows you to set up scheduling options for a campus. CAMPUS CONTROL Note: The campus control options must be set before you can access the campus master schedule. The Master Schedule > Campus tabs are disabled until this page is updated. A warning message is displayed if campus control options have not been set. Click OK. 16 TxEIS

19 Scheduling Maintenance > Master Schedule > Campus > Campus Control 1. In the Max Sems Allowed field, type or select the number of semesters to be scheduled at the campus for the next school year. 2. In the Low Grade field, type or select the lowest grade level that can be scheduled at the campus. 3. In the High Grade field, type or select the highest grade level that can be scheduled at the campus. 4. Select Schedule Withdrawn Students if students who withdraw from the campus in the current school year should be scheduled for next year. 5. In the Period Begin field, type the first class period that can be scheduled. The field is two digits. 6. In the Period End field, type the last class period that can be scheduled. The field is two digits. 7. The Norm Prd Cntrl field displays the normal period control, which is calculated by multiplying the number of semesters scheduled by the number of periods per day (in which a majority of students will be scheduled). The number is used to flag students whose course requests vary from what is normally expected. 8. Under Scheduling Sequence, use the following fields to indicate the order in which grade levels should be scheduled: Click +Add to add a grade level to the scheduling sequence. A row is displayed in the Scheduling Sequence grid. TxEIS 17

20 Scheduling The Priority field displays the order in which the grade levels are scheduled. Priorities are displayed from highest (i.e., 1) to lowest priority. In the Grade field, type or select the grade level that should be scheduled according to the corresponding Priority field. For example, if you want to schedule 12th grade students first, the Priority field should be set to 1, and the Grade field should be set to 12. To delete a grade level from the sequence, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are cleared from the Scheduling Sequence grid. 9. Under Student Course Requests, use the following fields to set the access status by grade level for the tx MyZone Student Course Requests system. Click +Add to add the access status for a grade level. A blank row is displayed in the Student Course Requests grid. In the Grade field, type or select the grade level that is being assigned access to tx MyZone. Each grade level must be added. In the Status field, type or select the status for the grade level. Select Open if students can submit course requests through tx MyZone. Select Closed if students cannot submit course requests through tx MyZone. Select View if students can only view course requests through tx MyZone. To delete the access status for a grade level, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are cleared from the Student Course Requests grid. The grade levels are sorted in ascending order when the page is saved. 10. Click Save to save the information. The other Master Schedule > Campus tabs are enabled. SELECTION The Selection tab allows you to select district course records for the campus master schedule. The campus master schedule contains all the courses and sections offered at the campus. The campus course records are built by selecting district courses, and the information from the district course record is automatically copied to the campus course record. You must establish the campus course records before you can create campus section records. 18 TxEIS

21 Scheduling Maintenance > Master Schedule > Campus > Selection 1. In the Credit Level field, type or select the credit level for which you want to add course records. For K-12 campuses, the option All is displayed in the drop down. 2. Click Retrieve. Under District Courses to Add, the course records for the district are listed. Courses that have already been selected for the campus master schedule are not listed. Under Campus Courses to Delete, all courses selected for the campus master schedule are listed. The campus courses (displayed on the right) are the only campus courses that can be deleted. These courses do not have any sections assigned. If more courses are retrieved than can be displayed on one page, you can page through the list. 3. To add district courses to the campus course list, select one or more courses under District Courses to Add. Click >>Select>>> to move the selected course(s) from the District Courses to Add list to the Campus Courses to Delete list. Click >>Select All>>> to move all courses in the District Courses to Add list to the Campus Courses to Delete list. This overrides any selected courses. 4. To delete courses from the campus course list, select one or more courses under Campus Courses to Delete. Click <<<Delete<< to move the selected course(s) from the Campus Courses to Delete list to the District Courses to Add list. TxEIS 19

22 Scheduling Click <<<Delete All<< to move all courses in the Campus Courses to Delete list to the District Courses to Add list. This overrides any selected courses. Notes: Only courses that do not have course sections or enrolled students can be removed from the Campus Courses to Delete list. You cannot delete a course that is requested by a student as an alternate. Courses that have been requested by a student at the campus, either as a request or as an alternate request, are displayed in red. You must remove the requests before the courses can be removed from the Campus Courses to Delete list. You cannot delete a course from the campus courses if it is part of a district graduation plan, and at least one student at the campus is assigned to the graduation plan. If the course is part of a district graduation plan, but no students are assigned to the graduation plan, the course can be deleted from the campus courses, but you will first be prompted to confirm that you want to delete the course. 5. Click Reset to revert to the original course lists before saving. Note: The reset function does not reset courses once the lists have been saved. 6. Click Save to save the information. COURSES The Courses tab allows you to maintain course records in the campus master schedule. Data in the campus course records is copied from the district master schedule. You can only update data in the Max Seats, Grade Restriction, Pregrid Grade Restriction, and Options fields. You cannot delete a course from this tab. Courses can be deleted on the Selection tab. 20 TxEIS

23 Scheduling Maintenance > Master Schedule > Campus > Courses 1. In the search drop-down field, select the field by which you want to search for courses. 2. In the search field, type all or part of the search phrase. If you search by course number, title, or service ID, the search retrieves courses that begin with the characters or numbers you typed. For example, if you selected Course Number, type 101 to retrieve all course numbers that start with 101. If you search by abbreviated name, the search retrieves courses that contain the characters you typed. For example, type math to retrieve all abbreviated names that contain the letters math, such as APP MATH. 3. Click Retrieve. The course records are displayed according to your search criteria. The grid can be re-sorted by clicking on the column heading. If more courses are retrieved than can be displayed on one page, you can page through the list. If you click for a record in the grid, the fields are displayed below the grid in a freeform format where you can add or change information. The default view in the grid is basic course information indicated by => Course Number in the free-form area. You can modify the view in the grid by clicking the Options, Scheduling, Crs Codes & Credits, Elem/Misc, PEIMS, and HR/GA headers in the free-form area. For example, if you click PEIMS, only PEIMS information is displayed in the grid. The PEIMS header is displayed as => PEIMS indicating that it is the current view. TxEIS 21

24 Scheduling Courses and credits that are not part of the graduation plan, as indicated by the service ID, are indicated with the red exclamation mark icon. 4. In the Max Seats field, type the number of seats available in the classroom. 5. In the Grade Restriction field, if there are grade level restrictions for the course, select the lowest grade level allowed for the course. In the + field next to the Grade Restriction field, type the number of additional grade levels that are eligible to take the course. The field is one digit. For example, if the course is for students in 7th and 8th grades, select 07 in the Grade Restriction field, and type 1 in the + field. 6. In the Pregrid Grade Restriction field, if there are grade level restrictions that restrict the course from being displayed in tx MyZone and SCH tx MyZone Course List, select the lowest grade level allowed for the course. In the + field next to the Pregrid Grade Restriction field, type the number of additional grade levels that are eligible to take the course. The field is one digit. When students access tx MyZone, the course is only displayed in the subject area for students in the grade levels indicated. For example, if the course is for students in 7th and 8th grades, select 07 in the Pregrid Grade Restriction field, and type 1 in the + field. Notes: Only students in these grade levels will have this course displayed in tx MyZone. If the Pregrid Grade Restriction field is set to EX, any characters typed in the + field are cleared when you click Save. 7. Select Under Options, add data in the following fields: Select Exclude from Conflict Matrix if the course should be excluded from the conflict matrix reports or from the Maintenance > Master Schedule Generator > Resource Allocator > Section Info tab. A course that is not excluded from the conflict matrix will be included in the MSALGO export. In the Can Split Option field, type Y (yes) or N (no) to indicate if the course is split in different semesters (i.e., assign a student a full year course with different course sections for first and second semesters). Blank is interpreted as N. If the field is set to Y, the scheduler will determine which section the student will attend each semester; it is not necessarily the same section each semester. Note: The scheduling load does not include this option at this time. This functionality will be added to the scheduling load in a future release of the software. In the Report Card Grade Type field, select the type of grades that should appear on the report cards for the course. The field is used by tx Gradebook when determining the working cycle average. The options are stored in the cr_crs_offered_cyr table as follows: Notes: Numeric - If the field is left blank, it is set to Numeric. A = A, B, C, D, F E = E, S, N, U P = Pass/Fail 22 TxEIS

25 Scheduling You cannot select E, S, N, U if Credit Level = E, Core Course = L, M, S, or X, and the elementary core grade conversion table is set to A, B, C, D, or F. You cannot select A, B, C, D, F if Credit Level = E, Core Course = blank or Z, and the elementary noncore grade conversion table is set to E, S, N, or U. You cannot select Pass/Fail if Credit Level = E. You cannot select E, S, N, U or A, B, C, D, F if Credit Level = H. An error message is displayed if there is no match. Select Exclude from Stu Crs Request if the course should be excluded from tx MyZone and SCH tx MyZone Course List. 8. Click Save to save the information. 9. To edit a course record, click. The data is displayed in the free-form area below the grid allowing you to make changes. Update the fields in the free-form area, and then click Save to save the changes. The changes are displayed in the grid. SECTIONS The Sections tab allows you to add or edit section records in the campus master schedule. TxEIS 23

26 Scheduling Maintenance > Master Schedule > Campus > Sections 1. In the search drop-down field, select the field by which you want to search for courses. You can search by course number or title. 2. In the search field, type all or part of the search phrase. If you search by course number, title, or service ID, the search retrieves courses that begin with the characters or numbers you typed. For example, if you selected Course Number, type 101 to retrieve all course numbers that start with 101. If you search by abbreviated name, the search retrieves courses that contain the characters you typed. For example, type math to retrieve all abbreviated names that contain the letters math, such as APP MATH. 3. Click Retrieve. The course records that have sections are displayed according to your search criteria. Note: New courses do not have sections. They are not displayed in the grid. The grid can be re-sorted by clicking on the column heading. If more courses are retrieved than can be displayed on one page, you can page through the list. If you click for a record in the grid, the data is displayed in the fields below the grid in a free-form format where you can make changes in some fields. The default view in the grid is basic course information indicated by => Course Number in the free-form area. 24 TxEIS

27 Scheduling You can modify the view in the grid by clicking the Restrictions, Course Codes and Credits, and PEIMS headers in the free-form area. For example, if you click PEIMS, only PEIMS information is displayed in the grid. The PEIMS header is displayed as => PEIMS indicating that it is the current view. 4. Click +Add to add a section to a campus course. The fields in the free-form area below the grid are enabled. 5. In the Course Number field, press F2 or click to select the course. The Search for a Course Number dialog box is displayed. You can search for the course by course number or course title. Enter data in one or both of the following fields: In the Course Number field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters. In the Title field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters. Click Search. The courses that meet the criteria are displayed. TxEIS 25

28 Scheduling If more courses are retrieved than can be displayed on one page, you can page through the list. When you locate the course you want to retrieve, click the course number. The course number is displayed in the field from which you accessed the dialog box. Click Cancel to close the dialog box without selecting a course. 6. Select Multi Svc Ind if the instructor of the course must perform more than one service during the class. The field has been removed from the PEIMS submission. 7. In the Section field, type the section number you want to add. The section must be two digits and must be unique for the course. The campus information for the course is displayed. 8. In the Max Seats field, type the maximum number of seats available in the classroom. The field can be up to three digits. 9. In the Non-Campus Based field, type or select the code indicating if the course is not taught at the campus (e.g., college campus-based and Internet-based courses). The field is disabled for years prior to In the Distance Learning field, type or select the code indicating if the course is taken through distance learning technology at least 50% of the time. 11. Select Include UIL Eligibility if the course is used in determining six-week eligibility for extracurricular activities. University Interscholastic League (UIL) rules allow some courses to be exempt in determining six-week eligibility. 12. Under Restrictions, add data in the following fields: In the Type Restriction field, select the code indicating if the restrictions always apply (i.e., fixed) or can be overridden (i.e., selectable) by the user. This field applies to the other section restrictions in this tab. In the Team Code field, select the team code if you want to restrict section membership to a certain group or team of students. In the Gender Restriction field, select the gender if the section is restricted to one gender. In the Grade Restriction field, select the lowest allowable grade level for the course if there are grade level restrictions for the section. In the + field next to the Grade Restriction field, type the number of additional grade levels that are eligible to take the course. The field is one digit. For example, if the course is for students in 7th and 8th grades, select 07 in the Grade Restriction field, and type 1 in the + field. 13. Under Course Codes and Credits, add data in the following fields: In the Dual Credit field, type or select the code indicating if students are eligible to receive both high school and college credit for the course. In the Advanced Tech Credit field, type or select the code indicating if this is a high school course for which college credit may be awarded by a post-secondary institution under a local articulation agreement or the statewide Advanced Technical Credit (ATC) program agreement. 26 TxEIS

29 Scheduling Notes: A course can be reported as either dual credit or ATC, but not both. For ATC courses, one of the Special Consider fields should be set to A, which indicates on the AAR that it is an articulated course. When the student graduates and attends a college in the statewide, articulated course network, he can receive credit for the course. In the AAR Use field, type or select the code indicating the academic area in which the course is a requirement. In the Grad Plan Use Cd field, type or select the subject area to which the course should be applied on a graduation plan, if other than the course's service ID type. In the Special Consider fields, type or select the codes indicating special considerations for the course. The codes cannot be the same for both fields. The codes are printed on the AAR (SGR2047). In the College Credit Hrs Sem fields, for each semester (up to four semesters), type the number of college credit hours the student will earn for the course. Valid values are 0-5. Values greater than 0 are only valid if the Dual Crdt CD field is set to 1. If the Dual Crdt CD field is set to 1, you must enter a value in at least one of the College Credit Hrs fields. 14. Under PEIMS, add data in the following fields: In the Population Served field, type or select the code indicating the student population primarily targeted for the course. TxEIS 27

30 Scheduling In the Instruct Setting field, press F2 or click to select the setting used when providing instruction to the students in the course section. The Search for Instruct Setting dialog box is displayed. You can search for an instructional setting code by code and/or description. Enter data in one or both of the following fields: In the Instructional Setting field, type all or part of the instructional setting code. The code is two digits. In the Description field, type all or part of the description. Click Search. The instructional setting codes that meet the criteria entered are displayed. If more instructional setting codes are retrieved than can be displayed on one page, you can page through the list. When you locate the instructional setting code you want to retrieve, click the code. The code is displayed in the field from which you accessed the dialog box. Click Cancel to close the dialog box without selecting an instructional setting code. 28 TxEIS

31 Scheduling In the Class Type field, type or select the code indicating the type of class used when providing instruction to students in the course section. In the Role ID field, type or select the code indicating the capacity in which the instructor serves the students during the course section. In the Course Sequence field, type or select the code indicating the sequence of the course, which is not necessarily the actual semester the course is taught. In the Weeks/Month field, type or select the code indicating the weeks of the month the section meets. 15. Under District Information, the following fields from the district master schedule are displayed: Course Sequence Instruct Setting Population Served Role ID Number Semesters Exam/Semester Pattern AAR Use Grad Plan Use Cd Special Consider Include UIL Eligibility Gender Restriction Self Paced Class Type 16. Under Campus Information, the Grade Restriction fields from the Campus > Courses tab are displayed. 17. To add a meeting time for the section, click +Add in the lower grid. A blank row is displayed in the grid. Note: You must set up at least one meeting time for each section. The Meeting field displays sequential numbers for each meeting time you add. In the Sem field, type or select the code indicating the semesters the class meets. In the Days field, type or select the code indicating the days the class meets. In the Prd Beg and Prd End fields, indicate the periods when the class begins and ends. In the Time Begin and Time End fields, type the times when the class begins and ends. Use the HH:MM A format, where HH is the hour, MM is the minutes, and A is a.m. or p.m. In the Lock field, type the code indicating if there is a lunch break after the scheduled class meeting. The code is one character. TxEIS 29

32 Scheduling In the Room field, type the room number in which the class meets. The room can be up to four characters. In the Instr ID field, press F2 or click to select the instructor for the class. The instructor s name is displayed in the Instructor field. The Search for Instructor ID dialog box is displayed. You can search for an instructor by ID and name. In the Instructor ID field, type all or part of the instructor ID. For example, you can type 1 to find all instructors whose instructor ID begins with 1. You can type up to three digits. In the Instructor Name field, type all or part of the instructor s last name. For example, you can type ma to find all instructors whose last name begins with Ma. You can type up to 50 characters. Click Search. The instructors who meet the criteria are displayed. If more instructors are retrieved than can be displayed on one page, you can page through the list. 30 TxEIS

33 Scheduling When you locate the instructor you want to retrieve, click the instructor ID. The instructor s information is displayed on the page from which you accessed the directory. Click Cancel to close the dialog box without selecting an instructor. In the Class Role field, type or select the code indicating the role served by a teacher for the class. Notes: For campus-based courses (i.e., the Non-Campus Based field is set to 00), the following applies: At least one meeting time record with the Class Role field set to 01 is required. If a course has multiple meeting times, and there is a meeting time period with the Class Role field not set to 01, there must also be a matching meeting time period with the Class Role field set to 01. For noncampus-based courses (i.e., the Non-Campus Based field is not set to 00), only one class role of 01 is allowed. The Class Role field is disabled for years prior to To delete a meeting time, click. A message is displayed asking if you want to delete the section meeting. Click Yes to delete the meeting time. Otherwise, click No. 18. Click Save to save the information. 19. The Scheduled field displays the number of students scheduled for the course and the remaining seats for the course. For example, if the course has a maximum of 50 seats, and 20 students are scheduled, 20/30 is displayed. TxEIS 31

34 Scheduling To edit a course record, click. The data is displayed in the free-form area below the grid allowing you to make changes. Update the fields in the free-form area, and then click Save to save the changes. The changes are displayed in the grid. 21. To delete a course section, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved. PROXIES The Proxies tab allows you to set up normal, match, and control proxies. A proxy is a group of courses that the system treats as a special type of course record. A proxy contains the ID numbers of courses that are frequently requested by students as a group. When student course requests are entered, the proxy is entered instead of the individual courses. Normal proxies allow you to quickly assign a group of courses to the student. The students are scheduled into the courses during the scheduling load. Add the normal proxy number for the student, and when you click Save, the group of courses are added as requests; the proxy number is not part of the student requests. 32 TxEIS

35 Scheduling Match proxies are used to match two courses when you want one course taken half of the school year and the other course taken the other half of the school year. Match proxies allow you to schedule a student into courses with the same section numbers for each course. The match proxy number assigned to the student ensures that he will have the matched courses the same period of the day. Match proxies are used to ensure that students are scheduled into two one-semester courses in different semesters in the same period of the day. Before running a scheduling load, sections must be built for each course using matching section numbers and the same period of the day, but opposite semesters. Example: Course Section Semester Course Section Semester Government 01 1 Economics 01 2 Government 02 1 Economics 02 2 Government 03 2 Economics 03 1 If you are using the Maintenance > Master Schedule Generator > Generate Campus Schedule page, the courses contained in the match proxy are generated with matching periods of the day for each section created. For match proxies, you have the option of selecting additional fields: Include in Conflict Matrix, Exclude from Stu Crs Requests, Pregrid Restriction, and Grade Restriction. Control proxies allow you to schedule students into specific courses identified by the course and section numbers of the proxy. Control proxies are used to schedule students manually. TxEIS 33

36 Scheduling Maintenance > Master Schedule > Campus > Proxies 1. Click Retrieve. The existing proxies are displayed. The grid can be re-sorted by clicking on the column heading. If more courses are retrieved than can be displayed on one page, you can page through the list. If you click for a record in the grid, the fields are displayed below the grid in a freeform format where you can add or change information. 2. Click +Add (in the top grid) to add a new proxy. The fields in the free-form area below the grid are enabled. 3. In the Proxy field, type the proxy number that identifies the proxy. The field is four digits. The number cannot be the same as a valid course number. 4. In the Title field, type the description of the proxy. The field can be up to 15 characters. 5. In the Type field, select the type of proxy you want to add: Normal, Match, or Control. The fields displayed depend on the type of proxy you select. If you select Normal or Control, the following fields are displayed: In the Pregrid Restriction field, select the lowest grade level for which the proxy should be displayed in tx MyZone. In the + field next to the Pregrid Restriction field, select the number of additional grade levels for which you want the proxy to display in tx MyZone. For example, if the proxy is for students in 7th and 8th grades, select 07 in the Pregrid Restriction field, and type 1 in the + field. Note: Only students in these grade levels will have this proxy displayed in tx MyZone. 34 TxEIS

