EA6-Registrar sofficecourses,courserequests,andschedulingguide-100103

100103 2003 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Raiser s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute, RE:Volunteer, RE:Zip, and Blackbaud are registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. EA6-Registrar sofficecourses,courserequests,andschedulingguide-100103

Registrar s Office Courses, Course Requests, and Scheduling Guide REGISTRAR S OFFICE OVERVIEW........................1 Registrar s Office Modules............................................... 3 Documentation for Education Administration............................... 5 List of Guides....................................................... 5 Education Administration Guides........................................ 6 Education Administration Installation Guide............................ 6 Education Administration Program Setup Guide......................... 7 Education Administration Housekeeping and Import Guide................ 8 Education Administration Crystal Reports Guide......................... 8 Crystal Reports 6.0 User s Guide..................................... 8 Admissions Office Guides.............................................. 8 Admissions Office Records Management and Fast! Guide.................. 9 Admissions Office Mail, Query, and Export Guide....................... 9 Registrar s Office Guides............................................. 10 Registrar s Office Records Management Guide......................... 10 Registrar s Office Mail, Query, and Export Guide....................... 10 Registrar s Office Courses, Course Requests, and Scheduling Guide........ 11 Registrar s Office Grades, Report Cards, and Transcripts Guide............ 11 Registrar s Office Attendance Guide................................. 12 Faculty Access Guides............................................... 12 Faculty Access Administration Guide................................. 12 Faculty Access User s Guide........................................ 13 NetClassroom Guide................................................. 14 NetClassroom Administration Guide................................. 14 Online Resources...................................................... 15 Documentation Conventions............................................ 15 Special Keys.......................................................... 15 Navigating in Registrar s Office......................................... 16 Parts of the Registrar s Office Screen.................................... 16 Title Bar........................................................ 16 Menu Bar....................................................... 16 Toolbar........................................................ 17 Status Bar....................................................... 17 Registrar s Office Toolbar............................................. 17 Common Toolbar Buttons............................................. 18 Records Management Toolbar Buttons................................ 18 Query Toolbar Buttons............................................ 18 Common Buttons.................................................... 19

Using Shortcut Menus................................................ 20 Sorting Grid Information by Column Heading............................. 20 Tabs.............................................................. 20 Tables............................................................. 21 Multiple Module Support............................................. 21 Year 2000 Compliance................................................ 22 Common Screens.................................................... 22 Print Setup Screen................................................... 22 Field Characteristics Screen........................................... 22 Search Screen....................................................... 24 Interpreting Warning Messages......................................... 25 Setting the Academic Year Screen....................................... 25 COURSES......................................... 27 Courses Preferences................................................... 29 Field Characteristics................................................... 32 Establishing Defaults................................................... 33 Establishing a Course Record........................................... 34 Important Notes about Defining Course Records........................... 34 Course Tab...................................................... 34 Grading Tab..................................................... 35 Scheduling Tab.................................................. 37 Meetings Tab.................................................... 38 Resources Tab................................................... 39 Opening Records...................................................... 42 Copying a Course Record............................................... 44 Entering Grading and Skill Information.................................. 45 Course Meeting Restrictions............................................ 52 Entering Resources.................................................... 54 Entering Billing Information............................................ 56 Establishing Prerequisites............................................... 57 Establishing Corequisites............................................... 57 Viewing Course Classes................................................. 58 Viewing Students Enrolled in Classes of a Course........................... 59 COURSE REQUESTS................................. 61 Preparing to Assign Course Requests..................................... 63 Assigning Course Requests.............................................. 63 Course Request Exceptions............................................. 64 Course Request Priority................................................ 64 Any Available Term Requests......................................... 65 Alternate Course Requests.............................................. 65 Course Records....................................................... 65 Student Status........................................................ 65 How End of Year Processing Affects Course Request Assignment and Scheduling 66 Course Request Assignment........................................... 66 Scheduling......................................................... 66 Course Requests Preferences............................................ 67 Selecting an Academic Year............................................. 68 Entering Requests by Course............................................ 68 Entering Requests by Student........................................... 74 Assigning Core Curriculum Requests..................................... 81

Generating a Course Request Tally....................................... 86 Generating a Conflict Matrix............................................ 88 DATA ENTRY SCANNING COURSE REQUESTS.............93 The Scanning Process.................................................. 94 Printing........................................................... 94 Scanning.......................................................... 94 Form Verification................................................... 94 Posting............................................................ 95 Scantron Form for Course Requests...................................... 95 Form Recommendations.............................................. 95 Course Requests I Form.............................................. 95 Setting Up Your Data Entry Scanning System.............................. 96 Printing, Viewing, and Deleting Scantron Forms........................... 98 Scanning, Verifying, and Posting Information............................. 103 SCHEDULING......................................109 Scheduling Checklist...................................................111 Master Schedule Tips................................................. 134 Stand-in Courses for Consecutive Meeting Times in a Term (Piggybacking within a term)......................................................... 134 Stand-in Courses Across Terms (Piggybacking across terms)................ 138 Setting Up an Audited Course......................................... 142 Setting Up Overlapping Meeting Times and Lunch........................ 143 Scheduling Teachers in More than One Timetable......................... 146 Assigning More than One Class to the Same Room and the Same Teacher at the Same Time.......................................................... 148 Evaluating Unfulfilled Course Requests.................................. 150 Reasons, Reports, and Resolutions..................................... 150 Reports to Evaluate Unfulfilled Course Requests.......................... 157 Reports in Scheduling: Load Master Schedule Control Report............... 158 Reports in Reports: Potential Student Schedules, Print Master Schedule, Rooms List, Classes Created, Course Waiting List, and Student Requests.............. 159 Reports in Course Requests: Course Request Tally........................ 164 Scheduling Preferences................................................ 165 Specifying a Scheduling Year........................................... 167 Creating Classes..................................................... 168 Editing Classes....................................................... 172 Create Master Schedule............................................... 172 View Master Schedule................................................. 181 Edit Class Timetable.................................................. 181 Load Master Schedule................................................ 190 Edit Student Schedule................................................. 200 Copying a Scheduling Year............................................ 204 Saved Scheduling Years............................................... 204 Clear Student Schedules............................................... 205 Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance....................................................... 207 REPORT BASICS................................... 211

List of Registrar s Office Reports....................................... 212 Action Reports.................................................. 212 Attendance Reports.............................................. 213 Course/Class Reports............................................. 213 Conduct Reports................................................. 213 Grade Reports.................................................. 213 Request Reports................................................. 214 Scheduling Reports.............................................. 214 Student Reports................................................. 214 Faculty/Staff Reports............................................. 215 Miscellaneous Reports............................................ 215 Reports Preferences................................................... 215 Creating a Report.................................................... 216 Previewing and Printing a Report....................................... 218 Exporting and E-mailing a Report...................................... 218 Creating an Output Query............................................. 220 Frequently Used Terms................................................ 220 COURSE/CLASS REPORTS........................... 225 Class Enrollment Summary............................................ 227 Class Roster......................................................... 228 Course Catalog....................................................... 229 Course Roster........................................................ 230 REQUEST REPORTS................................ 231 Conflict Matrix...................................................... 233 Course Requests...................................................... 234 Course Request Tally.................................................. 235 Potential Classes Report............................................... 236 Potential Conflict Report.............................................. 237 Potential Student Schedules............................................ 238 Student Requests..................................................... 239 SCHEDULING REPORTS............................. 241 Alternate Periods Report.............................................. 243 Class Assignments.................................................... 244 Class Information.................................................... 245 Classed Created Report............................................... 246 Conflict Reports...................................................... 247 Course Resource Report............................................... 249 Course Waiting List................................................... 250 Free in a Period Report................................................ 251 Free Periods Tallies................................................... 252 Periods Free Report.................................................. 253 Print Master Schedule................................................. 254 Print Schedules...................................................... 255 INDEX........................................... 257

Registrar s Office Overview Contents Registrar s Office Modules........................................ 3 Documentation for Education Administration........................ 5 List of Guides.................................................... 5 Education Administration Guides..................................... 6 Education Administration Installation Guide......................... 6 Education Administration Program Setup Guide...................... 7 Education Administration Housekeeping and Import Guide............. 8 Education Administration Crystal Reports Guide...................... 8 Crystal Reports 6.0 User s Guide.................................. 8 Admissions Office Guides.......................................... 8 Admissions Office Records Management and Fast! Guide.............. 9 Admissions Office Mail, Query, and Export Guide.................... 9 Registrar s Office Guides.......................................... 10 Registrar s Office Records Management Guide.......................10 Registrar s Office Mail, Query, and Export Guide.................... 10 Registrar s Office Courses, Course Requests, and Scheduling Guide..... 11 Registrar s Office Grades, Report Cards, and Transcripts Guide......... 11 Registrar s Office Attendance Guide.............................. 12 Faculty Access Guides............................................ 12 Faculty Access Administration Guide.............................. 12 Faculty Access User s Guide.................................... 13 NetClassroom Guide.............................................. 14 NetClassroom Administration Guide.............................. 14 Online Resources............................................... 15 Documentation Conventions...................................... 15 Special Keys.................................................... 15 Navigating in Registrar s Office................................... 16 Parts of the Registrar s Office Screen................................. 16 Title Bar..................................................... 16 Menu Bar.................................................... 16 Toolbar..................................................... 17 Status Bar................................................... 17 Registrar s Office Toolbar......................................... 17 Common Toolbar Buttons.......................................... 18 Records Management Toolbar Buttons............................. 18 Query Toolbar Buttons......................................... 18

2 CHAPTER 1 Common Buttons................................................. 19 Using Shortcut Menus............................................. 20 Sorting Grid Information by Column Heading.......................... 20 Tabs........................................................... 20 Tables.......................................................... 21 Multiple Module Support.......................................... 21 Year 2000 Compliance............................................ 22 Common Screens................................................. 22 Print Setup Screen................................................ 22 Field Characteristics Screen........................................ 22 Search Screen................................................... 24 Interpreting Warning Messages...................................... 25 Setting the Academic Year Screen................................... 25

R EGISTRAR S OFFICE OVERVIEW 3 In Registrar s Office, you can use the program modules to organize and automate the registrar s office. For example, using Registrar s Office, you can: Record and track information about students, student relations, faculty/staff members, and organizations. Define grading and skill information for courses offered. Design each academic year s master schedule. Schedule students into sections of courses. Award grades and skill ratings. Calculate GPAs, Honors, and Rank. Track student attendance. Track student conduct. Print report cards and transcripts. Prepare labels/envelopes and letters. Registrar s Office Modules Configuration. In Configuration, you define core components of the database. You set up academic years, days, terms, periods, timetables, scheduling patterns, and common periods. You establish duplicate criteria; select the word processor and spreadsheet packages to interface with the program; set student, faculty/staff, organization, action, course, and room attributes; define addressees and salutations; set up core curriculum templates; define attendance and conduct codes; establish international settings; enter table entries; and establish program security. Utilities and Housekeeping. In Utilities and Housekeeping, you perform program housekeeping functions to maintain the database. You can monitor system statistics, import data, perform end of year processing, globally change student records, globally delete actions, and locate duplicate records. Using the Mark Records for Academy wizard, you can globally mark records to be added to The Raiser s Edge or Student Billing by Academy Manager. Records Management. In Records Management, you maintain detailed records for students, student relations, faculty/staff members, and organizations. You store biographical, medical, financial aid, education, employment, test score, relation, and activities and conduct information. You assign student, faculty/staff, and organization actions; store information as categorized attributes, such as special interests or awards; and enter notes in free-form text. You can attach electronic media objects to records, such as scanned newspaper clippings, photos, and video and audio clips. You can view courses, grades, scheduling, and attendance information for students. For each student, you can view a detailed Status Log, including how, when, and why a status was changed and who changed it. Courses. In Courses, you define course records, document each course s grading and skills criteria, corequisites, prerequisites, class size, meeting restrictions, and priority teachers and rooms. Attendance. In Attendance, you record and display attendance information for students. You can enter attendance by day, cycle, class, or student.

4 CHAPTER 1 Course Requests. In Course Requests, you enter course requests for use in Scheduling. You can enter requests by student, course, and group. You can check for request exceptions, assign requests for alternate courses, and view the Course Request Tally and Conflict Matrix Report. Scheduling. In Scheduling, you create the master schedule for each timetable in each academic year, automatically or manually, by creating classes for courses, assigning classes to meeting times, and assigning teachers and rooms to the classes. After you establish each master schedule, you can automatically or manually enroll students in classes. The optional modules Create Master Schedule and Load Master Schedule can significantly reduce the time you spend scheduling each year. For more information about obtaining Create Master Schedule and Load Master Schedule, contact us at solutions@blackbaud.com. Each year before scheduling, review the following sections in the Scheduling chapter of the Registrar s Office Courses, Course Requests, and Scheduling Guide: Scheduling Checklist, Master Schedule Tips, Evaluating Unfulfilled Course Requests, Reports to Evaluate Unfulfilled Course Requests, Create Master Schedule, and Load Master Schedule. Grades. In Grades, you record grades and skill ratings for students. You define marking columns, skills, translation tables, GPAs, honors, ranks, and course average calculations. After performing initial setup in Grades and Courses and enrolling students in classes in Scheduling, you can enter current grades and skill ratings in Grades. You can also enter historic grade information for courses taken at your school and other schools. Query. In Query, you create and save queries to group records meeting criteria you define. You can use these queries throughout Registrar s Office. To create a query, you establish the criteria for the records to include. The program locates all records matching the criteria. For example, create a query of all students in the fourth grade. You can use this group when creating mailings specific to fourth graders. To create letters and reports, export the information for use in another program, such as a word processor. Export. In Export, you extract data from Registrar s Office to send to another program, perhaps to a word processor for mailings or to a spreadsheet program for further analysis. You select the fields to export, indicate the records from which the program extracts data, and select a format for the data. You can save each export s settings for future use. You can print a control report to document the name of each exported field, the order in which the fields are exported, and the name and location of the export file. You can export in the data formats of *.csv, *.dat, *.doc, *.rtf, *.wks, and *.xls, among others. Report Cards and Transcripts. In Report Cards and Transcripts, you select the information to display on students report cards and transcripts. You set parameters for addresses, courses, attendance, conduct, activities, and notes. You can print standard report cards and transcripts in landscape or portrait layout and you can change fonts and font sizes. You can create custom report cards and transcripts by exporting to Crystal Reports for Blackbaud. For information about Crystal Reports for Blackbaud, see the Education Administration Crystal Reports Guide and the Crystal Reports 6.0 User s Guide.

R EGISTRAR S OFFICE OVERVIEW 5 Mail. Mail provides a central location for all correspondence and other mailings. You can print labels/envelopes and prepare letters for students, student relations, faculty/staff members, and organizations. You can create data files to merge with documents set up in a word processing program. As part of action letter processing in Mail, you can mark actions as complete in Records Management and add a completion date. Reports. Reports provides many standard reports to analyze conduct, action, attendance, grades, course request, and status history information, print students and teachers schedules, print the master schedule, and create enrollment directories. In each report, you select parameters to define the output. You can include all or selected records in the report results. Some reports offer the option to create an output query of the records processed. You can use output queries in other modules. Documentation for Education Administration The user guides consist of Education Administration, Admissions Office, Registrar s Office, Faculty Access, and NetClassroom guides. Each Education Administration, Admissions Office, and Registrar s Office user guide includes an overview chapter, outlining each program module and guide. The user guides also include chapters that provide step-by-step procedures. Reports. You can review descriptions and examples of reports in the related user guide. For example, the Admissions Office Records Management and Fast! Guide includes chapters about Action, Checklist, Miscellaneous, and Statistical reports. The Registrar s Office Attendance Guide lists all Attendance reports. Create Master Schedule, Load Master Schedule, Gradebook, and Data Entry Scanning. You can find information about the optional modules Create Master Schedule, Load Master Schedule, Gradebook, and Data Entry Scanning included in the related guide. For example, turn to the Scheduling chapter of the Registrar s Office Course, Course Requests, and Scheduling Guide for information about Create Master Schedule and Load Master Schedule. Read about scanning grades with Data Entry Scanning in the Registrar s Office Grades, Report Cards, and Transcripts Guide. Faculty Access. You can find information about the optional module Faculty Access and the components Faculty Access for the Web and Faculty Access for Windows in the Faculty Access Administration Guide and the Faculty Access User s Guide. NetClassroom. You can find information about installing and setting up the optional module NetClassroom in the NetClassroom Administration Guide. List of Guides You can find program information in the Education Administration, Admissions Office, Registrar s Office, Faculty Access, and NetClassroom guides.

6 CHAPTER 1 Education Administration Guides Education Administration Installation Guide Education Administration Program Setup Guide Education Administration Housekeeping and Import Guide Education Administration Crystal Reports Guide Crystal Reports 6.0 User s Guide Admissions Office Guides Admissions Office Records Management and Fast! Guide Admissions Office Mail, Query, and Export Guide Registrar s Office Guides Registrar s Office Records Management Guide Registrar s Office Mail, Query, and Export Guide Registrar s Office Courses, Course Requests, and Scheduling Guide Registrar s Office Grades, Report Cards, and Transcripts Guide Registrar s Office Attendance Guide Faculty Access Guides Faculty Access Administration Guide Faculty Access User s Guide NetClassroom Guide NetClassroom Administration Guide Education Administration Guides For information about installation, program setup, housekeeping, import, and Crystal Reports for Blackbaud, see the Education Administration guides. Education Administration Installation Guide Who It s For. The Education Administration Installation Guide is for the System Administrator and the Information Technology contact. What s Inside. The Education Administration Installation Guide provides complete instructions for installing Admissions Office, Registrar s Office or Admissions and Registrar s Office and instructions for both manual and automatic startup and shutdown of the database. The chapters are Pre-installation, Installation, Post-installation, Configuring Multiple Blackbaud SQL Anywhere Databases, and Auto Installation Setup. To find detailed system recommendations, visit our Web site at www.blackbaud.com. From the menu bar, select Support, Documentation. Select System Recommendations.

R EGISTRAR S OFFICE OVERVIEW 7 Education Administration Program Setup Guide Who It s For. The Education Administration Program Setup Guide is for the System Administrator, users involved with the setup of the database and the optional module Gradebook, users who configure and maintain security, and users responsible for adding, editing, or deleting: Addressee/salutations (Addr/Sal tab). Academic years (Acad Year tab). Attributes (Attributes tab). Conduct types (Conduct tab). Core curricula (Core tab). Country records (Int l tab). Duplicate criteria (Dup Criteria tab). Letters (Letters tab). User name preferences (Prefs tab). Room records (Rooms tab). Tables (Attributes tab). Table entries (Tables tab). Tracks (Tracks tab). What s Inside. The chapters of the Education Administration Program Setup Guide are Education Administration Overview, Admissions Office Program Setup, Admissions Office Configuration, Registrar s Office Program Setup, Registrar s Office Configuration, and Gradebook Setup. This manual is your setup guide. For example, the Education Administration Overview chapter explains Education Administration terminology, common toolbar buttons, and use of the Search screen. The Admissions Office Program Setup and Registrar s Office Program Setup chapters provide detailed step-by-step instructions. The Admissions Office Configuration and Registrar s Office Configuration chapters present clear, thorough information about defining security users and groups, creating attributes, establishing duplicate criteria, adding tables and table entries, defining academic years and terms, and setting user preferences. The Gradebook chapter provides an administrator s view of this optional module. For information about Gradebook, see the Registrar s Office Grades, Report Cards, and Transcripts Guide.

8 CHAPTER 1 Education Administration Housekeeping and Import Guide Who It s For. The Education Administration Housekeeping and Import Guide is for the System Administrator, users importing data, and users responsible for running System Statistics, Duplicate Applicant Report, Duplicate Student Report, Duplicate Relation Report, Global Change Facility, Global Delete Facility, End of Year Processing, Mark Records for Academy, and Promote Relations. What s Inside. The chapters of the Education Administration Housekeeping and Import Guide are Education Administration Overview, Admissions Office Utilities and Housekeeping, Registrar s Office Utilities and Housekeeping, Import Basics, Import Admissions Office, Import Registrar s Office, and Import Admissions and Registrar s Office. Review this guide for information about processing system statistics, running the Duplicate Applicant Report, Duplicate Student Report, and Duplicate Relation Report, using the Global Change Facility and Global Delete Facility, globally promoting students with the End of Year Processing wizard, marking records for Academy Manager, and importing data to create new records or update existing records. Education Administration Crystal Reports Guide Who It s For. The Education Administration Crystal Reports Guide is for users creating custom reports using Crystal Reports for Blackbaud. What s Inside. The Education Administration Crystal Reports Guide consists of step-by-step tutorials to walk you through the creation of custom reports, report cards, and transcripts using Crystal Reports for Blackbaud. The chapters are Introduction to Crystal Reports for Blackbaud, Custom Report Tutorial, Custom Report Card Tutorial, Custom Transcript Tutorial, and Finishing Touches Tutorial. Crystal Reports 6.0 User s Guide Who It s For. The Crystal Reports 6.0 User s Guide is for users creating custom reports using Crystal Reports for Blackbaud. What s Inside. The Crystal Reports 6.0 User's Guide is published by Crystal Decisions (formerly Seagate). Its chapters include information about basic report design, adding and linking multiple tables, and inserting page headers and footers. Admissions Office Guides Turn to the Admissions Office guides for information about applicant records, mailings, queries, and exports.

R EGISTRAR S OFFICE OVERVIEW 9 Admissions Office Records Management and Fast! Guide Who It s For. The Admissions Office Records Management and Fast! Guide is for users responsible for: Adding, editing, and maintaining applicant, applicant relation, faculty/staff, organization, and organization contact records. Adding applicant records with Fast!. Assigning actions and attributes to individuals. Recording financial aid information. Entering education, employment, and medical information. Assigning and tracking the status of checklist items. Running Action, Checklist, Miscellaneous, and Statistical reports. What s Inside. The chapters of the Admissions Office Records Management and Fast! Guide are Admissions Office Overview, Records Management Basics, Records Management Applicants, Records Management Faculty/Staff, Records Management Organizations, Fast!, Report Basics, Action Reports, Checklist Reports, Miscellaneous Reports, and Statistical Reports. Use this guide for step-by-step instructions for entering, maintaining, and tracking information on records, locating duplicate records, linking applicant and relation records, and adding actions, checklist items, and tracks to applicant records with Global Add. The Admissions Office Records Management and Fast! Guide also provides information about setting up tracks to automatically update applicants statuses and automatically assign the next track in the admissions process, using features in Records Management, Fast!, Query, Utilities and Housekeeping, Mail, and Reports as you track applicants from inquiry to enrollment, using the Accept, Enroll, and Mark for Re-Enrollment wizards, printing checklist letters from an applicant s record, and running reports related to Records Management functions. Admissions Office Mail, Query, and Export Guide Who It s For. The Admissions Office Mail, Query, and Export Guide is for: Users preparing correspondence for applicants, applicant relations, faculty/staff, organizations, or organization contacts (Mail). For example, print checklist letters for a group of applicants. Users needing to group records based on specific criteria (Query). For example, create a query of all applicants with the status Pending in Query and open the group of records in Records Management using File, Group. Users responsible for extracting information from the database for use in other applications (Export). For example, export data for processing or formatting in Excel, Word, or Crystal Reports for Blackbaud. What s Inside. The chapters of the Admissions Office Mail, Query, and Export Guide are Admissions Office Overview, Mail, Query, and Export. This guide provides instructions for printing envelopes and labels, preparing action, checklist, and Quick letters, creating and merging queries, and creating exports.

10 CHAPTER 1 Registrar s Office Guides Turn to the Registrar s Office guides for information about student records, mailings, queries, exports, course records, course requests, scheduling, grades, report cards, transcripts, and attendance. Registrar s Office Records Management Guide Who It s For. The Registrar s Office Records Management Guide is for users responsible for: Adding, editing, and maintaining student, student relation, faculty/staff, organization, and organization contact records. Assigning actions and attributes to individuals. Tracking conduct. Recording financial aid information. Entering education, employment, and medical information. Assigning and tracking the status of conduct items. Running Action, Conduct, Faculty/Staff, Miscellaneous, and Student reports. What s Inside. The chapters of the Registrar s Office Records Management Guide are Registrar s Office Overview, Records Management Basics, Records Management Students, Records Management Faculty/Staff, Records Management Organizations, Report Basics, Action Reports, Conduct Reports, Faculty/Staff Reports, Miscellaneous Reports, and Student Reports. Use this guide for step-by-step instructions for entering and maintaining records, locating duplicate records, linking student and relation records, using Global Add, printing conduct letters from a student s record, and running reports related to Records Management functions. Registrar s Office Mail, Query, and Export Guide Who It s For. The Registrar s Office Mail, Query, and Export Guide is for: Users preparing correspondence for students, student relations, faculty/staff, organizations, or organization contacts (Mail). For example, print conduct letters for a group of students. Users needing to group records based on specific criteria (Query). For example, create a query of all students with the status Awaiting Contract in Query and open the group of records in Records Management using File, Group. Users responsible for extracting information from the database for use in other applications (Export). For example, export data for processing or formatting in Excel, Word, and Crystal Reports for Blackbaud. What s Inside. The chapters of the Registrar s Office Mail, Query, and Export Guide are Registrar s Office Overview, Mail, Query, and Export. This guide provides instructions for printing envelopes and labels, preparing conduct, attendance, action, and Quick letters, creating and merging queries, and creating exports.

R EGISTRAR S OFFICE OVERVIEW 11 Registrar s Office Courses, Course Requests, and Scheduling Guide Who It s For. The Registrar s Office Courses, Course Requests, and Scheduling Guide is for users responsible for: Setting up and maintaining course records (Courses). Assigning course requests (Course Requests). Creating the master schedule, assigning classes to teachers and rooms, enrolling students in classes (Scheduling). Running Course/Class, Request, and Scheduling reports (Reports). What s Inside. The chapters of the Registrar s Office Courses, Course Requests, and Scheduling Guide are Registrar s Office Overview, Courses, Course Requests, Scanning Course Requests, Scheduling, Report Basics, Courses Reports, Course Requests Reports, and Scheduling Reports. The Scheduling Checklist in the Scheduling chapter presents detailed instructions to prepare for and implement both automated and manual scheduling. It outlines each step in the scheduling process from setting up the academic year to analyzing conflict reports after scheduling to printing schedules. The Master Schedule Tips section in the Scheduling chapter explains how to set up piggybacked courses, define audited courses, create periods to accommodate overlapping meeting times, prevent conflicts when scheduling teachers in more than one timetable, and assign more than one class to the same room and the same teacher at the same time. The Evaluating Unfulfilled Course Requests section in the Scheduling chapter outlines master schedule situations which cause unfulfilled course requests and defines the reports to review and the steps to take to increase the number of students fulfilled course requests. The Scheduling chapter includes information about the optional modules Create Master Schedule and Load Master Schedule. Registrar s Office Grades, Report Cards, and Transcripts Guide Who It s For. The Registrar s Office Grades, Report Cards, and Transcripts Guide is for users responsible for: Setting up and maintaining translation tables; honors categories; and GPA, honors, rank, set, and course average calculations. Entering grades. Running grades reports. Printing report cards and transcripts or exporting from Report Cards and Transcripts to create custom report cards/transcripts using Crystal Reports for Blackbaud.