37 Scheduling If you select Match, the following fields are displayed: Select Include in Conflict Matrix if you want to include the proxy in the conflict matrix report. Select Exclude from Stu Crs Requests if you want to exclude the proxy from the tx MyZone Student Course Requests system. In the Pregrid Restriction field, select the lowest grade level for which the proxy should be displayed in tx MyZone. In the + field next to the Pregrid Restriction field, select the number of additional grade levels for which you want the proxy to display in tx MyZone. For example, if the proxy is for students in 7th and 8th grades, select 07 in the Pregrid Restriction field, and type 1 in the + field. Note: Only students in these grade levels will have this proxy displayed in tx MyZone. In the Grade Restriction field, select the lowest grade level for which the proxy can be added to the students course requests. In the + field next to the Grade Restriction field, select the number of additional grade levels for which you want the proxy to be added to students course requests. For example, if the proxy is for students in 7th and 8th grades, select 07 in the Grade Restriction field, and type 1 in the + field. You will not be able to add the match proxy for students who fall outside of this grade level range. Click View to view and print the common sections of courses assigned to the proxy number. This button is only available for match proxies. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. 6. To add courses to the proxy, click +Add in the lower grid. A blank row is displayed in the grid. For each course, add the following data: Note: Each proxy must contain at least two courses. TxEIS 35

38 Scheduling In the Course field, press F2 or click to select the course. The Search for Course dialog box is displayed. You can search for the course by course number or course title. Enter data in one or both of the following fields: In the Course field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters. In the Title field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters. Click Search. The courses that meet the criteria are displayed. If more courses are retrieved than can be displayed on one page, you can page through the list. When you locate the course you want to retrieve, click the course number. The course number is displayed in the field from which you accessed the dialog box. Click Cancel to close the dialog box without selecting a course. If you are adding a course for a control proxy, the Sec and Sem fields are also displayed. 36 TxEIS

39 Scheduling In the Sec field, type or select the section of the course to add to the control proxy. The Sem field displays the semester for the selected section. Continue adding courses to the proxy as needed. To delete a course from the proxy (from the lower grid), click. The course is deleted from the grid. 7. Click Save to save the information. 8. To delete a proxy (from the top grid), click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved. INSTRUCTORS The Instructors tab allows you to enter schedule information for instructors in the campus master schedule. Maintenance > Master Schedule > Campus > Instructors Existing instructors are displayed in order by instructor ID. If more courses are retrieved than can be displayed on one page, you can page through the list. 1. Click +Add to add an instructor. The fields in the free-form area below the grid are enabled. TxEIS 37

40 Scheduling In the Instr ID field, type the number of the instructor to add to the campus master schedule. The field must be three digits. 3. In the Staff ID field, do one of the following depending on how the district has established Student Applications Staff ID (this can be viewed in Registration > Maintenance > District Profile > District Information > District Maintenance > Control Info): If the Staff ID is still set to SSN, type the instructor s social security number. If the Staff ID is set to Employee Number, but the employee demographics table does not exist in the Human Resources application, type the instructor s employee number. If the Staff ID is set to Employee Number, and the employee demographics table contains employee number information, you must click to select an instructor's employee number. Note: If you change a staff ID on this page, the staff ID will be changed across all applications and campuses. Principal/counselors who are also instructors will only have one staff ID. 4. In the Home Room field, type the instructor s home room number. The field can be up to four characters. 5. In the Name fields, type the instructor s first, middle, and last name. Select the generation code if applicable. The first name can be up to 17 characters. The middle name can be up to 14 characters. The last name can be up to 25 characters. 6. Under Maximum Values, add data in the following fields: Note: The Resource Allocator Record Creation utility can update the instructors maximum values all at once. The Master Schedule Generator uses these values to determine how many sections, etc. to assign a teacher. Since these values, if they are too small, could keep an instructor from being assigned a class, a safe value to use for the maximum values is 99. The following defines the instructor maximum values fields. In the Study Halls/Day field, type the maximum number of study halls per day that can be assigned to the instructor. The field can be up to two digits. In the Periods/Day field, type the maximum number of periods per day the instructor can teach. The field can be up to two digits. Type 0 or leave blank if the instructor is not assigned to any classes. In the Sections/Sem field, type the maximum number of sections per semester that can be assigned to the instructor. The field can be up to two digits. Type 0 or leave blank if the instructor is not assigned to any classes. In the Preps/Sem field, type the maximum number of unique courses (preparations) per semester that can be assigned the instructor. Unique courses usually require the instructor to do a separate preparation. The field can be up to two digits. Type 0 or leave blank if the instructor is not assigned to any classes. In the Contact Periods/Year field, type the maximum total contact periods the instructor can be assigned for the year. The field can be up to four digits. Type 0 or leave blank if the instructor is not assigned to any classes. 38 TxEIS

41 Scheduling A contact period is defined as a single class on a single day during one semester. Total contact periods = semesters x days x periods 7. Under Restrictions, add data in the following fields: In the Department field, type the code indicating the academic department with which the instructor is associated. Departments are set up on the Maintenance > Master Schedule Generator > Tables page. The field can be up to three characters. In the Subject Area field, type the code indicating the academic area with which the instructor is associated. Subject areas are set up on the Maintenance > Master Schedule Generator > Tables page. The field is one character. In the Rsrvd Room field, type the room number for the instructor s reserved classroom. If used, the teacher is assigned only to this room. Rooms are set up on the Maintenance > Master Schedule Generator > Tables page. The field can be up to four characters. 8. Under Designators, three fields allow you to designate rooms according to certain criteria, characteristics, or equipment (e.g., C = computers available). The code can also can be used to designate teachers according to certain skills or characteristics (e.g., S = sign language). Designators are set up on the Maintenance > Master Schedule Generator > Tables > Designators tab. The fields are one character. 9. Under Elementary, add data in the following fields: In the Grade field, type the grade level the instructor teaches. The field can be up to two characters. In the Section field, type the section the instructor teaches. The field is two digits. 10. Select Exclude from PEIMS if you want to exclude the instructor from PEIMS reporting. If blank, the instructor is extracted for PEIMS reporting. 11. Click Save to save the information. The information is added to the grid. 12. To edit an instructor record, click. The data is displayed in the free-form area below the grid allowing you to make changes. TxEIS 39

42 Scheduling Update the fields in the free-form area below the grid, and then click Save to save the changes. The changes are displayed in the grid. 13. To delete an instructor record, click. The row is shaded red to indicate that it will be deleted when the record is saved. Notes: You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. You cannot delete an instructor who is assigned to a section. You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved. 14. Click Schedule to view the instructor s schedule. A report of the instructor s schedule is displayed. 40 TxEIS

43 Scheduling Note: If the campus section information does not exist, the district information is used and displayed in bold type. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. TX MYZONE MESSAGE The tx MyZone Message tab allows you to type instructions to assist students who are using the tx MyZone Student Course Requests system. The instructions are displayed in the Campus Message dialog box, which is displayed as soon as the student logs on to tx MyZone. Maintenance > Master Schedule > Campus > txmyzone Message 1. In the Student Course Request System Instructions text box, type the instructions. TxEIS 41

44 Scheduling The message can have up to 3270 characters. If you type more than 3270 characters, the message will be truncated in tx MyZone. 2. Click Save to save the information. STUDENT SCHEDULES SCHEDULING DIRECTORY The Students Selection page (or Directory) is used to retrieve records for students in Attendance if you do not know the student ID. The page is accessed from the Attendance maintenance pages. 42 TxEIS

45 Scheduling Note: If you are viewing data for a prior school year and you have been granted historical readonly access in Security Administration, the data is read-only. 1. To view a student s records, select the student in one of the following ways: In the Student ID field, type the student ID. Leading zeros are not required. In the Student Name autosuggest field, begin typing the student s name in one of the following formats: Last name, comma, first name Last name initial, comma, first name initial As you begin typing the name, a drop-down list displays students whose names match the letters you have typed. The drop-down list also displays student IDs. From the dropdown list you can select the student. If you do not know the student ID, click Directory to select a student from the directory. 2. Click Retrieve. The student s record status, current and next year grade levels, control number, and team are displayed. Note: In the Grade field, the student s current year grade level is displayed followed by his next year grade level in parentheses. For 12th grade students who are not being retained next year, a message is displayed indicating that the student is not scheduled next year. For students with a PEIMS year-end-status code of 2, 10, or 15, the current year and next year grade levels are the same. TxEIS 43

46 Scheduling The Medical Alert! button is displayed if a medical warning exists for the student and the Consent to Display Alert is selected on the Health > Maintenance > Student Health > Emergency tab. Click Medical Alert! to view the student s medical alert information. DEMO The Demo tab displays current year demographic data for the retrieved student. Maintenance > Student Schedules > Demo 1. The following demographic data fields are displayed for the student: Social security number (the first five digits are masked; only the last four digits are visible.) Sex Date of Birth Original Entry Date Grade Age - calculated using the system date Withdrawal Date Hispanic/Latino and race 2. The student s status (i.e., Active or Withdrawn) is displayed in bold, italic type. If the student is withdrawn, the Withdrawal Date field displays the date. 3. The Status field indicates the student s enrollment status at the campus (e.g., 1 - Currently enrolled at the campus) and is displayed in bold, italic type. The message "Student not promoted" is displayed for students who have a year-end-status code of 21 or TxEIS

47 Scheduling COURSE REQUESTS The Course Requests tab allows you to create and adjust a student s course requests. You can also view the courses assigned to the student. Maintenance > Student Schedules > Course Requests 1. Click +Add to add a course request for the student. A blank row is displayed in the grid. TxEIS 45

48 Scheduling In the Course field, press F2 or click to select the course. The Search for Course dialog box is displayed. You can search for the course by course number or course title. Enter data in one or both of the following fields: In the Course field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters. In the Title field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters. Click Search. The courses that meet the criteria are displayed. 46 TxEIS

49 Scheduling If more courses are retrieved than can be displayed on one page, you can page through the list. When you locate the course you want to retrieve, click the course number. The course number is displayed in the field from which you accessed the dialog box. Click Cancel to close the dialog box without selecting a course. The course name is displayed under Title. The Status field displays "Requested." 2. In the Section field, select the section for the course. If you select a section, the student is prescheduled or assigned, and you must select a semester. 3. In the Sem field, select the semester in which the course is taught. The Status field is changed to display "Assigned." 4. The Num Sem field displays the number of semesters of the course requested and the number of semesters the course is actually taught. For example, if a course has a semester code of 3 (i.e., taught semesters 1 and 2), and the student requested semester 1 of the course, the field displays 1/2 (the student requested one semester of a two-semester course). 5. The Status field indicates if the course section is requested or assigned. When you first add a course, the field displays "Requested." If you select a section and semester for the course, the field is changed to display "Assigned." 6. The Prd Cntrl (period control) field displays the number of periods the course is taught times the number of semesters the course is taught. The value comes from the Maintenance > Master Schedule > District > Courses tab. Note: If the student is not taking all of the semesters the course is taught, the period control from the Master Schedule > District > Courses tab is recalculated according to the number of semesters the student is taking of the number of semesters the course is taught. 7. In the Alt Course fields, type or click to select an alternate course. The course title is displayed in the Title field. The student can select up to three alternate courses per course request in tx MyZone. The counselor or scheduling administrator can delete, change, or add up to three alternate courses per course request. A student cannot edit alternate courses assigned by a counselor or scheduling administrator. Alternate course requests submitted through tx MyZone are immediately visible in TxEIS, and vice versa. The scheduling load attempts to substitute alternate courses based on the field order (i.e., 1st, 2nd, and 3rd Alt Course) in which they are entered. 8. The Sem1 Prd Cntrl and Sem2 Prd Cntrl fields indicate how much of the period control is in each semester. For example, if a two-semester course is taught period (i.e., it is a one-period course), the period control is 02, and the course has one period each semester. One period is taught TxEIS 47

50 Scheduling semester 1 (the Sem1 Prd Cntrl field is 01), and one period is taught semester 2 (the Sem2 Prd Cntrl field is 01). The Sem1 Prd Cntrl field + the Sem2 Prd Cntrl field = the Prd Cntrl field. 9. In the Grad Plan Use Cd field, select the subject area to which the course should be applied to on the student s graduation plan, if other than the course s assigned service ID type. Note: The Grad Plan Code field is automatically populated when a student s graduation plan courses are moved to course requests; however, the codes can updated or deleted as needed. 10. The Requested By field indicates if the course was requested by the student s graduation plan or by the student using the tx MyZone Student Course Requests system. The field is read-only. 11. Slf Pcd is selected if the course is self paced. The field is read-only. 12. Click Save to save the information. 13. The Totals section displays the following totals for the student s requested courses: Prd Ctrl (period control) is the number of periods times the number of semesters. The values come from the Maintenance > Master Schedule > District > Courses tab. The Sem1 and Sem2 fields indicate how much of the period control is in each semester. 14. To delete a course from the student s course requests, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple courses to be deleted at the same time. Click Save. The selected records are deleted. Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved. ASSIGNMENT INQUIRY The Assignment Inquiry tab displays a student s course assignments. Maintenance > Student Schedules > Assignment Inquiry 1. The student s schedules for semesters 1 and 2 are displayed. If the campus has more than two semesters, the schedules for semesters 3 and 4 can also be displayed. 48 TxEIS

51 Scheduling The following information is displayed for the schedule: Course Section Period Title Self-paced indicator Instructor Room number CREDIT DETAIL The Credit Detail tab displays the student s detailed graduation plan information, including total credits needed, credits earned, courses/credits in progress, requested/scheduled courses/credits, and planned courses/credits. The specific courses, service IDs, school years, and grades are also displayed. This is the same information displayed in Graduation Plan on the Maintenance > Student > Individual Maintenance > Credit Detail tab. Maintenance > Student Schedules > Credit Detail Notes: The column headings are fixed so they remain visible as you scroll down to view more data. You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order. Courses and credits that are not part of the graduation plan, as indicated by the service ID, are indicated with the red exclamation mark icon. 1. Under Subject Area, the subject areas covered by the graduation plan assigned to the student are listed. Below each subject, the specific courses taken by the student are listed. TxEIS 49

52 Scheduling The same course may be listed twice if the student took it twice (i.e., failed or did not receive credit the first time). 2. Under Service ID, the service ID for each course is displayed. 3. Under School Year, the school year in which the student took the course is displayed. 4. Under Credits Needed, the total number of credits required for the subject area is displayed on the Total row for the subject area. 5. Under Credits Earned, if the student has earned credit for the course, the number of credits is displayed by school year. The total credits earned for the subject area is displayed on the subject Total row. 6. Under Semester # Grade, the student s semester grade for each course is displayed by school year. 7. Under Final Grade, if a final grade has been posted for the course, the final grade is displayed by school year. 8. Under Credits in Progress, the number of credits the student will earn upon completing each course in which the student is currently enrolled is displayed. The total credits in progress for the subject area are displayed on the subject Total row. 9. Under Credits Scheduled/Requested, the number of credits the student has scheduled or requested for the upcoming school year is displayed. These courses have not yet been attempted. The total credits scheduled and requested for the subject area is displayed on the subject Total row. 10. Under Remaining Plan Credits, the total number of credits included in future years of the student s graduation plan for the subject area is displayed on the subject Total row. 11. Credits Lacking takes into account the credits earned, in progress, and scheduled/requested, and remaining plan credits, and compares them to the credits required for the plan. Any difference is indicated. If all required credits have been accounted for in the subject area, a zero is displayed. Otherwise, the number is displayed and highlighted in red. 50 TxEIS

53 Scheduling CONTROL NUMBER BY INDIVIDUAL The By Individual tab allows you to assign or change the next year control number for one or more students. Maintenance > Control Number > By Individual TxEIS 51

54 Scheduling In the Instr ID field, press F2 or click to select the instructor s ID (i.e., control number). The instructor s name is displayed. The Search for Instructor ID dialog box is displayed. You can search for an instructor by ID and name. In the Instructor ID field, type all or part of the instructor ID. For example, you can type 1 to find all instructors whose instructor ID begins with 1. You can type up to three digits. In the Instructor Name field, type all or part of the instructor s last name. For example, you can type ma to find all instructors whose last name begins with Ma. You can type up to 50 characters. Click Search. The instructors who meet the criteria are displayed. If more instructors are retrieved than can be displayed on one page, you can page through the list. When you locate the instructor you want to retrieve, click the instructor ID. The instructor s information is displayed on the page from which you accessed the directory. Click Cancel to close the dialog box without selecting an instructor. 52 TxEIS

55 Scheduling 2. In the Stu ID field, press F2 or click to select the student whose control number you want to change. The student selection dialog box is displayed. You can conduct a name search by last and/or first name. Other options allow you to narrow the search further. Enter data in one or more of the following fields: In the Last Name field, type all or part of the student s last name. For example, you can type Jo to find all students whose last name begins with Jo. You can type up to 25 characters. In the First Name field, type all or part of the student s first name. For example, you can type Sa to find all students whose first name begins with Sa. You can type up to 17 characters. The Campus ID field displays the campus ID to which you are logged on. If necessary, select another campus ID for which you have access. In the Grade Level field, type a grade level to narrow the search to one grade level. The field can be two characters. The Active Code field indicates the status of the student records. The field displays 1 (Active) by default. If necessary, you can type another code. The field is one digit. Click Retrieve. The students who meet the criteria are displayed. If more students are retrieved than can be displayed on one page, you can page through the list. When you locate the student you want to retrieve, click the student ID. The student s information is displayed on the page from which you accessed the dialog box. Click Cancel to close the dialog box without selecting a student. 3. Click +Add to select another student. A blank row is displayed in the grid. TxEIS 53

56 Scheduling Click Save to save the changes. The new control number is assigned to the selected students. It is displayed in the NY Cntrl # field. 5. To clear the student from the page, click. The student is removed from the list; however, the record is not deleted if it was saved. 6. To clear all students from the page, click Clear. The students are removed from the list; however, the records are not deleted if they were saved. BY PERIOD The By Period tab allows you to change the control number for a group of students by period. For the selected students, the next year control number is changed to match the instructor ID associated with the student s course during the selected period and semester. Maintenance > Control Number > By Period 1. In the Semester field, select the semester. 2. In the NY Grade field, select the next year grade level of the students. Select All for all grade levels. A list of students whose next year grade level is set to this grade level is displayed. The list can be re-sorted by clicking on a column heading. If more students are retrieved than can be displayed on one page, you can page through the list. 3. In the Period field, select the period in which the students meet. A list of students who meet the criteria is displayed. 4. Select Update for the students whose control number you want to change. Select Select All to select all students. If there are multiple pages of students, the students are selected across all pages. Clear Select All to unselect all selected students. If there are multiple pages of students, the students are unselected across all pages. To unselect several individual students, clear the Update field for the individual students. Changes are retained across all pages. 5. Click Save to save the changes. The next year control number is changed to the instructor ID associated with the period. It is displayed in the NY Cntrl# field. 54 TxEIS

57 Scheduling BY GRADE LVL The By Grade Lvl tab allows you to change the next year control number for a group of students by grade level. Maintenance > Control Number > By Grade Lvl 1. In the Instr ID field, press F2 or click to select the instructor s ID (i.e., control number). This is the control number to which all selected students will be changed. The Search for Instructor ID dialog box is displayed. TxEIS 55

58 Scheduling You can search for an instructor by ID and name. In the Instructor ID field, type all or part of the instructor ID. For example, you can type 1 to find all instructors whose instructor ID begins with 1. You can type up to three digits. In the Instructor Name field, type all or part of the instructor s last name. For example, you can type ma to find all instructors whose last name begins with Ma. You can type up to 50 characters. Click Search. The instructors who meet the criteria are displayed. If more instructors are retrieved than can be displayed on one page, you can page through the list. When you locate the instructor you want to retrieve, click the instructor ID. The instructor s information is displayed on the page from which you accessed the directory. Click Cancel to close the dialog box without selecting an instructor. 2. In the NY Grade field, type the next year grade level of the students. Type All for all grade levels. A list of students who will be in this grade level next year is displayed. The list can be re-sorted by clicking on a column heading. If more students are retrieved than can be displayed on one page, you can page through the list. 3. Select Update for the students whose control number you want to change. Select Select All to select all students. If there are multiple pages of students, the students are selected across all pages. Clear Select All to unselect all selected students. If there are multiple pages of students, the students are unselected across all pages. To unselect several individual students, clear the Update field for the individual students. Changes are retained across all pages. 4. Click Save to save the changes. The next year control number is changed to the selected instructor ID. BY NY CONTROL # The By NY Control # tab allows you to change next year control numbers for a group of students who are all currently assigned to the same next year control number. 56 TxEIS