12 CHAPTER 1 What s Inside. The chapters of the Registrar s Office Grades, Report Cards, and Transcripts Guide are Registrar s Office Overview, Grades, Lower School Skills and Scheduling, Gradebook Grades, Scanning Grades, Report Cards and Transcripts, Custom Report Cards and Transcripts, Report Basics, and Grades Reports. Read the Grades chapter for information about grades and skill entries, establishing translation tables, defining GPA, honors, rank, set, and course average calculations, entering historical grades, and running grades reports. See the report cards and transcripts chapters for information about creating standard and custom report cards and transcripts. Registrar s Office Attendance Guide Who It s For. The Registrar s Office Attendance Guide is for users responsible for entering attendance and running Attendance reports. What s Inside. The chapters of the Registrar s Office Attendance Guide are Registrar s Office Overview, Attendance, Scanning Attendance, Report Basics, and Attendance Reports. Read this guide for information about manual and scanned attendance entries, tracking and reporting attendance taken, globally adding and globally deleting attendance, and running reports related to Attendance. Faculty Access Guides To learn about the optional module Faculty Access, see the Faculty Access Administration Guide and Faculty Access User s Guide. Faculty Access Administration Guide Who It s For. The Faculty Access Administration Guide is for users responsible for: Planning the implementation of Faculty Access for Windows and Faculty Access for the Web. Determining security rights for Faculty Access users. Planning network security for Faculty Access for the Web. Installing Faculty Access for the Web and setting up security privileges. Granting access to academic years and marking columns in Faculty Access for the Web. Controlling grading scales and marking column calculations in Faculty Access for the Web. Entering administrative announcements for faculty. Running the Post from Web utility in Utilities and Housekeeping in Registrar s Office. Troubleshooting Faculty Access for the Web.

R EGISTRAR S OFFICE OVERVIEW 13 What s Inside. The chapters of the Faculty Access Administration Guide are Introduction to Faculty Access, Implementing Faculty Access for Windows, Implementing Faculty Access for the Web, Planning User Rights, Supervisor Setup in Faculty Access for the Web, Post from Web Utility, and Tips and Troubleshooting. Read this guide for information about: Implementing Faculty Access. Planning teacher, advisor, and school administrator user rights for Faculty Access for Windows and Faculty Access for the Web. Modules and functions available in Registrar s Office for Faculty Access for the Windows users. Installation and security considerations for Faculty Access for the Web. Installation instructions for Faculty Access for the Web. Setting up security privileges for Faculty Access for the Web on your server. Granting teachers access to academic years and marking columns in Faculty Access for the Web. Setting up grading scales for assignment grades in Faculty Access for the Web and controlling whether teachers are required to use supervisor-defined grading scales or can create their own. Setting up marking column calculations in Faculty Access for the Web and controlling whether teachers are required to use supervisor-defined marking column calculations or can create their own. Copying grading scales and marking column calculations from one academic year to another academic year. Entering administrative announcements for faculty to view on their Faculty Access for the Web Home pages. Running the Post from Web utility to transfer marking column grades, comments, and skill ratings from Faculty Access for the Web to Grades in Registrar s Office. Faculty Access User s Guide Who It s For. The Faculty Access User s Guide is for teachers, advisors, and school administrators. The guide contains information about accessing student information, setting up gradebooks, entering grades and attendance, and running reports in Faculty Access for the Web. This guide also lists the default modules and functions available in Registrar s Office to Faculty Access for Windows users, but you should see the applicable Registrar s Office user guide for information about each module and function. What s Inside. The chapters of the Faculty Access User s Guide are Introduction to Faculty Access, Getting Started with Faculty Access for the Web, Students in Faculty Access for the Web, Gradebook in Faculty Access for the Web, Attendance in Faculty Access for the Web, and Reports in Faculty Access for the Web. Read this guide for information about using Faculty Access for the Web, including:

14 CHAPTER 1 Setting preferences. Accessing student information, depending on whether you are a teacher, advisor, or administrator. Setting up grading scales for assignment grades. Defining marking column calculations. Assigning marking column calculations. Copying grading scales and marking column calculations and associations from one academic year to another academic year. Defining categories of assignments. Adding assignments. Copying categories and assignments. Using categories and assignments to help determine skill ratings. Awarding extra credit. Entering assignment grades and comments. Entering marking column grades, comments, and skill ratings. Entering attendance. Using skills to track class attendance totals. Running the Progress Report. Running the Missing Assignments Report. NetClassroom Guide For information about the optional module NetClassroom, see the NetClassroom Administration Guide. NetClassroom Administration Guide Who It s For. The NetClassroom Administration Guide is for users responsible for planning the installation and implementation of NetClassroom, planning network security for NetClassroom, and setting user rights in NetClassroom. What s Inside. The chapters of the NetClassroom Administration Guide are Introduction to NetClassroom, Installing NetClassroom, and Setting Up NetClassroom. Read this guide for information about: Installation and security considerations for NetClassroom. Implementing NetClassroom. Creating a customized heading and message for NetClassroom. Granting access to academic years and marking columns in NetClassroom. Enabling options for students and their relations in NetClassroom. Educating teachers, students, and relations about NetClassroom.

R EGISTRAR S OFFICE OVERVIEW 15 Online Resources Frequently Asked Questions. In any program module, select Help, Frequently Asked Questions to find fast answers to common questions. Quick Reference. In any program module, select Help, Quick Reference to view a list of recommended setup and maintenance documentation. To open a user guide online and review or print information about a topic, click a link. User Guides. The user guides are included on the installation CD-ROM and install on a workstation as part of the program. The user guides are formatted using the Portable Document Format (PDF) created by Adobe Acrobat. You must have Adobe Acrobat Reader installed on the computer to read the user guides. If you do not have Acrobat Reader, you can install it as part of the Admissions Office installation procedure. In any program module, select Help, User Guides to open the applicable user guide. In any guide, you can click the Welcome bookmark to open a page with links to all the guides. Documentation Conventions Each user guide includes visual clues. Format Denotes Bold Italics Bold Italics SMALL CAPS Bold indicates options, field names, frame titles, column headings, and buttons. For example, Applicant ID is a field name, Applicants to Include is a frame, and OK is a button. Italics indicate module names. For example, Configuration, Records Management, Query, and Export are module names. Bold Italics indicate a Blackbaud program name. For example, Admissions Office, Registrar s Office, and Admissions and Registrar s Office are program names. SMALL CAPS indicate a key on the keyboard. For example, INSERT and DELETE are keyboard keys. Special Keys To speed data entry throughout Registrar s Office, you can use shortcut keys. When a shortcut key is available, the status bar at the bottom of the open window lists the key name. The ENTER key (or RETURN key) is marked by a hooked arrow pointing down and to the left. On some keyboards the word Enter is also printed on the key. You can use this key to indicate the entry of a command, field, or data is complete. You can set program preferences in Configuration so this key moves the cursor forward to the next field.

16 CHAPTER 1 Two arrows pointing in opposite directions and/or the word Tab on the key usually mark the TAB key. You can use TAB to indicate the entry of a command, field, or data is complete. Press this key to move the cursor forward to the next field. To move the cursor back one field, press the SHIFT and TAB keys at the same time. A large left-facing arrow or the word Backspace on the key marks the BACKSPACE key. You can use this key to move the cursor back one character, deleting the character. To place the cursor at the beginning of a field, press the HOME key. To place the cursor at the end of a field, press the END key. To remove the selected characters, entry, or row(s), Press the DELETE key. To activate online Help, press the F1 key. You can press this key anywhere in the program to access context-sensitive Help. To insert the current date in date fields, press the F3 key. If a message on the status bar indicates a default is assigned to the field, you can insert the default value by pressing F3. To activate Table Lookups, press the F7 key. This key also activates a calendar in date fields and a calculator in currency fields. With the SHIFT key, you can select more than one item in a list. To select consecutive items, select the first item, then press and hold SHIFT while selecting the last item. With the CONTROL key, you can select more than one item in a list. To select items not in consecutive order, select the first item, then press and hold CTRL while selecting the next item. Navigating in Registrar s Office Understanding the basic screen in Registrar s Office is an important first step toward understanding the program. This screen includes the title bar, menu bar, toolbar, and status bar. The following sections introduce you to the screens, buttons, and terms used throughout Registrar s Office. Parts of the Registrar s Office Screen Title Bar The title bar, found at the top of the screen, displays the program title and the module name. In the upper right corner are buttons to minimize, maximize, and close the screen. Menu Bar

R EGISTRAR S OFFICE OVERVIEW 17 The menu bar, just below the title bar, displays all command options available for Registrar s Office, including File, Edit, View, and Help. Additional menus appear in different modules. You can access a command on the menu bar one of two ways: Position the cursor over the command and click the mouse button. Press ALT + the underlined letter. For example, to access File, press ALT + F. Toolbar The toolbar, just below the menu bar, displays buttons for the program s most common commands. For example, click the first button on the toolbar to create a new file (or click File, New). For information about each toolbar button, see Registrar s Office Toolbar on page 17. Status Bar The status bar, at the bottom of the window, acts as a guide through Registrar s Office. As you move through the program, important messages display on the status bar. For example, when the cursor is in a table lookup field, the message Press F7 for Table Lookup displays. Look for processing shortcuts listed on the status bar as you work in Registrar s Office. Registrar s Office Toolbar The toolbar contains buttons representing common commands in Registrar s Office. You can use these buttons to execute commands without using the menu bar. You can move the toolbar by clicking an edge of the bar and dragging it to another region on the screen. To return it to its original position, double-click the toolbar. By selecting Edit, Preferences in a module, you can set options for the placement of the toolbar. Following is a list of toolbar buttons. Some buttons appear only if records are open in a module.

18 CHAPTER 1 Common Toolbar Buttons Add a new record/form Go to the first record Open/search for a record/form Save current record/form Go to the previous record Go to the next record Print Go to the last record Print preview Pause processing Export active record to another data format Attach to an e-mail Resume processing Set a bookmark Cut the selection for pasting Restore a bookmark Copy the selection for pasting Paste the cut or copied selection Find a specified value Search for duplicate records Display record statistics Open Frequently Asked Questions Records Management Toolbar Buttons Print a mailing label Show the relationship tree Print an envelope Show the Status Log Show action reminders Switch from applicant to student view or from student to applicant view (Integrated Admissions and Registrar s Office database only) Query Toolbar Buttons Show query design screen Run the query

R EGISTRAR S OFFICE OVERVIEW 19 Show query results screen Refresh the query Common Buttons Many buttons display in multiple Registrar s Office modules. These buttons function the same regardless of location. Search for a record or look up data to complete a field Access a list of values associated with the field Add information to a record Display alternate address information Move back one screen or step Cancel an operation Open the next screen in a sequence Delete selected record or information Move an item down one line in a list Open a record to make changes Search for an item or record Begin processing without proceeding to following screens Add an item above the selected entry in a list Display more address information Move forward one screen or step Complete a command, exit a screen, or close a message box

20 CHAPTER 1 Print the current record Change the order of items in a list Move an item up one line in a list Using Shortcut Menus Throughout Registrar s Office, you can access commonly-used commands by clicking the right mouse button. The content of these shortcut menus varies, depending on the program location. When you right-click, a box appears listing commands. Left-click to select a command from the shortcut menu. Sorting Grid Information by Column Heading You can sort most grid information in ascending or descending order by clicking the column header with the right mouse button. For example, in a Date column, if you click Date, the list displays in ascending order. To change the sort order to descending, click Date again. Tabs Records in Registrar s Office are divided into tabs. Like tabs on folders in a filing cabinet, you can use these tabs to organize information in records. Tab locations, names, and content differ from module to module, and for each record type.

R EGISTRAR S OFFICE OVERVIEW 21 In Records Management, student records display tabs for biographical, financial aid, relation, education, test, medical, action, activity, employment, attributes, notes, media, conduct, course, grade, schedule, and attendance information. Tables You can use tables throughout Registrar s Office to increase data entry speed and efficiency. To view the table entries in alphabetical order, click the arrow button in a table field. To view the table entries in the order listed on the Tables tab in Configuration, press F7 in a table field or double-click the name of a table field. To scroll through a table s entries, use the up and down arrow keys on the keyboard. If you mark Automatically Complete Table Entries on the Prefs tab in Configuration (Miscellaneous option), you can enter the first letter of a table entry in the field to select the first entry beginning with that letter. If you belong to a security group with add rights, you can enter new table entries by typing them in the table field. If the entry exists, the entry appears in the field. If the entry does not exist, a message appears, asking if you want to add the table entry to the table. To add the table entry, click Yes. To cancel the action, click No. Multiple Module Support In Registrar s Office, you can open and use more than one module at a time. When you open the first module, you sign into the program with your user name and password. You can open subsequent modules without entering your password. To exit one module while leaving others open, select File, Exit. To close all modules, select File, Exit and Sign Out. The Grade Level table always displays table entries in the order listed on the Tables tab in Configuration. You cannot add entries to certain tables; for example, Gender and State. Confirm no other users are logged into the database when you make changes in Configuration or Utilities and Housekeeping.

22 CHAPTER 1 Year 2000 Compliance Registrar s Office is fully compliant for the 21st century. If the Microsoft Windows environment is set to display years using a two-digit format, the program interprets date fields in the following manner: If the two-digit year is between 00 and 29, the program stores it as 20XX. If the two-digit year is between 30 and 99, the program stores it as 19XX. Common Screens The following screens are common throughout Registrar s Office. Print Setup Screen To set up specific printer information and options, select File, Print Setup. Field Characteristics Screen If you open the Field Characteristics screen with no records open, the screen lists all fields on the record. If you open the Field Characteristics screen with a record open, the screen lists only fields on the active tab. In Registrar s Office, you can redefine program fields to change their characteristics. In Records Management and Courses, you can rename many of the fields. For example, you can change the Birthdate field to Date of Birth, or you can rename an unused field to accommodate information unique to your organization. You can also assign default values to many fields (File, Defaults). In Records Management, to assign all default values to a new record, mark Load all defaults on the Create a New Record screen. If you do not mark Load all defaults, you can assign specific defaults by selecting F3 in any field which has a default defined. In Courses, you can assign defaults by selecting F3 in any field which has a default defined. You can change the characteristics of certain fields, making them required, hidden, or lookup fields. For example, on the Bio1 tab of student records in Records Management, required fields are Last Name, Grade Now, and Status. Add to the required field types by changing the value of other fields. To change field characteristics, right-click any field label or select Edit, Field Characteristics.

R EGISTRAR S OFFICE OVERVIEW 23 All fields for specific record types are grouped by category and display in alphabetical order. The categories display in the same order the tabs appear on a record. If you select Edit, Field Characteristics with a record open, or if you right-click a field name in an open record, only fields related to the active tab appear on the Field Characteristics screen. For example, if you right-click Last Name on the Bio1 tab of a student record in Records Management, the Field Characteristics screen for the Bio1 tab appears. If you select Edit, Field Characteristics with no records open, a submenu appears from which you select to display field characteristics for student, faculty/staff, or organization records. When you select a record type, the Field Characteristics screen appears. When using field characteristics, follow these rules: If a field is required, it cannot be hidden. If a field is hidden, it cannot be required. If a field is currently a lookup field, you cannot assign it a non-lookup characteristic. If you change a field to lookup, you create a new table for the field. The new table is populated with every value for that field in existing records. For example, if you make City a lookup field, the new City table contains all cities found in existing records. Lookup fields have an arrow button. You can also use F7 for table lookup.

24 CHAPTER 1 Settings for field characteristics affect all users. Default values are user-specific. Search Screen On the Search screen, you can search the database for a specific record or group of records based on criteria you specify, such as Last Name or Grade Level. The results of the search appear in a grid at the bottom of the screen. If only one record is found and you did not mark Confirm Single Match Search Results in Configuration, the program automatically opens the record. Otherwise, to open the record, select the record and click Select or double-click the row in the grid. Searching for a record 1. In Records Management, select File, Open. The Search screen appears. 2. You can mark Students, Faculty/Staff, or Organizations. 3. Enter the search criteria. Narrow the displayed choices by entering many or few search criteria. For example, if you are searching for a student named Brandon Johnson, you can enter Johnson in the Last Name field to display all students whose last name is Johnson. If you enter Johnson in the Last Name field and enter Brandon in the First Name field, the program displays only students named Brandon Johnson. If you enter the letter J in the Last Name field, the program displays all students whose last names begin with J. You can enter this information in all fields except table fields. In fields with menus, click the down arrow or arrow button and select an entry.

R EGISTRAR S OFFICE OVERVIEW 25 The program recognizes special characters in place of a letter or letters when locating records. Enter a question mark (?) to replace a single character. For example, enter Sm?th in the Last Name field to display all records with the last name Smith or Smyth. Enter an asterisk (*) in a word to replace a number of consecutive characters. For example, enter Sm* in the Last Name field to display all records with the last name Smalls, Smith, Smoak, Smyth, Smythe, etc. Enter just an asterisk (*) to list all records. You can use brackets to search for a range of names; [A-C] finds all names beginning with the letters A, B, or C. You can substitute a comma for the dash [A,C] to find names beginning with only A and C. 4. To include relations and spouses in the search, mark Search by Relation and Include Spouse. These options are available for student records only. 5. To display only exact matches, mark Exact Match. 6. To begin the search, click Search. 7. To open a record, select the record and click Select or double-click the row in the grid. To restore the criteria of the previous search, click Previous. Interpreting Warning Messages Required Field Missing. The Required Field Missing message means you must enter data in a specific field to save the record. For example, you must enter Last Name and Status to save an applicant record in Records Management. When you click OK on the Required Field Missing message screen, the cursor appears in the field you must complete. Invalid Date Range. The Invalid Date Range message indicates one of two problems: If you filled in date fields which constitute a date range, the second date is earlier than the first. or The date entered falls outside a previously designated range. For example, on the Acad Year tab in Configuration, if you create a term with dates outside the academic year s range, a message appears, telling you the valid date range. Setting the Academic Year Screen In Registrar s Office, you can maintain records for multiple academic years. Because the program can store more than one academic year, you must specify which academic year and term to use in Attendance, Course Requests, Grades, and Scheduling. This command is found in each of these modules under Edit on the menu bar. Commands and screens for each module are similar. Specifying the academic year 1. In Attendance, select Edit, Academic Year/Term.

26 CHAPTER 1 In Course Requests, select Edit, Academic Year. In Grades, select Edit, Select Academic Year. In Scheduling, select Edit, Scheduling Year. 2. The screen for the selected module appears. Attendance. Course Requests. Grades. Scheduling. 3. Select an academic year. The module displays only records for the selected academic year.

Courses Contents Courses Preferences............................................. 29 Field Characteristics............................................. 32 Establishing Defaults............................................ 33 Establishing a Course Record..................................... 34 Important Notes about Defining Course Records........................ 34 Course Tab.................................................. 34 Grading Tab.................................................. 35 Scheduling Tab............................................... 37 Meetings Tab................................................. 38 Resources Tab................................................ 39 Opening Records................................................ 42 Copying a Course Record........................................ 44 Entering Grading and Skill Information............................ 45 Course Meeting Restrictions...................................... 52 Entering Resources.............................................. 54 Entering Billing Information...................................... 56 Establishing Prerequisites........................................ 57 Establishing Corequisites......................................... 57 Viewing Course Classes.......................................... 58 Viewing Students Enrolled in Classes of a Course.....................59 Procedures Setting General preferences........................................ 29 Setting Title Bar Display preferences................................. 30 Setting Selection Lists preferences................................... 30 Setting Color Options preferences................................... 31 Setting field characteristics......................................... 33 Setting record defaults............................................ 33 Creating a course record........................................... 39 Editing a course record............................................ 41 Deleting a course record........................................... 42 Finding and opening a course record................................. 42 Opening a group of records........................................ 43 Closing a group of records......................................... 43 Creating a new course record from an existing course record.............. 44

28 CHAPTER 2 Defining grading and skill settings................................... 46 Copying grading and skill settings................................... 50 Deleting grading and skill settings by deleting an academic year definition... 51 Deleting skills from the Skills tab.................................... 52 Viewing course meeting restrictions.................................. 52 Editing course meeting restrictions................................... 53 Copying course meeting restrictions.................................. 53 Deleting course meeting restrictions.................................. 54 Setting up course resources......................................... 55 Adding course billing information................................... 56 Adding a prerequisite............................................. 57 Adding a corequisite.............................................. 58 Viewing course classes............................................ 59 Viewing students................................................. 60

C OURSES 29 In Courses, you define records for courses offered at your school. On each course record, you enter the course ID and course name, list course attributes, define grading and skill information, set meeting restrictions, list billable supplies, indicate priority rooms and teachers for scheduling, and set prerequisites and corequisites. You can view the class roster for classes of a course in any academic year and term. Courses Preferences Each user can set preferences for Courses. You define Courses preferences on four tabs: General, Title Bar Display, Selection Lists, and Color Options. User preferences are specific to each workstation, not user name. Setting General preferences 1. In Courses, select Edit, Preferences. The Preferences screen appears with the General tab selected. User preferences are specific to each workstation, not user name. 2. To display a list of the most recently opened courses on the File menu, mark Recently Opened Course List. Enter the number of courses to include on the list in the Entries field. You can select to list up to nine entries. 3. In the Default Tab Position field, select a tab name. This is the first tab displayed when you open course records. 4. To display the Ratings Table column on the Skills tab of course records, mark Show Ratings Table column for Skills. The Ratings Table column is for informational purposes only. 5. To display the Display Name column on the Skills tab of course records, mark Show Display Name column for Skills. The Display Name column is for informational purposes only. 6. In the Toolbar Options frame, you can set preferences for the Courses toolbar.

30 CHAPTER 2 To save the last toolbar position, mark Save Toolbar Position. If you move the toolbar, it appears in the same location the next time you enter Courses. To move the toolbar to any position on the screen by dragging and dropping it with the mouse, mark Toolbar Movable. To dock the toolbar on the screen, mark Toolbar Dockable. When it nears the top, bottom, left, or right side of the screen, the program docks the toolbar in a predefined position. To display the function of the toolbar buttons as you move the pointer across them, mark Show Tool Tips. 7. To display a verification message when information is saved, mark Show Save Information Dialog. If you do not mark the checkbox, information is saved but no verification message appears. 8. To display a message when a course has a corequisite, mark Show Add Corequisites Prompt. 9. To display a verification message if a corequisite has been deleted, mark Show Delete Corequisites Prompt. 10. To save and close the Preferences screen, click OK. Setting Title Bar Display preferences 1. In Courses, select Edit, Preferences. The Preferences screen appears. 2. Select the Title Bar Display tab. 3. Select the fields to display in the Courses title bar. To move fields from the Available Fields box to the Fields for Title Bar box, you can use the right arrows. 4. To save and close the Preferences screen, click OK. Setting Selection Lists preferences 1. In Courses, select Edit, Preferences. The Preferences screen appears.

C OURSES 31 2. Select the Selection Lists tab. 3. To select a field used as the optional column for the desired list, select a field in Optional Column. Note that you can also change the optional column on the Students tab of the course record. On the Students tab, right-click the last column heading and select Define Optional Field. 4. To select a field to sort the selection list, select a field in Sort Field. 5. Determine whether to display the list in ascending or descending order in Sort Order. Note that you can also change the sort order on the individual record tabs. On a tab, right-click the column heading to sort by that field. 6. To save and close the Preferences screen, click OK. Setting Color Options preferences 1. In Courses, select Edit, Preferences. The Preferences screen appears. 2. Select the Color Options tab.

32 CHAPTER 2 3. To select the color for tabs that contain data, in the Color field, select an option. 4. Select the tabs to check for data. To move tabs from the Available Tabs box to the Check For Data box, you can use the right arrows. 5. In Conflicts, you can select a color. This color highlights student conflicts on the Students tab. 6. To save and close the Preferences screen, click OK. Field Characteristics With field characteristics, you redefine fields in Courses. You can rename fields on the Courses and Scheduling tabs of course records. For example, change the Grade Level field to Academic Level or rename an unused field to record information unique to your organization. To assign default values on the Course, Scheduling and Billing tabs for newly added course records, select File, Defaults. (To load all defaults in a new course record, you can press F3 in the record.) You can change the characteristics of certain fields to be required, hidden, or lookup. For example, to save a course record, the program requires the Course ID, Course Name, Timetable, Course Limits, and Term Limits. In Defaults, you can add Course Description, Department, Notes, and Grade Level as required fields. To restore a hidden field, select Edit, Field Characteristics. The Field Characteristics screen appears. Select the field name in the Field box. In the Characteristics frame, unmark Field Hidden. You view field characteristics through the Edit menu or by right-clicking any field label. If you select Field Characteristics from the Edit menu when no records are open, a sub-menu appears from which you select to display field characteristics for course records. Fields are grouped by category (General or Scheduling) and display in alphabetical order. If you select Field Characteristics from the Edit menu with a record open, or if you right-click a field name on an open record, only fields related to that particular form display on the Field Characteristics screen. When using field characteristics, observe the following rules. If a field is required, it cannot be hidden.

C OURSES 33 If a field is hidden, it cannot be required. If a field is currently a lookup field, you cannot assign it a non-lookup characteristic. You cannot reassign fields in Courses as lookup fields. Changes in field characteristics are program-wide. Default values are user-specific. Setting field characteristics 1. In Courses, select Edit, Field Characteristics. The Field Characteristics screen appears. 2. In the Field box, select the field to redefine. 3. You can rename the field and assign default values for the field. 4. In the Characteristics frame, you can mark Lookup, Field Hidden, or Required. You cannot change required fields to hidden fields. 5. To save the field characteristics, click OK. You cannot change required fields to hidden fields. Establishing Defaults Defaults are the preset values you assign to fields in a record template. Using defaults in Courses increases data entry speed by reducing the number of keystrokes required to enter a record. It also helps maintain consistent records. Define defaults in cases where information is the same for most records being entered. Setting record defaults 1. You must close all individual records to create a default record (File, Defaults). To load all defaults in a new course record (File, New), press F3.

34 CHAPTER 2 2. In Courses, select File, Defaults. The Course Defaults screen appears. 3. Enter default information on the Course, Scheduling, and Billing tabs. 4. To save the defaults, select File, Save. You can assign courses as corequisites only if the course records list the same Start Term and Length in Term(s) (Scheduling tab). Establishing a Course Record On each course record, you define grading, scheduling, and meeting information. You also define teacher and room resources, billing fees, and course prerequisites and corequisites. On the Classes tab, you can view details for classes of the course. On the Students tab, you can view schedules for students enrolled in the classes of the course. To save a course record, you must enter the Course ID, Course Name, and Timetable on the General tab and you must fill out the Course Limits and Term Limits frames on the Scheduling tab. Important Notes about Defining Course Records To ensure you define your course records correctly, review the following information about the Course tab, Grading tab, Scheduling tab, Meetings tab, and Resources tab. For detailed information about defining Lower School course records, see the Lower School Skills and Scheduling chapter of the Registrar s Office Grades, Report Cards, and Transcripts Guide. Course Tab The required fields on the Course tab are Course ID, Course Name, and Timetable.