59 Scheduling Maintenance > Control Number > By NY Control # 1. In the NY Control # From field, select the next year control number currently assigned to the students. Select Blank for students with blank control numbers. Select All for all control numbers. A list of students assigned the control number is displayed. The list can be re-sorted by clicking on a column heading. If more students are retrieved than can be displayed on one page, you can page through the list. 2. In the NY Control # To field, select the new next year control number to assign to the selected students. Select Blank to reset control numbers to blank. 3. Select Update for the students whose control number you want to change. Select Select All to select all students. If there are multiple pages of students, the students are selected across all pages. Clear Select All to unselect all selected students. If there are multiple pages of students, the students are unselected across all pages. To unselect several individual students, clear the Update field for the individual students. Changes are retained across all pages. TxEIS 57

60 Scheduling Click Save to save the changes. The new next year control number is assigned to the selected students. It is displayed in the NY Cntrl # field. BY CY CONTROL # The By CY Control # tab allows you to change next year control numbers for a group of students who are all currently assigned to the same current year control number. Maintenance > Control Number > By CY Control # 1. In the CY Control # From field, select the current year control number assigned to the students. Select Blank for students with blank control numbers. Select All for all control numbers. A list of students assigned the control number is displayed. The list can be re-sorted by clicking on a column heading. If more students are retrieved than can be displayed on one page, you can page through the list. 2. In the NY Control # To field, select the next year control number to assign to the selected students. Select Blank to reset control numbers to blank. 3. Select Update for the students whose control number you want to change. Select Select All to select all students. If there are multiple pages of students, the students are selected across all pages. Clear Select All to unselect all selected students. If there are multiple pages of students, the students are unselected across all pages. To unselect several individual students, clear the Update field for the individual students. Changes are retained across all pages. 58 TxEIS

61 Scheduling 4. Click Save to save the changes. The next year control number is assigned to the selected students. It is displayed in the NY Cntrl# field. TEAM CODE BY INDIVIDUAL The By Individual tab allows you to assign or change the next year team code for one or more students. Maintenance > Team Code > By Individual 1. In the NY Team To field, select the next year team code you want to assign to the students. Select Blank to reset team codes to blank. To add a new team code, type the one-character code in the field next to the NY Team To field, and then click Add Team Code. The new code is added to the NY Team To drop-down list. TxEIS 59

62 Scheduling In the Stu ID field, press F2 or click to select the student whose team code you want to change. The student's name, current year and next year team code, current year and next year grade level, and status are displayed. You can conduct a name search by last and/or first name. Other options allow you to narrow the search further. Enter data in one or more of the following fields: In the Last Name field, type all or part of the student s last name. For example, you can type Jo to find all students whose last name begins with Jo. You can type up to 25 characters. In the First Name field, type all or part of the student s first name. For example, you can type Sm to find all students whose first name begins with Sm. You can type up to 17 characters. The Campus ID field displays the campus ID to which you are logged on. If necessary, select another campus ID for which you have access. In the Grade Level field, type a grade level to narrow the search to one grade level. The field can be two characters. The Active Code field indicates the status of the student records. The field displays 1 (Active) by default. If necessary, you can type another code. The field is one digit. Click Retrieve. The students who meet the criteria are displayed. If more students are retrieved than can be displayed on one page, you can page through the list. When you locate the student you want to retrieve, click the student ID. The student s information is displayed on the page from which you accessed the dialog box. Click Cancel to close the dialog box without selecting a student. 60 TxEIS

63 Scheduling 3. Click +Add to select another student. A blank row is displayed in the grid. 4. Click Save to save the changes. The next year team code is assigned to the selected students. It is displayed in the NY Team field. 5. To clear the student from the page, click. The student is removed from the list; however, the record is not deleted if it was saved. BY GRADE LVL The By Grade Lvl tab allows you to assign next year team codes to a group of students by grade level. Maintenance > Team Code > By Grade Lvl 1. In the NY Grade From field, select the next year grade level. A list of students who will be in this grade level next year is displayed. Note: The grade levels listed in the drop down begin with the lowest grade level and go through the highest grade level from the scheduling campus control options. If you want all grade levels at the campus to be assigned a team code, select All. The list can be re-sorted by clicking on a column heading. If more students are retrieved than can be displayed on one page, you can page through the list. 2. In the NY Team To field, select the next year team code to assign to the students. Select Blank to reset team codes to blank. To add a new team code, type the code in the field next to the NY Team To field, and then click Add Team Code. The new code is added to the NY Team To drop-down list. 3. Select Update for the students whose next year team code you want to change. Select Select All to select all students. If there are multiple pages of students, the students are selected across all pages. TxEIS 61

64 Scheduling Clear Select All to unselect all students. If there are multiple pages of students, the students are unselected across all pages. To unselect several individual students, clear the Update field for the students. Changes are retained across all pages. 4. Click Save to save the changes. The next year team code is assigned to the selected students. It is displayed in the NY Team field. BY NY TEAM The By NY Team tab allows you to change the next year team code for a group of students who are currently assigned to the same next year team code. Maintenance > Team Code > By NY Team 1. In the NY Team From field, select the next year team code currently assigned to the students. Choose Blank to select students with blank team codes. Choose All to select all students. A list of students assigned to the next year team code is displayed. The list can be re-sorted. If more students are retrieved than can be displayed on one page, you can page through the list. 2. In the NY Team To field, select the next year team code to assign to the students. Select Blank to reset the team codes to blank. To add a new team code, type the code in the field next to the NY Team To field, and then click Add Team Code. The new code is added to the NY Team To drop-down list. 62 TxEIS

65 Scheduling 3. Select Update for the students whose next year team code you want to change. Select Select All to select all students. If there are multiple pages of students, the students are selected across all pages. Clear Select All to unselect all selected students. If there are multiple pages of students, the students are unselected across all pages. To unselect several individual students, clear the Update field for the students. Changes are retained across all pages. 4. Click Save to save the changes. The new next year team code is assigned to the selected students. It is displayed in the NY Team field. BY CY TEAM The By CY Team tab allows you to change the next year team code for a group of students who are currently assigned to the same current year team code. Maintenance > Team Code > By CY Team 1. In the CY Team From field, select the current year team code currently assigned to the students. Choose Blank to select students with blank team codes. Choose All to select all students. A list of students assigned to the team code is displayed. The list can be re-sorted by clicking on a column heading. If more students are retrieved than can be displayed on one page, you can page through the list. 2. In the NY Team To field, select the next year team code to assign to the students. Select Blank to reset team codes to blank. To add a new team code, type the code in the field next to the NY Team To field, and then click Add Team Code. The new code is added to the NY Team To drop-down list. 3. Select Update for the students whose next year team code you want to change. TxEIS 63

66 Scheduling Select Select All to select all students. If there are multiple pages of students, the students are selected across all pages. Clear Select All to unselect all selected students. If there are multiple pages of students, the students are unselected across all pages. To unselect several individual students, clear the Update field for the students. Changes are retained across all pages. 4. Click Save to save the changes. The next year team code is assigned to the selected students. It is displayed in the NY Team field. GROUP COURSE CHANGE The Group Course Change page allows you to make course changes for a group of students at one time. Maintenance > Group Course Change 1. Under Method, select the type of group course change from the following options: Move Students from one Course to another Course Add Course for Students enrolled in a Specific Course Drop Students from a Specific Course Add Students to a Specific Course 2. If you selected Move Students from one Course to another Course, the From and To fields are displayed. In the From fields, press F2 or click to select the course number for the course in which the students are currently enrolled. The course title is displayed. In the next field, select the section in which the students are currently enrolled. Only sections for the selected course are listed. In the third field, select the code for the semester in which the students are currently enrolled. 64 TxEIS

67 Scheduling In the To fields, press F2 or click to select the course number for the new course. The course title is displayed. In the next field, select the new section. Only sections for the selected course are listed. In the third field, select the code for the semester. If a student is enrolled in the From course/section/semester and meets the criteria specified under Students, the course/section/semester in the To fields is added for the student. 3. If you selected Add Course for Students enrolled in a Specific Course, the If and Add fields are displayed. In the If fields, press F2 or click to select the course number for the course in which the students are currently enrolled. The course title is displayed. In the next field, select the section in which the students are currently enrolled. Only sections for the selected course are listed. In the third field, select the code for the semester in which the students are currently enrolled. In the Add fields, press F2 or click to select the course number for the course to be added. The course title is displayed. In the next field, select the new section. Only sections for the selected course are listed. In the third field, select the code for the semester. If a student is enrolled in the If course/section/semester and meets the criteria specified under Student, the course/section/semester in the Add fields is added for the student. 4. If you selected Drop Students from a Specific Course, the Drop fields are displayed. In the Drop field, press F2 or click to select the course number for the course in which the students are currently enrolled. The course title is displayed. In the next field, select the section in which the students are currently enrolled. Only sections for the selected course are listed. In the third field, select the code for the semester in which the students are currently enrolled. This course/section/semester will be dropped for all students currently enrolled who meet the criteria specified under Students. 5. If you selected Add Students to a Specific Course, the Add fields are displayed. In the Add field, press F2 or click to select the course number for the course in which the students are currently enrolled. The course title is displayed. In the next field, select the section in which the students are currently enrolled. Only sections for the selected course are listed. In the third field, select the code for the semester in which the students are currently enrolled. TxEIS 65

68 Scheduling This course/section/semester will be added for all students who meet the criteria specified under Students. 6. Under Students, make the following selections: If the change is only for one gender, in the Gender field select the gender code. If the change is only for students who are on a particular team, in the Team field select the team code. If the change is only for students in a particular grade level, in the Next Year Grade Level field select the next year grade level. If the change is only for students who have a particular next year control number, in the Next Year Control Nbr field select the control number. 7. Click Start to perform the change. A message box is displayed indicating the group course change that will occur and the number of students affected. Click Details to view the group course change report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Reports can be saved in the following file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. This option is not available for all reports. Click to close the report window. Click Commit to continue with the change. The student schedules are changed according to the selections. Click Cancel to close the window without making the group course change. 66 TxEIS

69 Scheduling MASTER SCHEDULE GENERATOR TABLES DEPARTMENTS The Departments tab allows you to maintain a table of campus department codes. You can use the department codes to associate instructors and rooms with specific departments within the campus. Maintenance > Master Schedule Generator > Tables > Departments Existing department codes are displayed in order by code. 1. Click +Add to add a department code. A blank row is displayed in the grid. 2. In the Department field, type the code for the department. The code must be three characters. 3. In the Description field, type the description for the department code. The field can be up to 30 characters. 4. Click Save to save the information. 5. To edit a code or description, type over the existing data and click Save. 6. To delete a department code, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. TxEIS 67

70 Scheduling Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). DESIGNATORS The Designators tab allows you to maintain a table of campus designator codes. You can use the codes to designate rooms according to certain criteria, characteristics, or equipment (e.g., C = computers available). The codes can also be used to designate teachers according to certain skills or characteristics (e.g., S = sign language). Maintenance > Master Schedule Generator > Tables > Designators 1. Click +Add to add a designator code. A blank row is displayed in the grid. 2. In the Designator field, type the code for the designator. The code is one character. 3. In the Description field, type the description for the designator code. The field can be up to 30 characters. 4. Click Save to save the information. 5. To edit a code or description, type over the existing data and click Save. 6. To delete a designator code, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). SUBJECT AREAS The Subject Areas tab allows you to maintain a table of subject area codes. You can use the codes to associate instructors and rooms with a specific academic area (e.g., science). 68 TxEIS

71 Scheduling Maintenance > Master Schedule Generator > Tables > Subject Areas Existing subject area codes are displayed in order by code. 1. Click +Add to add a subject area code. A blank row is displayed in the grid. 2. In the Subject field, type the code for the subject. The code is one character. 3. In the Description field, type the description for the subject area code. The field can be up to 30 characters. 4. Click Save to save the information. 5. To edit a code or description, type over the existing data and click Save. 6. To delete a subject area code, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). The Rooms tab allows you to maintain a table of campus rooms. ROOMS TxEIS 69

72 Scheduling Maintenance > Master Schedule Generator > Tables > Rooms Existing room codes are displayed in order by code. The list can be re-sorted by clicking a column heading. If more rooms are retrieved than can be displayed on one page, you can page through the list. 1. Click +Add to add a room code. A blank row is displayed in the grid. 2. In the Room field, type the room code (i.e., room number). The code can be up to four characters. 3. In the Seats field, type the number of seats available in the classroom. The maximum number is In the Dept field, type or select the code indicating the academic department with which the room is associated. Department codes are set up on the Departments tab. 5. In the Subj Area field, type or select the code indicating the academic area with which the room is associated. Subject area codes are set up on the Subject Areas tab. 6. In the Desig 1, Desig 2, and Desig 3 fields, type or select the code indicating how the room is designated. Rooms can be designated according to certain criteria, characteristics, or equipment (e.g., C = computers available). You can select up to three designators for each room. Designator codes are set up on the Designators tab. 7. In the Study Hall field, type or select Y (yes) or N (no) to indicate if the room can be used for a study hall. 8. Click Save to save the information. 9. To edit data for the room, type over the existing data and click Save. 10. To delete a room code, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. Note: You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved). 70 TxEIS

73 Scheduling RESOURCE ALLOCATOR MEETING TIME PARAMETERS The Meeting Time Parameters tab allows you to set up meeting time patterns for days, semesters, periods, and free times for the campus to which you are logged on. Maintenance > Master Schedule Generator > Resource Allocator > Meeting Time Parameters 1. Under Days, select the day patterns for the campus. Day patterns are the combinations of days of the week on which classes can be taught. Day patterns are used to select valid days for class meeting times. When the parameters are saved, the selected day patterns are listed next to the Days section in a numbered list. 2. Under Periods, select the period conditions. There are nine conditional period ranges that can be set up to restrict the meeting time of a class. If you specify one of the conditional ranges for a class meeting time, the generated class meeting time will be within that conditional period range. The Default fields display the range set in the Period Begin and Period End fields on the Maintenance > Master Schedule > Campus > Campus Control tab. The default range is used if you do not specify a conditional period range for a class meeting time. When the parameters are saved, the selected period conditions are listed next to the Periods section in a numbered list. TxEIS 71

74 Scheduling Under Semesters, select the semester patterns for the campus. Semester patterns are used when selecting semesters for the class meeting times. The number of semester combinations depends on the number of semesters specified in the Max Sems Allowed field on the Maintenance > Master Schedule > Campus > Campus Control tab. When the parameters are saved, the selected semester patterns are listed next to the Semesters section in a numbered list. 4. Under Free Time, you can create free time patterns. Free time patterns are used to define the times when no classes meet. Click +Add to add a free time pattern. A blank row is displayed in the grid. Add data in the following fields: In the Days field, select the day or combination of days that will have the free time. In the Semesters field, select the semesters during which classes will not meet. In the Periods fields, select the beginning and ending periods of the free time. To delete a free time pattern, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. When the parameters are saved, the selected free time patterns are listed next to the Free Time section in a numbered list. 5. Click Save to save the changes. ROOMS The Rooms tab allows you to set up room information for the rooms at the campus. Rooms can be assigned to a specific department or subject area. They also can be designated according to certain criteria, characters, or equipment. Free times and courses can be set up for the room, and the room schedule can be printed. 72 TxEIS

75 Scheduling Maintenance > Master Schedule Generator > Resource Allocator > Rooms Existing rooms are displayed in order by room number. If more rooms are retrieved than can be displayed on one page, you can page through the list. 1. Click +Add to add a room. The fields in the free-form area below the grid are enabled. 2. In the Room field, type the code (i.e., number) for the room. The code can be up to four characters. 3. In the Seats field, type the number of seats available in the room. The field can be up to three digits. 4. In the Dept field, type or select the code indicating the academic department with which the room is associated. Department codes are established on the Maintenance > Master Schedule Generator > Tables > Departments tab. 5. In the Subj Area field, type or select the code indicating the academic area with which the room is associated. Subject area codes are established on the Maintenance > Master Schedule Generator > Tables > Subject Areas tab. 6. In the three Desig fields, type or select the code indicating how the room is designated. Rooms are designated according to certain criteria, characteristics, or equipment. Designator codes are established on the Maintenance > Master Schedule Generator > Tables > Designators tab. 7. In the Study Hall field, type or select Y (yes) or N (no) to indicate if the room can be used for a study hall. 8. Under Free Time, you can set up free times for the room. Click +Add under Free Time. A blank row is displayed in the grid. TxEIS 73

76 Scheduling In the Type field, type or select the code indicating the type of free time. Notes: A fixed free time cannot be changed during the master schedule generation process. A selectable free time can be changed during the master schedule generation process. In the Days field, type or select the code indicating the day or combination of days that the room is free. In the Semesters field, type or select the code indicating the semesters during which classes will not meet in the room. In the Period From and Period To fields, select the beginning and ending periods of the free time. To delete a free time period, click. A message is displayed asking if you want to delete the entry. Click Yes to delete the free time. The row is deleted. Otherwise, click No. 9. Under Courses, you can set up the courses that can be assigned to the room. Click +Add under Courses. A blank row is displayed in the grid. 74 TxEIS

77 Scheduling In the Course field, press F2 or click to select the course that can be assigned to the room. The Search for Course dialog box is displayed. The title of the course is displayed in the Title field. You can search for the course by course number or course title. Enter data in one or both of the following fields: In the Course field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters. In the Title field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters. Click Search. The courses that meet the criteria are displayed. If more courses are retrieved than can be displayed on one page, you can page through the list. When you locate the course you want to retrieve, click the course number. The course number is displayed in the field from which you accessed the dialog box. Click Cancel to close the dialog box without selecting a course. TxEIS 75

78 Scheduling In the Max Sections field, type the maximum number of sections that can be assigned to the room per semester. The field can be up to two digits. To remove a course assigned to the room, click. A message is displayed asking if you want to delete the entry. Click Yes to delete the course. The row is deleted. Otherwise, click No. 11. Click Save to save the information. The information is added to the top grid. 12. To edit information for a room, click. The fields are displayed below the grid in the freeform area where you can change the information. Update the fields, and then click Save to save the changes. The changes are displayed in the grid. 13. To delete a room, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). 14. Click Schedule to view and print the schedule for the room. The room schedule report opens in a new window. 76 TxEIS

79 Scheduling Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. INSTRUCTORS The Instructors tab allows you to assign instructors to classes according to the characteristics of the instructor and the criteria defined for both the instructor and the course. Free time and courses can be set up for each instructor. You can also print the instructor s schedule. Maintenance > Master Schedule Generator > Resource Allocator > Instructors Existing instructors are displayed in order by instructor ID. If more instructors are retrieved than can be displayed on one page, you can page through the list. 1. Click +Add to add an instructor. The fields in the free-form area below the grid are enabled. 2. In the Instr ID field, type the instructor number. The field is three digits. TxEIS 77

80 Scheduling In the Staff ID field, do one of the following depending on how the district has established Student Applications Staff ID (this can be viewed in Registration > Maintenance > District Profile > District Information > District Maintenance > Control Info): If the Staff ID is still set to SSN, type the instructor s social security number. If the Staff ID is set to Employee Number, but the employee demographics table does not exist in the Human Resources application, type the instructor s employee number. If the Staff ID is set to Employee Number, and the employee demographics table contains employee number information, you must click to select an instructor's employee number. Note: If you change a staff ID on this page, the staff ID will be changed across all applications and campuses. Principal/counselors who are also instructors will only have one staff ID. 4. In the Home Room field, type the instructor s home room number. The field can be up to four characters. 5. In the Name fields, type the instructor s first, middle, and last name. Select the generation code if applicable. The first name can be up to 17 characters. The middle name can be up to 14 characters. The last name can be up to 25 characters. 6. Under Maximum Values, add data in the following fields: In the Study Halls/Day field, type the maximum number of study halls per day that can be assigned to the instructor. The field can be up to two digits. In the Periods/Day field, type the maximum number of periods per day the instructor can teach. The field can be up to two digits. Type 0 or leave blank if the instructor is not assigned to any classes. In the Sections/Sem field, type the maximum number of sections per semester that can be assigned to the instructor. The field can be up to two digits. Type 0 or leave blank if the instructor is not assigned to any classes. In the Preps/Sem field, type the maximum number of unique courses (preparations) per semester that can be assigned the instructor. Unique courses usually require the instructor to do a separate preparation. The field can be up to two digits. Type 0 or leave blank if the instructor is not assigned to any classes. In the Contact Periods/Year field, type the maximum total contact periods the instructor can be assigned for the year. The field can be up to four digits. Type 0 or leave blank if the instructor is not assigned to any classes. A contact period is defined as a single class on a single day during one semester. Total contact periods = semesters x days x periods 7. Under Restrictions, add data in the following fields: In the Department field, type or select the code indicating the academic department with which the instructor is associated. Department codes are set up on the Maintenance > Master Schedule Generator > Tables > Departments tab. 78 TxEIS