C OURSES 35 Timetable For each course, you must select a timetable in the Timetable field. Once you schedule a course with a timetable association (Scheduling), you cannot change the association. If a course is offered in more than one timetable, you must create multiple course records (Courses). If a course is primarily taken by students in one timetable, you can select to offer the course in one timetable only, but enroll students from another timetable in classes of the course. In Scheduling, you can enroll students in courses from more than one timetable. The grade level on the student record (Records Management) and the grade level on the course record (Courses) can be associated with different timetables. You can assign faculty members to courses in different timetables. If your organization uses multiple timetables, you must associate each grade level with a timetable in Configuration (Acad Year tab, Academic Year tab, Timetables, Define Timetable screen, Change Grade Levels, Select Grade Levels screen). If you fail to associate a grade level with a timetable, you cannot print schedules for students in that grade level (Reports). To print student schedules in Reports, you must associate each grade level with a timetable in Configuration. Attendance On the Course tab, mark Keep Attendance if you will record attendance for classes of the course. If you do not mark this checkbox, classes for the course do not appear in Attendance or on the Attendance page in Faculty Access for the Web. Therefore, you cannot record attendance for students enrolled in classes of the course. Faculty Access for the Web is a component of the optional module Faculty Access. For information about Faculty Access, see the Faculty Access Administration Guide and the Faculty Access User s Guide. Grading Tab The Grading tab consists of the Grades tab and the Skills tab. Grading Tab/Grades Tab To record grades, comments, and skill ratings for students enrolled in classes of a course, you must mark Graded on the Grades tab of the course record. To display grades and comments on report cards, mark Print on Report Card on the Grades tab and select at least one marking column on the Grades tab. To display skills ratings on report cards, mark Print on Report Card on the Grades tab and select at least one marking column on the Skills tab. Unmarking the Graded Checkbox If you unmark Graded after entering information on the Grades and Skills tabs in Courses and entering grades, comments, and skill ratings in Grades or Faculty Access for the Web, the following occurs: The grades, comments, and skill ratings for all students enrolled in classes of the course in the academic year are deleted from Grades and Faculty Access for the Web. The information on the Grades tab and Skills tab in Courses is disabled, but not deleted. The disabled information does copy if you select to copy the course grading and skill information in any of the following ways.

36 CHAPTER 2 On the Copy Academic Year screen in Configuration On the Create New Course From screen in Courses On the Copy Grading Information screen in Courses Selecting Grades Marking Columns On the Grades tab, you mark the checkbox for each marking column in which to enter grades and comments for students in Grades. For each selected marking column, you can award credit and assign the credit amount. You must select the marking column type (Manual or Calculated) and the translation table used to validate grades entered in Grades. If the marking column is calculated, you must select a calculation name. Deselecting Grades Marking Columns If you unmark the checkbox for a marking column on the Grades tab of a course record, you delete all grades and comments entered for that course in that marking column in the selected academic year in Grades and Faculty Access for the Web. Grading Tab/Skills Tab After you define skills in Grades, you can select skills on the Skills tab of course records in Courses. The order of skills on the Skills tab of a course record is important. It is the order in which: Skills display on the Skills screen in Grades. Skills print on report cards if you select Course Order in the Skills Sort Order field on the Courses tab in Report Cards and Transcripts. Skills display in Faculty Access for the Web if you select Course Order in the Skills Sort Order field on the Customize Skills Display screen. The Skills tab of a course record lists each unassociated skill only one time in an academic year. The Skills tab of a course record lists each skill in a category only one time in an academic year. Sorting Skills Not Associated with a Category You add unassociated skills to the Skills tab of a course record in Courses with Add Skill. You select the order of unassociated skills on the Skills tab of course records in Courses in the following ways. Move the skills into the Skills to Include box in the desired order on the Add Skill screen. Order the skills using Up or Down on the Skills tab. If you mark All Skills on the Add Skill screen, all active skills not associated with a category are added to the Skills tab of the course record in the order they display on the Skills tab in Grades with [None] selected in the Category field. Sorting Skills Associated with a Category You add categories of skills to the Skills tab of a course record in Courses with Add Category. When you select a category on the Add Category screen, the active skills within the category are added to the Skills tab. The skills display in the order they appear on the Skills tab in Grades with the category name selected in the Category field. You determine the order of the categories on the Skills tab of course records by the order you move the categories into the Categories to Include box on the Add Category screen. If you mark All Categories on the Add Category screen, categories are added to the Skills tab of the course record in ascending alphabetical order.

C OURSES 37 On the Skills tab in Courses, you can order the skills with Up or Down. To omit one or more of a category s skills from a course record, add the category with Add Category and then delete the unwanted skills from the Skills tab. To delete the skill(s), select the row(s) and press DELETE. Selecting Skills Marking Columns For each selected skill on each course record, you select the marking columns for which to enter skill ratings (for example, Qt1, Qt2, Sem1, etc.). All marking columns on the Skills tab default to checked. To unmark a marking column for all skills at once, select the column, right-click, and select Check Off. Preventing the Loss of Skill Ratings To avoid accidentally deleting skill ratings in Grades, do not delete skills or deselect marking columns on the Skills tab of course records in Courses. If you delete a skill from the Skills tab of a course record, you delete all ratings entered for that skill for that course in the selected academic year in Grades and Faculty Access for the Web. If you deselect the checkbox for a marking column on the Skills tab of a course record, you delete all ratings entered for that skill for that course in that marking column in the selected academic year in Grades and Faculty Access for the Web. Confirm the skill/category, skill/display name, and skill/ratings table associations are correct on course records before you add skill ratings in Grades or Faculty Access for the Web. When you change or remove the category, display name, or ratings table associated with a skill in Grades, you do not change or remove the association on course records on which the skill exists in Courses. The change is reflected only on course records to which you assign the skill after you make edits in Grades. To reflect a new association in Courses, you must delete the original skill association from course records and add the new skill association to each course record. To quickly confirm the skill/display name associations on course records are correct, print preview report cards in Report Cards and Transcripts. Faculty Access for the Web is a component of the optional module Faculty Access. For information about Faculty Access, see the Faculty Access Administration Guide and the Faculty Access User s Guide. Scheduling Tab The required frames on the Scheduling tab are Course Limits and Term Limits. Course limits give the program information about the class size, number of allowed course requests per term, and number of classes to create per term. Term limits give the program information about the term(s) in which classes of the course begin and the number of terms the classes last. Course Limits and Term Limits In the Course Limits frame on the Scheduling tab, you enter the minimum and maximum for Class Size, Requests/Term, and Classes/Term. Be sure to enter accurate minimums and maximums for accurate scheduling results in Scheduling. If you have already created courses and need to update Course Limits information for all or selected course records, enter the data in the Course Request Tally to expedite the data entry (Course Requests, File, Course Request Tally). In Course Requests, you can select a preference to inform you if a course request exceeds the maximum number of Requests/Term set on the course record. An incorrect maximum can result in too few or too many course requests for a course. The optional module Load Master Schedule (Scheduling) uses the maximum Class Size per term and the room capacity to determine the number of students it enrolls in classes. An incorrect maximum can result in Load Master Schedule enrolling too few or too many students in a class.

38 CHAPTER 2 In Scheduling, you can instruct the automated process Create Classes (File, Create Classes) to use the minimum or maximum Classes/Term if the number of course requests for a course indicates a need for fewer classes than the minimum or more classes than the maximum. Incorrect data can result in too few or too many classes created for a course. In the Term Limits frame on the Scheduling tab, you set the Length in Terms and Start in Term(s). You must enter this information accurately before creating any classes in Scheduling. For example, if sections of a course last one semester and can be offered in both Term 1 and Term 2, enter the Length in Terms of 1 and mark the checkboxes for both terms to indicate sections start in both terms. If sections of a course last three trimesters and must start in the first trimester, enter the Length in Terms of 3 and mark only the checkbox for Trimester 1 to indicate all sections start in that term. You can change the information in the Term Limits frame at any time. The changes to the Term Limits frame on a course record affect only newly created classes for the course, not classes created prior to the changes (Scheduling). For example, if you create classes for a course with a Length in Terms of 3 and then edit the Length in Terms to 4, all newly created classes have a term length of 4. All previously created classes have a term length of 3. You can assign courses as corequisites (Corequisites tab) only if the course records list the same Length in Terms and Start Term(s) (Courses, Scheduling tab, Term Limits frame). Scheduling Priority In the Scheduling Priority field, select Low, Standard, or High. Select a priority to accurately reflect the order in which you want Create Master Schedule (Scheduling) to process classes for the course. Indicate a higher scheduling priority for required courses than electives. Load Master Schedule (Scheduling) uses each course s scheduling priority to determine the order in which to schedule a student s course requests if it cannot fulfill all of the student s course requests. (Load Master Schedule takes this parameter into account after it considers which possible schedule fulfills the highest number of the student's course requests.) Terminate After To omit a course from an academic year s schedule, select an academic year in Terminate After. To re-activate a course in a future academic year, change the Terminate After selection to a blank. To keep course enrollments consistent with the information you enter on course records, terminated courses (Courses, course record, Scheduling tab, Terminate After field) are not available for student enrollment in Scheduling. If a course record indicates the course is terminated, the course does not appear in Scheduling on either the Courses/Classes screen in Edit Class Timetable or the Course Selection screen (Edit Student Schedule, student schedule screen, Add, Course field, Course Selection screen). On each student s schedule screen (Edit Student Schedule), a terminated course displays with a red T in the Enr column to indicate it is terminated. Because the course is terminated, you cannot select a class in the Class column. Meetings Tab On the Meetings tab, you must restrict by pattern if scheduling automatically. Restricting by pattern can speed manual scheduling.

C OURSES 39 Resources Tab On the Resources tab, you assign scheduling priority to teachers, room types, and rooms. Create Master Schedule (Scheduling) uses this information when designing the master schedule. Room priority overrides room type priority. That is, Create Master Schedule schedules a low priority room before a room with a high priority room type. Teachers You can group add selected teachers in a department. To view the Group Add Teachers screen, click Group. On the Group Add Teachers screen, use the arrow buttons to move names from the Teachers box to the Teachers to Include box. Indicate the maximum classes of the course per term that each teacher is available to teach. Course Resource Report After you enter course resources for each course and before you begin the scheduling process each year, run the Course Resource Report to verify you have entered complete and accurate resource information on each course record (Reports, Report Type: Scheduling, Report Name: Course Resource Report). Creating a course record 1. In Courses, select File, New. The New Course screen appears. 2. Select the Course tab. 3. To enter all defaults (set up in File, Defaults), press F3. 4. In the General frame, you must enter the Course ID (maximum of 12 alphanumeric characters). 5. You must enter the Course Name (maximum of 30 alphanumeric characters). 6. Enter the Description to display on reports.

40 CHAPTER 2 You can add course types to the Course Type table on the Tables tab in Configuration. 7. Department is optional. If you associate each teacher with a department in Records Management (faculty/staff record, Bio1 tab, Department column), select the department on the course record to expedite manual scheduling in Scheduling. 8. In Notes (maximum of 254 alphanumeric characters), you can enter additional information about the course. For example, enter a more detailed course description for internal use. 9. To record attendance in Attendance for students enrolled in classes of the course, you must mark Keep Attendance. 10. If you restrict the course to a specific grade, select a Grade Level. If your organization associates multiple grade levels with its timetables, an entry in this field is important. You can set this field to be required (Edit, Field Characteristics). 11. In Course Type, you can select one or more types to define the course. For example, a course may be both an Advanced Placement course and an Honors course. 12. If your organization has defined more than one timetable in Configuration, select an entry in Timetable. 13. In Attributes, you can enter course attributes. For example, enter the name and price of a required textbook. 14. To define course and term limits, scheduling priorities, and other parameters for each course, select the Scheduling tab. For more information about setting these parameters, see Scheduling Tab on page 37. 15. In the Course Limits frame, enter a minimum and maximum number for Class Size, Requests/Term, and Classes/Term. Be sure to enter accurate minimums and maximums for accurate scheduling results in Scheduling. For more information about setting course limits, see Course Limits and Term Limits on page 37.

C OURSES 41 16. In the Term Limits frame, define the number of terms classes of the course last in Length in Terms. In the Start in Term(s) box, mark the terms classes of the course can begin. You define terms in Configuration (Acad Year tab, Academic Year tab, Terms). The order in which you enter terms in the Terms table in Configuration (Tables tab) determines the order in which the terms display in the Start in Term(s) box on the Scheduling tab of course records in Courses. For more information about setting term limits, see Course Limits and Term Limits on page 37. 17. To omit the course from processing in Create Master Schedule in Scheduling, mark Schedule Manually. In Scheduling, to include a course marked for manual scheduling in Load Master Schedule processing, mark Include Courses Marked to be Scheduled Manually on the Load Master Schedule screen. 18. In the Scheduling Priority field, select Low, Standard or High. For information about the importance of selecting the correct scheduling priority, see Scheduling Priority on page 38. 19. If the course is no longer offered after a certain academic year, select an academic year in Terminate After. This marks the course as inactive without deleting it from the database. For the reasons to avoid deleting course records, see Deleting a course record on page 42. For information about the appearance of terminated courses in Scheduling, see Terminate After on page 38. To reactivate a course in a future academic year, change the Terminate After selection to a blank. 20. To mark a course as gender-specific, select a Course Gender. 21. To continue defining the course record, select another tab. 22. To save the course record, select File, Save. Editing a course record 1. From the course record in Courses, select tab(s) containing the information to edit. 2. Make changes. 3. To save the course record, select File, Save.

42 CHAPTER 2 Deleting a course record deletes grades and skill ratings for all students in classes of the course in every academic year. Deleting a course record Confirm you have a recent, tested backup of the database before deleting a course record. We recommend you do not delete course records from the database. Deleting a course record erases all the classes scheduled for the course in every academic year. It also deletes all student grades and skill ratings for the course in Grades and Faculty Access for the Web. 1. From the course record in Courses, select File, Delete. A message appears, asking if you are sure you want to delete the record. 2. To delete the course record, click Yes. To cancel the command, click No. Opening Records Finding and opening a course record 1. In Courses, select File, Open. The Course Lookup screen appears displaying the name of each course with a course record. 2. To narrow the search, select a Department, Grade Level, and Timetable. 3. Select the record to open. 4. Click OK. The course record opens. 5. To find a course record by Course ID, Department or Grade Level, click Find. The Find Course ID screen appears. 6. Enter a full or partial course ID in Course ID. To search by Department and Grade Level, click the arrow buttons.

C OURSES 43 7. To find the first match in the courses list, click Find First. 8. To locate the next matching course record, click Find Next. 9. To end the search, click Close. Opening a group of records To open a group of courses defined in a query, select File, Group. To move from record to record, you can use the arrow buttons on the toolbar. To use Group, you must first create a course query in Query. 1. In Courses, select File, Group. The Available Queries screen appears. 2. Select to filter by Format. 3. Mark Only Show My Queries. 4. Select a query and click OK. 5. The Status Bar displays the name of the query and the first record of the group appears. To move through the records in the group, select Records and use the following commands. To open the first record in the group, select First. To open the record preceding the open record, select Previous. To open the record following the open record, select Next. To open the last record in the group, click Last. Closing a group of records 1. With a group of records open, select File, Close Group. The group closes. The last record viewed remains open. 2. To close the record, select File, Close.

44 CHAPTER 2 Copying a Course Record You can create a new course record by copying information from an existing course record. Creating a new course record from an existing course record 1. In Courses, select File, Create New Course From. The Create New Course From screen appears. 2. If no course records are open, select a course for Copy course from on the Course Lookup screen. If course records are open, the name of the active course record appears in Copy course from. 3. In New Timetable, select a timetable for the new course record. You define timetables in Configuration (Acad Year tab, Academic Year tab, Timetables, Define Timetable screen). 4. Enter a New Course ID and New Course Name. (After you create the new course record, be sure to update the Description field on the record.) 5. In the Copy Information frame, mark checkboxes to copy Resources, Billing, Prerequisites, and Corequisites information. All information on these tabs is copied into the new course record. 6. In the Copy years after and including field, select the first academic year from which to copy information. 7. You can mark the checkboxes to include Grades, Skills, and Meetings information, based on the academic year selection. If you select to copy skills, all skills are copied, even skills currently marked as inactive on the Skills tab in Grades.

C OURSES 45 If you mark Grades or Skills on the Create New Course From screen, values from the Graded checkbox, Print on Report Card checkbox, Print on Transcript checkbox, Credits/Units field, and Print Priority field automatically copy from the source academic year to the target academic year. The program copies information on the Meetings tab only if the timetable you select for the new course record matches the timetable associated with the original course record. 8. Regardless of the selections in the Copy Information frame on the Create New Course From screen, scheduling information is always copied from the source academic year to the target academic year. 9. Verify all information on the new course record before including the new course in the scheduling process. For example, on the Scheduling tab, verify that there is not a termination date entered preventing the course from inclusion in the next scheduling process. Scheduling information is always copied from the source academic year to the target academic year. Entering Grading and Skill Information The Grading tab consists of the Grades tab and the Skills tab. On the Grades tab, you set up the grading information for the course for each academic year. To record grade or skill ratings for students in classes of the course, you must mark Graded. You determine how many credits or units the course awards, whether information for this course prints on transcripts and report cards, the GPA and Honors calculations in which the course is included, and which marking columns apply to the course. When you select the grades marking columns, you set the credit amount, the translation table used, and any other calculation to be applied. On the Skills tab, you select the skills for the course and select the skills marking columns. You can edit the grading and skill information for each academic year, delete the academic year grading and skill information, and copy grading and skill information from one academic year to another.

46 CHAPTER 2 Defining grading and skill settings 1. From the course record in Courses, select the Grading tab. 2. Select the row of the academic year to define. 3. Click Edit. The Grades tab and Skills tab appear. 4. On the Grades tab, in the Course Information frame, mark Graded if the course assigns grades or skill ratings. To enter information on the Skills tab, you must mark Graded. For information about the effects of unmarking the Graded checkbox, see Unmarking the Graded Checkbox on page 35. 5. In the Credits/Units field, enter the number of credits or units the course awards. 6. To print grades for the course on students transcripts in Report Cards and Transcripts, mark Print on Transcript.

C OURSES 47 7. To print grades and skill ratings for the course on students report cards in Report Cards and Transcripts, mark Print on Report Card and select at least one marking column on the Grades tab. To display skills ratings on report cards, mark Print on Report Card on the Grades tab and select at least one marking column on the Skills tab. 8. Enter a number in the Print Priority field to determine the order in which the course prints on report cards. You can assign a number to each course type or department. For example, assign all Honors courses a print priority of 1 to ensure they print first on report cards and transcripts. Within each number assignment, courses print in alphabetical order. That is, if a student is enrolled in more than one Honors course, the Honors courses print in alphabetical order from A to Z. Course records with no assigned print priority print in alphabetical order after courses with priorities. 9. In the GPA grid, mark Include for each GPA calculation in which the course is to be included. For each GPA marked, enter the Weight the course carries for that GPA calculation, if any. For detailed information about the different ways to weight GPAs, see Deciding Whether to Award Weights on Translation Tables or Course Records in the Grades chapter of the Registrar s Office Grades, Report Cards, and Transcripts Guide. 10. In the Honors grid, mark Include for each Honors category in which the course is included. 11. Mark the checkbox for each Marking Column for which to enter grades in Grades for students enrolled in classes of the course. For information about the effects of unmarking a marking column checkbox, see Deselecting Grades Marking Columns on page 36. You can Award Credit and assign the Credits for each selected marking column. For each selected marking column, you must select the marking column Type (Manual or Calculated) and the Translation Table. If the marking column is calculated, you must also select a Calculation. To select translation tables and calculations in Courses, you must first define them in Grades (Translation Tables tab; Calculations tab). You must define translation tables and calculations in Grades to select them on the Grading tab of course records in Courses.

48 CHAPTER 2 12. To save and close the Grading tab, click OK. To define skill settings, select the Skills tab. 13. On the Skills tab, to select one or more skills without category association, click Add Skill. 14. On the Add Skill screen, mark Selected Skills and use the single left arrow button to move skills into the Skills to Include box in the order you want them to display on the Skills tab. If you mark All Skills on the Add Skill screen, skills not associated with a category are added to the Skills tab in the order they display on the Skills tab in Grades with [None] selected in the Category field. On the Skills tab, you can order the skills using Up or Down. The order of skills on the Skills tab of a course record in Courses is the order in which: Skills display on the Skills screen in Grades. Skills print on report cards if you select Course Order in the Skills Sort Order field on the Courses tab in Report Cards and Transcripts.

C OURSES 49 Skills display in Faculty Access for the Web if you select Course Order in the Skills Sort Order field on the Customize Skills Display screen. 15. On the Skills tab, to select a group of skills by category, click Add Category. 16. On the Add Category screen, mark Selected Categories and use the single left arrow button to move categories into the Categories to Include box in the order you want them to display on the Skills tab. If you mark All Categories on the Add Category screen, categories are added to the Skills tab of the course record in ascending alphabetical order. The active skills within each category are added to the Skills tab in the order displayed on the Skills tab in Grades when you filter by the Category field. On the Skills tab, you can order the skills using Up or Down. The order of skills on the Skills tab of a course record in Courses is the order in which: Skills display on the Skills screen in Grades. Skills print on report cards if you select Course Order in the Skills Sort Order field on the Courses tab in Report Cards and Transcripts. Skills display in Faculty Access for the Web if you select Course Order in the Skills Sort Order field on the Customize Skills Display screen. The Categories box on the Add Category screen lists all categories with at least one active skill. To omit one or more of a category s skills from a course record, add the category with Add Category and delete the unwanted skills from the Skills tab by selecting the rows and pressing DELETE. Note that deleting a skill from the Skills tab of a course record deletes all student skill ratings for that skill for that course in the selected academic year in Grades and Faculty Access for the Web. 17. For each skill, all marking columns default to marked. For each activated marking column for a skill, you can enter a skill rating for students enrolled in classes of the course in Grades. To unmark a checkbox, click it. To unmark an entire column of checkboxes, right-click the column heading and select Check Off. The Categories box on the Add Category screen lists categories with at least one active skill. To display skill ratings on report cards, you must mark Print on Report Card on the Grades tab and select at least one marking column on the Skills tab.

50 CHAPTER 2 For information about the effects of unmarking a checkbox after entering skill ratings in Grades, see Preventing the Loss of Skill Ratings on page 37. 18. To save and close the Grades and Skills tabs, click OK. Use the Copy All Grading feature with care. If you select a blank year as the source academic year, you erase all grading information in the target academic year. Copying grading and skill settings With no records open in Courses, select File, Copy All Grading to copy course grading and skill information from one academic year to another academic year for all course records in the database. To copy one course s grading and skill information, open the record and select File, Copy Course Grading, or click Copy on the Grading tab. 1. From the course record in Courses, select the Grading tab.

C OURSES 51 2. Click Copy. The Copy Grading Information screen appears. 3. In the Copy Information From field, select the year from which to copy information. In the Copy Information To field, select the year to which to copy information. 4. In the Information to copy field, to copy information on the Grades tab from the source academic year to the target academic year, mark Grades. To copy information on the Skills tab from the source academic year to the target academic year, mark Skills. If you select to copy skills, all skills are copied, even skills currently marked as inactive on the Skills tab in Grades. Whether or not you mark a checkbox in the Information to copy field on the Copy Grading Information screen, the values in the Graded checkbox, Print on Report Card checkbox, Print on Transcript checkbox, Credits/Units field, and Print Priority field copy from the source academic year to the target academic year. 5. To copy the information, click OK. Deleting grading and skill settings by deleting an academic year definition Confirm you have a recent, tested backup of the database before deleting an academic year definition on the Grading tab. Deleting the academic year definition on the Grading tab deletes all grading and skill settings for the course for the selected academic year. It also deletes all student grades, comments, and skill ratings entered in Grades and Faculty Access for the Web for the course in the academic year. 1. From the course record in Courses, select the Grading tab. 2. Select the academic year of the grading and skill information to delete. 3. Click Delete. A message appears, asking if you are sure you want to delete all grading and skill information for the selected academic year. 4. To delete the academic year definition, click Yes. To cancel the command, click No. Clicking Delete on the Grading tab can delete students grades and skill ratings in Grades and Faculty Access for the Web. Use this feature with care.

52 CHAPTER 2 Deleting skills from the Skills tab Confirm you have a recent, tested backup of the database before deleting skills from the Skills tab of a course record. Deleting a skill from the Skills tab of a course record deletes all student skill ratings for the skill for that course in the selected academic year in Grades and Faculty Access for the Web. 1. From the course record in Courses, select the Grading tab. 2. Select the row of the academic year to edit. 3. Click Edit. The Grades tab and Skills tab appear. 4. Select the Skills tab. 5. Select the skill row(s) to delete. You can select multiple rows at one time. Select the first row, then press and hold SHIFT while selecting the last row. 6. Press DELETE. A message appears, asking if you are sure you want to delete the rows. 7. To delete the rows, click Yes. To cancel the command, click No. Course Meeting Restrictions On the Meetings tab, you specify the number of times a course meets per cycle, the number of consecutive periods each class meets, and all course restrictions. You can add, edit, and delete information on this tab. You must accurately enter the information on this tab if you use the optional module Create Master Schedule in Scheduling. Accurate information can speed manual scheduling. Viewing course meeting restrictions 1. From the course record in Courses, select the Meetings tab.

C OURSES 53 The screen displays each academic year, the restrictions status, the number of meetings per cycle, and if the course is restricted by pattern or period. You must restrict a course by pattern if you schedule with the optional modules Create Master Schedule and Load Master Schedule in Scheduling. Restricting by pattern can speed manual scheduling. You define patterns in Configuration (Academic Year tab, Acad Year tab, Patterns). 2. To close the course record, select File, Close. Editing course meeting restrictions 1. From the course record in Courses, select the Meetings tab. 2. Select the meeting to edit. 3. Click Edit. The Meeting Restrictions screen appears. 4. In the Meetings frame, enter the Meetings Per Cycle. In the grid, assign each meeting a Length in Periods of 1. That is, if classes of the course meet for three consecutive periods five days a week, the Meeting column displays numbers 1 through 15. Enter the Length in Periods 1 for each of the fifteen meetings. Indicate if the meetings are in the same room by marking Same Room. 5. In the Restrict By field, select to restrict classes of the course by period or pattern. If you restrict by Period, use the grid to diagram the periods for the course meeting. If you use Create Master Schedule (Scheduling), you must restrict by Pattern. Select a pattern defined in Configuration (Acad Year tab, Academic Year tab, Patterns). 6. To save the restriction information, click OK. Copying course meeting restrictions 1. From the course record in Courses, select the Meetings tab.

54 CHAPTER 2 To select a scheduling pattern on the Meetings tab of course records in Courses, you must first create the pattern in Configuration (Acad Year tab, Academic Year tab, Patterns). 2. Click Copy. The Copy Restriction Information screen appears. 3. In the Copy Restrictions From field, select the year from which to copy restrictions. In the Copy Restrictions To field, select the year to which to copy the restrictions. 4. To copy the restriction information, click OK. Deleting course meeting restrictions 1. From the course record in Courses, select the Meetings tab. 2. Select the academic year for which to delete meeting restrictions. 3. Click Delete. A message appears, asking if you are sure you want to delete the restrictions. 4. To delete the restriction information, click Yes. To cancel the command, click No. Entering Resources On the Resources tab, select the name of each teacher qualified to teach the course. Select the rooms types and rooms with priority for classes of the course. Set priorities for each. You must accurately enter the information on this tab if you use the optional module Create Master Schedule to automatically schedule meeting times, teachers, and rooms in Scheduling. Accurate information can speed manual scheduling.