81 Scheduling In the Subject Area field, type or select the code indicating the academic area with which the instructor is associated. Subject area codes are set up on the Maintenance > Master Schedule Generator > Tables > Subject Areas tab. In the Rsrvd Room field, type the room number for the instructor s reserved classroom. If this field is used, the teacher is assigned only to this room. Rooms are set up on the Maintenance > Master Schedule Generator > Tables > Rooms tab. The field can be up to four characters. 8. In the three fields under Designators, type or select the code designating the room according to certain criteria, characteristics, or equipment (e.g., C = computers available). The code can also can be used to designate teachers according to certain skills or characteristics (e.g., S = sign language). Designator codes are set up on the Maintenance > Master Schedule Generator > Tables > Designators tab. 9. Under Elementary, add data in the following fields: In the Grade field, type or select the grade level the instructor teaches. In the Section field, type the section the instructor teaches. The field is two digits. 10. Under Free Time, you can set up free times for the instructor. Click +Add under Free Time. A blank row is displayed in the Free Time grid. In the Type field, type or select the code indicating the type of free time. Notes: A fixed free time cannot be changed during the master schedule generation process. A selectable free time can be changed during the master schedule generation process. In the Days field, type or select the code indicating the day or combination of days that the instructor is free. In the Semesters field, type or select the code indicating the semesters during which the instructor will not teach. In the Period From and Period To fields, select the beginning and ending periods of the free time. If Period To is left blank, or Period To is before Period From, the value in the Period From field is automatically used for Period To. To delete a free time period, click. A message is displayed asking if you want to delete the entry. Click Yes to delete the free time. The row is deleted. 11. Under Courses, you can set up the courses that can be assigned to the instructor. Click +Add under Courses. A blank row is displayed in the Courses grid. TxEIS 79

82 Scheduling In the Course field, press F2 or click to select the course that can be assigned to the instructor. The title of the course is displayed in the Title field. The Search for Course dialog box is displayed. You can search for the course by course number or course title. Enter data in one or both of the following fields: In the Course field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters. In the Title field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters. Click Search. The courses that meet the criteria are displayed. If more courses are retrieved than can be displayed on one page, you can page through the list. 80 TxEIS

83 Scheduling When you locate the course you want to retrieve, click the course number. The course number is displayed in the field from which you accessed the dialog box. Click Cancel to close the dialog box without selecting a course. 12. In the Max Sections field, type the maximum number of sections that can be assigned to the instructor per semester. The field is two digits. To remove a course assigned to the instructor, click. A message is displayed asking if you want to delete the entry. Click Yes to delete the course. The row is deleted. Otherwise, click No. 13. To edit an instructor record, click. The fields are displayed below the grid in the free-form area where you can change the information. Update the fields, and then click Save to save the changes. The changes are displayed in the grid. TxEIS 81

84 Scheduling Click Schedule to view and print the instructor s schedule. The schedule report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. INQUIRY The Inquiry tab allows you to view the fixed courses and free times for instructors and rooms. 82 TxEIS

85 Scheduling Maintenance > Master Schedule Generator > Resource Allocator > Inquiry Instructors and Fixed Courses are the default settings for the inquiry. The fixed courses for instructors are displayed. If more records are retrieved than can be displayed on one page, you can page through the list. 1. Change the query by selecting a combination of the following fields: Select Instructors to view fixed courses or free times for the instructors. Select Rooms to view fixed courses or free times for the rooms. Select Fixed Courses to view fixed courses for the instructors and rooms. Select Free Times to view free times for the instructors or rooms. TxEIS 83

86 Scheduling Click Print to print the displayed data. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in various file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. The Section Info tab allows you to set up resource sections. SECTION INFO Note: Each course to be generated in TxEIS must be defined prior to running the TxEIS master schedule generator. 84 TxEIS

87 Scheduling Maintenance > Master Schedule Generator > Resource Allocator > Section Info 1. Click +Add (in the upper grid) to add a new section. The fields in the free-form area below the grid are enabled. 2. In the Course field, press F2 or click to select the next year course. The Search for Course dialog box is displayed. The course name is displayed under Title. TxEIS 85

88 Scheduling The field cannot be updated once the record is saved. You can search for the course by course number or course title. Enter data in one or both of the following fields: In the Course field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters. In the Title field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters. Click Search. The courses that meet the criteria are displayed. If more courses are retrieved than can be displayed on one page, you can page through the list. 86 TxEIS

89 Scheduling When you locate the course you want to retrieve, click the course number. The course number is displayed in the field from which you accessed the dialog box. Click Cancel to close the dialog box without selecting a course. 3. In the From Sec and To Sec fields, type the beginning and ending sections for the range of sections to be generated. Valid sections are To create only one section, type the same section in both fields. Each unique section of a course that is generated must be identified by a section number. When the Resource Allocator Record Creation utility is run, the From Sec and To Sec fields are determined by dividing the number of requests by the number of seats per class (i.e., the Max Seats field on the Maintenance > Master Schedule > Campus > Courses tab). Instead of rounding when calculating the number of sections, a sufficient number of sections is created to fill every request. 4. In the Max Seats field, type the number of students who can be scheduled into each section per semester. The field can be up to three digits. The value is used by the generator to determine when to close a class to prevent further scheduling. If no seats are specified, no students are scheduled into the class. 5. In the Priority field, select the class generation priority that the resource course will have during master schedule generation. The priority values are 1 to 9, where 1 has the highest priority and 9 has the lowest. The default value is 5. If all resource courses have the same class generation priority, they are processed by the generator in the order of processing difficulty. This priority can be used to override the order of generation. 6. The Restr Type field is only used if you are using one or more of the following restriction fields (i.e., Gender, Team, or Grade). In the Restr Type field, type or select the code indicating if the generator can lift restrictions during the scheduling process to allow more complete section assignments. If there are any restrictions, the field is required. If you select Fixed, the restriction cannot be lifted. If you select Selectable, the restriction can be lifted. 7. In the Gender field, type or select the code for the gender if you want to restrict the course to students of a particular gender. 8. In the Team field, type or select the team restriction code if you want to restrict the course to students who have the same team code. The student s team restriction is established on the Maintenance > Student Enrollment > Demo1 tab in Registration. 9. In the Grade field, select the grade level if you want to restrict the course to students in a particular grade level. The listed grade levels are established on the Maintenance > Master Schedule > Campus > Campus Control tab. In the Addl field, select the number of additional grade levels that can be scheduled into the course. For example, if the course is for students in 7th and 8th grades, select 07 in the Grade field, and select 1 in the Addl field. TxEIS 87

90 Scheduling In the Department field, type or select the department code for the course. 11. In the Subj Area field, type or select the subject area code for the course. 12. The Seats Avail field, which is displayed only in the grid, is calculated by multiplying the number of sections by the max seats per section. The field cannot be updated. 13. The Seats Req field, which is displayed only in the grid, indicates the number of students who have requested the course. 14. To add a meeting time for the section, click +Add in the lower grid. A blank row is displayed in the lower grid. You can add up to four meeting times per section. At least one meeting time is required to run the master schedule generator. For each meeting type, add the following information: The Sequence field displays the sequence number for the meeting time. In the Common field, indicate if you want to force multiple sections of a course to come together for a common meeting time, such as a lecture. If you select C, the generator assigns the meeting time s pattern to all sections generated for the course. Once a time pattern is selected for a section in the range of sections specified for the course, the selected time pattern remains common for all sections in the range. Under Semester, add data in the following fields: In the # field, select the number of semesters the course meets. The semesters listed depend on the number of semesters specified in the Max Sems Allowed field on the Maintenance > Master Schedule > Campus > Campus Control tab. The field is required if a semester condition is entered in the Cond field. In the Cond field, select the code indicating the condition for the semester. Valid codes: N - The generator does not assign a semester specified in the semester patterns to the meeting time. S - The generator assigns the same number of semesters to the meeting time as assigned to the previous meeting time. In the Pattern field, type or select the semester pattern code for the actual semesters the course meets. Under Periods, add data in the following fields: In the # field, type the number of periods the course meets. The Cond field, type or select the condition code for the periods. Valid codes: Blank - If the number of periods is specified and this field is blank, the generator selects the specified number of periods from the defined default conditional period range (period pattern) for the meeting time The generator selects the number of periods from the defined conditional period range (period pattern) for the meeting time specified. 88 TxEIS

91 Scheduling A-C - The generator assigns to the meeting time the specified number of periods that are consecutive to the periods of the previous meeting time. A - Consecutive (after) to the periods of the previous meeting time. B - Consecutive (before) to the periods of the previous meeting time. C - Consecutive to the periods of the previous meeting time (either before or after). S - The generator assigns to the meeting time the specified number of same periods as in the previous meeting time. This condition cannot be specified for the first meeting time. N - The generator does not assign to the meeting time a period falling within the specified period range. An entry in the From field is required. If the To field is blank, the meeting time is not scheduled during the period in the From field. In the From and To fields, select the actual beginning and ending periods for the class. The fields are required if the Cond field has data. Under Days, add data in the following fields: In the # field, type the number of days the class meets. If you type a number from 1 to 5, the generator selects a day pattern for the meeting time from the valid day patterns. In the Cond field, select the code indicating the condition for the day. Valid codes: S - The generator assigns to the meeting time the specified number of same days as assigned to the previous meeting time. This condition cannot be specified for the first meeting time. With this condition, the number of days must be specified. N - The generator does not select a day pattern containing any of the specified days for this meeting time. If the condition is specified, the number of the days and the pattern must be specified. In the Pattern field, type or select the code indicating the actual days the course meets from any combination of valid day codes. If you specify N for the condition, the pattern specifies the days not to be used. Under Room, add data in the following fields: In the Cond field, select the code indicating the condition for the room. Valid codes: C - The generator selects a common (same) room for all sections generated for the resource course. The generator assigns the same room to the meeting time for all sections generated for the resource course. Once a room is selected for a section specified for the resource course, the selected room remains common for all sections in the range. N - The generator does not assign any room to the meeting time. TxEIS 89

92 Scheduling S - The generator selects the same room as selected for the previous meeting time of this section. The generator assigns to the meeting time the same room that was assigned to the previous meeting time. D - The generator uses the designators for selecting a room. The generator assigns to the meeting time a room with designators matching the specified designators. If this condition is specified, the desired designator codes must be specified in the ID fields. Notes: If the resource course is specified as a resource course for a room, the generator can select the room for the meeting time instead of a room with matching designators. If the resource course is not defined as a resource course for any room, the generator can select a room with a matching department or subject area for the meeting time, instead of a room with matching designators. In the ID field, press F2 or click to select the room assigned to the meeting time. Notes: The generator attempts to assign the room to the meeting time. If the room cannot be assigned, the meeting time may not be generated. However, you can specify at the master schedule generator runtime that a meeting should be generated even if a room cannot be assigned. If the Cond field is set to D, three ID fields are displayed. The codes are from the Maintenance > Master Schedule Generator > Tables > Designators tab. Under Instructor, add data in the following fields: In the Cond field, select the code indicating the condition for the instructors. Valid codes: C - The generator selects a common instructor for all sections generated for the resource class. The generator assigns the same instructor to the meeting time for all sections generated for the resource course. Once an instructor is selected for a section specified for the resource course, the selected instructor remains common for all sections in the range. N - The generator does not assign any instructor to the meeting time. S - The generator selects the same instructor as selected for the previous meeting time of the section. D - The generator uses the designators for selecting an instructor and assigns to the meeting time an instructor with designators matching the specified designators. If this condition is specified, the designator codes must be entered in the ID fields. Notes: If the course has been specified as a resource course for an instructor, the generator can select the instructor for the meeting time instead of an instructor with matching designators. 90 TxEIS

93 Scheduling If the course has not been defined as a resource course for any instructor, the generator can select an instructor with a matching department or subject area for the meeting time, instead of an instructor with matching designators. In the ID field, type the ID, press F2, or click to select the instructor to be assigned to the meeting time. Notes: The generator attempts to assign the instructor to the meeting time. If the instructor cannot be assigned, the meeting time may not be generated. However, you can specify at the master schedule generator runtime that a meeting time should be generated even if an instructor cannot be assigned. If the Cond field is set to D, three ID fields are displayed. The codes are from the Maintenance > Master Schedule Generator > Tables > Designators tab. 15. To add another meeting time for the course, click +Add in the lower grid. A blank row is displayed in the grid. 16. To delete a meeting time for the course, click. A message is displayed asking if you want to delete the row. Click Yes to delete the meeting time. The row is deleted. 17. Click Save to save the section information. The information is displayed in the grid. 18. To edit a section, click. The fields in the free-form area below the grid are enabled allowing you to make changes. Update the fields, and then click Save to save the changes. The changes are displayed in the grid. TxEIS 91

94 Scheduling To delete a section, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). 20. Click Recalc Sections to recalculate the From Sec and To Sec fields according to the number of teachers who will be teaching the course, the maximum number of sections each teacher will teach, and the number of seats available in each section. The new From Sec and To Sec fields are displayed. A message is displayed indicating the number of records recalculated. If no records were recalculated, a message is displayed instructing you to view the error list. Click Error Report. The error report opens in a new window. Note: Click Save before navigating away from the page or you will lose all of your changes. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in various file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. 92 TxEIS

95 Scheduling 21. If at least one course was recalculated, the View Recalc List button is enabled. Click View Recalc List to view a list of courses for which the sections were recalculated. The report opens in a new window. Review, save, and print the report as described previously. 22. Click View Students to view a report of students requesting the selected course. Review, save, and print the report as described previously. The Study Hall tab allows you to set up study hall courses. Maintenance > Master Schedule Generator > Resource Allocator > Study Hall STUDY HALL Existing study hall courses are displayed. If more records are retrieved than can be displayed on one page, you can page through the list. TxEIS 93

96 Scheduling The list can be re-sorted by clicking on a column heading. 1. Click +Add to add a study hall course. The fields in the free-form area below the grid are enabled. 2. In the Course field, press F2 or click to select the course. The Search for Course dialog box is displayed. You can search for the course by course number or course title. Enter data in one or both of the following fields: In the Course field, type all or part of the course number. For example, you can type 10 to find all course numbers that begin with 10. You can type up to 10 characters. In the Title field, type all or part of the course title. For example, you can type bio to find all course titles that begin with bio. You can type up to 20 characters. Click Search. 94 TxEIS

97 Scheduling The courses that meet the criteria are displayed. If more courses are retrieved than can be displayed on one page, you can page through the list. When you locate the course you want to retrieve, click the course number. The course number is displayed in the field from which you accessed the dialog box. Click Cancel to close the dialog box without selecting a course. 3. Under Semesters, select the semester patterns for the study hall courses. You can specify up to eight patterns. 4. Under Periods, select the period ranges (from/to periods) for up to four study halls courses. 5. Under Restrictions, add data in the following fields: In the Type field, indicate if restrictions can be lifted during the scheduling process. If you select Fixed, the restriction cannot be lifted. If you select Selectable, the restriction can be lifted. In the Gender field, select the gender if you want to restrict the study hall course to students of a particular gender. In the Team field, select the team restriction code if you want to restrict the study hall course to students who have the same team code. The student s team restriction is established on the Maintenance > Student Enrollment > Demo1 tab in Registration. In the Grade Level field, select the grade level if you want to restrict the study hall course to students in a particular grade level. In the + field, select the number of additional grade levels that can be scheduled into the study hall course. For example, if the course is for students in 7th and 8th grades, select 07 in the Grade Level field, and select 1 in the + field. In the Max Seats field, type the maximum number of seats available for the study hall course. The field can be up to three digits. In the Room field, press F2 or click to select the room in which to schedule the study hall course. The rooms are set up on the Maintenance > Master Schedule Generator > Tables. Only rooms for which the Study Hall field is set to Yes are considered. TxEIS 95

98 Scheduling In the Instructor field, press F2 or click to select the instructor assigned to the study hall course. The Search for Instructor ID dialog box is displayed. You can search for an instructor by ID and name. In the Instructor ID field, type all or part of the instructor ID. For example, you can type 1 to find all instructors whose instructor ID begins with 1. You can type up to three digits. In the Instructor Name field, type all or part of the instructor s last name. For example, you can type ma to find all instructors whose last name begins with Ma. You can type up to 50 characters. Click Search. The instructors who meet the criteria are displayed. If more instructors are retrieved than can be displayed on one page, you can page through the list. 96 TxEIS

99 Scheduling When you locate the instructor you want to retrieve, click the instructor ID. The instructor s information is displayed on the page from which you accessed the directory. Click Cancel to close the dialog box without selecting an instructor. Note: If you want to assign specific instructors and rooms to the study halls, and you know how you want them assigned, enter those study hall classes on the Maintenance > Master Schedule > Campus > Sections tab. Otherwise, if a room or instructor is specified in the resource allocator, the room and instructor are assigned to as many study halls as possible. 6. Click Save to save the information. The information is added to the grid. 7. To edit a study hall course, click. The fields in the free-form area below the grid are enabled allowing you to make changes. Update the fields, and then click Save to save the changes. The changes are displayed in the grid. 8. To delete a study hall course, click. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple codes to be deleted at the same time. Click Save. The selected records are deleted. Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). INSTR LIST The Instr List tab allows you to view and print the teacher and resources file listing report. The report displays all instructors who have values greater than zero in all fields under Maximum Values (except the Study Halls/Day field) on the Instructors tab. The report includes the courses and free times assigned to the instructor. Maintenance > Master Schedule Generator > Resource Allocator > Instr List 1. In the Instructor field, select the instructor. Or, leave blank to produce the report for all instructors. TxEIS 97

100 Scheduling Click Retrieve Report to view and print the report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in various file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. ROOM LIST The Room List tab allows you to view and print the room file listing report. The report displays all of the rooms entered on the Rooms tab as well as the courses and free times assigned to the room. Maintenance > Master Schedule Generator > Resource Allocator > Room List 1. In the room field, select the room. Or, select All to produce the report for all rooms. 98 TxEIS

101 Scheduling 2. Click Retrieve Report to view and print the report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in various file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. CRS/INSTR The Crs/Instr tab allows you to view and print the Courses Assigned to Teachers report and the Teachers with Fixed Courses report. The report displays information entered under Courses on the Instructors tab. You can select a combination of courses and instructors. Maintenance > Master Schedule Generator > Resource Allocator > Crs/Instr 1. Under Sort Report By, select the sort order for the report. If you select Course, the report lists all courses that meet the selection criteria entered in the Course and Instructor fields. The report is sorted by course number and then by instructor ID. TxEIS 99

102 Scheduling If you select Instructor, the report lists all instructors that meet the selection criteria entered in the Course and Instructor fields. The report is sorted by instructor ID and then by course. 2. In the Course field, select the course. Or, select All to produce the report for all courses. 3. In the Instructor field, select the instructor. Or, select All to produce the report for all instructors. 4. Click Retrieve Report to view and print the report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Reports can be saved in the following file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. CRS/ROOM The Crs/Room tab allows you to view and print the Courses Assigned to Rooms report. The report displays information entered under Courses on the Rooms tab. 100 TxEIS

103 Scheduling Maintenance > Master Schedule Generator > Resource Allocator > Crs/Room 1. In the course field, select the course. Or, select All to produce the report for all courses. 2. Click Retrieve Report to view and print the report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Reports can be saved in the following file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. TxEIS 101

104 Scheduling GENERATE CAMPUS SCHEDULE OPTIONS The Options tab allows you to set options for the master schedule generator, which is used to generate the campus master schedule for next year. Maintenance > Master Schedule Generator > Generate Campus Schedule > Options 1. Select Assign Teachers if you want to assign a teacher to each course section created. 2. Select Assign Rooms if you want to assign a room to each course section created. 3. Select Override Teacher Free Time to assign teachers to sections that meet in a period designated as free time for the teacher. The teacher s free time is set in the Free Time section on the Maintenance > Master Schedule Generator > Resource Allocator > Instructors tab. 4. In the Daily Consecutive Tchr Limit field, type the maximum number of periods a teacher can teach in a row. For example, if you have a seven-period day and type 6, the teacher will always have at least one free period, because the teacher cannot be scheduled for more than six periods in a row. The field is two digits. 5. Select Override Room Free Time to assign rooms to sections that meet in a period designated as free time for the room. The room s free time is set in the Free Time section on the Maintenance > Master Schedule Generator > Resource Allocator > Rooms tab. 6. Select Generate if Unable to Assign Tchr if you selected Assign Teachers and you want the master schedule generator to create a course section even if an instructor could not be assigned to the section. 7. Select Generate if Unable to Assign Room if you selected Assign Rooms and you want the master schedule generator to create a course section even if a room could not be assigned to the section. 8. Click Save to save the information. The settings are saved for the next time you use the master schedule generator. 102 TxEIS

105 Scheduling CREATE MSTR SCHED The Create Mstr Schedule tab allows you to create the master schedule, generate the master schedule list, and accept the schedule. The resource allocator information is used to create the course sections and meeting times. The course sections and meeting times are stored in temporary tables until the schedule is accepted. Once the schedule is accepted, the courses and sections are copied to the campus sections and meeting times. Maintenance > Master Schedule Generator > Generate Campus Schedule > Create Mstr Sched 1. Select Recalc Conflicts if you want to recompute the course conflicts (i.e., the number of student course requests that conflict with each other) to determine the best period to place a course section. If the conflicts have not been built, the program builds the conflicts whether or not Recalc Conflicts is selected. If there are records in the conflict table, the program does not rebuild the conflicts unless Recalc Conflicts is selected. The field should be selected when course requests have changed so that courses are scheduled in the correct order. 2. Click Create Schedule. The generator begins building the course sections. The program first checks for any invalid courses. If invalid courses exist on the Maintenance > Master Schedule Generator > Resource Allocator > Section Info tab, a message is displayed, and the schedule is not created. The data in resource allocator must be corrected before proceeding. If the message is displayed, click OK. The Show Error button is displayed if errors occurred. Click Show Error to view the error listing. The report is displayed in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. TxEIS 103

106 Scheduling Click to go forward one page. Click to go to the last page of the report. Reports can be saved in the following file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. 3. After the generator finishes, click View Mstr Sched List to view the Master Schedule Generator Priority Listing. The report is displayed in a new window. The listing shows the options used to generate the schedule, the courses in order of generation, and the information about the course sections. Review, save, and print the report as described previously. 4. Click Create Schedule. The generator begins building the course sections. The program first checks for any invalid courses. If invalid courses exist on the Maintenance > Master Schedule Generator > Resource Allocator > Section Info tab, a message is displayed, and the schedule is not created. The data in resource allocator must be corrected before proceeding. 104 TxEIS

107 Scheduling If the message is displayed, click OK. The Show Error button is displayed if errors occurred. Click Show Error to view the error listing. The report is displayed in a new window. 5. After the generator finishes, click View Mstr Sched List to view the Master Schedule Generator Priority Listing. The report is displayed in a new window. The listing shows the options used to generate the schedule, the courses in order of generation, and the information about the course sections. 6. Click Save. The file is saved to the specified location. The archive password dialog box is displayed. In the first field, type a password for the zipped file. Note: You can only use numbers and uppercase and lowercase letters. Special characters are not allowed. In the second field, type the password again. 7. When the schedule is correct, click Accept Schedule to accept the master schedule. Warning: Do not accept the schedule until you are certain it is correct! Before you click Accept Schedule, you must do the following: Review the Master Schedule report and verify the following based on the trial scheduling load: The teacher s student loads are balanced. The teachers have approximately the same number of students across periods. The load percentage is acceptable. Review the sections and meeting times created by the Master Schedule Generator, and make all necessary adjustments. The sections and meeting times created by the Master Schedule Generator are saved to temporary tables, and you can adjust this data as needed on the Sections tab. Be sure all data on the Sections tab is correct before returning to this tab. Once you click Accept Schedule, the data is moved to the TxEIS database tables. The Save As dialog box is displayed allowing you to export the existing course sections to a zipped file. If no course sections currently exist in the campus master schedule, the dialog box is not displayed. Select the location in which to save the data backup file. Note: For larger districts, a disk is not recommended for saving the files because of the limited disk space. Click OK. When the export is complete, the sections and meeting times are copied to the campus master schedule. TxEIS 105

108 Scheduling MASTER SCHED The Master Sched tab allows you to produce the Resource Allocator Master Schedule (NY) report created by the master schedule generator. The report displays the next year course, section, and instructor information. Maintenance > Master Schedule Generator > Generate Campus Schedule > Master Sched 1. Select Include All Campus Courses to include courses that were not created by the master schedule generator (i.e., courses that are not on the Maintenance > Master Schedule Generator > Resource Allocator > Section Info tab, but are on the campus master schedule). If blank, only courses on the Maintenance > Master Schedule Generator > Resource Allocator > Section Info tab are displayed. 2. Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. 106 TxEIS

109 Scheduling Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. SECTIONS The Sections tab allows you to review the sections and meeting times created by the master schedule generator and make any necessary changes. You can also add sections that could not be created by the generator. Any changes made on this tab are saved to temporary tables created by the generator. Maintenance > Master Schedule Generator > Generate Campus Schedule > Sections 1. In the search drop-down field, select the field by which you want to search for courses. You can search by course number or title. 2. In the search field, type all or part of the search phrase. If you search by course number, the search retrieves courses that begin with the numbers you typed. For example, you can type 101 to retrieve all course numbers that start with 101. If you search by title, the search retrieves courses that contain the characters you typed. For example, you can type bio to retrieve all course titles that contain the letters bio, such as biology and AP-biology. TxEIS 107

110 Scheduling Click Retrieve. The grid at the top of the page lists existing course records that have sections. Only courses on the Maintenance > Master Schedule Generator > Resource Allocator > Section Info tab are displayed. If you click for a record in the grid, the fields are displayed below the grid in a freeform format where you can add or change information in some fields. The default view in the grid is basic course information indicated by => Course Number in the free-form area. You can modify the view in the grid by clicking the Restrictions, Course Codes and Credits, and PEIMS headers in the free-form area. For example, if you click PEIMS, only PEIMS information is displayed in the grid. The PEIMS header is displayed as => PEIMS indicating that it is the current view. 4. To add a section to a campus course, click +Add (upper grid). The fields in the free-form area below the grid are enabled. 5. In the Course Number field, press F2 or click to select the course. The course name is displayed next to the field. The Service ID field displays the service ID for the course. The field cannot be updated. 6. Select Multi Svc Ind if the instructor of the course must perform more than one service during the class. 7. In the Section field, type the section number you want to add. The section must be two digits. The field cannot be changed if you are editing a course. 8. In the Max Seats field, type the maximum number of seats available in the classroom. The field can be up to three digits. 9. The Non-Campus Based field indicates if the course is not taught at the campus (e.g., college campus-based and Internet-based courses). The field displays 00 (i.e., not applicable) and cannot be updated on this tab. Note: This setting can be updated once the master schedule has been accepted and the sections have been moved to the Maintenance > Master Schedule > Campus > Sections tab. 10. In the Distance Learning field, type or select the code indicating if the course is taken through distance learning technology at least 50% of the time. The field is two characters. 11. Select Include UIL Eligibility if the course is used in determining six-week eligibility for extracurricular activities. University Interscholastic League (UIL) rules allow some courses to be exempt in determining six-week eligibility. 12. Under Restrictions, add data in the following fields: In the Type Restriction field, select the code indicating if the restrictions always apply (i.e., fixed) or can be overridden (i.e., selectable) by the user. This field applies to the other section restrictions on this tab. Notes: A fixed free time cannot be changed during the master schedule generation process. 108 TxEIS

111 Scheduling A selectable free time can be changed during the master schedule generation process. In the Team Code field, select the team code if you want to restrict section membership to a certain group or team of students. In the Gender Restriction field, select the gender if the section is restricted to one gender. In the Grade Restriction field, select the lowest allowable grade level for the course if there are grade level restrictions for the section. In the + field next to the Grade Restriction field, select the number of additional grade levels that are eligible to take the course. The field is one digit. For example, if the course is for students in 7th and 8th grades, select 07 in the Grade Restriction field, and select 1 in the + field. 13. Under Course Codes and Credits, add data in the following fields: In the Dual Credit field, type or select the code indicating if students are eligible to receive both high school and college credit for the course. In the Advanced Tech Credit field, type or select the code indicating if this is a high school course for which college credit may be awarded by a post-secondary institution under a local articulation agreement or the statewide Advanced Technical Credit (ATC) program agreement. Notes: A course can be reported as either dual credit or ATC, but not both. For ATC courses, one of the Special Consider fields should be set to A, which indicates on the AAR that it is an articulated course. When the student graduates and attends a college in the statewide, articulated course network, he can receive credit for the course. In the AAR Use field, type or select the academic area in which the course is a requirement. In the Grad Plan Use Cd field, type or select the subject area to which the course should be applied on a graduation plan, if other than the course's service ID type. In the Special Consider fields, type or select the codes indicating special considerations for the course. The codes cannot be the same for both fields. The codes are printed on the AAR (SGR2047). In the College Credit Hrs Sem fields, for each semester (up to four semesters), type the number of college credit hours the student will earn for the course. Valid values are 0-5. Values greater than 0 are only valid if the Dual Crdt CD field is set to 1. If the Dual Crdt CD field is set to 1, you must enter a value in at least one of the College Credit Hrs fields. 14. Under PEIMS, add data in the following fields: In the Population Served field, type or select the student population primarily targeted for the course. TxEIS 109

112 Scheduling In the Instruct Setting field, press F2 or click to select the setting used when providing instruction to the students in the course section. You can search for an instructional setting code by code and/or description. Enter data in one or both of the following fields: In the Instruct Setting field, type all or part of the instructional setting code. The code is two digits. In the Description field, type all or part of the description. Click Search. The instructional setting codes that meet the criteria entered are displayed. If more instructional setting codes are retrieved than can be displayed on one page, you can page through the list. When you locate the instructional setting code you want to retrieve, click the code. The code is displayed in the field from which you accessed the dialog box. Click Cancel to close the dialog box without selecting an instructional setting code. 110 TxEIS

113 Scheduling In the Class Type field, type or select the type of class used when providing instruction to students in the course section. In the Role ID field, type or select the capacity in which the instructor serves the students during the course section. In the Course Sequence field, type or select the sequence of the course, which is not necessarily the actual semester the course is taught. In the Weeks/Month field, type or select the weeks of the month the section meets. 15. Under District Information, the following fields from the district master schedule are displayed: Course Sequence Instruct Setting Population Served Role ID Number Semesters Exam/Semester Pattern AAR Use Grad Plan Use Cd Special Consider Include UIL Eligibility Gender Restriction Self Paced Class Type 16. Under Campus Information, the Grade Restriction fields from the Maintenance > Master Schedule > Campus > Courses tab are displayed. 17. To add a meeting time for the section, click +Add in the lower grid. A blank row is displayed in the lower grid. You must set up at least one meeting time for each section. Add data in the following fields: The Meeting field displays sequential numbers for each meeting time you add. In the Sem field, type or select the code for the semesters the class meets. In the Days field, type or select the code for the days the class meets. In the Prd Beg and Prd End fields, select the periods when the class begins and ends. The periods cannot be duplicated. In the Time Begin and Time End fields, type the times when the class begins and ends. Use the HH:MM A format, where HH is the hour, MM is the minutes, and A is a.m. or p.m. In the Lock field, type the code indicating if there is a lunch break after the scheduled class meeting. The code is one character. TxEIS 111

114 Scheduling In the Room field, type the room number in which the class meets. The field can be up to four characters. In the Instr ID field, press F2 or click to select the instructor for the class. The instructor s name is displayed under Instructor. The Search for Instructor ID dialog box is displayed. You can search for an instructor by ID and name. In the Instructor ID field, type all or part of the instructor ID. For example, you can type 1 to find all instructors whose instructor ID begins with 1. You can type up to three digits. In the Instructor Name field, type all or part of the instructor s last name. For example, you can type ma to find all instructors whose last name begins with Ma. You can type up to 50 characters. Click Search. The instructors who meet the criteria are displayed. If more instructors are retrieved than can be displayed on one page, you can page through the list. 112 TxEIS

115 Scheduling When you locate the instructor you want to retrieve, click the instructor ID. The instructor s information is displayed on the page from which you accessed the directory. Click Cancel to close the dialog box without selecting an instructor. The Class Role field indicates the role served by a teacher for the class. The field displays 01 (i.e., teacher of record) and cannot be updated on this tab. Note: This setting can be updated once the master schedule has been accepted and the sections have been moved to the Maintenance > Master Schedule > Campus > Sections tab. To delete a meeting time, click. A message is displayed asking if you want to delete the meeting. Click Yes to delete the meeting time. 18. Click Save to save the information. 19. The Scheduled field displays the number of students scheduled for the course and the remaining seats for the course. For example, if the course has a maximum of 50 seats, and 20 students are scheduled, 020/030 is displayed. 20. To delete a course record, click in the upper grid. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. Click Save. The selected rows are deleted. Note: You can save changes and delete records in the same step (i.e., the changes are all committed when the record is saved). If any changes do not pass validation (i.e., cannot be deleted or have validation errors), none of the changes are saved. INSTRUCTORS The Instructors tab allows you to view the instructors assigned to the course sections and meeting times created by the master schedule generator. The instructor s schedule can also be printed. The page only displays instructors who have data in all Maximum Values fields (except the Study Halls/Day field) on the Maintenance > Master Schedule Generator > Resource Allocator > Instructors tab. TxEIS 113

116 Scheduling Maintenance > Master Schedule Generator > Generate Campus Schedule > Instructors Existing instructors are displayed in the grid. If more instructors are retrieved than can be displayed on one page, you can page through the list. 1. To view data for an instructor, click. The fields in the free-form area below the grid display the following data for the selected instructor: The Instr ID field displays the instructor s three-digit ID. The Staff ID field displays the instructor s social security number. The Home Room field displays the instructor s home room number. The Name fields display the instructor s first, middle, and last names and generation code if applicable. Under Maximum Values, the following data is displayed: The Study Halls/Day field is not being generated at this time. The Periods/Day field displays the maximum number of periods per day that can be taught by the instructor. The field is blank or 0 if the instructor is not assigned to any classes. The Sections/Sem field displays the maximum number of sections per semester that can be assigned to the instructor. The field is blank or 0 if the instructor is not assigned to any classes. The Preps/Sem field displays the maximum number of unique courses (preparations) per semester that can be assigned the instructor. The field is blank or 0 if the instructor is not assigned to any classes. 114 TxEIS

117 Scheduling The Contact Periods/Year field displays the maximum total contact periods the instructor can be assigned to teach for the year. The field is blank or 0 if the instructor is not assigned to any classes. A contact period is defined as a single class on a single day during one semester. Total contact periods = semesters x days x periods Under Restrictions, the following data is displayed: The Department field displays the academic department with which the instructor is associated. Departments are set up on the Maintenance > Master Schedule Generator > Tables > Departments tab. The Subject Area field displays the academic area with which the instructor is associated. Subject areas are set up on the Maintenance > Master Schedule Generator > Tables > Subject Areas tab. The Rsrvd Room field displays the room number for the instructor s reserved classroom. If applicable, the teacher is assigned only to this room. Rooms are set up on the Maintenance > Master Schedule Generator > Tables > Rooms tab. The Designators section displays the codes that designate the room according to certain criteria, characteristics, or equipment. The code may also designate a teacher who has certain skills or characteristics. Designators are set up on the Maintenance > Master Schedule Generator > Tables > Designators tab. Under Elementary, the following data is displayed for elementary scheduling: The Grade field displays the grade level that the instructor is teaching. The Section field displays the section that the instructor is teaching. The Exclude from PEIMS field indicates if the instructor is excluded from PEIMS reporting. If the field is cleared, the instructor is extracted for PEIMS reporting. 2. Click Schedule to print the schedule for the selected instructor. The report is displayed in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. INSTR SCHED The Instr Sched tab allows you to produce the Schedule of Classes (Next Yr) report (SCH2500). The report provides a chart of courses (from the resource allocator and campus master schedule) scheduled for the next year and the instructors who will be teaching the courses. The data is created by the master schedule generator. TxEIS 115

118 Scheduling The enrollment counts are from the temporary schedules created by the trial scheduling load. If you do not run a trial scheduling load, no enrollment counts are displayed on the report. The page only displays instructors who have data in all Maximum Values fields (except the Study Halls/Day field) on the Maintenance > Master Schedule Generator > Resource Allocator > Instructors tab. Maintenance > Master Schedule Generator > Generate Campus Schedule > Instr Sched 1. Under Semester, select the semester for which you want to run the report, or select All Semesters to run the report for all semesters. Options for semesters 1 and 2 are displayed. For four-semester campuses, options for semesters 3 and 4 are also displayed. 2. Under Sort, select the sort order for the report. You can sort by instructor name or instructor ID. 3. Select Include Instructor SSN if you want the instructor s social security number printed on the report. 116 TxEIS

119 Scheduling 4. Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. TRIAL SCHEDULING LOAD OPTIONS The Options tab allows you to set options for scheduling students in a trial scheduling load. The following must be set before the scheduling load is run: On the Maintenance > Master Schedule > District > District Control tab, set the Maximum Scheduling Semesters Allowed field. On the Maintenance > Master Schedule > Campus > Campus Control tab, set the following fields: TxEIS 117

120 Scheduling Max Sems Allowed Low Grade High Grade Period Begin Period End Norm Prd Cntrl Schedule Withdrawn Students - Select the field to include withdrawn students in the trial run. Scheduling Sequence - Only grade levels with a priority are included in the scheduling load. Next year campus courses and sections must be created. Students must have next year course requests. Note: Restrictions are placed in order by proxy, section, campus course, and then district course. Maintenance > Master Schedule Generator > Trial Scheduling Load > Options 1. Select Course Balancing by Gender if you want the trial run to balance the number of students assigned to all sections of a course by gender. 2. Select Gender Restriction can be Lifted if classes restricted to one gender can have the restriction lifted during the scheduling process. 3. Select Substitute Alternate Courses if you want the trial scheduling load to schedule predefined course alternatives for a student when the original class combinations cannot be scheduled. 4. In the Fill Unscheduled Periods with field, type the course number that is used to fill any period that does not have a scheduled course. The field is four characters. This is usually a "See Counselor" course or any one-semester, one-period course with one section for each period/semester. Use the field for your last trial run before accepting the load. 5. Select Team Restriction can be Lifted if classes restricted to one team code can have the restriction lifted during the scheduling process. 118 TxEIS

121 Scheduling Note: In order for the scheduling load to restrict students by team code, the Type Restriction field under Restrictions on the Maintenance > Master Schedule > Campus > Sections tab must be set to Fixed. 6. Select Retain Partial Schedules if you want to retain student schedules, including students who have been assigned a partial schedule. Selecting the field produces the Student Reject Listing which allows you determine why courses could not be scheduled. The field is selected by default. 7. Select Schedule Required Courses First to schedule the students into all required courses first and then elective courses. For example, if a student has requested two required courses, one with one section and another with two sections, the scheduler schedules the course with one section first, and then the course with two sections. After all of the required courses have been scheduled, the scheduler will schedule elective courses in the same priority (i.e., one section, two sections, etc.) until the student is scheduled. If the field is blank, the courses are scheduled in priority order based on the number of sections available. This increases the chances that more students will get a complete schedule. Note: Required and elective courses are determined by the Required and Elective fields on the Maintenance > Master Schedule > District > Courses tab. 8. In the Seat Balancing Intensity field, select one of the following options for seat balancing: High is the recommended setting and is selected by default. Select High if you want the trial run to select sections based on the most seats remaining. Seating will be considered the most important criterion for selecting a section to assign to a student. Note: The trial run may take longer if High is selected, since it may bypass the best section for a student in order to achieve good balancing. Select Low if balancing is not a concern and you want the trial run to run as quickly as possible. 9. Select Grd Lvl Restriction can be Lifted if classes restricted to one grade level can have the restriction lifted during the scheduling process. 10. In the Seat Loading Factor field, type the percentage for increasing or decreasing the number of students above or below the maximum seats allowed during the scheduling process. For example, type 100 (i.e., 100%) to load the students into course sections according to the maximum seats allowed at the campus. The field can be up to three digits. 11. Click Save to save the information. The settings are saved for the next time you use the trial scheduling load function. SCHEDULE LOAD The Schedule Load tab allows you to run a trial scheduling load and generate a statistics report by grade level. The trial scheduling load tests the courses created by the master schedule generator and any courses that already exist in the campus master schedule. This allows you to determine how well students will be scheduled with courses created by the Maintenance > Master Schedule Generator > Generate Campus Schedule page. The schedules cannot be saved or accepted. The trial scheduling load options must be set on the Options tab before you run the scheduling load. TxEIS 119