C OURSES 55 Setting up course resources 1. From the course record in Courses, select the Resources tab. 2. In the Room Type grid, in the Room Type column, select a room type for the course (such as Classroom, Auditorium, or Laboratory). Select the scheduling Priority for Create Master Schedule (Scheduling) to give to this room type when assigning classes of this course to rooms (Low, Standard, or High). 3. In the Room grid, click in the Room column and select a room for classes of the course. Select the room s Priority. Note that room priority overrides room type priority. Create Master Schedule schedules a low priority room before a room with a high priority room type. 4. In the Teachers grid, in the Teacher column, select the teachers qualified to teach the course. The faculty/staff member s department (Records Management, faculty/staff record, Bio1 tab) defaults in Department column. In the Priority column, assign the teacher a priority for teaching classes of the course. In the Max Classes column, enter the maximum number of classes of the course the faculty/staff member can teach per term. 5. To view the schedule for a room or teacher, select an entry and click Schedule.

56 CHAPTER 2 6. To add a group of teachers to the Teachers grid, click Group. The Group Add Teachers screen appears. To narrow the selection, filter by Department. Only teachers in the selected department appear in the Teachers box. To move teachers for the course from the Teachers box to the Teachers to Include box, you can use the arrow buttons. 7. To return to the Resources tab, click OK. 8. To save the resource information, select File, Save. Entering Billing Information On the Billing tab, you track fees associated with a course (for example, lab fees or computer disk fees). You can add, edit, and delete information on this tab. Adding course billing information 1. From the course record in Courses, select the Billing tab.

C OURSES 57 2. In the Fee Description column, select a fee. 3. In the Fee Type column, identify the type of fee. 4. In the Amount column, enter an amount. 5. To save the billing information, select File, Save. Establishing Prerequisites On the Prerequisites tab, enter the courses a student must complete before requesting this course (Course Requests). You can add, edit, and delete information on this tab. In Course Requests, you can select to display an exception if a student lacks a prerequisite. For more information about course request exceptions, see Course Request Exceptions on page 64. Adding a prerequisite 1. From the course record in Courses, select the Prerequisites tab. 2. In the Course ID column, click the arrow button. The Course Lookup screen appears. 3. Select the prerequisite. 4. Click OK. The course s Course Name, Department and Grade Level default. 5. To save the prerequisite information, select File, Save. Establishing Corequisites On the Corequisites tab, you record the courses a student must be enrolled in at the same time as this course. You can add, edit, and delete information on this tab.

58 CHAPTER 2 You can assign courses as corequisites (Corequisites tab) only if the course records list the same Length in Terms and Start in Term(s) (Courses, course record, Scheduling tab). In Course Requests, you can automatically add requests for corequisites of a course by marking Automatically Add Requests for Corequisites on the Student Requests by Course screen. For more information about assigning course requests by course, see Entering Requests by Course on page 68. Adding a corequisite 1. From the course record in Courses, select the Corequisites tab. 2. In the Course ID column, click the arrow button. The Course Lookup screen appears. 3. Select the corequisite. 4. Click OK. The course s Course Name, Department, and Grade Level default. 5. To save the corequisite information, select File, Save. Viewing Course Classes On the Classes tab, you can view the history of classes scheduled for the course, based on the academic year and term. This tab is for informational purposes only. You edit meeting times, teacher assignments, room assignments, and student enrollment in Scheduling.

C OURSES 59 Viewing course classes 1. From the course record in Courses, select the Classes tab. 2. Select the Year and Term for which to view classes of the course. 3. The screen displays the class section, term, number of enrolled students, the teacher assigned to the class, and the room assigned to the class. 4. To view a list of students enrolled in the class, as well as days, periods, and rooms of the class meetings, select the class and click Details. 5. To close the course record, select File, Close. Viewing Students Enrolled in Classes of a Course On the Students tab, you can view details about students enrolled in classes of the course in a selected academic year and term. This tab is for informational purposes only. You can edit meeting times, teacher assignments, room assignments, and student enrollment in Scheduling.

60 CHAPTER 2 Viewing students 1. From the course record in Courses, select the Students tab. 2. Select the Year and Term for which to view students enrolled in classes of the course. 3. The screen displays each Student Name, Grade Level, Homeroom, and Class Section. 4. To view a particular student s schedule, select the student s name and click Student Schedule. 5. To close the course record, select File, Close.

Course Requests Contents Preparing to Assign Course Requests............................... 63 Assigning Course Requests....................................... 63 Course Request Exceptions....................................... 64 Course Request Priority.......................................... 64 Any Available Term Requests................................... 65 Alternate Course Requests........................................ 65 Course Records................................................. 65 Student Status.................................................. 65 How End of Year Processing Affects Course Request Assignment and Scheduling................................. 66 Course Request Assignment........................................ 66 Scheduling..................................................... 66 Course Requests Preferences...................................... 67 Selecting an Academic Year...................................... 68 Entering Requests by Course..................................... 68 Entering Requests by Student..................................... 74 Assigning Core Curriculum Requests.............................. 81 Generating a Course Request Tally................................ 86 Generating a Conflict Matrix..................................... 88 Procedures Setting Course Requests preferences................................. 67 Specifying the academic year....................................... 68 Entering course requests by course................................... 69 Adding a group of requests by course................................ 71 Editing a course request........................................... 74 Deleting a student s course request on the Student Requests by Course screen............................................ 74 Deleting multiple students course requests on the Student Requests by Course screen............................................ 74 Entering course requests by student.................................. 75 Finding a specific course.......................................... 78 Viewing course details............................................ 79 Editing a course request........................................... 80 Deleting a student s course request on the Course Requests

62 CHAPTER 3 by Student screen............................................ 80 Deleting multiple course requests for a student on the Course Requests by Student screen............................................ 80 Assigning a core curriculum to individual students...................... 81 Assigning a core curriculum to a group of students...................... 84 Generating a Course Request Tally................................... 86 Generating a Conflict Matrix....................................... 89

C OURSE REQUESTS 63 You can use Course Requests to identify the courses each student requests in a scheduling year. You must enter course requests if you enroll students automatically with the optional module Load Master Schedule in Scheduling. Load Master Schedule uses course requests to enroll students in classes. Course request assignment can also enhance the automatic processing of Create Classes in Scheduling. The Create Calculated Classes option uses course requests to determine the number of classes needed per course to accommodate the number of course requests per course. The optional module Create Master Schedule uses course requests to determine class meeting times in Scheduling. The option Exclude Periods Using Student Schedule Conflicts evaluates course requests to determine potential conflicts and to place classes of often-requested courses at non-conflicting times in the master schedule. Assigning course requests can speed manual scheduling (Scheduling). In Edit Class Timetable, the class information screen for each class lists the names of all students requesting the course. In Edit Student Schedule, each student schedule screen lists all courses the selected student requested. Preparing to Assign Course Requests Each year, before assigning course requests and designing the master schedule, refer to Scheduling on page 109. For detailed instructions to prepare for and implement automated and manual scheduling, read Scheduling Checklist on page 111. The Scheduling Checklist outlines each step in the scheduling process from setting up the academic year, to analyzing conflict reports after scheduling, to printing schedules. For information about setting up piggybacked courses, defining audited courses, creating periods to accommodate overlapping meeting times, preventing conflicts when scheduling teachers in more than one timetable, and assigning more than one class to the same room and the same teacher at the same time, see Master Schedule Tips on page 134. For information about master schedule situations which cause unfulfilled course requests and the steps to take to increase the number of students fulfilled course requests, see Evaluating Unfulfilled Course Requests on page 150 and Reports to Evaluate Unfulfilled Course Requests on page 157. For step-by-step instructions for automated scheduling, see Create Master Schedule on page 172 and Load Master Schedule on page 190. Assigning Course Requests You have many options in Course Requests. You can assign course requests by course and student either individually or by group. You can group-assign the core curricula defined in Configuration (File, Group Assign Core Curriculum and File, Requests by Student). You can group-assign requests for a selected course by homeroom, core curriculum, grade level, or query group. You can include selected course request exceptions in course request processing, assign alternate course requests, and run the Course Request Tally and Conflict Matrix Report.

64 CHAPTER 3 Course Request Exceptions You set course request exceptions in Preferences (Edit, Preferences, Preferences screen, Exceptions to Include frame). The exceptions you can include are: Course Gender Requirements. Already Taken Course. Already Requested this Year. Student and Course assigned to different Grade Levels. Student and Course assigned to different Timetables. Lacks Prerequisite. Lacks Corequisite. Maximum Requests/Term for the course exceeded. Course request processing determines exceptions based on the courses in which students have been enrolled at your school. For example, Algebra II has a prerequisite of Geometry. Howard Worth took advanced classes in his previous school and will take Algebra II at your school in 9th grade. When you enter a course request for Algebra II for Howard Worth, course request processing indicates an exception. Because Howard was not enrolled in Geometry at your school, the program does not identify the prerequisite as met. Override the exception by marking Override Exceptions on the Course Request Exception Details screen. You can avoid the exception by unmarking the Lacks Prerequisite exception in the Exceptions to Include frame of the Preferences screen (Edit, Preferences) when adding course requests for advanced students. Course request processing identifies exceptions by evaluating students schedules in previous years and terms. It does not create an exception if a student was enrolled in a course but did not receive a passing grade. Each year, when you enter course requests for the next academic year, you can avoid the Student and Course Assigned to different Grade Levels exception by unmarking the exception in the Exceptions to Include frame of the Preferences screen (Edit, Preferences) before entering course requests. Course Request Priority When assigning course requests, assign an accurate priority (Low, Standard, or High) to each course request for each student. Enter course requests with high priorities for students required courses. Enter course requests with low or standard priorities for students elective courses. The priority you set for a student s course request in Course Requests determines the priority Load Master Schedule gives to the requested course within the student s schedule in Scheduling. The course scheduling priority you set on a course record in Courses determines the priority Create Master Schedule gives to the course when designing the master schedule and the priority given to the course if Load Master Schedule cannot fulfill all of a student s course requests. (Load Master Schedule takes this parameter into account after it considers which possible schedule fulfills the highest number of the student s course requests.)

C OURSE REQUESTS 65 Any Available Term Requests You can assign course requests for a specific term (for example, Semester 1, Quarter 1, or Trimester 1) or you can assign course requests that are not term-specific ( Any Available Term ). For example, if a student can take a one-term elective in any of the three terms in which it is offered, you can assign a course request that is not term-specific. Assign Any Available Term requests only for courses that have no term scheduling restrictions. Any Available Term requests are the equivalent of a coin toss. For example, Health and Physical Education are one-term courses that are offered in both terms of the academic year. If every freshman must take Health and Physical Education in either term, but not the same term, do not assign course requests for Any Available Term. Assign half the freshmen course requests for Health in Term 1 and Physical Education in Term 2. Assign the remaining freshmen course requests for Physical Education in Term 1 and Health in Term 2. In this way, you instruct Load Master Schedule to enroll all freshmen in classes of Health and Physical Education, but not in the same term. For information about setting up piggybacked classes across terms, see Master Schedule Tips on page 134. Alternate Course Requests You must assign alternate course requests for courses with the same start term (Courses, course record, Scheduling tab, Term Limits frame, Start in Term(s) box) as the course of the primary course request. We recommend you assign alternate course requests for courses with the same length in terms (Courses, course record, Scheduling tab, Term Limits frame, Length in Terms field) as the course of the primary request. When selecting an alternate course on the Student Requests by Course screen or the Course Requests by Student screen, corequisites for the main course do not display on the Course Lookup screen. Course Records You must define a course record in Courses to assign course requests for the course in Course Requests. To ensure expected prerequisite and corequisite request processing in Course Requests, you must enter accurate information on the Prerequisites and Corequisites tabs of course records in Courses. Student Status To speed course request assignment and to ensure accurate statistics for Load Master Schedule processing in Scheduling, be sure to assign course requests only to students attending your organization in the academic year to be scheduled. (Edit, Preferences, Student Status frame). For example, include the status Current Student and exclude the statuses Inquiry, Applicant, Declined Offer, Withdrawn, and Graduate.

66 CHAPTER 3 How End of Year Processing Affects Course Request Assignment and Scheduling If you plan to run End of Year Processing (Utilities and Housekeeping) after your organization schedules students in classes for the next academic year, review the following information to determine how the timing of End of Year Processing affects the course request and scheduling processes. For more information about End of Year Processing, see the Registrar s Office Utilities and Housekeeping chapter of the Education Administration Housekeeping and Import Guide. Course Request Assignment If your organization assigns course requests before performing End of Year Processing, you must take into account the core curriculum set on each student s record (Bio3 tab, Core Curriculum field). Because you have not updated each student s core curriculum using End of Year Processing, do not group assign course requests based on the core curriculum on each student s record (Course Requests, File, Group Assign Core Curriculum, Group Assign Core Curriculum Requests screen, Use Core Curriculum on Student Record). You can group assign course requests filtering by grade level (Selected Students frame, Grade Level) and selecting the core curriculum of the next consecutive grade level (Core Curriculum field). For example, select the grade level 9th and assign the core curriculum 10th Grade Core to all students currently in the 9th grade. You can group assign course requests filtering by core curriculum (Selected Students frame, Core Curriculum) and selecting the next consecutive core curriculum in the Core Curriculum field. For example, select the core curriculum 11th Grade Honors and assign the core curriculum 12th Grade Honors to all students with the core curriculum 11th Grade Honors selected on the Bio3 tab of their student records (Records Management). Scheduling If your organization schedules students before their promotion to the next grade level, before beginning the scheduling process you must take into account the grade levels with which common periods are associated in Configuration (Acad Year tab, Academic Year tab, Common Periods, Edit Common Period screen, Grade Levels to Include frame). A common period reserves a space in students schedules to prevent Load Master Schedule (Scheduling) from enrolling the students in classes at that time. For example, if all 10th grade students attend Chapel in Period 4 on B Day, the common period Chapel set up in Configuration prevents Load Master Schedule from enrolling any 10th graders in classes in Period 4 on B Day. However, if you run Load Master Schedule for current 9th grade students, Load Master Schedule is not prevented from enrolling the students in classes in Period 4 on B Day even though these students will be in 10th grade next year. The common period Chapel is associated with 10th grade, not 9th grade. This can result in scheduling conflicts between classes and common periods after you promote students using End of Year Processing.

C OURSE REQUESTS 67 To prevent these conflicts, if you plan to schedule students prior to End of Year Processing, you must edit the grade levels associated with each common period in Configuration. Associate each common period with the current grade level of students, not next year s grade level. In the example above, you associate Chapel with 9th grade while scheduling 9th graders in classes for the next academic year. When you complete the scheduling process, you restore the original grade level association for each common period. For more information about scheduling, see Scheduling on page 109. For more information about common periods, see Setting Academic Years and Terms in the Registrar s Office Configuration chapter of the Education Administration Program Setup Guide. Course Requests Preferences Each user can set preferences in Course Requests. You can select to display a save verification message, determine the color used to indicate a course limit violation, and include selected course request exceptions in course request processing. User preferences are specific to each workstation, not user name. Setting Course Requests preferences 1. In Course Requests, select Edit, Preferences. The Preferences screen appears. 2. To display a verification message when information is saved, in the Course Requests frame, mark Show Save Information Dialog. If you do not mark the checkbox, information is saved but no verification message appears.

68 CHAPTER 3 3. In the Course Limit Violation field, select the color used to highlight course limit violations. 4. In the Exceptions to Include frame, select the exceptions to include in course request processing. To omit an exception from course request processing, unmark the check in a checkbox. 5. In the Student Status frame, select the statuses to exclude from course request processing. To move statuses from the Include box to the Exclude box, you can use the arrow button. To speed course request assignment and to ensure accurate statistics for Load Master Schedule processing, exclude all statuses except those assigned to currently attending students. For example, you can include the status Current Student and exclude the statuses Inquiry, Applicant, Accepted, Declined Offer, Contract Sent, Withdrawn, and Alumni. 6. To save and close the Preference screen, click OK. Selecting an Academic Year On the Course Request Year screen, select the year in which to enter course requests. Specifying the academic year 1. In Course Requests, select Edit, Academic Year. The Course Request Year screen appears. 2. Select the Academic Year in which to enter or review course requests. 3. Click OK. The selected academic year appears on the title bar. Entering Requests by Course When entering course requests by course, you can add student requests individually or by group. You can specify an alternate course for each request. You must assign alternate course requests for courses with the same start term (Courses, course record, Scheduling tab, Term Limits frame, Start in Term(s) box) as the course of the primary course request. We recommend you assign alternate course requests for courses with the same length in terms (Courses, course record, Scheduling tab, Term Limits frame, Length in Terms field) as the course of the primary request. When selecting an alternate course in the Alternate Course ID column on the Student Requests by Course screen, corequisites for the main course do not display on the Course Lookup screen.

C OURSE REQUESTS 69 Entering course requests by course You can view or add course requests for a course on the Student Requests by Course screen. Before entering any course requests, confirm the academic year on the Course Requests title bar is correct. To change the academic year, select Edit, Academic Year. 1. In Course Requests, select File, Requests by Course. The Student Requests by Course screen appears. Confirm the academic year displayed on the Course Requests title bar is correct before entering course requests. 2. In Course ID, to open the Course Lookup screen, click the arrow button. On the Course Lookup screen, all available courses for the selected academic year appear. Select a course and click OK.

70 CHAPTER 3 On the Course Lookup screen, to locate a course by Course ID, Department or Grade Level, click Find. To find the first match in the course list, click Find First. To locate the next matching course, click Find Next. To end the search, click Close. 3. After you select a course on the Course Lookup screen, course information defaults on the Student Requests by Course screen. The Course Name, Grade Level, Timetable, Department, and Maximum Requests Allowed display as they appear on the course record. The Maximum Requests Allowed reflects the number entered on the Scheduling tab on the course record (Courses). Total Requests for reflects the number of current requests for the course in the selected term. The names of all students requesting the course appear in the Student Name column. Each student s grade level, gender, and course request priority default in the Current Grade Level, Gender, and Priority columns. 4. In Start Term, select the start term for the requests. You must define a start term before entering a course request. If a course does not have a start term, a warning message appears. 5. To specify an alternate course for the request, click the arrow button in Alternate Course ID. Search for and select a course on the Course Lookup screen. You must select an alternate course with the same start term (Courses, course record, Scheduling tab) as the primary course. If you change a Course ID, the Alternate Course ID request clears. 6. To create requests for corequisites of the course, mark Automatically Add Requests for Corequisites. 7. On the Student Requests by Course screen, to add a student request, click Add. The Search screen appears. Search for and select a student. To add the student s request to the Student Requests by Course screen, click Select.

C OURSE REQUESTS 71 If there are any conflicts between the student s record and the course criteria, the Course Request Exception Details screen appears. To override exceptions, mark Override Exceptions and click OK. If no conflicts exist, or if you override exceptions, the program adds the student s name to Student Requests by Course screen. Adding a group of requests by course 1. On the Student Requests by Course screen, to add a group of students requests, click Group. The Group Add Requests To Course screen appears. 2. In the Selected Students frame, you can mark Homeroom, Grade Level, or Group Name.

72 CHAPTER 3 If you mark Homeroom, the Homeroom field appears. Select a homeroom. In the Priority field, select Low, Standard, or High. The selected priority appears for requests for all students in the group. Load Master Schedule (Scheduling) uses the priority to fulfill course requests. To assign the students course requests, click OK. If you mark Grade Level, the Grade Level field appears. Select a grade level. If the selected course s course record lists a grade level association (Courses, course record, Course tab, Grade Level field), the arrow button in the grade level field is grayed out. The grade level defaults to the grade level on the course record. In the Priority field, select Low, Standard, or High. The selected priority appears for requests for all students in the group. Load Master Schedule (Scheduling) uses the priority to fulfill course requests. To assign the students course requests, click OK. If you mark Group Name, the Group field appears. To open the Available Queries screen, click the arrow button. Select a student query on the Available Queries screen.

C OURSE REQUESTS 73 In the Priority field, select Low, Standard, or High. The selected priority appears for requests for all students in the group. Load Master Schedule (Scheduling) uses the priority to fulfill course requests. 3. To assign the students course requests, click OK. A screen appears showing the progress of the group requests processing. If no exceptions are found, students are added to the Student Requests by Course screen when processing is complete. If exceptions are found, the Course Request Exceptions screen appears listing the Student, Course, Term, and Exception. 4. To view details about an exception, select the row and click Details. The Course Request Exception Details screen appears. To close the Course Request Exceptions Details screen, click OK. 5. On the Course Request Exceptions screen, mark the checkbox in the Override column for the student to override the exceptions for the student. 6. To print a report of all exceptions, click Print. 7. To close the Course Request Exceptions screen and return to the Student Requests by Course screen, click OK. All students with cleared exceptions are added to the course. 8. To close the Student Requests by Course screen, click OK.

74 CHAPTER 3 Editing a course request 1. In the Requests frame of the Course Requests by Student screen, in the Course ID column, click in the row of the course to change. 2. Click the arrow button. Search for and select a course on the Course Lookup screen. A message appears, asking if you want to replace the original course request. 3. To replace the course request, click Yes. To cancel the command, click No. Deleting a student s course request on the Student Requests by Course screen 1. On the Student Requests by Course screen, select the row of the student to delete. To select the row, click the cell to the left of the student name in the Student Name column. 2. Press DELETE. A message appears, asking if you are sure you want to delete the row. 3. To delete the row, click Yes. To cancel the command, click No. Deleting multiple students course requests on the Student Requests by Course screen 1. To delete more than one students course request at a time, select multiple rows before pressing DELETE on the Student Requests by Course screen. To select more than one row at a time, select the first row to include in the group. Press and hold down SHIFT. Select the last row to include in the group. 2. Press DELETE. A message appears, asking if you are sure you want to delete the rows. 3. To delete the row, click Yes. To cancel the command, click No. Entering Requests by Student When entering course requests by student, you can include all students, selected students, or one student in the processing. You can select to assign core curriculum requests. The Course Requests by Student screen displays the total number of courses requested and total number of credits/units requested. You must assign alternate course requests for courses with the same start term (Courses, course record, Scheduling tab, Term Limits frame, Start in Term(s) box) as the course of the primary course request. We recommend you assign alternate course requests for courses with the same length in terms (Courses, course record, Scheduling tab, Term Limits frame, Length in Terms field) as the course of the primary request.

C OURSE REQUESTS 75 When selecting an alternate course in the Alt Course ID column on the Course Requests by Student screen, corequisites for the main course do not display on the Course Lookup screen. Before entering any course requests, confirm the academic year on the Course Requests title bar is correct. To change the academic year, select Edit, Academic Year. Entering course requests by student 1. In Course Requests, select File, Requests by Student. The Course Requests by Student screen appears. Confirm the academic year displayed on the Course Requests title bar is correct before entering course requests. 2. In the Records to Include frame, you can mark All Students, Selected Students, or One Student. If you mark All Students, the Grade Level field appears. Select a grade level. To open the course request record for the first student in the selected grade level, click OK. In the Requests frame, to move to the first, previous, next, and last record in the grade level, you can use the arrow buttons. If you mark Selected Students, the Group field appears. Click the arrow button and select a student query on the Available Queries screen. To open the course request record for the first student in the selected query, click OK. To move to the first, previous, next, and last record in the query group, you can use the arrow buttons in the Requests frame. If you mark One Student, the Name field appears. Click the arrow button and search for and select a student on the Search screen. To open the student s course request record, click OK.

76 CHAPTER 3 3. After you click OK, the Course Requests by Student screen appears. The Course Request by Student screen has two frames. The Courses frame displays all courses available for assignment. You can filter by Timetable, Grade Level, and Department. The Requests frame displays course request information specific to the student whose name appears in the Student field. The Requests frame displays the name, current grade level, and current course assignments for the selected student. Using the arrow buttons in the Requests frame, you can move between student records. When you add a course to a student s record, the Course ID, Start Term, Length in Terms, Credits/Units, Priority, and Alt Course ID default in the grid. The Course Name, Total Courses Requested, and Total Credits/Units Requested display below the grid. 4. To view or add courses for a specific term, select a Term in the Requests frame. 5. To add requests for all courses within a preset core curriculum to a student s record, click Assign Core Curriculum Requests in the Requests frame. The Assign Core Curriculum Requests screen appears. To assign a core curriculum in Course Requests, you must first define the core curriculum in Configuration (Core tab). If you assigned a core curriculum to the student s record in Records Management, Use Core Curriculum On Student Record is enabled. If not, select a Core Curriculum.

C OURSE REQUESTS 77 To view a list of the courses assigned to a core curriculum, after selecting a core curriculum, click Courses. The Core Curriculum Courses screen appears. To return to the Assign Core Curriculum Requests screen, click OK. 6. On the Assign Core Curriculum Requests screen, after you select a core curriculum, click OK to return to the Course Request by Student screen. 7. If exceptions are found, the Course Request Exception Details screen appears. To assign the course request despite the exception, mark Override Exceptions and click OK. To omit the course request from the student s list of course requests, leave the checkbox unmarked and click OK. Course request processing determines exceptions based on the courses in which students have been enrolled at your school. For example, French III lists a prerequisite of French II. Junior Pam Jules is a transfer student who took French I and French II at her previous school. If you enter a course request of French III for Pam Jules, course request processing indicates an exception. Because Pam was not enrolled in French II at your school, the program does not identify the prerequisite as met. To override the exception, mark Override Exceptions. 8. On the Course Request by Student screen, to limit the courses displayed in the Courses frame, select a Timetable, Grade Level, and Department.

78 CHAPTER 3 9. To view additional information about the courses listed, such as course description, credits, and enrollment limits, click Details. 10. To add a course to a student s record, select the course in the Courses frame and click Assign. If exceptions are found, the Course Request Exception Details screen appears. To assign the course request despite the exception, mark Override Exceptions and click OK. To omit the course request from the student s list of course requests, leave the checkbox unmarked and click OK. You can also add courses from the Courses grid in the Requests frame. Position the cursor in a blank row in the Course ID column. Click the arrow button. Search for and select a course on the Course Lookup screen. 11. When you have entered all courses, select another student or click OK to save. Finding a specific course To locate a specific course within the course list, you can use the Find screen. You can search for a course by Course ID or Department. 1. On the Course Request by Student screen, click Find in the Courses frame. The Find screen appears. 2. Enter a full or partial ID in the Course ID field and/or select a Department. 3. To find the first match in the list of courses, click Find First. To find the next course matching the criteria, click Find Next. 4. To end the search, click Close.

C OURSE REQUESTS 79 Viewing course details 1. On the Course Request by Student screen, click Details in the Courses frame. The Course Scheduling Information screen appears. The screen displays details about all courses listed in the Courses frame. Course The Course column lists the course ID as entered on the Course tab of the course record in Courses. Department The Department column lists the department to which the course belongs as entered on the Course tab of the course record in Courses. Description The Description column lists the course name as entered on the Course tab of the course record in Courses. Credits/Units The Credits/Units column lists the number of credits awarded for the course as entered on the Grading tab of the course record in Courses. Req <Term Name> The Req column lists the current number of course requests for the course for each term. Req Term Any The Req Term Any column lists the current number of course requests for the course marked as Any Available Term. Min/Max Classes The Min/Max Classes column lists the minimum and maximum number of classes per term permitted for each course as entered on the Scheduling tab of the course record in Courses. Min/Max Class Size The Min/Max Class Size column lists the minimum and maximum number of students that can be enrolled in classes of each course as set on the Scheduling tab of the course record in Courses. Min/Max Req The Min/Max Req column lists the minimum and maximum number of students allowed to request the course as set on the Scheduling tab of the course record in Courses.