122 Scheduling Maintenance > Master Schedule Generator > Trial Scheduling Load > Schedule Load 1. If you have students with courses that are already scheduled (i.e., students for whom the course, section, and semester are assigned, or a specific semester or section is requested), you have two options: Select Reschedule Student s Preassigned Sec/Sem if you want the scheduling load to reschedule preassigned sections/semesters. Usually, a campus will not select this field. Leave the Reschedule Student s Preassigned Sec/Sem field blank to keep the students' preassigned sections/semesters when running the scheduling load. 2. Click Trial Run to run a trial scheduling load. The scheduling load begins processing. 3. At the end of the scheduling load, a message is displayed indicating the number of students that the trial run attempted to schedule. 4. Click View Load Stats to view the scheduling statistics report for the trial scheduling load. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. 120 TxEIS

123 Scheduling Click to go forward one page. Click to go to the last page of the report. The report can be saved in various file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. 5. Click Show Crs Error to view a report of invalid course errors for the trial scheduling load. The report opens in a new window. Review, save, and print the report as described previously. If you need to improve your scheduling load, run all reports necessary to identify reasons for unscheduled students, and make the necessary modifications. It is recommended that the following reports be printed after the trial run and before accepting the load: Click the Master Sched tab to view the master schedule report. The report allows you to check class balancing. Click the Stu Reject List tab to view the student reject listing report. The report allows you to determine changes needed in the master schedule or student course requests. 6. To run the trial scheduling load again, click Trial Run. PARTIAL SCHED STU The Partial Sched Stu tab allows you to produce the Partially Scheduled Students report for the trial scheduling load. The report lists the number of unscheduled and scheduled course requests and total course requests. The numbers are computed using the period control (i.e., the number of class periods per day the course meets multiplied by the number of semesters taken). The report is generated after a trial run. For the scheduling load function, print the report before accepting the load. Maintenance > Master Schedule Generator > Trial Scheduling Load > Partial Sched Stu 1. In the Grades field, select a grade level. Or, select All for all grade levels. 2. In the Student ID field, type the student ID. Leading zeros are not required. Or, click Directory to select multiple students. TxEIS 121

124 Scheduling Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. STU REJECT LIST The Stu Reject List tab allows you to produce the Student Reject Listing report for the trial scheduling load. The report lists the course requests that could not be scheduled, the reason, and the course requests scheduled for each semester. The report is used to determine if changes are needed in the master schedule or student course requests. Notes: Under the Not Scheduled section of the report, the Type column indicates if the course is a required or an elective course. The # Sem column in the report indicates if a specific semester was requested. The # Per column in the report displays the number of periods the course meets. If you include the analysis report, the report displays all course information per period (i.e., when each course is offered by period for which days of the week). If the course section is filled to the seat loading factor, it is listed as "Closed" on the report. The section number and days of the week for the scheduled courses are displayed in bold type. If a scheduled course is the first section offered for the course, the course number and title are also displayed in bold type. Unscheduled courses are displayed in regular type. If the trial scheduling load is run with Substitute Alternate Courses selected on the Maintenance > Trial Scheduling Load > Options tab, an asterisk (*) is displayed next to the course title indicating that an alternate course substitution occurred. 122 TxEIS

125 Scheduling If the trial scheduling load cannot schedule the student s original or alternate course requests, then only the original course request data is displayed on the report. The report is generated after a trial run. For the scheduling load function, print the report before accepting the load. Maintenance > Master Schedule Generator > Trial Scheduling Load > Stu Reject List 1. In the Grades field, select a grade level. Or, select All for all grade levels. 2. In the Student ID field, type the student ID. Leading zeros are not required. Or, click Directory to select multiple students. 3. Select Include Analysis to include the analysis report. 4. Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. STU W/ UNSCHED PROXIES The Stu w/ Unsched Proxies tab allows you to produce the Unscheduled Sections of Match Proxies report for the trial scheduling load. The report lists the students whose requested match proxy could not be scheduled, the individual courses in the match proxy, and the reason the courses could not be scheduled. TxEIS 123

126 Scheduling The report is generated after a trial run. For the scheduling load function, print the report before accepting the load. Maintenance > Master Schedule Generator > Trial Scheduling Load > Stu w/ Unsched Proxies 1. In the Grades field, select a grade level. Or, select All for all grade levels. 2. In the Student ID field, type the student ID. Leading zeros are not required. Or, click Directory to select multiple students. 3. In the Match Proxies field, select a proxy, or select All for all proxies. 4. Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. UNMATCHED PROXY SEC The Unmatched Proxy Sec tab allows you to produce the Unmatched Sections of Match Proxy Courses report for the trial scheduling load. The report lists the match proxies in which the section numbers do not match, the courses in the proxy, and the unmatched sections for each 124 TxEIS

127 Scheduling course. The report also indicates if any sections have an invalid semester, begin period, or end period. A valid match proxy must have the following: Same section Same begin and end periods Different semester Courses that are only included in one match proxy The report is generated after a trial run. For the scheduling load function, print the report before accepting the load. Maintenance > Master Schedule Generator > Trial Scheduling Load > Unmatched Proxy Sec 1. In the Match Proxies field, select a proxy. Or, select All for all proxies. 2. Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. TxEIS 125

128 Scheduling STU W/ PRE-ASSIGNED The Stu w/ Pre-assigned tab allows you to produce the Students With Preassigned Course Sections (or Semesters) report and the Students With Cleared Preassigned Course Sections (or Semesters) report. The Students With Preassigned Course Sections (or Semesters) report is generated if Reschedule Student s Preassigned Sec/Sem is not selected on the Schedule Load tab. The report lists students with preassigned courses. The Students With Cleared Preassigned Course Sections (or Semesters) report is generated if Reschedule Student s Preassigned Sec/Sem is selected on the Schedule Load tab. The report lists students whose preassigned courses were cleared. The report is generated after a trial run. For the scheduling load function, print the report before accepting the load. Maintenance > Master Schedule Generator > Trial Scheduling Load > Stu w/ Pre-assigned 1. In the Grades field, select a grade level, or select All for all grade levels. 2. In the Student ID field, type the student ID. Leading zeros are not required. Or, click Directory to select multiple students. Notes: If Include Pre-assigned Sem is selected, the directory displays the grade level selected, if any. Only students who had either a course section or semester assigned on their schedule are listed. If Include Pre-assigned Sem is unselected, the directory displays the grade level selected, if any. Only students who had a course section assigned on their schedule are listed. 3. Select Include Pre-assigned Sem to display the report with semester information. 4. Click Retrieve Report. The report is displayed as follows: Reschedule Student s Preassigned Sec/Sem check box Include Preassigned Sem check box Report displayed Blank Blank Students With Preassigned Course Sections 126 TxEIS

129 Scheduling Blank Selected Students With Preassigned Course Sections or Semesters Selected Blank Students With Cleared Preassigned Course Sections Reschedule Student s Preassigned Sec/Sem check box Include Preassigned Sem check box Report displayed Selected Selected Students With Cleared Preassigned Course Sections or Semesters Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. MASTER SCHED The Master Sched tab allows you to produce the Master Schedule With Reset Seats report for the trial scheduling load. The report lists the course and instructor information, restrictions, number of maximum seats, number of students assigned (first the number of boys, then the number of girls, and then the total boys and girls assigned), and the number of remaining seats in the section by semester. Counts include students scheduled during the trial run and other students previously accepted from a prior trial run. The report is used to check class balancing (i.e., that approximately the same number of students are scheduled in each section). The report is generated after a trial run. TxEIS 127

130 Scheduling Maintenance > Master Schedule Generator > Trial Scheduling Load > Master Sched 1. Select Break-down by Course and Grd Lvl if you want to display the report with total course requests assigned and unassigned by grade level for each course. 2. Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. STU SCHED The Stu Sched tab allows you to produce the Student Schedules report. The report displays the schedules for all students who were completely scheduled by the trial run. The report is generated after a trial run. For the scheduling load function, print the report before accepting the load. Maintenance > Master Schedule Generator > Trial Scheduling Load > Stu Sched 1. In the Grades field, select a grade level. Or, select All for all grade levels. 2. In the Student ID field, type the student ID. Leading zeros are not required. Or, click Directory to select multiple students. 3. Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. 128 TxEIS

131 Scheduling Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. SCHEDULING LOAD OPTIONS The Options tab allows you to set options for running a scheduling load to schedule students. The following must be set before the scheduling load is run: On the Maintenance > Master Schedule > District > District Control tab, set the Maximum Scheduling Semesters Allowed field. On the Maintenance > Master Schedule > Campus > Campus Control tab, set the following fields: Max Sems Allowed Low Grade High Grade Period Begin Period End Norm Prd Cntrl Schedule Withdrawn Students - Select the field to include withdrawn students in the scheduling load. Scheduling Sequence - Only grade levels with a priority are included in the scheduling load. Next year campus courses and sections must be created. Students must have next year course requests. Note: Restrictions are placed in order by proxy, section, campus course, and then district course. TxEIS 129

132 Scheduling Maintenance > Scheduling Load > Options 1. Select Course Balancing by Gender if you want the scheduling load to balance the number of students assigned to all sections of a course by gender. 2. Select Gender Restriction can be Lifted if classes restricted to one gender can have the restriction lifted during the scheduling process. 3. Select Substitute Alternate Courses if you want the scheduling load to schedule predefined course alternatives for a student when the original class combinations cannot be scheduled. 4. In the Fill Unscheduled Periods with field, type the course number that is used to fill any period that does not have a scheduled course. The field is four characters. This is usually a "See Counselor" course or any one-semester, one-period course with one section for each period/semester. Note: Use the field for your last trial run before accepting the load. 5. Select Team Restriction can be Lifted if classes restricted to one team code can have the restriction lifted during the scheduling process. Note: In order for the scheduling load to restrict students by team code, the Type Restriction field under Restrictions on the Maintenance > Master Schedule > Campus > Sections tab must be set to Fixed. 6. Select Retain Partial Schedules if you want to retain student schedules, including students who have been assigned a partial schedule. Selecting the field produces the Student Reject Listing which allows you determine why courses could not be scheduled. The field is selected by default. Clear the field if you want to clear the schedules for students who are not completely scheduled. 7. Select Schedule Required Courses First to schedule the students into all required courses first and then elective courses. For example, if a student has requested two required courses, one with one section and another with two sections, the scheduler schedules the course with one section first, and then the course with two sections. After all of the required courses have been scheduled, the scheduler will schedule elective courses in the same priority (i.e., one section, two sections, etc.) until the student is scheduled. 8. If the field is blank, the courses are scheduled in priority order based on the number of sections available. This increases the chances that more students will get a complete schedule. 130 TxEIS

133 Scheduling Note: Required and elective courses are determined by the Required and Elective fields on the Master Schedule > District > Courses tab. 9. In the Seat Balancing Intensity field, select one of the following options for seat balancing: High is the recommended setting and is selected by default. Select High if you want the scheduling load to select sections based on the most seats remaining. Seating will be considered the most important criterion for selecting a section to assign to a student. Note: The scheduling load may take longer if High is selected, since it may bypass the best section for a student in order to achieve good balancing. Select Low if balancing is not a concern and you want the scheduling load to run as quickly as possible. 10. Select Grd Lvl Restriction can be Lifted if classes restricted to one grade level can have the restriction lifted during the scheduling process. 11. In the Seat Loading Factor field, type the percentage for increasing or decreasing the number of students above or below the maximum seats allowed during the scheduling process. For example, type 100 (i.e., 100%) to load the students into course sections according to the maximum seats allowed at the campus. The field can be up to three digits. 12. Click Save to save the information. The settings are saved for the next time you use the scheduling load function. SCHEDULE LOAD The Schedule Load tab allows you to run the scheduling load using courses in the campus master schedule, produce a statistics report, and accept the scheduling load. The scheduling load options must be set on the Options tab before you run the scheduling load. Maintenance > Scheduling Load > Schedule Load 1. If you have students with courses that are already scheduled (i.e., students for whom the course, section, and semester are assigned, or a specific semester or section is requested), you have two options: Select Reschedule Student s Preassigned Sec/Sem if you want the scheduling load to reschedule preassigned sections/semesters. Usually, a campus will not select this field. Leave the Reschedule Student s Preassigned Sec/Sem field blank to keep the students' preassigned sections/semesters when running the scheduling load. 2. Click Trial Run to run the scheduling load. The scheduling load begins processing. The trial run loads all the information from the master schedule and the student course requests into temporary tables before beginning the process. TxEIS 131

134 Scheduling At the end of the scheduling load, a message is displayed indicating the number of students that the scheduling load attempted to schedule. 3. You can run the trial run multiple times, if needed. After the first time, a warning message will be displayed when you click Trial Run indicating that students have already been scheduled. Click OK to continue. The subsequent trial runs will reschedule all the students and load the master schedule and student course requests into temporary tables again. 4. Click View Load Stats to view the scheduling statistics report for the scheduling load. The report opens in a new window. The scheduling load statistics report contains the options set when the trial run was run, as well as the following statistical information by grade level and for the campus: Grade - The grade levels included in the trial run. Total - The total number of students in each grade level. Fully - The number of students who received a complete schedule. % - The percentage of students who received a complete schedule. Partial - The number of students who received a partial schedule. % - The percentage of students who received a partial schedule. Unsched - The number of students who did not receive any schedule. % - The percentage of students who did not receive any schedule. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in various file formats: Click to save and print the report in PDF format. 132 TxEIS

135 Scheduling Click to save and print the report in CSV format. Click to close the report window. 5. Click Show Error to view a report of invalid course errors for the scheduling load. The report opens in a new window. Review, save, and print the report as described previously. 6. If you need to improve your scheduling load, run all reports necessary to identify reasons for unscheduled students, and make the necessary modifications. It is recommended that the following reports be printed before accepting the load: Click the Master Sched tab to view the master schedule report. The report allows you to check class balancing. Click the Stu Reject List tab to view the student reject listing report. The report allows you to determine changes needed in the master schedule or student course requests. 7. To run the scheduling load again, click Trial Run. A warning is displayed indicating that students have already been scheduled. Click Yes to delete the previous scheduling load and run the scheduling load again. 8. Click Accept Load to accept the scheduling load. When you click Accept Load, the student schedules are moved from the scheduling temporary tables to the student course request table, and the Export successful message is displayed. Do not click Accept Load until you have run all available reports and are satisfied with the trial run. Be sure to check the percentages, student reject listing, and class balancing before accepting the load. If you selected Reschedule Student s Preassigned Sec/Sem, and preassigned sections or semesters exist, a warning is displayed indicating that preassigned courses will be overwritten. Click Yes to continue with accepting the load. A dialog box is displayed allowing you to save a backup of the student course requests. This enables you to start over by resetting the student course requests to the original state before the scheduling load. Select the location in which to save the data backup file. The default name for the file backup is TxEIS_DBcccddd _STUREQ###_YYYYMMDD.zip where cccddd is the county-district number, ### is the campus ID, and YYYYMMDD is the date the file backup was created. You can rename the file as needed. You can rename the file as needed. Click Save. The file is saved to the specified location. The archive password dialog box is displayed. In the first field, type a password for the zipped file. The field can be up to ten characters. You can only use numbers and uppercase and lowercase letters. Special characters are not allowed. In the second field, type the password again. TxEIS 133

136 Scheduling Click OK. The scheduling load begins processing. Note: When the scheduling load is accepted, the data is cleared from the scheduling table; therefore, no reports except the Master Schedule will contain data. PARTIAL SCHED STU The Partial Sched Stu tab allows you to produce the Partially Scheduled Students report for the scheduling load. The report lists the number of unscheduled and scheduled course requests and total course requests. The numbers are computed using the period control (i.e., the number of class periods per day the course meets multiplied by the number of semesters taken). Print the report before accepting the load. Maintenance > Scheduling Load > Partial Sched Stu 1. In the Grades field, select a grade level, or select All for all grade levels. 2. In the Student ID field, type the student ID. Leading zeros are not required. Or, click Directory to select multiple students. 3. Click Retrieve Report. The report is displayed in a new window. The Scheduling Load Partially Scheduled Students report lists the student ID, grade level, and name of partially scheduled students. The following information is also displayed: # Unsched - The number of courses that could not be scheduled, as identified using the period control. # Sched - The number of courses that were scheduled, as identified using the period control. Tot Requests - The total period control for the courses that the student requested. Note: The period control is the number of periods the class meets x the number of semesters. For example, a value of 2 may indicate one course that meets two semesters, or two one-semester courses. Review the report using the following buttons: 134 TxEIS

137 Scheduling Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. STU REJECT LIST The Stu Reject List tab allows you to produce the Student Reject Listing report for the scheduling load. The report lists the course requests that could not be scheduled, the reason, and the course requests scheduled for each semester. The report is used to determine if changes are needed in the master schedule or student course requests. Notes: Under the Not Scheduled section of the report, the Type column indicates if the course is a required or an elective course. The # Sem column in the report indicates if a specific semester was requested. The # Per column in the report displays the number of periods the course meets. If you include the analysis report, the report displays all course information per period (i.e., when each course is offered by period for which days of the week). If the course section is filled to the seat loading factor, it is listed as "Closed" on the report. The section number and days of the week for the scheduled courses are displayed in bold type. If a scheduled course is the first section offered for the course, the course number and title are also displayed in bold type. Unscheduled courses are displayed in regular type. If the scheduling load is run with Substitute Alternate Courses selected on the Maintenance > Scheduling Load > Options tab, an asterisk (*) is displayed next to the course title indicating that an alternate course substitution occurred. If the scheduling load cannot schedule the student s original or alternate course requests, then only the original course request data is displayed on the report. Print the report before accepting the load. Maintenance > Scheduling Load > Stu Reject List 1. In the Grades field, select a grade level, or select All for all grade levels. TxEIS 135

138 Scheduling In the Student ID field, type the student ID. Leading zeros are not required. Or, click Directory to select multiple students. 3. Select Include Analysis to include the analysis report. 4. Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. STU W/ UNSCHED PROXIES The Stu w/ Unsched Proxies tab allows you to produce the Unscheduled Sections of Match Proxies report for the scheduling load. The report lists the students whose requested match proxy could not be scheduled, the individual courses in the match proxy, and the reason the courses could not be scheduled. Print the report before accepting the load. Maintenance > Scheduling Load > Stu w/ Unsched Proxies 1. In the Grades field, select a grade level, or select All for all grade levels. 2. In the Student ID field, type the student ID. Leading zeros are not required. Or, click Directory to select multiple students. 136 TxEIS

139 Scheduling 3. In the Match Proxies field, select a proxy, or select All for all proxies. 4. Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. UNMATCHED PROXY SEC The Unmatched Proxy Sec tab allows you to produce the Unmatched Sections of Match Proxy Courses report for the scheduling load. The report lists the match proxies in which the section numbers do not match the courses in the proxy, and the unmatched sections for each course. The report also indicates if any sections in the match proxy have an invalid semester, begin period, or end period. A valid match proxy must have the following: Same section Same begin and end periods Different semester Courses that are only included in one match proxy Print the report before accepting the load. Maintenance > Scheduling Load > Unmatched Proxy Sec 1. In the Match Proxies field, select a proxy, or select All for all proxies. 2. Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. TxEIS 137

140 Scheduling Click to save and print the report in PDF format. Click to close the report window. STU W/ PRE-ASSIGNED The Stu w/ Pre-assigned tab allows you to produce the Students With Preassigned Course Sections (or Semesters) report and the Students With Cleared Preassigned Course Sections (or Semesters) report. The Students With Preassigned Course Sections (or Semesters) report is generated if Reschedule Student s Preassigned Sec/Sem is not selected on the Schedule Load tab. The report lists students with preassigned courses. The Students With Cleared Preassigned Course Sections (or Semesters) report is generated if Reschedule Student s Preassigned Sec/Sem is selected on the Schedule Load tab. The report lists students whose preassigned courses were cleared. Print the report before accepting the load. Maintenance > Scheduling Load > Stu w/ Pre-assigned 1. In the Grades field, select a grade level, or select All for all grade levels. 2. In the Student ID field, type the student ID. Leading zeros are not required. Or, click Directory to select multiple students. Notes: If Include Pre-assigned Sem is selected, the directory displays the grade level selected, if any. Only students who had either a course section or semester assigned on their schedule are listed. If Include Pre-assigned Sem is unselected, the directory displays the grade level selected, if any. Only students who had a course section assigned on their schedule are listed. 3. Select Include Pre-assigned Sem to display the report with semester information. 4. Click Retrieve Report. The report is displayed as follows: Reschedule Student s Preassigned Sec/Sem check box Include Pre-assigned Sem check box Report displayed Blank Blank Students With Preassigned 138 TxEIS

141 Scheduling Course Sections Blank Selected Students With Preassigned Course Sections or Semesters Selected Blank Students With Cleared Preassigned Course Sections Selected Selected Students With Cleared Preassigned Course Sections or Semesters Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. MASTER SCHED The Master Sched tab allows you to produce the Master Schedule With Reset Seats report for the scheduling load. The report lists the course and instructor information, restrictions, number of maximum seats, number of students assigned (first the number of boys, then the number of girls, and then the total boys and girls assigned), and the number of remaining seats in the section by semester. Counts include students scheduled during the scheduling load and other students previously accepted from a prior scheduling load. The report is used to check class balancing (i.e., that approximately the same number of students are scheduled in each section). Print the report before accepting the load. Maintenance > Scheduling Load > Master Sched 1. Select Break-down by Course and Grd Lvl if you want to display the report with total course requests assigned and unassigned by grade level for each course. TxEIS 139

142 Scheduling Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. STU SCHED The Stu Sched tab allows you to produce the Student Schedules report. The report displays the schedules for all students who were completely scheduled by the scheduling load. Print the report before accepting the load. Maintenance > Scheduling Load > Stu Sched 1. In the Grades field, select a grade level, or select All for all grade levels. 2. In the Student ID field, type the student ID. Leading zeros are not required. Or, click Directory to select multiple students. 3. Click Retrieve Report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. 140 TxEIS

143 Scheduling MSALGO EXPORT Master Schedule Algorithm (MSALGO) is used to help you create a master schedule. The Export page extracts all course records and student course requests for next year, and creates a matrix of conflicts and a list of requests for all courses. Match proxy courses are exported as the individual courses that make up the proxy. The export also extracts Scheduling options, such as grade level range, period range, and number of semesters to an MSALGO table. Maintenance > MSALGO > Export 1. Select Overlay to overlay the current options. The Overlay check boxes are enabled if there is already data in the corresponding MSALGO tables (i.e., if the data has already been exported for the campus). The boxes are grayed out if you are running the export for the first time. For the following fields, you must select any field that is enabled; otherwise, the export will be canceled. Options Request Total Students by Grade Conflict Section Conflict 2. The following fields do not need to be selected, even if they are enabled. Do not select these fields if you want to keep any sections and meetings you have already placed in MSALGO, but want to update the other information. Course Section Course Section Meeting 3. Click Start to start the export. Existing information for the campus is deleted from the corresponding MSALGO table, and the new information is inserted into the table. A message will indicate when the export is successful. Note: If this is the first time running the export, the process may take a while depending on the number of student requests, courses, and course sections A message will indicate when the export is successful. TxEIS 141

144 Scheduling If errors are encountered, click Show Errors to view the error report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. PROCESS OPTIONS The Options tab displays scheduling options populated by the Master Schedule Algorithm (MSALGO) Export. MSALGO fields are also displayed. These options should be verified or set as default values before continuing with the process. If the MSALGO export was not run previously, a message is displayed indicating that MSALGO options are not available. Maintenance > MSALGO > Process > Options 1. In the First Period field, select the first class period that can be scheduled. 2. In the Nbr Periods field, select the number of periods per day for which courses are offered. Valid periods for the day are from First Period through (Nbr Periods + First Period) - 1. Examples: If the campus has First Period set to 00 and Nbr Periods set to 8, the valid periods will be 00 through TxEIS

145 Scheduling If the campus has First Period set to 01 and Nbr Periods set to 8, the valid periods will be 01 through In the Low Grd Level field, accept the default, or select the lowest grade level that can be scheduled at the campus. 4. In the High Grd Level field, accept the default, or select the highest grade level that can be scheduled at the campus. An error message is displayed if course requests exist for students in grade levels outside of the Low Grd Level and High Grd Level range. 5. In the Nbr of Sem field, accept the default, or select the number of semesters to be scheduled at the campus for the coming school year. 6. Click Save to save the changes. After all options have been verified, you may proceed to the Build tab. BUILD The Build tab allows you to enter the number of sections for each course. This data should only be entered after the Master Schedule Algorithm (MSALGO) options have been verified on the Options tab. The Build tab displays course data from the next year course file, including the course number and title, number of semesters, number of periods the course meets (derived from the number of semesters and the period control from the scheduling course record), and tally counts. Maintenance > MSALGO > Process > Build The courses are displayed in course number order. Course requests and conflicts by team are displayed below the grid. 1. In the Nbr of Sec field for each course, type the number of sections. All fields are set to 01 by default. The section can be up to two digits. 2. Click Save to save the changes. TxEIS 143

146 Scheduling When all courses have the correct number of sections, proceed to the Place tab. PLACE The Place tab is used to place the sections on the master schedule. You must enter and save the information on the Build tab prior to proceeding to this tab. Using MSALGO to Place Sections: After entering all of the prescheduled courses, you can begin placing the course sections as determined by MSALGO. Keep in mind that you can override the suggested courses at any time. However, it is to your advantage to follow the MSALGO logic as closely as possible. The first step is to display the next course to be placed. MSALGO provides you with three charts that help you in determining the periods in which to place the sections. Once you display the section to be placed, print the charts. These charts indicate conflicts, sections, and seating for each period of the day. The first priority in placing sections is conflicts. It is important to place the section in the period that results in the least conflict. The conflict chart identifies potential conflicts. The potential conflicts per period per semester are calculated and the weighted conflict chart is produced as follows: The type of course (singleton, doubleton, etc.) being placed is determined. Each course already placed is identified. For each course, it is determined what type it is and how many potential conflicts it has with the course that is being placed. The following formula is calculated for the course you are trying to place with each course already placed. The result is then tallied into the semester/period(s) of the weighted conflict chart based on where each course already placed was put. SUM (1 / (# times 1st course x # times 2nd course) ) Seating balance is the second priority when building the master schedule. The seating chart shows the number of students placed by period and semester for each grade level. The number of seats in each period for each grade level must match very closely the number of students in the grade level at the end of the schedule build. Too many seats distort the load balance as much as too few seats. You must look at the number of seats per grade level rather than the total number of seats per period. The balance must occur for each grade level. The seating chart is calculated as follows: SUM ( (# seats requested per grade per period per semester / (# semesters in course / # semesters course offered) ) / # times course offered per semester) for each course by grade, semester, and period The courses are calculated one at a time. The total number of requests for each course by grade and semester are divided by the number of times the course is offered for the semester, then displayed for each period the course meets. If a course section has more than one meeting period, only the first period of the first meeting time will be used to divide the requests, but the rest of the meeting time periods will display requests on the seating chart. 144 TxEIS

147 Scheduling If the course is offered for more semesters than the length of the course, such as a onesemester course being offered in both semester 1 and semester 2, the requests for the course are further divided evenly between the two semesters of the course to determine how many requests would be placed each period and semester. The section chart is the final chart used when building the master schedule. This indicates the number of sections per period. Compare this chart against your staff and room charts to verify that you have resources available. You should be aware of the number of sections versus the total number of seats per period. It is important that you do not fill a specific period with low load sections. If this should happen extensively, the scheduler may not be able to provide a seat for each student in that period. You also run the risk of using all of your resources for the period before all students can be placed. Note: At some point it becomes necessary to be more concerned with the seating balance than the number of conflicts. It is important that you look at both of these values when placing a section. Relying only on conflicts, or only on seating balance, to place sections results in a poorly built master schedule. Once you select a period, or periods, in which to schedule the course, you must determine the instructor and the meeting location. Use the teacher resource chart to check prior assignments and qualifications. Next, check the master schedule to see if the teacher is available for the selected period. After selecting the instructor, determine whether rooms are available for the selected sections. After making these decisions, you must place the section on the master schedule and update all of the charts you are using as you build the master schedule. TxEIS 145

148 Scheduling Maintenance > MSALGO > Process > Place 1. In the Course to be Placed field, a course number is automatically displayed. This is the course that MSALGO determines should be placed first. To select another course, press F2 or click to select the course. The courses in the dialog box are sorted by the ranking in an algorithm: from the least number of sections and greatest number of conflicts within the number of sections, to the greatest number of sections and number of conflicts, from greatest to least, within the number of sections. For each course, the course number and title, number of conflicts (the lower the number of conflicts, the more difficult to place), and the number of sections placed are displayed. If all sections of a course are placed, the message "Placed" is displayed. Otherwise, the number of sections placed out of the number of sections available is displayed (e.g., 0 of 1). The algorithm ranks the most difficult courses to place first, but any course can be selected for placing. Data for the selected course is displayed, including the course title, number of semesters and periods, number of conflicts, number of sections placed, and number of requests. Section placement guidelines: MSALGO uses the following rules for the order of placement: 146 TxEIS

149 Scheduling Singletons (i.e., courses that are only offered once) are placed first. Within the singletons, the sections are placed sequentially from highest to lowest number of total potential conflicts. Example: Courses 1004 and 2003 are both singletons. Course 1004 shows 223 conflicts, while course 2003 shows 145 conflicts. MSALGO selects course 1004 to be placed before course Once all of the singletons are placed, MSALGO moves on to the doubletons, and so on. This process continues until all sections have been placed on the master schedule. 2. Under Section(s), the number of sections specified on the Build tab determine the number of rows listed. Accept the default values, or update the data in the following fields: In the Sec field, type the correct number of sections for the course. The field is required. In the Seats field, type the number of seats available for the section. You can type up to three digits. In the Team Code field, type the team code for the section. The field is one character. When MSALGO determines which sections meet all of the restrictions criteria for a student, if there is a team code in the section record, it will check the student demographic team code for an exact match. 3. Under Meeting Time(s), the meeting times for the currently selected section are listed. A course section can have up to four meeting times and must have at least one meeting time. Click +Add to add a meeting time. A row is added to the grid. Add data in the following fields: The Sec-Meet field displays sequential numbering of the meeting times. The number is automatically generated and cannot be changed. In the Sem field, select the semester in which the section is offered. For twosemester campuses, if the course is a two-semester course, the Sem field is set to 3 by default. The field is required. In the Frm field, select the beginning period that the class meets. The field is required. In the To field, select the last period that the class meets. The field is required. TxEIS 147

150 Scheduling In the Instr field, press F2 or click to select the instructor. The Search for Instructor ID dialog box is displayed. You can search for an instructor by ID and name. In the Instructor ID field, type all or part of the instructor ID. For example, you can type 1 to find all instructors whose instructor ID begins with 1. You can type up to three digits. In the Instructor Name field, type all or part of the instructor s last name. For example, you can type ma to find all instructors whose last name begins with Ma. You can type up to 50 characters. Click Search. The instructors who meet the criteria are displayed. If more instructors are retrieved than can be displayed on one page, you can page through the list. 148 TxEIS

151 Scheduling When you locate the instructor you want to retrieve, click the instructor ID. The instructor s information is displayed on the page from which you accessed the directory. Click Cancel to close the dialog box without selecting an instructor. In the Room field, type the room number of the room in which the class meets. In the Days field, select the days on which the class meets. The field is required and is set to MTWThF by default. To delete a meeting time, click. A message is displayed asking if you want to delete the row. Click Yes to delete the meeting time. The row is deleted. Note: Meeting time 1 cannot be deleted. At least one meeting time is required for each section. 4. Click Save to save the changes. This will update the Courses to be Placed dialog box with information about any sections that are now placed. It will also automatically retrieve the course which MSALGO determines is the next course to be placed. Note: You can save data at any time while you are on the Place tab. 5. Click Next Crs to Place to retrieve the course which MSALGO determines should be placed next. This will be the first course which is not completely placed that MSALGO determines has the highest priority for placement. A section is considered placed if meeting time 1 has a semester code, beginning period, and ending period. The information must be saved. All sections of a course must be placed for MSALGO to consider the course completely placed. The next course to place is not accurate unless all meeting time information entered is saved. 6. Click View Chart to view the placement chart. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. Click to save and print the report in PDF format. Click to close the report window. TxEIS 149

152 Scheduling REPORTS The Reports tab provides the master schedule, course request tally, conflict chart, and conflict matrix reports. Maintenance > MSALGO > Process > Reports 1. Under Type, select the report you want to generate. Select Master Schedule to generate the MSALGO Master Schedule report, which displays information from the Place tab. This report shows all sections that have been placed and the resources available. This information should be verified before moving the MSALGO information to the Scheduling tables. Select Tally to generate the MSALGO Course Request Tally report, which lists all courses, number of sections, and number of requests per grade level. Select Conflict Chart to generate a report of course requests by team and grade level, a conflict chart, a seating chart, and a sections chart. The algorithm for the Number Students conflict chart is the sum of the number of students requesting both the course being placed and the course already placed divided by the number of times the course being placed meets multiplied by the number of times the course already placed meets. SUM ( # students requesting both courses / (# times 1st course x # times 2nd course) ) Select Conflict Matrix to generate a report of the number of students requesting each course, and a list and count of other courses these students have also requested. The report will not include any courses that have 0 in the Nbr of Sec field on the Build tab. The report is also available as the Potential Conflict Matrix report (SCH0600). 2. Click Retrieve. The selected report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. 150 TxEIS

153 Scheduling Click to save and print the report in PDF format. Click to close the report window. UTILITIES The Utilities tab provides the following processes: Move MSALGO section data to RSCCC tables Clear all MSALGO tables Clear all placed courses Back up MSALGO tables Restore MSALGO tables Maintenance > MSALGO > Process > Utilities 1. Under Processes, select the process you want to perform. Select Move MSALGO Sections to TxEIS to move MSALGO section data to TxEIS. This process creates section records and meeting time records in the TxEIS tables. Note: Only course sections that have been placed in meeting times are moved to the TxEIS tables. The Password and Verify Password fields are displayed. In the Password field, type a password for the file. To restore this file using the Restore MSALGO Tables utility, the user must type this password. In the Verify Password field, retype the password to verify its accuracy. Click Run Process. A dialog box is displayed prompting you to verify that you want to move MSALGO sections and meeting times to TxEIS. Click Yes to overlay TxEIS records with MSALGO records. All TxEIS sections and meeting times are replaced with MSALGO course sections and meeting times. Click No to merge TxEIS records with MSALGO records. All TxEIS sections and meeting times are updated with data from matching course sections in MSALGO (both course number and section number match). TxEIS 151

154 Scheduling Course sections in MSALGO that do not have matching records in TxEIS are added to the TxEIS tables. TxEIS course sections and meeting times that do not have matching records in MSALGO remain unchanged in TxEIS. If you selected Yes or No, a dialog box is displayed allowing you to save the zipped file. You are prompted to open or save the file. Click Save. A dialog box is displayed is displayed allowing you to select the location in which to save the file. Note: For larger districts, a disk is not recommended for saving the files because of the limited disk space. Click Save. The file is saved to the specified location, and a message is displayed indicating that the move to TxEIS was successful. Select Clear All MSALGO Tables to clear MSALGO tables. This process can be used if you are going to reexport to MSALGO. Click Run Process. When the process is complete, a message is displayed indicating that the process was successful. Select Clear all Placed Courses to clear placed courses. This process clears all courses, meeting times, and sections. Click Run Process. A dialog box is displayed prompting you to verify that you want to clear all placed courses. Click Yes to continue. When the process is complete, a message box appears. Click OK. Select Backup MSALGO Tables to back up MSALGO tables. This process creates a zipped file. The Password and Verify Password fields are displayed. In the Password field, type a password for the file. To restore this file using the Restore MSALGO Tables utility, the user must type this password. In the Verify Password field, retype the password to verify its accuracy. Click Run Process. The File Download dialog box is displayed allowing you to save the file. You are prompted to open or save the zipped file. Click Save. A dialog box is displayed allowing you to select the location in which to save the file. Click Save. The file is saved to the specified location. Select Restore MSALGO Tables to restore MSALGO tables. This process allows you to overlay data or merge data from the backup MSALGO text files. The Import File and Password fields are displayed. Next to the Import File field, click Browse. A dialog box is displayed allowing you to open and locate the file. 152 TxEIS

155 Scheduling In the Password field, type the password for the file. The password is created when the file is created using the Backup MSALGO Tables utility. Click Run Process. When the process is complete, a message is displayed indicating that the process was successful. If no files are found from the campus, a message is displayed indicating that a rollback was performed. TxEIS 153

156 Scheduling TxEIS

157 Scheduling EXPORT STUDENT REQUESTS (UNLOAD) Utilities The utility exports student requests for the campus to which you are logged on. The export function creates an encrypted, zipped file with the format TXEIS_DBcccddd_STUREQ###_yyyymmdd.ZIP, where cccddd is the county-district number, ### is the campus to which you are logged on, and yyyymmdd is the current date. The zipped file contains the exported data. You can rename the file as needed. Note: If the export is run more than once on the same day, be careful not to overwrite files. Utilities > Export > Student Requests (Unload) 1. In Scheduling, from the Utilities menu, select Export, and then select Student Requests (Unload). The Student Requests (Unload) page is displayed. 2. In the Password field, type a password for the file. To import this file using the Import Student Requests (Unload) utility, the user must type this password. The field can be up to ten characters. 3. In the Verify Password field, retype the password to verify its accuracy. 4. Click Export. A dialog box is displayed allowing you to save the zipped file. You are prompted to open or save the file. Click Save. A dialog box is displayed allowing you to select the location in which to save the file. Note: For larger districts, a disk is not recommended for saving the files because of the limited disk space. Click Save. The file is saved to the specified location. 5. If errors occur, the Error List button is displayed. Click Error List to view the error report. The report opens in a new window. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. TxEIS 155

158 Scheduling Click to go forward one page. Click to go to the last page of the report. The report can be saved in various file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. SECTIONS (UNLOAD) The utility exports sections for the campus to which you are logged on. The export function creates an encrypted, zipped file with the format TXEIS_DBcccddd_SECTION###_yyyymmdd.ZIP, where cccddd is the county-district number, ### is the campus to which you are logged on, and yyyymmdd is the current date. The zipped file contains the exported data. You can rename the file as needed. Note: If the export is run more than once on the same day, be careful not to overwrite files. Utilities > Export > Sections (Unload) 1. In the Password field, type a password for the file. To import this file using the Import Sections (Unload) utility, the user must type this password. The field can be up to ten characters. 2. In the Verify Password field, retype the password to verify its accuracy. 3. Click Export. A dialog box is displayed allowing you to save the zipped file. You are prompted to open or save the file. Click Save. A dialog box is displayed allowing you to select the location in which to save the file. Note: For larger districts, a disk is not recommended for saving the files because of the limited disk space. Click Save. The file is saved to the specified location. 4. If errors occur, the Show Error button is displayed. Click Show Error to view the error listing. Review the report using the following buttons: Click to go to the first page of the report. 156 TxEIS

159 Scheduling Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in the following file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. IMPORT STUDENT REQUESTS (UNLOAD) The utility imports student requests. Note: The import process overwrites current student requests and schedules. Utilities > Import > Student Requests (Unload) 1. Next to the Import File field, click Browse to locate the file. A dialog box is displayed allowing you to locate an open the file. Select the file and click Open. The file name contains the county-district number, campus ID, and date. The path of the file is displayed in the Import File field. 2. In the Password field, type the password for the file. The password is created when the file is exported using the Export Student Requests (Unload) utility. You cannot import a zipped file without the correct password. 3. Click Import. The file is imported. 4. If errors occur, the Show Error button is displayed. Click Show Error to view the error listing. Review the report using the following buttons: Click to go to the first page of the report. TxEIS 157

160 Scheduling Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in the following file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. SECTIONS (UNLOAD) The utility imports sections. Note: The import process overwrites current sections. Utilities > Import > Sections (Unload) 1. Next to the Import File field, click Browse to locate the file. A dialog box is displayed allowing you to select the file and click Open. The file name contains the county-district number, campus ID, and date. The path of the file is displayed in the Import File field. 2. In the Password field, type the password for the file. The password is created when the file is exported using the Export Sections (Unload) utility. You cannot import a zipped file without the correct password. 3. Click Import. The file is imported. If any students have scheduled courses, an error message is displayed, and the process is canceled. 4. If errors occur, the Show Error button is displayed. Click Show Error to view the error listing. Review the report using the following buttons: Click to go to the first page of the report. 158 TxEIS