80 CHAPTER 3 This screen is for informational purposes only. You cannot make changes to course records on this screen. To change the Course Limits information for a course, open the course record in Courses. Edit the information on the Scheduling tab. To quickly update Course Limits information for all or selected course records, you enter the data in the Course Request Tally (Course Requests, File, Course Request Tally). 2. To print a copy of the Course Scheduling Information screen, click Print. 3. To close the Course Scheduling Information screen, click OK. Editing a course request 1. In the Requests frame of the Course Requests by Student screen, in the Course ID column, click in the row of the course to change. 2. Click the arrow button. Search for and select a course on the Course Lookup screen. A message appears asking if you want to replace the original course request. 3. To replace the course request, click Yes. To cancel the command, click No. Deleting a student s course request on the Course Requests by Student screen 1. In the Requests frame of the Course Requests by Student screen, in the Course ID column, select the row of the course to delete. To select the row, click the cell to the left of the Course ID column in the selected row. 2. Press DELETE. A message appears, asking if you are sure you want to delete the row. 3. To delete the row, click Yes. To cancel the command, click No. Deleting multiple course requests for a student on the Course Requests by Student screen 1. To delete more than one course request at a time, select multiple rows before pressing DELETE on the Course Requests by Student screen. To select more than one row at a time, select the first row to include in the group. Press and hold down SHIFT. Select the last row to include in the group. 2. Press DELETE. A message appears, asking if you are sure you want to delete the rows. 3. To delete the rows, click Yes. To cancel the command, click No.

C OURSE REQUESTS 81 Assigning Core Curriculum Requests On the Course Request by Student screen, you can automatically assign a course request for every course in a student s core curriculum. On the Group Assign Core Curriculum Requests screen, you can automatically assign a course request for all courses in each student s core curriculum. You can also assign a selected core curriculum to selected students. You can select students by homeroom, core curriculum, grade level, or a pre-defined query. Assigning a core curriculum to individual students 1. In Course Requests, select File, Requests by Student. The Course Requests by Student screen appears. 2. In the Records to Include frame, you can mark All Students, Selected Students, or One Student. If you mark All Students, the Grade Level field appears. Select a grade level. To open the course request record for the first student in the selected grade level, click OK. In the Requests frame of the Course Request by Student screen, to move to the first, previous, next, and last record in the grade level, use the arrow buttons. If you mark Selected Students, the Group field appears. Click the arrow button and select a student query on the Available Queries screen. To open the course request record for the first student in the selected query, click OK. In the Requests frame of the Course Request by Student screen, to move to the first, previous, next, and last record in the query group, use the arrow buttons. If you mark One Student, the Name field appears. Click the arrow button and search for and select a student on the Search screen. To open the student s course request record, click OK.

82 CHAPTER 3 3. After you click OK, the Course Requests by Student screen appears. The Course Request by Student screen has two frames. The Courses frame displays all courses available for assignment. You can filter the list by Timetable, Grade Level, and Department. The Requests frame displays course request information specific to the student whose name appears in the Student field. The Requests frame displays the name, current grade level, and current course assignments for the selected student. Move between student records using the arrow buttons in the Requests frame. When you add a course to a student s record, the Course ID, Start Term, Length in Terms, Credits/Units, Priority, and Alt Course ID default in the grid. 4. The Course Name, Total Courses Requested, and Total Credits/Units Requested display below the grid. 5. To add all courses within a preset core curriculum to a student s record, click Assign Core Curriculum Requests in the Requests frame. The Assign Core Curriculum Requests screen appears. To assign a core curriculum in Course Requests, you must first define the core curriculum in Configuration (Core tab). If you assigned a core curriculum to the student s record in Records Management, Use Core Curriculum On Student Record is enabled. If not, in the Core Curriculum field, you can select a core curriculum to assign.

C OURSE REQUESTS 83 To view a list of the courses assigned to a core curriculum, after selecting a core curriculum, click Courses. The Core Curriculum Courses screen appears. To return to the Assign Core Curriculum Requests screen, click OK. 6. On the Assign Core Curriculum Requests screen, after you select a core curriculum, click OK to return to the Course Request by Student screen. 7. If exceptions are found, the Course Request Exception Details screen appears. To assign the course request despite the exception, mark Override Exceptions and click OK. To omit the course request from the student s list of course requests, leave the checkbox unmarked and click OK.

84 CHAPTER 3 Course request processing determines exceptions based on the courses in which students have been enrolled at your school. For example, French III lists a prerequisite of French II. Junior Pam Jules is a transfer student who took French I and French II at her previous school. If you enter a course request of French III for Pam Jules, course request processing indicates an exception. Because Pam was not enrolled in French II at your school, the program does not identify the prerequisite as met. To override the exception, mark Override Exceptions. Assigning a core curriculum to a group of students 1. In Course Requests, select File, Group Assign Core Curriculum. The Group Assign Core Curriculum Requests screen appears. 2. You can mark All Students, or Selected Students. If you mark All Students, the Selected Students frame is disabled. If you mark Selected Students, the Selected Students frame is enabled. You can mark Homeroom, Core Curriculum, Grade Level, or Group Name. If you mark Homeroom, the Homeroom field appears. Click the arrow button and select a homeroom. Decide whether to keep Use Core Curriculum On Student Record marked. In the Core Curriculum field, select a core curriculum name. To view a list of students in the selected homeroom, click Students. To view a list of courses in the selected core curriculum, click Courses. (If Use Core Curriculum On Student Record is marked, Courses is not enabled. Students in the homeroom can each have a different core curriculum listed.) To open the Core Curriculum screen, click OK. If you mark Core Curriculum, the Core Curriculum field appears. Click the arrow button and select a core curriculum. Decide whether to keep Use Core Curriculum On Student Record marked. In the Core Curriculum field, select a core curriculum name. To view a list of students with the selected core curriculum listed on their student records (Records Management, student record, Bio3 tab), click Students. To view a list of courses in the selected core curriculum, click Courses. (If Use Core Curriculum On Student Record is marked, Courses is not enabled.) In this way, if you assign course requests before updating

C OURSE REQUESTS 85 students core curriculum information with End of Year Processing (Utilities & Housekeeping), you can assign a different core curriculum than the one listed on the students records. For example, assign the Tenth Grade Honors core curriculum for students with the Ninth Grade Honors core curriculum listed on their student records. To open the Core Curriculum screen, click OK. If you mark Grade Level, the Grade Level field appears. Click the arrow button and select a grade level. Decide whether to keep Use Core Curriculum On Student Record marked. In the Core Curriculum field, select a core curriculum name. To view a list of students in the selected grade, click Students. To view a list of courses in the selected core curriculum, click Courses. (If Use Core Curriculum On Student Record is marked, Courses is not enabled.) To open the Core Curriculum screen, click OK. If you mark Group Name, the Group Name field appears. Click the arrow button and select a query on the Available Queries screen. Decide whether to keep Use Core Curriculum On Student Record marked. In the Core Curriculum field, select a core curriculum name. To view a list of students in the selected query, click Students. To view a list of courses in the selected core curriculum, click Courses. (If Use Core Curriculum On Student Record is marked, Courses is not enabled.) To open the Core Curriculum screen, click OK. 3. When you click OK on the Group Assign Core Curriculum Requests screen, the Core Curriculum screen appears. This screen displays the name of each core curriculum entered on the records of the selected students. 4. To view the course information for a core curriculum, select the core curriculum in the Core Curriculum box. The program displays the included courses in the courses grid to the right. 5. For each course, you must select a start term in the Start Term column. 6. In the Priority column, the priority for each course lists Standard by default. To change the course request priority assigned for each selected student s course request for the course, click the course row in the Priority column and select Low or High.

86 CHAPTER 3 7. To automatically assign each selected student core curriculum course requests, click OK. Generating a Course Request Tally The Course Request Tally displays the selected courses with the total number of requests and the number of potential sections per term based on the number of student course requests and the maximum class size as set on the course record in Courses. Review this report to evaluate requests and to determine whether to adjust request limits, classes/term limits, and class size limits. You can update Course Limits information for all or selected course records on the Course Request Tally screen (File, Course Request Tally). Generating a Course Request Tally 1. In Course Requests, select File, Course Request Tally. The Course Request Tally Filter screen appears. 2. On the General tab, select a Timetable. 3. In the Courses to Include frame, you can mark All Courses, Selected Courses, or One Course. If you mark Selected Courses, the Group Name field appears. Click the arrow button and select a course query on the Available Queries screen. If you mark One Course, the Course Name field appears. Click the arrow button and select a course on the Course Lookup screen.

C OURSE REQUESTS 87 4. Select the Grade Level tab. 5. You can mark All Grade Levels or Selected Grade Levels. If you mark Selected Grade Levels, you can use the arrow buttons to move grade levels from the Grade Levels box to the Grade Levels to Include box. 6. Select the Department tab. 7. You can select All Departments or Selected Departments. If you mark Selected Departments, use the arrow buttons to move the departments from the Departments box to the Departments to Include box.

88 CHAPTER 3 8. Click OK. The Course Request Tally screen appears. 9. You can edit the numbers in the following columns: Min Req, Max Req, Min Classes, Max Classes, Min Class Size, and Max Class Size. 10. To return to the Course Request Tally Filter screen and redefine the tally, click Filter. 11. To locate a specific course by Course ID or Department, click Find. On the Find screen, enter a full or partial course ID in the Course ID field and/or select a department in the Department field. To find the first matching course ID in the course request tally, click Find First. To locate the next matching course ID in the course request tally, click Find Next. To end the search, click Close. 12. To print the information on the screen, click Print. 13. To close the Course Request Tally screen, click OK. Generating a Conflict Matrix To determine which courses have requests from the same students, you can run the Conflict Matrix. You can use this information to schedule classes of the courses at non-conflicting times in the master schedule (Scheduling). The Conflict Matrix evaluates course requests, allowing an in-depth look at potential scheduling problems before you start enrolling students. For example, if the Conflict Matrix shows that sixty students have requests for both Algebra I and American History, schedule classes of these courses at different times in the master schedule so you can fulfill both course requests for all sixty students.

C OURSE REQUESTS 89 Generating a Conflict Matrix 1. In Course Requests, select File, Conflict Matrix. The Conflict Matrix Filter screen appears. 2. On the General tab, select a Timetable and Term for the report. 3. In the Courses to Include frame, you can mark All Courses or Selected Courses. If you mark Selected Courses, the Group Name field appears. Click the arrow button and select a course query from the Available Queries screen. 4. To include course requests for Any Available Term in the conflict matrix, mark Include 'Any Available Term' Requests. 5. Select the Grade Level tab. 6. You can mark All Grade Levels or Selected Grade Levels.

90 CHAPTER 3 If you mark Selected Grade Levels, use the arrow buttons to move grade levels from the Grade Levels box to the Grade Levels to Include box. 7. Select the Department tab. 8. You can mark All Departments or Selected Departments. If you mark Selected Departments, use the arrow buttons to move departments from the Departments box to the Departments to Include box. 9. Click OK. The Conflict Matrix screen appears. 10. To return to the Conflict Matrix Filter screen and redefine the conflict matrix, click Filter.

C OURSE REQUESTS 91 11. To locate a specific course by Course ID or Department, click Find. On the Find screen, enter a full or partial course ID in the Course ID field and/or select a department in the Department field. To find the first matching course ID in the conflict matrix, click Find First. To locate the next matching course ID in the conflict matrix, click Find Next. To end the search, click Close. 12. To view a list of students registered for a selected course, click Students. 13. To print the information on the screen, click Print. 14. To close the Conflict Matrix screen, click OK.

92 CHAPTER 3

Data Entry Scanning Course Requests Contents The Scanning Process............................................ 94 Printing........................................................ 94 Scanning....................................................... 94 Form Verification................................................ 94 Posting........................................................ 95 Scantron Form for Course Requests................................ 95 Form Recommendations........................................... 95 Course Requests I Form........................................... 95 Setting Up Your Data Entry Scanning System....................... 96 Printing, Viewing, and Deleting Scantron Forms..................... 98 Scanning, Verifying, and Posting Information...................... 103 Procedures Setting communications port settings................................. 97 Setting scanning preferences for course requests........................ 98 Printing Scantron forms........................................... 99 Reprinting Scantron forms........................................ 101 Finding active forms............................................. 101 Viewing active form details....................................... 102 Deleting Scantron forms.......................................... 103 Scanning completed forms........................................ 104 Manually verifying scanned forms.................................. 106 Manually posting verified forms................................... 107

94 CHAPTER 4 You can enter data in batches using the optional module Data Entry Scanning. With Data Entry Scanning, you can quickly and efficiently enter attendance, grade, and course request information. To scan data into Registrar s Office, use Scantron scan forms with the Scantron 8200 or the ScanMark models 2000, 2010, 2250, 2260, or 2500. To purchase a scanner or to order forms, contact Scantron directly. Scantron Headquarters 1361 Valencia Avenue Tustin, CA 92780-6463 Phone: 1-800-722-6876 Fax: 1-714-247-2738 Web site: www.scantron.com For information about obtaining optional modules Gradebook, Create Master Schedule, Data Entry Scanning, Faculty Access, Load Master Schedule, and NetClassroom contact us at solutions@blackbaud.com or 1-800-443-9441. To find detailed system recommendations for Registrar s Office and the optional modules, visit our Web site at www.blackbaud.com. From the menu bar, select Support, Documentation. Select System Recommendations. The Scanning Process The scanning process has four phases: Printing, Scanning, Form Verification, and Posting. Printing Select the scan form from a list of standard forms. Print the required information on each uniquely-numbered form. When you print a form, it is considered an active form. Numbered forms remain active until you scan them (File, Scan), post them (File, Post), or delete them (File, Delete). Scanning The scanning process reads the information on active forms, then stores the information in a temporary database until you verify and post the forms. Form Verification The verification process ensures all rules for the form were followed. For example, a form verification error occurs if two letter grades are entered for the same student on a single Grade Entry form. You can correct the data manually during the verification process, or you can change the data on the form and re-scan it. If you re-scan a form, the latest information is recorded, overwriting the information from previous scans. Print the scanning verification report displayed during the verification process.

D ATA ENTRY SCANNING COURSE REQUESTS 95 Posting Posting transfers the data from temporary storage to permanent storage in the database. At this stage, the scanned data is checked against information in the program to ensure the scanned information is valid. For example, the letter grade A may pass the form verification process but may be an invalid grade for the specific marking period. An exception report is produced by this process and lists non-posted information, along with a brief explanation of the reason for the exception. After a form is posted, it is no longer an active form. You can delete the form number from the active form list. The program recycles form numbers for future use. Scantron Form for Course Requests You must set up course records in Courses before entering course requests. In this section, review form recommendations and information about the Scantron form you can use to enter course requests. To order forms, contact Scantron directly. Scantron Headquarters 1361 Valencia Avenue Tustin, CA 92780-6463 Phone: 1-800-722-6876 Fax: 1-714-247-2738 Web site: www.scantron.com Form Recommendations You can use the Course Request scanning form for only one term of an academic year. There are many ways to group courses, for example, by advisor or by grade level. Select the way most suited to your school. We recommend you create a query of the selected courses for maximum flexibility. In Data Entry Scanning preferences (Edit, Preferences), on the Course Requests tab, select the Exceptions to Include to match the exceptions you set in Course Requests (Edit, Preferences). You can review the data scanned in for course requests by printing the Course Requests report (Reports). Course Requests I Form The Course Requests I form (F-10826-BBI-L) is designed specifically for Registrar s Office.

96 CHAPTER 4 You can use this form to enter course requests by student. It lists the student name, advisor name, student ID, grade level, and each course the student can request to take. Setting Up Your Data Entry Scanning System Before using Data Entry Scanning with the Scantron 8200 or ScanMark 2000, you must set up the program to properly communicate with the scanner. Data Entry Scanning is shipped with default communication settings that must be initialized to match those on the Scantron machine before you use the system.

D ATA ENTRY SCANNING COURSE REQUESTS 97 During the scanning process, you can view and print exception reports. These reports detail instances in which data is rejected, listing the form numbers and fields where the exception was found, the field values, and the reason for the exception. You can set exception preferences for course requests, grades, and attendance. Set these preferences before using Data Entry Scanning. Setting communications port settings 1. In Data Entry Scanning, select File, Communications Settings. The Communications Port Settings screen appears. 2. The default settings are shown. The COM port defaults to COM1 or the first port enabled. Enter the setting information. 3. To test the new settings, click Test. If the test is not successful, a message appears, telling you the scanner is not responding. If this screen appears, confirm the scanner is plugged in, turned on, and online. Then click OK. Check the scanner and communication port settings, changing them as necessary, and click Test again. 4. If the test runs successfully and Data Entry Scanning can communicate with the Scantron machine, the Scanner Ready screen appears. To close the screen, click OK. 5. On the Communication Port Settings screen, click OK. Data Entry Scanning is ready to communicate with the scanner.

98 CHAPTER 4 Setting scanning preferences for course requests When setting preferences, you can determine whether exceptions are printed for existing course request, grade, and attendance information. For example, if you scan a course request entry sheet more than once for a student, you do not want to see previous exceptions each time you scan. Also, to keep scanned course requests consistent with the parameters you set in Preferences in Course Requests, select the same exceptions in Preferences in Data Entry Scanning. 1. In Data Entry Scanning, select Edit, Preferences. The Preferences screen appears. The Preferences screen consists of the Course Requests, Grades, and Attendance tabs. 2. On the Course Requests tab, mark the checkboxes for exceptions to include for scanned course request forms. Select exceptions to match the exceptions you set in Course Requests (Edit, Preferences, Preferences screen, Exceptions to Include frame). If you scan a course request entry sheet more than once for a student, mark Do not print exceptions for existing course requests. 3. To omit exceptions for existing course requests, mark Do not print exceptions for existing course requests. 4. After setting preferences, click OK to save and exit the Preferences screen. Printing, Viewing, and Deleting Scantron Forms You print Scantron forms with your data according to parameters you set. When you print forms, they become active forms. You can reprint, view, scan, and delete active forms.

D ATA ENTRY SCANNING COURSE REQUESTS 99 Printing Scantron forms You print Scantron forms with your data according to parameters you set. Select File, Print Forms to open the Select Form Type screen and select the Course Requests I form. When you first use Data Entry Scanning, do not print scan forms in bulk. Select one record to use as a test form. Print the entire batch only when you are sure of the alignment and the data. 1. In Data Entry Scanning, select File, Print Forms. The Select Form Type screen appears. 2. Select the form type from the list on the left and click OK. The Print Forms parameter screen appears for the form type selected.

100 CHAPTER 4 3. To check the form alignment before you print an entire batch, enter all required fields and select one record to include. Load the form in the printer and select File, Print. You can adjust the form alignment using the parameters in the Print Margins frame on the Format tab. Adjust the print margins and reprint the test form until the alignment is correct. Confirm the form alignment and data before you print a batch of scan forms. 4. Enter the parameters on each tab to print forms for the selected records. 5. After you have entered all parameters, select File, Preview to preview the active form. We recommend you preview forms before printing to check the accuracy of the parameters and to determine how many forms to load in the printer. 6. The program processes the selected records. A progress indicator displays on the Processing screen. When processing is complete, the preview window appears, displaying the selected data formatted to fit on the pre-printed Scantron form. 7. If the form is not correct or to make changes, close the preview screen. This closes the parameter form. You can then re-start the process. 8. When the previewed form is correct, load the pre-printed Scantron form in the printer. To print the form, click the print button on the preview screen. The Printing Records screen appears. 9. When printing is completed, a screen appears asking if the forms printed correctly. If all forms printed correctly, click Yes. The program saves the form number assigned to each scan form. If the forms did not print correctly, click No. The program recycles the form number assigned to each scan form.

D ATA ENTRY SCANNING COURSE REQUESTS 101 Reprinting Scantron forms To select and reprint an active form, select File, Reprint. Each reprinted form has the same form number as the original. Reprint a form only if a previously printed form is damaged or destroyed. If you scan multiple forms with the same form number into the program, the data from the most recently scanned form overwrites all previously existing information. 1. In Data Entry Scanning, select File, Reprint. The Reprint Active Forms screen appears. Reprint a form only if a previously printed form is damaged or destroyed. 2. To display all active forms for a particular type, select the Form Type. Only forms with a status of Printed appear. 3. Select the form to reprint. To reprint multiple forms, press SHIFT and select each form. 4. Load the pre-printed Scantron form in the printer. 5. To print the form(s), click Print. Finding active forms When you print scan forms, they become active forms. You can reprint, view, scan, and delete active forms. To find a specific form on the Reprint, Delete, Verify, Post, or View screens, click Find. 1. On the Reprint, Delete, Verify, Post, or View screen, select the Form Type and click Find. The Find Active Form screen appears. 2. Enter information about the form to locate.

102 CHAPTER 4 3. Click Find First. The first form meeting the search parameters is selected on the active forms screen. 4. To find the next match in the list, click Find Next. 5. When you locate the correct form, you can click Close and continue. Viewing active form details You can view details of an active form from several screens in Data Entry Scanning. You can view details for only one form at a time. On the Reprint, Delete, Verify, or Post screen, select a form and click Details. Or, on the View screen, select a form and click View. 1. On the Reprint, Delete, Verify, or Post screen, locate and select a form, and click Details. or On the View screen, locate and select a form, and click View. 2. The Form Details screen appears. 3. To close the Form Details screen, click OK.

D ATA ENTRY SCANNING COURSE REQUESTS 103 Deleting Scantron forms To select and delete one or more active forms with a status of Printed, Scanned, Verified, or Posted, select File, Delete. Use this command only if you decide not to scan an active form or if the form has already been scanned, verified, and posted. Deleting an active form removes the form number from the active form list. The program recycles the form number. Make sure you are finished with a form before you delete the form. Once you delete a form, you cannot scan it or reprint it. The program recycles the form number for future use. 1. In Data Entry Scanning, select File, Delete. The Delete Active Forms screen appears. If you delete a form, you cannot scan it or reprint it. 2. Select the Form Type and Status. 3. Select the form to delete. To delete multiple forms, press SHIFT and click each form. 4. Click Delete. A message appears, asking if you are sure you want to delete the form(s). 5. To delete the form, click Yes. The program deletes the form and updates the active forms list. To cancel the command, click No. Scanning, Verifying, and Posting Information You can scan a batch of completed active forms. As each form is scanned, the data is stored in a temporary database until it is verified and posted. You can run form verification during or after scanning. After a set of active forms has been scanned and verified, you can post the forms. Posting moves the data from temporary storage into the Registrar s Office database.

104 CHAPTER 4 Scanning completed forms To scan a batch of completed active forms, select File, Scan. As each form is scanned, the data is stored in a temporary database until it is verified and posted. You can mark an option for form verification to take place during scanning. You can also select to automatically post the forms after all forms are verified. 1. In Data Entry Scanning, select File, Scan. The Select Form Type screen appears. 2. Select the form type and click OK. The Scan Forms screen appears. You can select options for form verification and posting.

D ATA ENTRY SCANNING COURSE REQUESTS 105 Verification Options Each form is verified as it is scanned to check for stray and incorrect marks. Forms with no marking errors receive the status Verified. To be prompted to manually correct forms with errors during the scanning process, mark Verify While Scanning. If you mark Verify While Scanning, the program does not continue the batch scan until errors on the current form are corrected. If you mark Do Not Verify Forms, all forms scan. Scanned forms with marking errors must be corrected after the batch scan using File, Verify. To print an exception report for forms with marking errors, mark Print Verification Report. Posting Options You must post forms before the scanned data is stored on the records in the database. To instruct the program to automatically post newly scanned forms or records with information from forms with the statuses of Scanned and Verified, mark Post After Scanning. To manually post records using File, Post, mark Do Not Post. To delete forms and release form numbers after forms are posted, mark Delete Posted Forms. We recommend you do not mark Post After Scanning and Delete Posted Forms until you verify the accuracy of the process. Confirm teachers are bubbling forms correctly and the printer and scanner are working properly. 3. Load completed forms into the Scantron machine and click OK. The Scanning Forms screen appears, showing the status of the forms. 4. If you marked the verification option Verify While Scanning and a scanned form has marking errors, you are prompted to manually correct the data on that form before the remaining forms are scanned. 5. When the batch is complete, click End Batch or press the end key on the scanner to end the scanning session. 6. If you marked Print Verification Report, the Verification Report prints after the scan batch finishes. If you marked Post After Scanning, the post is performed for each scanned form. An exception report prints if any exceptions exist. If you marked Post After Scanning and Delete Posted Forms, the program scans, verifies, and posts each form. After posting each form, the program deletes the form.

106 CHAPTER 4 Manually verifying scanned forms If you did not select to verify forms while scanning, you need to manually verify scanned forms before you can post the forms. Only forms with the status Scanned can be verified. You verify forms one at a time. 1. In Data Entry Scanning, select File, Verify. The Verify Active Forms screen appears. 2. Select the correct form type and select the form to verify. Click Verify. The Form Verification screen appears. 3. Enter missing information, make corrections, and click OK. The form is verified.

D ATA ENTRY SCANNING COURSE REQUESTS 107 Manually posting verified forms After a set of active forms has been scanned and verified, you can post the forms. If you did not select to automatically post after scanning, you need to manually post the forms. Posting moves the data from temporary storage into the Registrar s Office database. After you post an active form, you can delete the form number from the active forms list. Deleting a form number recycles it so the number can be reused. You can post only forms with the status Verified. 1. In Data Entry Scanning, select File, Post. The Post Active Forms screen appears. 2. Select the Form Type. Only forms with a status of Verified display. 3. Select the form to post. To post multiple forms, click SHIFT and click each form. 4. Click Post. A message appears, asking if you are sure you want to post the forms. 5. To process the post, click Yes. A processing bar indicates which form number is being posted.

108 CHAPTER 4 6. To stop the post, click Cancel. If you do not cancel the process, the forms post. The Scan Form Post Facility screen appears. 7. To close the screen, click OK. If there are exceptions, an exception report lists the form numbers of forms not posted.