161 Scheduling Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in the following file formats: Click to save and print the report in PDF format. Click to save and print the report in CSV format. Click to close the report window. DELETE NY MASTER SCHEDULE DISTRICT DELETE NEXT YEAR DISTRICT COURSES The utility deletes next year district courses (i.e., the district master schedule). The next year master schedule information is deleted before the new next year master schedule is created from the current year master schedule. Use extreme caution when using this utility. Deleting district courses affects all campuses. To delete next year district courses, you must have access rights to all campuses in the district. Note: The next year requests/schedules, instructors, campus courses, and campus sections must be deleted from every campus in the district before the next year district courses can be deleted. Utilities > Delete NY Master Schedule > District > Delete Next Year District Courses 1. Select one or more of the following fields to indicate the data you want to delete. Notes: District Courses Campus Courses Campus Sections If student requests or schedules exist, the fields are disabled, and you cannot delete next year district courses. TxEIS 159

162 Scheduling You cannot delete a district master schedule if any requests or alternate requests exist for the course. 2. Click Delete to execute the utility. If proxies exist, a message is displayed asking if you want to clear only the selected items, or both the selected items and the proxies. CAMPUS If you click District, the next year district courses are deleted, but the proxies remain. If you click Dist + Proxies, the proxies are cleared, and each campus must recreate its proxies. DELETE NEXT YEAR CAMPUS COURSES The utility deletes next year campus courses (i.e., the campus master schedule). The next year master schedule information is deleted before the new next year master schedule is created from the current year master schedule. At the campus level, all student requests and schedules must be deleted before you can delete campus courses. If the information has been deleted, the message "Empty" is displayed next to the field. Use extreme caution when using this utility. Note: If student requests or schedules exist, course or section information cannot be deleted. Utilities > Delete NY Master Schedule > Campus 1. Select one or more of the following fields to indicate the data you want to delete. Requests/Schedules/Alternates 160 TxEIS

163 Scheduling Instructors Campus Courses Campus Sections Campus Proxies If student requests or schedules exist, the course, section, and proxy fields are disabled, and you cannot delete next year campus courses. Notes: If the table is empty, the message "Empty" is displayed. If you select Campus Courses, the Campus Sections field is automatically selected. If you select Campus Proxies, all proxies are deleted and must be recreated individually by the campus. Proxies are not created from the current year master schedule. If you select Campus Sections, the following fields are displayed: Select Active Meeting Time (Teacher of Record) to move only the courses sections of the active meeting time rows to Scheduling for any class role, even if the meeting time rows have different beginning and ending periods. Select Include Withdrawn Meeting Times (Teacher of Record) to move all meeting time rows to Scheduling, whether or not a withdrawal date exists. 2. Click Delete. A message is displayed asking you to confirm that you want to delete the selected data. Click Yes. The process is complete when the progress bar is 100% complete. CREATE NY MASTER SCHEDULE DISTRICT CREATE NEXT YEAR DISTRICT COURSES The utility creates next year district courses (i.e., the district master schedule). The next year district courses are created from current year district courses. If next year master schedule information already exists, the utility is disabled, and the following message is displayed: The Next Year Master Schedule Information already exists. You will NOT be able to run this utility to create courses. TxEIS 161

164 Scheduling Utilities > Create NY Master Schedule > District 1. The District Courses field indicates that the district courses will be created. The field is selected by default. The field is disabled if courses have already been created, and you cannot create next year district courses. The field is disabled if the Maximum Course Number Length set in Scheduling is different than the current year Maximum Course Number Length set in Grade Reporting. 2. Click Create. CAMPUS A message is displayed asking you to confirm that you want to create the courses. Click Yes. The process is complete when the progress bar is 100% complete. CREATE NEXT YEAR CAMPUS COURSES The utility creates next year campus courses (i.e., the campus master schedule). At the campus level, courses are only created if they are offered at the district level. Sections are only created for courses in the next year campus file. If next year master schedule information already exists, the message "Created" is displayed, and courses cannot be created. Utilities > Create NY Master Schedule > Campus 1. Select one or more of the following fields to indicate the data you want to create. Select Instructors to create next year instructor records from current year. 162 TxEIS

165 Scheduling Select Campus Courses to create next year courses. The from CY campus, from NY district, and Campus Sections fields are enabled. Select from CY campus if you want courses created from the current year campus master schedule. Select from NY district if you want courses created from the next year district master schedule. Note: Creating courses from the next year district option creates all district courses at your campus. This may be a valid option if the district has only one campus. Select Campus Sections to create next year sections from current year sections. Select Active Meeting Time (Teacher of Record) to move only the courses sections of the active meeting time rows to Scheduling for any class role, even if the meeting time rows have different beginning and ending periods. Select Include Withdrawn Meeting Times (Teacher of Record) to move all meeting time rows to Scheduling, whether or not a withdrawal date exists. If you are going to use the Resource Allocator to generate campus sections for the next year master schedule, you would not want to create the next year sections from current year sections. Notes: 2. Click Create. If you are creating sections, you must also select Instructors to create instructors. If you do not create instructors, the sections are created without instructors. Any instructors associated with the sections are deleted unless they are created at this time. If you select Campus Courses, you can create either current year campus courses or next year district courses. The Campus Sections field is enabled to allow you to create sections. When selecting to copy Campus Courses from CY campus, if the Maximum Course Number Length set in Scheduling is different than that set in current year Grade Reporting then the copy will be cancelled. A message is displayed asking you to confirm that you want to create the selected data. Click Yes. The process is complete when the progress bar is 100% complete. RESOURCE ALLOCATOR RECORD DELETION The Resource Allocator Record Deletion utility allows you to delete specific resource allocator information or entire resource allocator records from the previous scheduling year before entering this year s information. For example, if you assigned free time and courses to instructors, you can delete all the free time without deleting the courses. Records deleted using this utility are deleted from both the master schedule and the resource allocator. Note: It is recommended that you back up your database before running this utility. TxEIS 163

166 Scheduling Utilities > Resource Allocator Record Deletion 1. Under Meeting Time Parameters, select one or more of the following fields to indicate the data you want to delete: Delete Day Patterns Delete Semester Patterns Delete Period Patterns Delete School Free Time 2. Under Rooms, select one or more of the following fields to indicate the data you want to delete: Delete Free Time Delete Courses Delete All Rooms If Delete All Rooms is selected, Delete Free Time and Delete Courses are selected and disabled. 3. Under Instructors, select one or more of the following fields to indicate the data you want to delete: Delete Free Time Delete Courses Delete All Instructors If Delete All Instructors is selected, Delete Free Time and Delete Courses are selected and disabled. If you already have campus section records for next year, the instructors assigned to the next year sections are also deleted from the meeting times. 4. Under Section Info, select Delete All Records to delete all section records, including all information for the sections. 5. Under Study Hall, select Delete All Records to delete all study hall course records, including all the information for the courses. 6. Under Campus Courses, select Clear Max Seats to clear all of the max seats set on the campus course sections. This resets the Max Seats field to 000 for all courses on the Maintenance > Master Schedule > Campus > Courses tab. 7. Click Delete. A message is displayed asking you to confirm that you want to delete the selected resource allocator data. Click Yes to continue. 164 TxEIS

167 Scheduling A message is displayed indicating that the records were successfully deleted. RESOURCE ALLOCATOR RECORD CREATION The Resource Allocator Record Deletion utility allows you to delete specific resource allocator information or entire resource allocator records from the previous scheduling year before entering this year s information. For example, if you assigned free time and courses to instructors, you can delete all the free time without deleting the courses. Records deleted using this utility are deleted from both the master schedule and the resource allocator. Note: It is recommended that you back up your database before running this utility. Utilities > Resource Allocator Record Creation A message is displayed indicating that existing data cannot be overwritten. Click OK. If the records have already been created, and there is no new data to update, all the fields are disabled. 1. Select Resource Allocator Instr Courses to create instructor courses. The records are created from the current year campus section meeting times. Any course with an instructor ID in a meeting time is included. Courses are only created for instructors who have valid values in the Maximum Values fields on the Maintenance > Master Schedule Generator > Resource Allocator > Instructors tab. If next year instructor records do not exist, they are created from current year records. 2. Select Resource Allocator Crs Sections to create course sections. Then, select one of the following options: Max Seats from CYR Sections or Max Seats from Default. You can select only one of the options. If you select both fields, an error message is displayed. If you select Max Seats from CYR Sections, the Max Seats field from the first section of the course in the current year schedule is used. If there is no matching course in the current year sections, the value in the Default Max Seats field (below) is used, if available. TxEIS 165

168 Scheduling If you select Max Seats from Default, the value from the Default Max Seats field is used for all courses in the campus master schedule that have a blank Exclude from Conflict Matrix field. If you select either one of the fields, the Max Seats field on the Maintenance > Master Schedule > Campus > Courses tab is populated for each course that has a blank Exclude from Conflict Matrix field. Only courses with the Max Seats field set to 000 are updated. Notes: Next year campus courses are not created if the Exclude from Conflict Matrix field is selected on the Master Schedule > Campus > Courses tab. The From Sec and To Sec fields on the Master Schedule Generator > Resource Allocator > Section Info tab are determined by dividing the number of requests by the number of seats per class (i.e., the Max Seats field on the Master Schedule > Campus > Courses tab). If no requests exist for the class, or the Max Seats field is blank, one section (i.e., From Sec 01, To Sec 01) is used. A matching meeting time record is created for each section. 3. Select Room Number to create room records. The program attempts to load seats, subject areas, and departments for the room records. Seats are taken from the highest value in the Max Seats field in a current year section taught in the room. If no sections are taught in the room, the value in the Default Room Seats field (below) is used, if available. Subject areas are taken from the instructor record for the lowest course number and section number taught in the room by an instructor with a subject area in Grade Reporting. Departments are determined by the lowest course number taught at the campus that has a department specified on the district course maintenance page in either Scheduling or Grade Reporting. The program looks at the district courses in Scheduling first. If departments do not exist in Scheduling, the program looks in Grade Reporting. 4. Select Resource Allocator Room Courses to create room course records. Courses for rooms are taken from the current year campus section meeting times. 5. In the Default Max Seats field, type the default number of seats available in the room. If Max Seats from CYR Sections is selected, you can still specify the default number of seats to use for courses that do not have current year sections. If Max Seats from Default is selected, and the Default Max Seats field is blank, the program uses In the Default Room Seats field, type the default number of seats available in the room. 7. Under Update Tables from NYR Instructors, select one or more of the following options: Designators, Departments, and Subject Areas. You can select any combination of these tables to update. They can be updated even if data already exists. These options look at the instructor records in Scheduling and update the designators, departments, and subject areas tables with any new data. 166 TxEIS

169 Scheduling If there is no new data to update, a message is displayed indicating that all designators, departments, and subject areas are updated. 8. Under Auto-fill NYR Instructor Maximum Values, add data in the following fields if you want to autofill the corresponding Maximum Values fields on the Maintenance > Master Schedule Generator > Resource Allocator > Instructors tab: In the Study Halls/Day field, type the maximum number of study halls per day that can be assigned to the instructor. The field can be up to two digits. In the Sections/Sem field, type the maximum number of sections per semester that can be assigned to the instructor. The field can be up to two digits. Type 0 or leave blank if the instructor is not assigned to any classes. In the Periods/Day field, type the maximum number of periods per day that the instructor can teach. The field can be up to two digits. Type 0 or leave blank if the instructor is not assigned to any classes. In the Preps/Sem field, type the maximum number of unique courses (preparations) per semester that can be assigned the instructor. Unique courses usually require the instructor to do a separate preparation. The field can be up to two digits. Type 0 or leave blank if the instructor is not assigned to any classes. In the Contact Periods/Year field, type the maximum total contact periods the instructor can be assigned for the year. The field can be up to four digits. Type 0 or leave blank if the instructor is not assigned to any classes. Note: If both Resource Allocator Instr Courses and Auto-fill NYR Instructor Maximum Values are selected, the autofill process runs first to ensure that all instructor courses are created. 9. Click Create. A message is displayed indicating that records were successfully created. The program assumes that at least one day pattern exists for the resource allocator to use when creating meeting times for Resource Allocator Crs Sections. If no day pattern exists, an error message is displayed indicating that you must create one. Day patterns are created on the Master Schedule Generator > Resource Allocator > Meeting Time Parameters tab. If at least one day pattern exists, but it is not MTWRF (05), the resource allocator uses the first one it finds. A message is displayed indicating the day pattern that is used. If there is no data available to create the records selected, a warning message is displayed. If the Maximum Course Number Length in Scheduling > Maintenance > Master Schedule > District > District Control does not match the current year course lengths in Grade Reporting a warning message will display on the bottom of the page. The program will still run even if they do not match, but will only allocate instructors and rooms. TxEIS 167

170 Scheduling TxEIS

171 Scheduling SCHEDULING Reports The Scheduling Reports page allows you to view and print reports using Scheduling data. Reports > Scheduling 1. Select the report to see the parameter options. 2. Click Run Preview to generate the selected report. Note: Parameters in bold type on the parameters page are required. Review the report using the following buttons: Click to go to the first page of the report. Click to go back one page. Click to go forward one page. Click to go to the last page of the report. The report can be saved in the following file format: Click to save and print the report in PDF format. TxEIS 169

172 Scheduling Click to save and print the report in CSV format. This option is not available for all reports. When a report is exported to the CSV format, the report headers aren't included. Click to close the report window. 3. Click Clear Options to clear data from the parameter fields. 4. Click Return to Reports to return to the list of available reports. 5. Some reports allow you to sort and filter data to make it easier to review or find records in the reports: Click Sort. The Sort dialog box is displayed. Click Add to add new sorting criteria. A row is displayed in the grid. In the Column field, select a field by which to sort the data. In the Sort Order field, indicate if you want to sort the column in ascending or descending order. To add another row, click Add. Continue adding rows as needed. Sorting is applied in the order in which it was added. To delete a row, select the row, and then click Delete. The row is deleted. Click Close to close the Sort dialog box, and then click Retrieve to apply the sorting to the report. Click Filter if you want to view only certain data. The Filter dialog box is displayed. You can use specific criteria to retrieve only the data that you want. Under Filter Criteria, click Add to add new filter criteria. A row is displayed in the grid. In the Column field, select a field by which to filter the data. In the Operator field, select an operator (e.g., Equals and Greater Than). 170 TxEIS

173 Scheduling In the Value field, type the value. Note: When filtering report data by date, you must use the following formats: If the date is displayed in the MM/DD/YYYY format, the filter value must be in the YYYYMMDD format. If the date is displayed in the MM/YYYY format, the filter value must be in the YYYYMM format. If the date is displayed in the MM/YY format, the filter value must be in the YYMM format. In the Logical field, select if you want to add another criteria with an operator (i.e., And or Or). Then, click Add to add another row. To add another row, click Add. Continue adding rows as needed. To delete a row, select the row, and then click Delete. The row is deleted. Click Close to close the Filter dialog box, and then click Retrieve to apply the filtering to the report. Report ID Report Name Report Description SCH0050 SCH0100 District Master List (Next Yr) Master Schedule (Next Yr) The report lists every course that the district is offering next year. The report is sorted by course number. Only district information is displayed. The report prints the next year master schedule for one campus or for the district. For a campus, the report lists information about courses, course sections, and teachers. For the district, only district courses are listed. SCH0105 Proxy List (Next Yr) The report lists next year proxies for one campus or for the district. SCH0110 Master Schedule PEIMS (Next Yr) The report lists only next year PEIMS information for one campus or for the district. You can print the report for courses of a specific credit level. Note: If Exclude from PEIMS is selected on the Maintenance > Master Schedule > Campus > Instructors tab, indicating that the instructor is excluded from PEIMS reporting, the instructor name is replaced with "Excluded." TxEIS 171

174 Scheduling Report ID Report Name Report Description SCH0120 Master Schedule Section Info (Next Yr) The report lists next year scheduling information for one campus or for the district. You can print the report for courses of a specific credit level. SCH0130 Master Sched Sect & Grd Rpting (Next yr) The report lists next year course section and grade reporting information for one campus or for the district. You can print the report for courses of a specific credit level. SCH0133 txmyzone - Course List The report lists next year course, pregrid grade restriction, and gender restriction information for a campus. The data can be used for the tx MyZone Student Course Requests system to verify that restrictions are set correctly and to show the courses available for each grade level. Note: If a course does not have a pregrid grade restriction for each grade level at the campus, the course is displayed for all grade levels. SCH0139 Resource Allocator Section Information The report provides all information from the Master Schedule Generator > Resource Allocator > Section Info tab. The default sort is by campus, course number, from section, and to section. SCH0140 Instructor List (Next Yr) The report lists the grade level, section, department, and homeroom to which instructors are assigned for next year. SCH0150 Instructor Utilization Report (Next Yr) The report displays the next year daily schedule for each instructor. SCH0160 Room Utilization Report (Next Yr) The report displays the next year daily room schedule by course and the utilization rate of the room based on the available periods. 172 TxEIS

175 Scheduling Report ID Report Name Report Description SCH0200 Potential Drop List (Next Yr) The report lists students who have not submitted any course requests for next year. SCH0300 Tall of Course Requests (Next Yr) The report provides a list of courses and the requests for each course for next year. For each course, the number of requests is tallied by gender and grade level. SCH0350 Tall of Course Requests By Team Code (Next Yr) The report provides a list of courses and the requests for each course for next year. For each course, the number of requests is tallied by team code and grade level. SCH0400 Student Course Request (Next Yr) The report lists students and the courses they requested for next year. Demographic information is also displayed. For match proxy requests, the course and title display in bold type. SCH0500 List of Students Requesting (Next Yr) The report lists courses and the students who have requested the courses for next year. SCH0600 Potential Conflict Matrix (Next Yr) The report lists the number of students requesting each course. It also provides a list and count of other courses the students have requested. SCH0700 Insufficient Seats / No Section (Next Yr) The report lists each course scheduled for next year, the number of sections scheduled, the number of students requesting each course, and the maximum number of seats available. TxEIS 173

176 Scheduling Report ID Report Name Report Description SCH0800 Too Many Requests (Next Yr) The report provides a list of students whose course requests have exceeded the optimum period control number. Each requested course is listed with its calculated period control number. SCH0810 Too Few Requests (Next Yr) The report lists students whose course requests have a total period control number less than the optimum period control number. Each requested course is listed with its calculated period control number. SCH0900 SCH1000 Students With Unschedulable Requests (Next Yr) Scheduling Singleton Conflicts (Next Yr) The report lists students who have requested a course with no sections; requested a course with no sections for the requested semester; are scheduled into a section that is not offered; or are scheduled into a grade level-, gender-, or team coderestricted section in which they do not belong. The report lists students who have requested courses that have only one section in the semester. SCH2000 Schedules List (Next Yr) The report displays the course number, section, semester, period, and self-paced indicator of all assigned courses for next year for each student. A zero in the section indicates that the student has not been scheduled. SCH2100 Student Schedule (Next Yr) The report provides the details of the courses requested for next year. One student is printed per page. SCH2200 Class List (Next Yr) The report provides demographic information for students scheduled in a specified course and semester next year. 174 TxEIS

177 Scheduling Report ID Report Name Report Description SCH2300 Grade List (Next Yr) The report lists students next year grade levels. Note: Students must be enrolled in at least one course with an assigned status to be displayed on the report. SCH2400 Homeroom List (Next Yr) The report lists the students who will be in a homeroom assigned to a specified instructor next year. The students control numbers are associated with the instructor. SCH2500 Schedule of Classes (Next Yr) The report provides a chart of courses scheduled for next year and the instructors who will be teaching the courses. If the report is printed for all campuses and those campuses have course sections created, the maximum number of periods available in the district is displayed. You can print the report for one campus to obtain only specific periods. SCH2600 School Roster (Next Yr) The report lists students scheduled to attend school next year. Withdrawn students can be included. Totals are displayed by campus. No Show and withdrawn students are indicated with an asterisk. Only students who have at least one assigned course on the Assignment Inquiry tab will display on this report. Students with requested courses are not included. TxEIS 175

178 Scheduling SORTING AND FILTERING Some reports allow you to sort and filter data to make it easier to review or find records in the reports. Sorting You can sort data to make it easier to review or find records in the reports. Reports that can be sorted have a Sort button at the top of the report. 1. Click Sort. The Sort dialog box is displayed. 2. Click Add to add new sorting criteria. A row is displayed in the grid. In the Column field, select a field by which to sort the data. In the Sort Order field, indicate if you want to sort the column in ascending or descending order. 3. To add another row, click Add. Continue adding rows as needed. Sorting is applied in the order in which it was added. 4. To delete a row, select the row, and then click Delete. The row is deleted. 5. Click OK to apply the sorting to the report. Filtering When you want to view only certain data, you may find it useful to filter the data in the window. You can use specific criteria to retrieve only the data that you want. Reports that can be filtered have a Filter button at the top of the report. 1. Click Filter. The Filter dialog box is displayed. The Original Filter Criteria section displays the original filter expression. 176 TxEIS