Scheduling Contents Scheduling Checklist........................................... 111 Master Schedule Tips........................................... 134 Stand-in Courses for Consecutive Meeting Times in a Term (Piggybacking within a term)........................... 134 Stand-in Courses Across Terms (Piggybacking across terms)............. 138 Setting Up an Audited Course..................................... 142 Setting Up Overlapping Meeting Times and Lunch..................... 143 Scheduling Teachers in More than One Timetable...................... 146 Assigning More than One Class to the Same Room and the Same Teacher at the Same Time.............................. 148 Evaluating Unfulfilled Course Requests............................ 150 Reasons, Reports, and Resolutions.................................. 150 Reports to Evaluate Unfulfilled Course Requests.................... 157 Reports in Scheduling: Load Master Schedule Control Report............ 158 Reports in Reports: Potential Student Schedules, Print Master Schedule, Rooms List, Classes Created, Course Waiting List, and Student Requests......................... 159 Reports in Course Requests: Course Request Tally..................... 164 Scheduling Preferences......................................... 165 Specifying a Scheduling Year.................................... 167 Creating Classes................................................168 Editing Classes................................................ 172 Create Master Schedule......................................... 172 View Master Schedule.......................................... 181 Edit Class Timetable............................................ 181 Load Master Schedule.......................................... 190 Edit Student Schedule.......................................... 200 Copying a Scheduling Year...................................... 204 Saved Scheduling Years......................................... 204 Clear Student Schedules......................................... 205 Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance................ 207 Procedures Setting Scheduling preferences..................................... 166 Specifying the academic year for scheduling.......................... 167

110 CHAPTER 5 Creating a class................................................. 169 Using Edit Classes............................................... 172 Running Create Master Schedule................................... 176 Viewing the master schedule....................................... 181 Adding a class.................................................. 182 Editing class information.......................................... 182 Adding a group of students from the class information screen............. 184 Removing students from classes using Drop, Withdraw, or Transfer........ 185 Finding a free teacher............................................ 187 Finding a free room.............................................. 189 Viewing Conflict Details.......................................... 190 Running Load Master Schedule.................................... 194 Editing a student's schedule........................................ 201 Copying a scheduling year........................................ 204 Using Saved Scheduling Years..................................... 205 Using Clear Student Schedules..................................... 206 Clear Student Schedules Summary Report............................ 206

S CHEDULING 111 In Scheduling, you design the master schedule for each timetable in each academic year. Designing the master schedule includes creating classes for courses and assigning meeting times, teachers and rooms to classes. You can create each master schedule automatically with Create Classes and the optional module Create Master Schedule or manually with Edit Class Timetable. After you establish the master schedule, you can enroll students in classes automatically with the optional module Load Master Schedule or manually with Edit Class Timetable or Edit Student Schedule. Each year before designing the master schedule, review the following sections in this chapter: Scheduling Checklist on page 111 Master Schedule Tips on page 134 Evaluating Unfulfilled Course Requests on page 150 Reports to Evaluate Unfulfilled Course Requests on page 157 Create Master Schedule on page 172 Load Master Schedule on page 190 To confirm you have properly set up the academic year to be scheduled, review Setting Academic Years and Terms in the Registrar s Office Configuration chapter of the Education Administration Program Setup Guide. This section explains how to set up, copy, and edit academic years and how to define and edit days, terms, periods, timetables, patterns, and common periods. For information about the effects of withdraw and drop, see Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance on page 207. Scheduling Checklist The following checklist outlines the steps to prepare for and implement automated and manual scheduling in Registrar s Office. This checklist presents information for scheduling in a new database. To schedule in subsequent years, refer to each item in the checklist to confirm data is entered correctly in the database. For example, in subsequent scheduling years you can copy a defined academic year to create a new academic year. In this case you will not be setting up terms, patterns, and common periods but you must still confirm the information is accurate before beginning the process of designing the master schedule. Because you can copy restrictions from year to year, you may not enter new restrictions on the Restrictions tab of course records in Courses but, each year, you must confirm the information is correct. Each year, verify information on each course record's Scheduling, Meeting, and Resources tabs. For detailed information about automated scheduling, see Create Master Schedule on page 172 and Load Master Schedule on page 190. For step-by-step information about creating Lower School course records, defining Lower School skills, and scheduling Lower School classes, teachers, rooms, and students, see the Lower School Skills and Scheduling chapter of the Registrar s Office Grades, Report Cards, and Transcripts Guide. Before starting the scheduling process each year, verify the information on each course record s Scheduling, Meeting, and Resources tabs in Courses.

112 CHAPTER 5 Step 1. Define days, terms, periods, timetables, patterns, and common periods for the academic year to be scheduled or copy a previous academic year (Configuration). In Configuration, on the Academic Year tab, define the options Academic Year, Days, Terms, Periods, Timetables, Patterns, and Common Periods. To correctly record attendance, grades, skill ratings, and students schedules, it is crucial that you configure academic years correctly. To copy the term, periods, days, timetables, and common periods from one academic year to a new academic year, click Add on the Acad Year tab in Configuration. Click Yes when asked if you want to copy information from a previously entered academic year. On the Copy Academic Year screen, select the year from which to copy. You can also select to copy course grades criteria, course skill criteria, course restrictions, faculty restrictions, and room restrictions. Each year, before scheduling, confirm the setup of the academic year to be scheduled. For more information about the components of each academic year, review Setting Academic Years and Terms in the Registrar s Office Configuration chapter of the Education Administration Program Setup Guide. Review Master Schedule Tips on page 134 for information about setting up patterns for piggybacked courses, defining audited courses, configuring schedules with overlapping lunch periods, scheduling teachers in more than one timetable, and assigning more than one class to the same room and the same teacher at the same time. Step 2. Determine if your organization promotes students before or after you will begin the scheduling process (Utilities and Housekeeping). If your organization uses the End of Year Processing wizard in Utilities and Housekeeping to promote students before you begin the scheduling process, when you schedule students in Scheduling, each student is associated with the grade level for the next academic year. In this way, Load Master Schedule will not enroll the students in any classes which occur during common periods associated with their next grade level. You set common periods for each timetable in Configuration (Acad Year tab, Academic Year tab, Common Periods, Edit Common Period screen, Grade Levels to Include frame). Keep in mind that your organization must run End of Year Processing in Utilities and Housekeeping after calculating students final end-of-year GPAs in Grades. If you promote students before calculating final GPAs (Grades, File, Run Calculations, GPA), each student s GPA is associated with an incorrect grade level in Grades. If your organization plans to promote students after you assign course requests and enroll students in classes, you must take into account the core curriculum set on each student s record (Records Management) and the grade levels with which common periods are associated (Configuration). For information about assigning course requests before End of Year Processing is completed, see Determine whether your organization has run End of Year Processing (Utilities and Housekeeping) before assigning course requests (Course Requests). Confer with other users at your organization to determine if End of Year Processing is completed. If so, proceed with the next step in the Scheduling Checklist. If not, before you assign course requests, you must take into account the core curriculum set on each student s record (Bio3 tab, Core Curriculum field). Because you have not updated each

S CHEDULING 113 student s core curriculum using End of Year Processing, do not group assign course requests based on the core curriculum on each student s record (Course Requests, File, Group Assign Core Curriculum, Group Assign Core Curriculum Requests screen, Use Core Curriculum on Student Record). on page 117. For information about enrolling students in classes before End of Year Processing is completed, see Determine whether your organization has run End of year Processing (Utilities and Housekeeping) before enrolling students in classes (Scheduling). Confer with other users at your organization to determine if End of Year Processing is completed. If so, proceed with the next step in the Scheduling Checklist. If not, before enrolling students in classes, you must take into account the grade levels with which common periods are associated in Configuration (Acad Year tab, Academic Year tab, Common Periods, Edit Common Period screen, Grade Levels to Include frame). on page 123. Step 3. Confirm each room's room type and capacity (Configuration). You must verify the room type and capacity for all rooms before scheduling. On the Rooms tab in Configuration, select a room and click Edit. On the General tab of the Edit Room screen, confirm the room type. In Scheduling, you can use room types to limit the list of rooms displayed on each class information screen (Filter field) and on the Find Free Room screen (Filter field). This can expedite manual scheduling. On the General tab of the Edit Room screen in Configuration, confirm the Capacity is blank or accurate. Load Master Schedule uses the maximum Class Size per term (Courses, course record, Scheduling tab) and the room capacity to determine the number of students it enrolls in classes. An incorrect maximum can result in Load Master Schedule enrolling too few or too many students in a class. If you list a capacity of zero (0), Load Master Schedule will not enroll any students in classes assigned to the room. If the capacity is incorrect, Load Master Schedule may over-enroll or under-enroll students in classes assigned to the room. If the capacity is blank, Load Master Schedule considers the capacity to be unlimited and it enrolls students based on maximum Class Size per term only. To verify the room type and capacity of all or selected rooms in a list format, print the Rooms List (Reports, Report Type: Miscellaneous). Step 4. Verify each room is correctly restricted in the academic year to be scheduled (Configuration). Whether you copied room restrictions from a previous academic year or entered room restrictions manually, you must verify each room is correctly restricted. On the Rooms tab in Configuration, select a room and click Edit. On the Restrictions tab of the Edit Room screen, select the academic year and click Edit. Verify the correct room restrictions are entered. Create Master Schedule uses a room's restrictions as part of the criteria to assign classes to rooms. If you enter incorrect room restrictions, Create Master Schedule may not consider a room for class assignment or may assign classes to rooms in periods during which the room is not available. You can copy room restrictions from one academic year to another on Acad Year tab in Configuration. To open the Copy Academic Year screen, click Add. In the Copy Information frame, mark Room Restrictions.

114 CHAPTER 5 Step 5. Verify or enter information on the Scheduling, Meetings, and Resources tabs of all course records (Courses). Each year you must verify or enter all information on the Scheduling, Meetings, and Resources tabs on each course record (Courses) for courses you will offer in the next scheduling year. If you are creating a new course record in Courses, you can select to copy an existing course record to create the new course record (File, Create New Course From). When copying a course record, scheduling information is always copied. You can select to copy resources, billing, prerequisites, corequisites, grading, and meetings. (If the timetable you select for the new course record is different from the timetable associated with the copied course record, the program cannot copy information on the Meetings tab.) On the Scheduling tab, in the Course Limits frame, enter the minimum and maximum for Class Size, Requests/Term, and Classes/Term. Be sure to enter accurate minimums and maximums for accurate automated scheduling results. If you have already created courses and need to update Course Limits information for all or selected course records, enter the data in the Course Request Tally to expedite data entry (Course Requests, File, Course Request Tally). Load Master Schedule uses the maximum Class Size per term and the room capacity to determine the number of students it enrolls in classes. An incorrect maximum can result in Load Master Schedule enrolling too few or too many students in a class. In Course Requests, you can select a preference to inform you if a course request exceeds the maximum number of Requests/Term set on the course record. An incorrect maximum can result in too few or too many course requests for a course. You can instruct the automated process Create Classes to use the minimum Classes/Term if the number of course requests for a course indicates a need for fewer classes than the minimum. You can also instruct Create Classes to use the maximum Classes/Term if the number of course requests for a course indicates a need for more classes than the maximum. Incorrect data can result in too few or too many classes created for a course. In the Term Limits frame, enter the Length in Terms and Start in Term(s). You must enter this information accurately before creating any classes. The changes to the Term Limits frame on a course record affect only newly created classes for the course, not classes created prior to the changes. If sections of a course last one semester and can be offered in both Term 1 and Term 2, be sure to enter the Length in Terms of 1 and to mark the checkboxes for both terms to indicate sections start in both terms. If sections of a course last three trimesters and must start in the first trimester, be sure to enter the Length in Terms of 3 and to mark only the checkbox for Trimester 1 to indicate all sections start in that term.

S CHEDULING 115 In the Scheduling Priority field, select Low, Standard, or High. If you schedule automatically, select a priority to accurately reflect the order in which you want Create Master Schedule to process classes for the course. Indicate a higher scheduling priority for required courses than electives. Load Master Schedule uses each course s scheduling priority to determine the order in which to schedule a student's course requests if it cannot fulfill all of the student s course requests. (Load Master Schedule takes this parameter into account after it considers which possible schedule fulfills the highest number of the student's course requests.) To omit a course from an academic year s schedule, select an academic year in Terminate After. To re-activate a course for future academic years, change the Terminate After selection to a blank. To keep course enrollments consistent with the information you enter on course records, terminated courses (Courses, course record, Scheduling tab, Terminate After field) are not available for student enrollment in Scheduling. That is, if a course record indicates the course is terminated, the course does not appear in Scheduling on either the Courses/Classes screen in Edit Class Timetable or the Course Selection screen (Edit Student Schedule, student schedule screen, Add, Course field, Course Selection screen). On each student s schedule screen (Edit Student Schedule), a terminated course displays with a red T in the Enr column to indicate it is terminated. Since the course is terminated, you cannot select a class in the Class column. On the Meetings tab, you must restrict by pattern if scheduling automatically. Restricting by pattern can speed manual scheduling. On the Resources tab, assign scheduling priority to teachers, room types, and rooms. Create Master Schedule uses this information when designing the master schedule. Room priority overrides room type priority. That is, Create Master Schedule schedules a low priority room before a room with a high priority room type. You can group add selected teachers in a department. To view the Group Add Teachers screen, click Group. Indicate the maximum classes of the course per term that each teacher is available to teach. After you enter course resources for each course and before you begin the scheduling process each year, run the Course Resource Report to verify you have entered complete and accurate resource information on each course record (Reports, Report Type: Scheduling). Step 6. Confirm the course type of each course record (Courses). If you plan to run Create Master Schedule at different times for different course types, confirm the course type on the General tab is accurate. You use the course type to create queries in Query. For more information about using selected courses in Create Master Schedule, see Create Master Schedule on page 172. Step 7. Set up core curricula for each grade level or academic track (Configuration). In Configuration, establish groupings of courses on the Core tab. For example, create a Ninth Grade Regular core curriculum to include all courses you require ninth graders to take: Algebra I, American History, Biology, Biology Lab, Health, Physical Education, and Spanish I. Create a Ninth Grade Honors core curriculum to include Algebra II/Trigonometry, American History, AP Biology, AP Biology Lab, Health, Physical Education, Latin, and Spanish I. You must define a course record in Courses to assign it to a core curriculum in Configuration.

116 CHAPTER 5 In Utilities and Housekeeping, you can open the End of Year Processing wizard by selecting File, End of Year Processing. Because you can use core curricula to group assign student course requests (Course Requests), setting up core curricula expedites both manual and automated scheduling (Scheduling). Step 8. Decide to set a core curriculum on the Bio3 tab of each student's record (Records Management) or decide to assign core curriculum requests by homeroom, grade level, or group name (Course Requests). On the Bio3 tab of each student s record in Records Management, you can select a core curriculum to use for group assigning course requests in Course Requests. At the end of each academic year, you can update the core curriculum entered on students records using the End of Year Processing wizard in Utilities and Housekeeping. In Course Requests, you can also select to group assign a core curriculum by homeroom, grade level or group name. If you plan to group assign course requests with one of these options, it is not necessary to set a core curriculum on each student's record in Records Management. Step 9. Enter the maximum classes per term for each teacher (Records Management). On each faculty/staff record in Records Management, enter the maximum combined number of classes per term the faculty member is available to teach. Enter this maximum to optimize Create Master Schedule s processing (Records Management, faculty/staff record, Bio2 tab). Step 10. Assign a homeroom to each homeroom teacher (Records Management). On the faculty/staff record of each homeroom teacher, select a homeroom assignment on the Bio1 tab. (Records Management, faculty/staff record, Bio1 tab, Homeroom field). In Scheduling, on the Create Master Schedule screen, you can instruct Create Master Schedule to assign teachers to classes in their homerooms always or if possible (Scheduling, File, Create Master Schedule, Keep Teachers in Same Room, Homeroom, When to use field). Step 11. Enter scheduling restrictions for each teacher for each timetable in the academic year or verify copied restrictions (Records Management). On each faculty/staff record in Records Management, for each timetable in the academic year to be scheduled, indicate the periods in which the teacher is unavailable to teach classes (Records Management, faculty/staff record, Restrictions tab). If a faculty member teaches classes in more than one timetable, after assigning classes in one timetable, restrict the periods which conflict with the assigned meeting times before assigning classes in the next timetable. This prevents faculty scheduling conflicts across timetables. For more information about restricting periods when scheduling teachers, see Scheduling Teachers in More than One Timetable on page 146. If you copied teachers scheduling restrictions from a previous academic year (Records Management, faculty/staff record, Restrictions tab, Copy), verify the information is valid for the next scheduling year. Step 12. Exclude students from course request assignment (Course Requests). To ensure accurate statistics for Load Master Schedule processing, be sure to assign course requests only to students who will attend classes in the year being scheduled. To view the Preferences screen, select Edit, Preferences. In the Student Status frame, use the right arrow to move student

S CHEDULING 117 statuses from the Include box to the Exclude box. Exclude all statuses other than the statuses of students who will attend classes in the year being scheduled. For example, include the status Current Student and exclude the statuses Inquiry, Applicant, Accepted, Declined Offer, Contract Sent, Withdrawn, and Graduate. Step 13. Determine whether your organization has run End of Year Processing (Utilities and Housekeeping) before assigning course requests (Course Requests). Confer with other users at your organization to determine if End of Year Processing is completed. If so, proceed with the next step in the Scheduling Checklist. If not, before you assign course requests, you must take into account the core curriculum set on each student s record (Bio3 tab, Core Curriculum field). Because you have not updated each student s core curriculum using End of Year Processing, do not group assign course requests based on the core curriculum on each student s record (Course Requests, File, Group Assign Core Curriculum, Group Assign Core Curriculum Requests screen, Use Core Curriculum on Student Record). You can group assign course requests filtering by grade level (Selected Students frame, Grade Level) and selecting the core curriculum of the next consecutive grade level (Core Curriculum field). For example, select the grade level 9th and assign the core curriculum 10th Grade Core to all students currently in the 9th grade. You can group assign course requests filtering by core curriculum (Selected Students frame, Core Curriculum) and selecting the next consecutive core curriculum in the Core Curriculum field. For example, select the core curriculum 11th Grade Honors and assign the core curriculum 12th Grade Honors to all students with the core curriculum 11th Grade Honors selected on the Bio3 tab of their student records (Records Management). For more information about End of Year Processing, see the Utilities and Housekeeping chapter of the Registrar s Office Housekeeping and Import Guide. For more information about course requests, see Course Requests on page 61. Step 14. Assign Course Requests (Course Requests). In Course Requests, assign requests by student, group, or course. You must assign alternate course requests for courses with the same start term as the course of the primary course request. We recommend you assign alternate course requests for courses with the same length in terms as the course of the primary request. You can group-assign the core curricula defined in Configuration (Core tab). Select File, Group Assign Core Curriculum. If you set a core curriculum on each student s record in Records Management, assign it on the Group Assign Core Curriculum Requests screen. Before marking Use Core Curriculum On Student Record, confirm the correct core curriculum is selected on the Bio3 tab of students records in Records Management. (To update the core curriculum selected on students records at the end of each academic year, use the End of Year Processing wizard in Utilities and Housekeeping.) If you have not assigned a core curriculum on each student's record in Records Management, you can select to group assign a core curriculum by homeroom, grade level, or query group.

118 CHAPTER 5 In Course Requests, you can assign course requests for a specific term (for example, Semester 1, Quarter 1, or Trimester 1) or you can assign course requests that are not term-specific ( Any Available Term ). For example, if a student can take a one-term elective in any of the three terms in which it is offered, you can assign a course request that is not term-specific. Assign Any Available Term requests only for courses a student can take in any term regardless of their enrollment in other courses. Any Available Term requests are the equivalent of a coin toss. For example, Health and Physical Education are one-term courses that are offered in both terms of the academic year. If every freshman must take Health and Physical Education in either term, but not the same term, do not assign course requests for Any Available Term. Assign half the freshmen course requests for Health in Term 1 and Physical Education in Term 2. Assign the remaining freshmen course requests for Physical Education in Term 1 and Health in Term 2. In this way, you instruct Load Master Schedule to enroll all freshmen in classes of both Health and Physical Education, but not in the same term. For more information about assigning course requests, see Course Requests on page 61. For information about setting up piggybacked classes across terms, see Stand-in Courses Across Terms (Piggybacking across terms) on page 138. Assign each course request for each student with an accurate priority (Low, Standard, or High). If Load Master Schedule cannot fulfill all of a student s course requests, it uses the priorities to determine the order in which to process course requests within each student's schedule. (Load Master Schedule takes this parameter into account after it considers which possible schedule fulfills the highest number of the student s course requests.) Enter course requests with high priorities for students required courses. Enter course requests with low or standard priorities for students elective courses. The priority you set for a student s course request in Course Requests determines the priority Load Master Schedule gives to the requested course within the student s schedule. The course scheduling priority you set in Courses (course record, Scheduling tab, Scheduling Priority field) determines the priority Create Master Schedule gives to the course when designing the master schedule and the priority given to the course if Load Master Schedule cannot fulfill all of a student s course requests. (Load Master Schedule takes this parameter into account after it considers which possible schedule fulfills the highest number of the student s course requests.) For more information about course requests, see Course Requests on page 61. Step 15. Exclude students from scheduling (Scheduling). To ensure accurate statistics for Load Master Schedule processing, be sure to include only students who will attend classes in the year being scheduled. To view the Preferences screen, select Edit, Preferences. In the Student Status frame, use the right arrow to move student statuses from the Include box to the Exclude box. Exclude all statuses other than the statuses of students who will attend classes in the year being scheduled. For example, include the status Current Student and exclude the statuses Inquiry, Applicant, Accepted, Declined Offer, Contract Sent, Withdrawn, and Graduate.

S CHEDULING 119 Load Master Schedule s completion percentage includes all students without course requests. It processes students without course requests as having all course requests fulfilled. To prevent the addition of students without course requests in Load Master Schedule s processing, in Scheduling, exclude all statuses other than those assigned to students who will attend classes in the year being scheduled. If your organization schedules students before their promotion to the next grade level, before beginning the scheduling process, you must take into account the grade levels with which common periods are associated in Configuration (Acad Year tab, Academic Year tab, Common Periods, Edit Common Period screen, Grade Levels to Include frame). See Determine whether your organization has run End of year Processing (Utilities and Housekeeping) before enrolling students in classes (Scheduling). Confer with other users at your organization to determine if End of Year Processing is completed. If so, proceed with the next step in the Scheduling Checklist. If not, before enrolling students in classes, you must take into account the grade levels with which common periods are associated in Configuration (Acad Year tab, Academic Year tab, Common Periods, Edit Common Period screen, Grade Levels to Include frame). on page 123. For more information about End of Year Processing, see the Registrar s Office Utilities and Housekeeping chapter of the Education Administration Housekeeping and Import Guide. For more information about common periods, see Setting Academic Years and Terms in the Registrar s Office Configuration chapter of the Education Administration Program Setup Guide. Step 16. Select to display the day and period of class meetings on the Edit Student Schedule and Add Class screen (Scheduling). To view the Preferences screen, select Edit, Preferences. To display the Start Term <Day:Per> column on the Edit Student Schedule screen, mark Show First Meeting on Edit Student Schedule screen. Marking Show First Meeting on Edit Student Schedule Screen also adds a new First Meeting column to the following screens: Edit Student Schedule, Add Class screen (Add) Edit Student Schedule, Change Class for screen (press F7 in the Class column) Edit Class Timetable, Change Class for screen (Class, Transfer) Viewing the day and period of each class s first meeting assists editing of students schedules. Step 17. Review the Course Requests Tally, Conflict Matrix and Potential Classes Report (Reports). To determine the number of classes to create per course, run the Course Requests Tally, Conflict Matrix, and Potential Classes Report in Reports. The Course Requests Tally displays the classes per term and requests per term limits defined on each course record, the number of classes created per course, and the number of students requesting each course per term. (Reports, Report Type: Request)

120 CHAPTER 5 To change Course Limits information on all or selected course records at one time, run the Course Request Tally in Course Requests (File, Course Request Tally). On the Course Request Tally screen, update the Course Limits information (min/max Class Size, min/max Requests/Term, min/max Classes/Term) for each course. The changes to information on this screen automatically update the Course Limits information on the Scheduling tab of each course record in Courses. To determine which courses have requests from the same students, run the Conflict Matrix in Reports. Schedule classes of these courses at non-conflicting times in the master schedule. (Reports, Report Type: Request) Review the Potential Classes Report to evaluate the number of classes to create per course. (Reports, Report Type: Request) Step 18. Create Classes automatically with Copy Scheduling Year or Create Classes or create classes manually with Edit Classes or Edit Class Timetable (Scheduling). The changes to the Length in Terms and Start in Term(s) information on a course record (Scheduling tab, Terms Limits frame) in Courses, affect only newly created classes for the course, not classes created prior to the changes (Scheduling). Create classes automatically with Copy Scheduling Year If you change master schedules very little from year to year, use Copy Scheduling Year to copy master schedules (File, Copy Scheduling Year). You must copy the master schedules for all timetables in an academic year. The source and target academic year must have identical timetables and the same number of terms, days, and periods. You can select to copy teacher and room assignments. Create classes automatically with Create Classes Before creating classes, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year and timetable on the title bar are correct (Edit, Scheduling Year). To create classes automatically, select File, Create Classes. Create Classes uses course requests to determine the number of classes to create for each course. Select to base the minimum and maximum classes created on the Classes/Term information entered for each course (Courses, Scheduling tab) or on the number of classes calculated by evaluating the Min/Max class size (Courses, Scheduling tab) and the number of course requests (Course Requests). You must not run Create Classes for a timetable in a current or previous academic year unless no grades, skill ratings, or attendance entries exist. Create Classes can delete all existing class sections. This automatically removes all students from classes and deletes all grades, skill ratings, and attendance entries. For more information about the options on the Create Classes screen, see Creating Classes on page 168.

S CHEDULING 121 Create classes manually with Edit Classes Select File, Edit Classes. On the Edit Classes screen, you can create, add or subtract classes for a course. You cannot decrease the number of classes for a course using Edit Classes if scheduling information exists for the classes. To decrease the number of classes for a course if scheduling information exists, you can use Edit Class Timetable. Create classes manually with Edit Class Timetable Select File, Edit Class Timetable. A list of courses appears on the Courses/Classes screen. To create a class, select a start term. Select a course name. Click Add. A class section for the course appears. Each class ID is a combination of the course ID and the next available section number. For example, if the course ID for Spanish I is SPAN I, the classes of the course have the IDs SPAN I-01, SPAN I-02, SPAN I-03, and SPAN I-04. Step 19. Review the Classes Created Report (Reports). To determine if the number of classes created for a course meets scheduling needs based on the number of students course requests, run the Classes Created Report in Reports. (Reports, Report Type: Scheduling) For each selected course in each selected term, the Classes Created Report lists the course ID, course name, number of student requests, and number of classes created. The report states if too few classes exist to accommodate the number of student course requests. For example, the course record for Photography lists a maximum class size of 35 and a maximum number of classes per term of 2. Based on these limits, if you run Create Classes and instruct the program to Create Maximum Classes (File, Create Classes, Create Classes screen, Maximum Classes frame), only two classes exist for Photography, and Load Master Schedule can fulfill only 70 course requests for Photography. If the course record for Photography allows a maximum number of requests per term of 100 (Courses, course record, Scheduling tab, Course Limits frame, Requests/Term field) and 100 students request Photography in a term, the Classes Created Report shows too few classes exist to fulfill all students course requests. (Load Master Schedule uses the maximum Class Size per term and the room capacity to determine the number of students it enrolls in classes.) The Created Classes Report also indicates if no classes exist because the number of student requests is lower than the minimum set on the course record (Courses, course record, Scheduling tab, Course Limits frame). Evaluate the information in the Classes Created Report to decide whether to edit the number of classes offered for a course in a term or to increase the class size set on a course record. Step 20. Edit the number of classes (Scheduling) In Scheduling, select File, Edit Classes to manually change the number of classes for a course. If the number of class sections for a course is below the minimum or above the maximum per term entered on the course record, the course name appears in the conflict color selected on the Preferences screen (Edit, Preferences, Conflict Color field). You cannot decrease the number of classes for a course using Edit Classes if scheduling information exists for the classes. To decrease the number of classes for a course if scheduling information exists, you can use Edit Class Timetable.

122 CHAPTER 5 Step 21. Assign class meeting times, teachers and rooms automatically with Create Master Schedule or manually with Edit Class Timetable (Scheduling) Assign class meeting times, teachers and rooms automatically Before each run of Create Master Schedule, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year and timetable on the title bar are correct (Edit, Scheduling Year). To avoid changes to course records, course request records, faculty/staff records, and room records, which may affect Create Master Schedule processing, run Create Master Schedule at off-peak business hours. To assign meeting times, teachers and rooms automatically, select File, Create Master Schedule. You can run Create Master Schedule for all courses not terminated or marked to be scheduled manually (Courses, course record, Scheduling tab). You can run Create Master Schedule for All Courses, Selected Courses, or One Course. Decide whether to exclude periods using student schedule conflicts. Select a conflict percentage. Decide whether to schedule teachers and rooms. Select to schedule classes starting in specific terms or all terms. For succeeding runs of Create Master Schedule, select Do Not Clear, Clear Timetable, Clear Teachers, Clear Rooms, or Clear Teachers and Rooms. To save the master schedule of an academic year and timetable, select File, Saved Scheduling Years, Save. Save each master schedule with a meaningful description (maximum of 254 alphanumeric characters) for future reference. For example, save the master schedule as 2003/2004-Upper School-All Courses-Meeting Times and Rooms-No Teachers or Students or 2003/2004-Middle School-8th Grade Courses Only-Meeting Times, Teachers, Rooms-No Students. To restore a master schedule, select File, Saved Scheduling Years, Restore. The restored scheduling year overwrites all previous master schedule information for the indicated academic year and timetable. Confirm you have a recent, tested backup of the database before restoring a scheduling year. For more information about automatically creating the master schedule, see Create Master Schedule on page 172. Assign class meeting times, teachers, and rooms manually Select File, Edit Class Timetable. Double-click the plus sign to the left of a course name. Select a class section. Click Select. On the class information screen, manually assign meeting times, teachers, and rooms. To view the pattern or restricted periods associated with the course record (Courses, Meetings tab), mark Scheduling Restrictions. You can assign meeting times in Grid or List view (View field). In Grid view, right-click a cell in the schedule grid. Select Assign Meeting. If this meeting time falls within the pattern assigned to the course, a message appears asking if you want to complete the pattern. To assign all meeting times in the pattern. click Yes. To assign only the selected meeting time, click No.

S CHEDULING 123 In List view, to assign all meeting times in the pattern, select the Day and Period of the first meeting time. When you click in the second row a message appears asking if you want to complete the pattern. To assign all meeting times in the pattern, click Yes. To assign only the selected meeting time, click No. On the class information screen, to assign a teacher, mark Teachers. To speed the search, you can select a filter in the Filter field, or you can select Class, Find Free. On the Find Free Teacher screen, you can filter by Priority or Department. You can exclude teachers who are already assigned to the maximum number of classes allowed in the term. On the class information screen, to assign a room, mark Rooms. To speed the search, select a filter in the Filter field or select Class, Find Free. You can assign the same room to all scheduled meetings or different rooms to different meetings. If you use the Find Free option, on the Find Free Room screen, in the Meetings frame, you can mark All Scheduled Meetings or Selected Meetings. If you mark Selected Meetings, unmark the checkboxes for the meetings to omit from room assignment. Step 22. Review the reports Print Master Schedule (Grid view), Potential Conflict Report, Course Requests Tally, and Course Waiting List (Reports). Before loading students in classes, evaluate the listed reports to determine if changes to the master schedule can increase the number of fulfilled course requests. Print Master Schedule, in Grid view (Reports, Report Type: Scheduling On the General tab, mark Courses or Faculty/Staff; on the Format tab, in the Print Format frame, mark Grid View). Potential Conflict Report (Reports, Report Type: Request). Course Requests Tally (Reports, Report Type: Request). Course Waiting List (Reports, Report Type: Scheduling). Step 23. Determine whether your organization has run End of year Processing (Utilities and Housekeeping) before enrolling students in classes (Scheduling). Confer with other users at your organization to determine if End of Year Processing is completed. If so, proceed with the next step in the Scheduling Checklist. If not, before enrolling students in classes, you must take into account the grade levels with which common periods are associated in Configuration (Acad Year tab, Academic Year tab, Common Periods, Edit Common Period screen, Grade Levels to Include frame). A common period reserves a space in student schedules to prevent Load Master Schedule from enrolling the students in classes at that time. For example, if all 10th grade students attend Chapel in Period 4 on B Day, the common period Chapel set up in Configuration prevents Load Master Schedule from enrolling any 10th graders in classes in Period 4 on B Day. However, if you run Load Master Schedule for current 9th grade students, Load Master Schedule is not prevented from enrolling the students in classes in Period 4 on B Day even though these students will be in 10th grade next year. The common period Chapel is associated with 10th grade, not 9th grade. This can result in scheduling conflicts between classes and common periods after you promote students using End of Year Processing. To prevent these conflicts, if you plan to schedule students prior to End of Year Processing, you must edit the grade levels associated with each common period in

124 CHAPTER 5 Configuration. Associate each common period with the current grade level of students, not next year s grade level. In the example above, you associate Chapel with 9th grade while scheduling 9th graders in classes for the next academic year. When you complete the scheduling process, restore the original grade level association for each common period. If a common period is associated with all grade levels (for instance, Morning Assembly), you do not need to make any changes to the grade level association during the scheduling process. Step 24. Load/enroll student automatically with Load Master Schedule or manually with Edit Class Timetable or Edit Student Schedule (Scheduling). In Scheduling, you can enroll students in class automatically or manually. (a) Load/enroll students automatically To run Load Master Schedule in Scheduling, select File, Load Master Schedule. To avoid changes to course records, course request records, and student records which may affect Load Master Schedule processing, run Load Master Schedule at off-peak business hours. If you must enroll certain students in specific sections of one or more courses, enroll the students manually before running Load Master Schedule. Be sure you do not mark Reschedule Existing Classes if Needed on the Load Master Schedule screen to ensure the manually scheduled students remain in the classes in which you enrolled them. Before each run of Load Master Schedule, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year on the title bar is correct (Edit, Scheduling Year). On the Load Master Schedule screen, you can select courses that start in specific terms or all terms. You can run Load Master Schedule for All Courses, Selected Courses, or One Course and All Students, Selected Students, or One Student. If you mark Selected Courses, Load Master Schedule processing includes course requests for courses in the query and the alternates of courses in the query. You can select to clear or not clear previously scheduled students (Clear Schedules for Selected Requests). This option lets you clear enrollments for the selected students whether the enrollment was done automatically or manually. If Load Master Schedule fulfilled an alternate course request for a student in a previous run and the student is included in the Load Schedule for selection and the main course is included in the Load Master Schedule for section, Load Master Schedule clears the student's enrollment in the alternate course if you mark Clear Schedules for Selected Requests. You can use this option to clear enrollments for the selected students whether the enrollment was done automatically or manually. Determine the class overload percentage (Class Overload Percentage frame).

S CHEDULING 125 Load Master Schedule s completion percentage includes all students without course requests. It processes students without course requests as having all course requests fulfilled. On the Load Master Schedule screen, decide whether to mark the following checkboxes, which can increase the number of fulfilled course requests per student: Reschedule Existing Classes if Needed and Include Courses marked to be Manually Scheduled. Do not mark Reschedule Existing Classes if Needed if a previously scheduled student needs to remain in a certain section of any course. Decide whether to use Add Course to Free Periods. If adding a course to different free periods for each student or to multiple free periods for selected students (such as Study Hall), confirm the selected course has at least one class for each period of each day of the scheduling cycle. Unless you are specifically assigning a class without meeting times (such as Independent Study or Community Service), confirm the selected course does not have any classes without meeting times. Classes without meeting times never create conflicts. If you assign meeting times to the classes at a later time, you may create student, teacher, and room conflicts. (Load Master Schedule never enrolls a student in a class if it will create a scheduling conflict for the student.) Student and faculty/staff schedules do not display classes without meeting times in Scheduling (Edit Student Schedule; Edit Class Timetable) or Records Management. You can select to display classes without meeting times on student and faculty/staff schedules in Reports (Report Type: Scheduling, Report Name: Print Schedules On the Format tab, mark Print Classes with no Meetings). To prevent Load Master Schedule from mistakenly enrolling students in multiple sections of a course, be sure: You use the Add Course to Free Periods option only after you confirm all selected students have no unfulfilled course requests. You create only one class for each course to be assigned no meeting times (for example, Independent Study or Community Service). All classes of the course you select to add to free periods have the correct meeting times. To create an output query of all students in the selected group with unfulfilled requests for the selected courses, mark Create Query of Students not Completed. For more information about the options in Load Master Schedule, see Load Master Schedule on page 190. After Load Master Schedule completes processing, review the Load Master Schedule Control Report for detailed information about the results. The Load Master Schedule Control Report lists the number of total course requests processed and the number and percentage of course requests fulfilled. Based on the selected students and selected courses you used to run Load Master Schedule, this report lists the total number of students: With all course requests fulfilled. With unfulfilled course requests.

126 CHAPTER 5 With no course requests. With unfulfilled course requests because no classes exist. With unfulfilled course requests because a terminated course was requested. Scheduled in alternate courses. With classes of a course added to free periods. To assist you in evaluating unfulfilled course requests, the report lists the names of all students: With unfulfilled course requests. With no course requests. With unfulfilled course requests because no classes exist. With unfulfilled course requests because a terminated course was requested. Scheduled in alternate courses. With classes of a course added to free periods. For information about unfulfilled course requests, see Evaluating Unfulfilled Course Requests on page 150 and Reports to Evaluate Unfulfilled Course Requests on page 157. (b) Load/enroll students manually You can manually load students four ways in Scheduling. (i) Load students individually in courses by course requests. Select File, Edit Class Timetable. Double-click the plus sign to the left of a course name. Select a class. Click Select. On the class information screen, mark Students. A list of students with requests for the course appears. To activate a red check mark, click to the left of a student name. The check mark identifies the student as loaded into the class. To unload the student, click the check mark. If the current date is before the selected academic year, the check mark disappears. If the current date falls before the withdrawal date or after the selected academic year, or if there is no withdrawal date for the selected academic year (Configuration, Acad Year tab, Academic Year tab, Terms), the drop option is marked by default on the Drop, Withdraw or Transfer Student? screen. If the current date falls after the withdrawal date in the selected academic year, the withdraw option is marked by default on the Drop, Withdraw or Transfer Student? screen. You can also withdraw or drop a student from a class by selecting Class, Withdraw/Drop in Edit Class Timetable. For information about the effects of withdraw and drop in Scheduling, see Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance on page 207. To view a student s schedule, select the student name and click Schedule. The default conflict color is red. To change the conflict color, select Edit, Preferences. In the Conflict Color field, select a color from the list.

S CHEDULING 127 (ii) Load students individually by course with Add. Select File, Edit Class Timetable. Double-click the plus sign to the left of a course name. Select a class. Click Select. On the class information screen, mark Students. To load a student without a course request, click Add. The Search screen appears. Search for and select a student record. A red check mark identifies the student as loaded into the class. To unload the student, click the check mark. If the current date is before the selected academic year, the check mark disappears. If either there is no withdrawal date for the selected academic year (Configuration, Acad Year tab, Academic Year tab, Terms) or the current date falls before the withdrawal date or after the selected academic year, the drop option is marked by default on the Drop, Withdraw or Transfer Student? screen. If the current date falls after the withdrawal date in the selected academic year, the withdraw option is marked by default on the Drop, Withdraw or Transfer Student? screen. You can also withdraw or drop a student from a class by selecting Class, Withdraw/Drop in Edit Class Timetable. For information about the effects of withdraw and drop in Scheduling, see Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance on page 207. To view a student s schedule, select the student name and click Schedule. The default conflict color is red. To change the conflict color, select Edit, Preferences. In the Conflict Color field, select a color from the list. (iii) Group load students by course. Select File, Edit Class Timetable. Double-click the plus sign to the left of a course name. Click Select. On the class information screen, mark Students. Select Class, Group Add Students. You can add students by Homeroom, Grade Level, or Group Name. A red check mark identifies each enrolled student. To unload the student, click the check mark. If the current date is before the selected academic year, the check mark disappears. If either there is no withdrawal date for the selected academic year (Configuration, Acad Year tab, Academic Year tab, Terms) or the current date falls before the withdrawal date or after the selected academic year, the drop option is marked by default on the Drop, Withdraw or Transfer Student? screen. If the current date falls after the withdrawal date in the selected academic year, the withdraw option is marked by default on the Drop, Withdraw or Transfer Student? screen. You can also withdraw or drop a student from a class by selecting Class, Withdraw/Drop in Edit Class Timetable. For information about the effects of withdraw and drop in Scheduling, see Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance on page 207. To view a student s schedule, select the student name and click Schedule. The default conflict color is red. To change the conflict color, select Edit, Preferences. In the Conflict Color field, select a color from the list. (iv) Load students individually using By Student or By Group in Edit Student Schedule. In File, Edit Student Schedule, you can select By Student or By Group. If you select By Student, you can search for and select a student record on the Search screen. If you select By Group, select a query on the Available Queries screen. You can select the query of students with

128 CHAPTER 5 incomplete schedules (unfulfilled course requests) you saved in Load Master Schedule processing by marking Create Query of Students not Completed. (To move between student schedule screens in the By Group option, use the arrow buttons on the toolbar to move to the first, previous, next, and last student schedule screen.) On the student schedule screen, a list appears displaying the name of each requested course and each non-requested course in which the student is enrolled. To load the student in a class section, in the Class column, select a section number. To view information about a class s status or to view the first meeting time for all classes of the course, click in the Class column and press F7. Blue check marks in the Enr column identify classes in which the student is enrolled. Red check marks indicate enrolled classes with conflicts. To unload the student, in the Class column, select the blank entry. If the current date is before the selected academic year, the check mark disappears. If either there is no withdrawal date for the selected academic year (Configuration, Acad Year tab, Academic Year tab, Terms) or the current date falls before the withdrawal date or after the selected academic year, the drop option is marked by default on the Drop or Withdraw Student? screen. If the current date falls after the withdrawal date in the selected academic year, the withdraw option is marked by default on the Drop or Withdraw Student? screen. To transfer the student to another class of the course, in the Class column, select a section number. For information about the effects of withdraw and drop in Scheduling, see Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance on page 207. To add a non-requested class to the student's schedule, click Add, select a course section with the status OK, and click Enroll. To view the student s schedule, click Student Schedule. The default conflict color is red. To change the conflict color, select Edit, Preferences. In the Conflict Color field, select a color from the list. To enroll a student in a class of a course not requested, click Add on the student schedule screen. On the Add Class screen, select a class and click Enroll. Before enrolling a student, evaluate the information and options provided on the Add Class screen (Status column, First Meeting column, Details button, and Student Schedule button). Step 25. Review scheduling reports (Reports). After running Load Master Schedule or manually enrolling students in classes, use the following reports to evaluate how to edit the master schedule to increase students fulfilled course requests. Course Waiting List (Reports, Report Type: Scheduling On the Format tab, in the Sort Order frame, mark Students Waiting). Print Master Schedule, in Grid view (Reports, Report Type: Scheduling). Course Requests Tally (Reports, Report Type: Request). For information about unfulfilled course requests, see Evaluating Unfulfilled Course Requests on page 150 and Reports to Evaluate Unfulfilled Course Requests on page 157.

S CHEDULING 129 Before editing the master schedule, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year and timetable on the title bar are correct (Edit, Scheduling Year). Before manually editing students schedules, run the Potential Student Schedules and Student Requests reports. Potential Student Schedules (Reports, Report Type: Request). You can run this report using the query of students with incomplete schedules (unfulfilled course requests) you saved in Scheduling (Load Master Schedule screen, Create Query of Students not Completed). Student Requests (Reports, Report Type: Request On the Format tab, mark Print Only Unscheduled Requests and Print Request Status). For information about editing the master schedule, see Evaluating Unfulfilled Course Requests on page 150. Step 26. If needed, erase students schedules automatically with Clear Student Schedules (Scheduling). To automatically undo all scheduling for selected students in the selected academic year, select File, Clear Student Schedules. This option lets you clear enrollments for the selected students whether the enrollment was done automatically or manually. Before you run Clear Student Schedules, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year on the title bar is correct (Edit, Scheduling Year). To prevent lost data, Clear Student Schedules does not clear any classes from a student s schedule if the student has grades or skill ratings for one or more classes. If a student has attendance but no grades or skill ratings for any classes, Clear Student Schedules clears all classes from the student s schedule and all existing attendance entries become historical entries. Step 27. If needed, re-run Load Master Schedule. After you review the reasons for unfulfilled requests, you may decide to re-run Load Master Schedule (File, Load Master Schedule) for all or selected students. On the Load Master Schedule screen, in the Load Master Schedule for frame, mark All Courses, Selected Courses, or One Course. If you mark Selected Courses, Load Master Schedule processing includes course requests for courses in the query and the alternates of courses in the query. On the Load Master Schedule screen, in the Load Schedule for frame, mark All Students, Selected Students, or One Student.

130 CHAPTER 5 If you mark Selected Students, the Selected Students frame is available. In the Selected Students frame, you can mark Homeroom, Grade Level, or Group Name. In the Selected Students frame, if you mark Homeroom, the Homeroom field appears. Select a homeroom. In the Selected Students frame, if you mark Grade Level, the Grade Level field appears. Select a grade level. In the Selected Students frame, if you mark Group Name, the Group Name field appears. Click the arrow button and select a student query on the Available Queries screen. You can select the output query you created of students with unfulfilled requests in a previous run of Load Master Schedule (Load Master Schedule screen, Create Query of Students not Completed). In the Load Schedule for frame, if you mark One Student, the Selected Student field appears on the screen. Click the arrow button and search for and select a student on the Search screen. To erase all previous enrollments for the student option marked in the Load Schedule for frame (All Students, Selected Students, or One Student) in the course option marked in the Load Master Schedule for frame (All Courses, Selected Courses, or One Course), mark the Clear Schedules for Selected Requests. If Load Master Schedule fulfilled an alternate course request for a student in a previous run and the student is included in the Load Schedule for selection and the main course is included in the Load Master Schedule for section, Load Master Schedule clears the student's enrollment in the alternate course if you mark Clear Schedules for Selected Requests. You can use this option to clear enrollments for the selected students whether the enrollment was done automatically or manually. To increase students chances of fulfilled course requests, mark Reschedule Existing Classes if Needed. If Load Master Schedule encounters a full class when attempting to fulfill a course request or encounters a conflict with a student s existing enrollment, this option lets Load Master Schedule reschedule enrolled students to different sections of the same course to fulfill more course requests for the student being processed. To allow Load Master Schedule to move students between the classes of courses, including students manually scheduled, mark this checkbox. Load Master Schedule does not decrease any student s fulfilled course requests to schedule other students. Load Master Schedule does not move a student to an alternate class to fulfill another student s course request. Do not mark this checkbox if a previously scheduled student must remain in a certain section of any course. For example, if a previous run of Load Master Schedule enrolled Chloe Daniel in SPAN I-03 and you do not want to change her enrollment, do not mark this checkbox. If you manually enrolled Robert Geist in Mr. Boyle s English class and you do not want to change his enrollment, do not mark this checkbox. If no student needs to remain in a specific class of any course, mark this checkbox to give Load Master Schedule more flexibility in fulfilling course requests.

S CHEDULING 131 To let Load Master Schedule enroll students in classes of courses marked for manual scheduling (Courses, course record, Scheduling tab), mark Include Courses marked to be Scheduled Manually. This feature includes manually scheduled courses in Load Master Schedule processing while Create Master Schedule processing omits them. To globally add a course to free periods of students schedules, mark Add Course to Free Periods. Click the arrow button and select the course. You can use this option to rapidly complete students schedules once all their requests are fulfilled. For example, you can add a class of Study Hall to each free period of each student s schedule. Before adding a course to free periods, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year on the title bar is correct (Edit, Scheduling Year). No students have unfulfilled course requests. The Add Course to Free Periods option adds any course you select, even a course marked to be scheduled manually. (If you do select a course marked to be scheduled manually in the Add Course to Free Periods field, a message appears informing you that the course is marked to be scheduled manually and asking if you want to continue.) If adding a course to different free periods for each student or multiple periods for selected students (such as Study Hall), confirm the selected course has at least one class for each period of each day of the scheduling cycle. Unless you are specifically assigning a class without meeting times (such as Independent Study or Community Service), confirm the selected course does not have any classes without meeting times. Classes without meeting times never create conflicts. If you assign meeting times to the classes at a later time, you may create student, teacher, and room conflicts. Student and faculty/staff schedules do not display classes without meeting times in Scheduling (Edit Student Schedule; Edit Class Timetable) or Records Management (student record, Schedule tab; faculty/staff record, Schedule tab). You can select to display classes without meeting times on student and faculty/staff schedules in Reports (Report Type: Scheduling, Report Name: Print Schedules On the Format tab, mark Print Classes with no Meetings). To prevent Load Master Schedule from mistakenly enrolling students in multiple sections of a course, be sure: You use the Add Course to Free Periods option only after you confirm all selected students have no unfulfilled course requests. You create only one class for each course to be assigned no meeting times. All classes assigned meeting times have the correct meeting times.

132 CHAPTER 5 The Add Course to Free Periods option adds a class of the selected course to each free period of each selected student s schedule. This is ideal for assigning sections of Study Hall to each free period for each selected student. To avoid enrolling students in multiple sections of a course in which they should be enrolled just once, select the course to be added to free periods with care. The Add Course to Free Periods option ignores prerequisites, corequisites, and gender restrictions. If you mark both Add Course to Free Periods and Create Query of Students not Completed, the query will list all selected students with unfulfilled requests for the selected courses even if their schedules have no free periods. If Load Master Schedule loads a student in an alternate class, the program processes the course request as fulfilled. A student with all requests fulfilled, primary or alternate, is not included in the group of students not completed. If Load Master Schedule does not fulfill a course request because a course has no classes created, all students requesting the course appear in the query group. If Load Master Schedule loads students in classes without assigned meeting times, the program cannot evaluate if conflicts exist. Load Master Schedule considers the course request fulfilled. Students' schedules may show conflicts when you assign meeting times to the classes. Before each run of Load Master Schedule, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year on the title bar is correct (Edit, Scheduling Year). To avoid changes to course records, course request records, and student records which may affect Load Master Schedule processing, run Load Master Schedule at off-peak business hours. Step 28. If needed, edit students schedules manually with Edit Student Schedule or Edit Class Timetable (Scheduling). After automated or manual scheduling and review of the Potential Student Schedule report and Student Requests report or during an add/drop period, you can edit students schedules manually. For information about unfulfilled course requests, see Evaluating Unfulfilled Course Requests on page 150 and Reports to Evaluate Unfulfilled Course Requests on page 157. To manually edit students schedules, you can select File, Edit Student Schedule or File, Edit Class Timetable. Edit Student Schedule When you select File, Edit Student Schedule, you can edit the schedules by group or by student. On the student schedule screen, a list appears displaying the name of each requested course and each non-requested course in which the student is enrolled. To view information about a class's status or to view the first meeting time for classes with unfulfilled requests, click in the Class column and press F7. Blue check marks in the Enr column identify classes in which the student is enrolled. Red check marks indicate enrolled classes with conflicts. If editing schedules in Edit Student Schedule by group, use the arrow buttons on the tool bar to move from record to record.

S CHEDULING 133 To keep course enrollments consistent with the information you enter on course records, terminated courses (Courses, course record, Scheduling tab, Terminate After field) are not available for student enrollment in Scheduling. That is, if a course record indicates the course is terminated, the course does not appear in Scheduling on either the Courses/Classes screen in Edit Class Timetable or the Course Selection screen (Edit Student Schedule, student schedule screen, Add, Course field, Course Selection screen). On each student s schedule screen (Edit Student Schedule), a terminated course displays with a red T in the Enr column to indicate it is terminated. Since the course is terminated, you cannot select a class in the Class column. To unload a student, in the Class column on the student schedule screen, select the blank. If the current date is before the selected academic year, the check mark disappears. If either there is no withdrawal date for the selected academic year (Configuration, Acad Year tab, Academic Year tab, Terms) or the current date falls before the withdrawal date or after the selected academic year, the drop option is marked by default on the Drop or Withdraw Student? screen. If the current date falls after the withdrawal date in the selected academic year, the withdraw option is marked by default on the Drop or Withdraw Student? screen. To transfer the student to another class of the course, in the Class column, select a section number. For information about the effects of withdraw and drop in Scheduling, see Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance on page 207. To add a non-requested course to the student s schedule, click Add, select a course section with the status OK, and click Enroll. To view the student s schedule, click Student Schedule. The default conflict color is red. To change the conflict color, select Edit, Preferences. In the Conflict Color field, select a color from the list. Edit Class Timetable In Edit Class Timetable, double-click the plus sign to the left of a course name. Click Select. On the class information screen, mark Students. A red check mark identifies each enrolled student. To unload the student, click the check mark. If the current date is before the selected academic year, the check mark disappears. If either there is no withdrawal date for the selected academic year (Configuration, Acad Year tab, Academic Year tab, Terms) or the current date falls before the withdrawal date or after the selected academic year, the drop option is marked by default on the Drop, Withdraw or Transfer Student? screen. If the current date falls after the withdrawal date in the selected academic year, the withdraw option is marked by default on the Drop, Withdraw or Transfer Student? screen. You can also withdraw or drop a student from a class by selecting Class, Withdraw/Drop in Edit Class Timetable. For information about the effects of withdraw and drop in Scheduling, see Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance on page 207. To add a student without a request to the class, click Add. Search for and select a student. To view a student s schedule, select the student name and click Schedule. The default conflict color is red. To change the conflict color, select Edit, Preferences. In the Conflict Color field, select a color from the list.

134 CHAPTER 5 Step 29. Review the Conflict Reports (Reports). To confirm you have not mistakenly scheduled student, faculty/staff, or room conflicts when scheduling manually or adjusting schedules manually after using Create Master Schedule and Load Master Schedule, review the Conflict Reports in Reports. (Reports, Report Type: Scheduling) If the report results indicate No Records Met Specified Criteria, no conflicts exist for the selected students, faculty/staff, or rooms in the selected academic year and terms. If conflicts exist, review the report to pinpoint the conflicts. Edit schedules to resolve the conflicts. Step 30. Print student, faculty/staff, and room schedules (Reports). After confirming that schedules are correct, print schedules for students, faculty/staff, and rooms. (Reports, Report Type: Scheduling, Report Name: Print Schedules) Confirm you have a recent, tested backup of the database before running schedules. For optimal results, print schedules at off-peak business hours. During an add/drop period at school, when class rosters and student schedules change frequently, you can re-print only changed class rosters and changed student schedules. To print changed class rosters, mark Print only Class Rosters that have changed as of and enter a date on the General tab of the Class Roster screen. (Reports, Report Type: Course/Class, Report Name: Class Roster) To print changed student schedules, mark Students, mark Print only Schedules that have changed as of, and enter a date on the General tab of the Print Schedules screen. (Reports, Report Type: Scheduling, Report Name: Print Schedules) Master Schedule Tips You can define timetables and course records in varying ways to accommodate the unique master schedule needs of your organization. This section explains in detail the setup for some common scheduling scenarios. Stand-in Courses for Consecutive Meeting Times in a Term (Piggybacking within a term) To create a master schedule with sections of two courses meeting in back-to-back periods (for example, Biology and Biology Lab), create a single stand-in course that lasts the combined period length. Use the stand-in course for course requests, Create Master Schedule processing, and Load Master Schedule processing. Before you enter course requests, create the stand-in course in Courses. If classes of Biology meet one period and classes of Biology Lab meet two periods, create a stand-in course with sections that meet three consecutive periods. To indicate the meeting length of three consecutive periods, create a pattern in Configuration (Acad Year tab, Academic Year tab, Patterns). Assign the pattern on the Meetings tab of the course record in Courses. In Course Requests, enter course

S CHEDULING 135 requests for the stand-in course. In Scheduling, create classes for the stand-in course. To place sections of the stand-in course in the master schedule, use Create Master Schedule. To enroll students in sections of the stand-in course, use Load Master Schedule. Manually create classes for the original courses. Enroll students in sections of the original courses. Delete all sections of the stand-in course. For example, sections of Biology meet Monday through Friday for one period. Sections of Biology Lab meet Monday, Wednesday, and Friday for two consecutive periods. Biology Lab must meet directly after Biology. To ensure proper placement in the master schedule, in Configuration, create a pattern called BIO COMBINED PATTERN to indicate the combined meeting times. (Acad Year tab, Academic Year tab, Patterns) In Courses, create a course record for STAND-IN BIO/BIO LB.

136 CHAPTER 5 On the Scheduling tab, enter the Course Limits and Term Limits. Because you are combining two courses, indicate the higher minimum as the stand-in course minimum and the lower maximum as the stand-in course maximum. On the Meetings tab, restrict the stand-in course by pattern. Select the BIO COMBINED PATTERN. In Course Requests, enter all course requests for the stand-in course, not Biology or Biology Lab. In Scheduling, create classes for the stand-in course manually or with Create Classes (File, Create Classes). To assign meeting times and teachers to sections of the stand-in course, run Create Master Schedule. To enroll students into sections of the stand-in course, run Load Master Schedule. In Query, for each class, create a student, static query of all students. (Query, File, New, Query Type: Student, Query Format: Static. In the Available Fields frame, under the Schedule option, select filters of Academic Year, Course ID, Day, Period, Teacher, and Term.)

S CHEDULING 137 In Scheduling, select File, Edit Class Timetable. On the Courses/Classes screen, create classes for Biology and Biology Lab. On the Courses/Classes screen, select a class of BIO or BIOLAB and click Select. The class information screen appears. On the class information screen, assign meeting times. For instance, following the pattern you created in Configuration, BIO-01 meets on Monday through Friday in period 1. BIOLAB-01 meets on Monday, Wednesday, and Friday in periods 2 and 3. BIO-02 meets Monday through Friday in period 6. BIOLAB-02 meets on Monday, Wednesday, and Friday in periods 7 and 8. On the class information screens for BIO-01 and BIOLAB-01, assign teachers and rooms. The teachers and rooms will show conflicts because section 01 of the stand-in course is assigned the same teachers and rooms as BIO-01. You will resolve these conflicts when you delete all sections of the stand-in course. On the class information screen for BIO-01, select Class, Group Add. Select the query of students in section 01 of the stand-in course to enroll the students in BIO-01. They are now enrolled in BIO-01 and STAND-IN BIO/BIO LB-01. The students' schedules show conflicts. You will resolve these conflicts when you delete the stand-in sections.

138 CHAPTER 5 Be sure not to move students from sections of the stand-in course to sections of the correct course until you are finished with all Load Master Schedule processing. On the class information screen for BIO LAB-01, select Class, Group Add. Select the query of students in section 01 of the stand-in course to enroll the students in BIO LAB-01. They are now enrolled in BIO-01, BIO LAB-01, and STAND-IN BIO/BIO LB-01. The students' schedules show conflicts. You will resolve these conflicts when you delete the stand-in sections. Repeat this process for the remaining sections of BIO and BIO LAB. That is, select the query of students in section 02 of the stand-in course to enroll students in BIO-02 and BIO LAB-02. Select the query of students in section 03 of the stand-in course to enroll students in BIO-03 and BIO LAB-03. Once you confirm all students requesting the stand-in course are enrolled in sections of BIO and BIO LAB, delete sections of the stand-in course. Before deleting any sections, confirm: You have a recent, tested backup of the database. You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). Another option instead of creating and using a static query to enroll students in sections of BIO and BIO LAB is to use the mouse to drag and drop students from one class to another. For instance, open STAND-IN BIO/BIO LB-01 and BIO-01. Using the mouse, drag and drop students from STAND-IN BIO/BIO LB-01 to BIO-01. Save and exit BIO-01. Exit STAND-IN BIO/BIO LB-01 without saving. Open STAND-IN BIO/BIO LB-01 and BIO LAB-01. Using the mouse, drag and drop students from STAND-IN BIO/BIO LB-01 to BIOLAB-01. Save and exit BIO LAB-01. Save and exit STAND-IN BIO/BIO LB-01. Stand-in Courses Across Terms (Piggybacking across terms) To create a master schedule with sections of two courses with the same student enrollment and which meet in the same periods across terms (for example, section 01 of Keyboarding meets Period A in Term 1 and section 06 of Computer Skills meets Period A in term 2), create a stand-in course that lasts the combined term length. Use the stand-in course for course requests, Create Master Schedule processing, and Load Master Schedule processing. Before you enter course requests, create the stand-in course in Courses. If Keyboarding is a one-term course offered in both terms and Computer Skills is a one-term course offered in both terms, create a stand-in course with Length in Terms: 2, Start in Term(s): Term 1 (Courses, course record, Scheduling tab). In Course Requests, enter course requests for the stand-in course. In Scheduling, create classes for the stand-in course. To place sections of the stand-in course in the master schedule, use Create Master Schedule. To enroll students in sections of the stand-in course, use Load Master Schedule. Manually create classes for the original courses. Enroll students in sections of the original courses. Delete all sections of the stand-in course.

S CHEDULING 139 For example, sections of both Keyboarding and Computer Skills meet Tuesday and Thursday for three consecutive periods in both the Fall and Spring terms. Sections of each course meeting in the Fall term must occur at the same time in the master schedule as sections of the other course in the Spring term. All students enrolled in sections of Keyboarding in the Fall term must be enrolled in sections of Computer Skills in the Spring term. All students enrolled in sections of Computer Skills in the Fall term must be enrolled in sections of Keyboarding in the Spring term. To ensure proper placement in the master schedule, in Configuration, create a pattern called KEY/COMP SKILLS PATTERN to indicate the possible meeting times for sections of the two courses. (Acad Year tab, Academic Year tab, Patterns) In Courses, create a course record for STAND-IN KEY/COMP. On the Scheduling tab, in the Course Limits frame, enter the minimum and maximum course limits. Because you will enroll the same number of students in both Keyboarding and Computer Skills, both course records have the same course limits. For the stand-in course s course limits, copy the Class Size minimum and Requests/Term minimum from the Keyboarding or Computer Skills course record. Double the Class Size maximum and Requests/Term maximum listed on the Keyboarding or Computer Skills course record. By doubling the maximum Class Size and Requests/Term maximum you ensure Load Master Schedule can enroll all students for both courses in classes of the stand-in course. The stand-in classes must be large enough to accommodate all students for both original courses.

140 CHAPTER 5 On the Scheduling tab, in the Term Limits frame, enter the combined term length in Length in Terms. In Start in Term(s), mark Fall as the start term. On the Meetings tab, restrict the stand-in course by pattern. Select the KEY/COMP SKILLS PATTERN. In Course Requests, enter all course requests for the stand-in course, not Keyboarding or Computer Skills. In Scheduling, create classes for the stand-in course manually or with Create Classes (File, Create Classes). To assign meeting times and teachers to sections of the stand-in course, run Create Master Schedule. To enroll students in sections of the stand-in course, run Load Master Schedule. In Query, for each class, create a student, static query of all students. (Query, File, New, Query Type: Student, Query Format: Static. In the Available Fields frame, under the Schedule option, select filters of Academic Year, Course ID, Day, Period, Teacher, and Term.) In Scheduling, select File, Edit Class Timetable. On the Courses/Classes screen, create classes for Keyboarding and Computer Skills.

S CHEDULING 141 On the Courses/Classes screen, select a class of KEYBD or COMPSK and click Select. The class information screen appears. On the class information screen, assign meeting times for sections that start in both the Fall term and the Spring term. For instance, following the pattern you created in Configuration, KEYBD-01 may meet on Tuesdays and Thursdays in periods 1, 2, and 3 in the Fall term. COMPSK-04 may meet on Tuesdays and Thursdays in periods 1, 2, and 3 in the Spring term. On the class information screen for all sections of both courses, starting in both the Fall and Spring terms, assign teachers and rooms. Teachers and rooms may show conflicts because of the existing stand-in course. You will resolve these conflicts when you delete all sections of the stand-in course. Select Class, Group Add on the class information screen for each section of KEYBD and its corresponding section of COMPSK, which meets at the same time in opposite terms in the master schedule. Use the queries of stand-in class students to enroll students in a Fall section of one course and the corresponding Spring section of the other course. Once you confirm all students requesting both courses are enrolled in corresponding sections of the two courses in different terms, delete sections of the stand-in course.

142 CHAPTER 5 Be sure not to move students from sections of the stand-in course to sections of the correct course until you are finished with all Load Master Schedule processing. Before deleting any sections, confirm: You have a recent, tested backup of the database. You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). Another option instead of creating and using a static query to enroll students in sections of KEYBD and COMPSK is to use the mouse to drag and drop students from one class to another. For instance, open STAND-IN KEY/COMP-01. Using the mouse, drag and drop students from STAND-IN KEY/COMP-01 to KEYBD-01. Save and exit KEYBD-01. Exit STAND-IN KEY/COMP without saving. Open STAND-IN KEY/COMP-01 and COMPSK-01. Using the mouse, drag and drop students from STAND-IN KEY/COMP-01 to COMPSK-01. Save and exit COMPSK-01. Save and exit STAND-IN KEY/COMP-01. Setting Up an Audited Course If you offer a course that some students audit and in which others receive credit, you can configure the schedule in one of the following two ways. 1. Create two course records in Courses: one course that awards credit and one course that does not award credit. Use this option if you do not need to keep accurate records of the number of students in specific courses or if the GPAs include attempted credit (Grades, Calculations tab, Edit GPA Calculation screen, Divide By frame). If the GPAs include attempted credit, you do not want to enroll students in a credited course with a non-credited grade of AUD. Their GPAs will be lowered because they are attempting more credits than they are earning. Because the auditing and for-credit students are not taking the same course, different course names will appear on their report cards and transcripts. In Course Requests, assign all course requests for the credited course. Create classes for the credited course only. To assign meeting times, teachers and rooms to sections of the credited course, run Create Master Schedule. To enroll all students in sections of the credited course, run Load Master Schedule. Create classes for the non-credited course. Manually edit the master schedule to place corresponding sections of the non-credited course at the same times, in the same rooms, and with the same teachers as the credited course. Teacher and room schedules will show conflicts but the program will not prevent manual edits. Manually remove the auditing students from sections of the credited course and enroll them in corresponding sections of the non-credited course. There will be no student schedule conflicts. 2. Create one course record and assign it a credit amount (Courses, Grading tab). Use this option if you want to keep accurate records of the number of students in specific courses or if the GPAs do not include attempted credit (Grades, Calculations tab, Edit GPA Calculation screen, Divide By frame).

S CHEDULING 143 Add the letter grade AUD to the course s assigned translation table (Grades, Translation Tables tab). In Course Requests, assign all auditing and for-credit students course requests for the same course. In Scheduling, create classes for the course. To assign meeting times, teachers and rooms to sections of the course, run Create Master Schedule. To enroll students in sections of the course, run Load Master Schedule. In Grades, assign all auditing students the grade AUD for all marking columns. The grade AUD will print on all auditing students' report cards and transcripts. Setting Up Overlapping Meeting Times and Lunch To create a master schedule with meeting times that overlap or lunch periods that last for a shorter time than other classes, define the duration of periods in the timetable as the highest common denominator of class meeting times. For example, if academic classes last 40 minutes and lunch classes last 20 minutes, define each period in the timetable to last 20 minutes. After reviewing Setting Academic Years and Terms in the Registrar s Office Configuration chapter (Education Administration Program Setup Guide), you defined the school s periods and timetables in Configuration. A brief summary of the process of setting up periods and timetables follows. If your organization uses multiple timetables, you must define the highest number of periods of any timetable. For example, if the Upper School has 10 periods, the Middle School has 8 periods, and the Lower School has 12 periods, the number of periods entered in Configuration is 12 (Acad Year, Academic Year tab, Periods). We suggest you select generic period names (for example, A, B, C or 1, 2, 3) because period names simply designate time slots. When defining a timetable, define only the periods the timetable uses. To define a period you enter its start and end times on the Define Timetable screen (Configuration, Acad Year tab, Academic Year tab, Timetable). You cannot overlap periods. You must indicate at least one minute between periods in a day. The start time and end time of each period can differ among timetables. For example, in the Upper School, Period A starts at 8:20 a.m. and ends at 9:20 a.m. In the Middle School, Period A starts at 8:30 a.m. and ends at 9:15 a.m. In the Lower School, Period A starts at 8:30 a.m. and ends at 2:30 p.m. The duration of each period in a timetable can differ and each period's length can differ from day to day. For example, on Day 1, the Upper School Period A lasts 60 minutes and the Upper School Period B lasts 45 minutes. On Day 2, the Upper School Period A lasts 90 minutes and the Upper School Period B lasts 60 minutes. You define the time duration of the periods as the highest common denominator of class lengths. Two examples follow.

144 CHAPTER 5 1. If courses in a timetable have classes that last 30, 60, or 90 minutes, the highest common denominator is 30 minutes. Define the first period of the day for 30 minutes. Because periods cannot overlap, define subsequent periods for 29 minutes each. Period 1 starts at 9:00 and ends at 9:30. Period 2 starts at 9:31 and ends at 10:00. Period 3 starts at 10:01 and ends at 10:30. Simulate overlapping periods by assigning different classes to differing numbers of periods. A 30-minute class meets one period. A 60-minute class meets two consecutive periods. A 90-minute class meets three consecutive periods. In Configuration, define patterns to represent each different type of period combination. For example, all Upper School science labs meet for 90 minutes. Design a SCIENCE LABS pattern for the Upper School timetable indicating that classes meet in a pattern of 3 consecutive periods (Configuration, Acad Year tab, Academic Year tab, Patterns). In Courses, on the course records for all science lab courses, restrict by pattern on the Meetings tab. Select the SCIENCE LABS pattern (Courses, course record, Meetings tab, Meeting Restrictions screen). 2. If courses in a timetable have classes that last 30, 45, 60, or 90 minutes, the highest common denominator is 15 minutes. Define the first period of the day for 15 minutes. Because periods cannot overlap, define subsequent periods for 14 minutes each. Period 1 starts at 9:00 and ends at 9:15. Period 2 starts at 9:16 and ends at 9:30. Period 3 starts at 9:31 and ends at 10:00.

S CHEDULING 145 Simulate overlapping periods by assigning different classes to differing numbers of periods. A 30-minute class meets two consecutive periods. A 45-minute class meets three consecutive periods. A 60-minute class meets four consecutive periods. A 90-minute class meets six consecutive periods. In Configuration, define patterns to represent each different type of period combination. For example, all Upper School foreign language classes meet for 60 minutes. Design a pattern for the Upper School timetable identifying classes meet in a pattern of 4 consecutive periods (Configuration, Acad Year tab, Academic Year tab, Patterns). In Courses, on the course records of all foreign language courses, restrict by pattern on the Meetings tab. Select the FOREIGN LANGUAGE pattern (Courses, course record, Meetings tab, Meeting Restrictions screen).

146 CHAPTER 5 The following table displays some scheduling options for a timetable defined with 15-minute periods and classes that last 30, 45, 60, or 90 minutes. Each lunch period lasts 30 minutes. Period Start Time End Time Lunch at 11:46 pm Lunch at 12:46 pm Lunch at 12:16 pm Period 1 9:00 9:15 9:00-9:45 9:00-9:45 9:00-9:45 Period 2 9:16 9:30 Period 3 9:31 9:45 Period 4 9:46 10:00 9:46-10:15 9:46-10:15 9:46-10:45 Period 5 10:01 10:15 Period 6 10:16 10:30 10:16-10:45 10:16-10:45 Period 7 10:31 10:45 Period 8 10:46 11:00 10:45-11:45 10:45-11:45 10:46-12:15 Period 9 11:01 11:15 Period 10 11:16 11:30 Period 11 11:31 11:45 Period 12 11:46 12:00 11:46-12:15 Period 13 12:01 12:15 LUNCH 11:46-12:45 Period 14 12:16 12:30 12:16-1:15 12:16-12:45 Period 15 12:31 12:45 LUNCH Period 16 12:46 1:00 12:46-1:15 Period 17 1:01 1:15 LUNCH 12:46-1:45 Period 18 1:16 1:30 1:16-1:45 1:16-1:45 Period 19 1:31 1:45 Period 20 1:46 2:00 1:46-2:30 1:46-2:30 1:46-2:30 Period 21 2:01 2:15 Period 22 2:16 2:30 Scheduling Teachers in More than One Timetable To prevent conflicts in faculty schedules if a faculty member teaches in more than one timetable, enter restrictions on the faculty/staff record both before and after scheduling the teacher in the first timetable. For example, Amanda Paul teaches classes of U.S. History in the Middle School timetable and European History in the Upper School timetable. Ms. Paul has office hours as a guidance counselor

S CHEDULING 147 from 1:00 pm to 2:30 pm on Wednesdays. She is unavailable to teach at these times. In the Middle School timetable, Ms. Paul is unavailable to teach Periods 7, 8, and 9 on Wednesdays because they fall within the 1:00 pm - 2:30 pm time frame. In the Upper School timetable, Ms. Paul is unavailable to teach Periods 5, 6, and 7 on Wednesdays because they fall within the 1:00 pm - 2:30 pm time frame. Before assigning Ms. Paul to any classes in either timetable, in Records Management, on the Restrictions tab of her faculty/staff record, unmark the checkboxes for P7, P8, and P9 in the Middle School record for the selected academic year. Unmark the checkboxes for P5, P6, and P7 in the Upper School record for the selected academic year. In Scheduling, assign Ms. Paul to classes in the Middle School timetable automatically with Create Master Schedule or manually with Edit Class Timetable. Before assigning Ms. Paul to classes in the Upper School timetable, update the restrictions on the Upper School timetable record on her faculty/staff record to omit the periods with meeting times scheduled in the Middle School timetable. After updating the restrictions on the Upper School timetable record of Ms. Paul's faculty/staff record in Records Management, assign Ms. Paul to classes in the Upper School timetable automatically with Create Master Schedule or manually with Edit Class Timetable.

148 CHAPTER 5 Assigning More than One Class to the Same Room and the Same Teacher at the Same Time You can design the schedule to offer classes of multiple courses at the same time in the same room with the same teacher. The program does not prevent manually scheduled conflicts. The master schedule will display conflicts on the faculty/staff and room schedules. Because Create Master Schedule will not create conflicts, run Create Master Schedule to assign a teacher and rooms to the classes of one of the courses and then manually assign the same teacher and rooms to classes of the other courses. For example, Ms. Julie Davis teaches both Art I and Art II. All classes of both courses are assigned to the Art Studio. All Art I classes occur at the same time as their corresponding Art II classes. That is, Art I-01 and Art II-01 occur at the same time. Art I-02 and Art II-02 occur at the same time. Because Create Master Schedule will not create conflicts, mark Schedule Manually on the course record for Art I in Courses (Scheduling tab) to omit it from Create Master Schedule processing. In Scheduling, open the Create Master Schedule screen (File, Create Master Schedule). On the Create Master Schedule screen, mark All Courses, Selected Courses, or One Course in the Create Master Schedule for frame. If you choose Selected Courses, be sure the query includes Art II. In the Scheduling Options frame, mark Schedule Teachers and Schedule Rooms.

S CHEDULING 149 Because Art II is not marked to be scheduled manually, Create Master Schedule will include Art II in its processing and will assign a teacher and rooms to classes of Art II. Create Master Schedule excludes Art I because it is marked to be scheduled manually. Review the meeting times of each class of Art II. To open the class information screen for each class of Art I, use Edit Class Timetable (File, Edit Class Timetable). Manually schedule each class of Art I to occur at the same time as its corresponding class of Art II. Manually assign Ms. Davis to each class of Art I. Manually assign Art Studio as the room for each class of Art I. To instruct Load Master Schedule to enroll students in Art I, which is marked for manual scheduling, mark Include Courses Marked to be Scheduled Manually on the Load Master Schedule screen (File, Load Master Schedule). To enroll students in classes of both Art I and Art II based on their course requests, run Load Master Schedule. Use this option with care. When you mark Include Courses Marked to be Scheduled Manually on the Load Master Schedule screen, Load Master Schedule includes all courses marked for manual scheduling which are included in the selection in the Load Master Schedule for frame (All Courses, Selected Courses, or One Course). Be sure to exclude any courses marked for manual scheduling from the Selected Courses if you do not want Load Master Schedule to include them in its processing. In succeeding runs of Load Master Schedule, do not mark Reschedule Existing Classes if Needed if you do not want Load Master Schedule to possibly reschedule enrolled students to different sections of the same course.

150 CHAPTER 5 Evaluating Unfulfilled Course Requests To avoid creating a master schedule that causes unfulfilled course requests, review the following list of reasons why Load Master Schedule cannot fulfill students' course requests each year before you design the master schedule. After running Load Master Schedule or enrolling students manually based on course requests, review Reasons, Reports, and Resolutions on page 150 to determine how to fulfill more course requests. See Reports to Evaluate Unfulfilled Course Requests on page 157 for more information about each listed report. 1. Load Master Schedule cannot fulfill a student's course requests if the student does not have any course requests. 2. Load Master Schedule cannot fulfill a student's course request if no classes exist for the requested course in the requested term. 3. Load Master Schedule cannot fulfill a student's course request if fulfilling the request will create conflicts in the current student schedule. 4. Load Master Schedule cannot fulfill a student's course request if there are space limitations: (a) the maximum class size limit defined on the course record is too low, (b) the room capacity of the room assigned to the class is too low; (c) you do not offer enough classes of the course to fulfill all course requests. 5. Load Master Schedule cannot fulfill a student's course request if the course requested is marked as terminated (Courses, course record, Scheduling tab, Terminate After field). 6. Load Master Schedule cannot fulfill a student's course request if the current master schedule does not offer a class of the requested course at a time that fits in the student's schedule. 7. Load Master Schedule cannot fulfill a student's course request if classes of a requested course have even one meeting that occurs in a common period associated with the selected student's grade level (Configuration, Acad Year tab, Academic Year tab, Common Periods, Edit Common Period screen, Grade Levels to Include box). Before editing the master schedule in Scheduling, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year and timetable on the title bar are correct (Edit, Scheduling Year). Reasons, Reports, and Resolutions This section uses the example of editing the master schedule after using Load Master Schedule. You can also use the reports to evaluate the master schedule after manually scheduling based on course requests.

S CHEDULING 151 1. Reason: Load Master Schedule cannot fulfill a student's course requests if the student does not have any course requests. Report: Load Master Schedule Control Report (Scheduling, Load Master Schedule Control Report, Students with no Requests section) In Scheduling, after Load Master Schedule processing, view the Load Master Schedule Control Report. This report lists the names of students included with no course requests in Load Master Schedule processing. Load Master Schedule reflects all students included in processing in its statistics. If you include students without course requests in Load Master Schedule processing, the statistics are inaccurate. Load Master Schedule considers all selected students without course requests for selected the courses to have all course requests fulfilled. Resolution: Review the list of students with no course requests and decide to (a) exclude the students from Load Master Schedule processing by omitting their student statuses from Scheduling (Edit, Preferences, Student Status frame, Exclude box), (b) enter course requests for the students in Course Requests, or (c) include courses for which the selected students do have course requests in the selected courses used to run Load Master Schedule. 2. Reason: Load Master Schedule cannot fulfill a student's course request if no classes exist for the requested course in the requested term. If a student requests a course in a specific term and no classes exist in that term or if a student requests a course in Any Available Term and no classes exist in any selected term, Load Master Schedule cannot fulfill the course request. Report: Load Master Schedule Control Report (Scheduling, Load Master Schedule Control Report, Courses with Unscheduled Requests because No Classes Exist section and Students with Unscheduled Requests because no Classes Exist section) In Scheduling, after Load Master Schedule processing, view the Load Master Schedule Control Report. This report lists courses and students with unfulfilled requests because no classes exist in terms included in Load Master Schedule processing. Resolution: For each course, decide to (a) create classes for the course in the requested terms, (b) delete course requests because the course is no longer offered, or (c) delete course requests because the course is not offered in the current scheduling year and terminate the course for the current scheduling year (Courses, course record, Scheduling tab, Terminate After field). 3. Reason: Load Master Schedule cannot fulfill a student's course request if fulfilling the request will create conflicts in the current student schedule. Report: (a) Load Master Schedule Control Report (Scheduling, Load Master Schedule Control Report, Students with Incomplete Schedules section) (b) Potential Student Schedules (Reports, Report Type: Request) (c) Print Master Schedule (by course, in Grid view) (Reports, Report Type: Scheduling)

152 CHAPTER 5 Resolution: In Scheduling, mark Create Query of Students not Completed on the Load Master Schedule screen before running Load Master Schedule. Save the student query with a meaningful name and description on the Save Student Query screen. On the Load Master Schedule Report, review the Students with Incomplete Schedules section. Use the saved student query in Reports to run the Potential Student Schedules report (Reports, Report Type: Request). Use the Potential Student Schedules report to view: The requested classes in which a student is enrolled The requested classes in which a student is not enrolled The classes in which a student is enrolled but did not request Use the Potential Student Schedules report to evaluate which classes prevent enrollment in other classes. Review the Print Master Schedule report (by course, in Grid view) to determine which classes can fit in the student's schedule. Decide to enroll the student in a section of a course that does not create conflicts in the student's schedule. 4. Reason: Load Master Schedule cannot fulfill a student's course request if there are space limitations: The maximum class size limit defined on the course record is too low

S CHEDULING 153 The room capacity of the room assigned to the class is too low You do not offer enough classes of the course to fulfill all course requests (a) Reason: The Maximum Class Size Limit Defined on the Course Record is Too Low. For example, a course's class size maximum is 20. Its Requests/Term maximum is 200. Its Classes/Term maximum is 5. In Course Requests, you can enter 200 course requests without receiving a warning that the number of requests exceeds the maximum allowed. In Scheduling, Load Master Schedule can only enroll a maximum of 100 students in classes of the course. Load Master Schedule cannot fulfill 100 course requests for the course. (Class size maximum multiplied by classes/term maximum equals 100; 20x5= 100) Report: Course Request Tally (Course Requests, File, Course Request Tally) Resolution: In Course Requests, run the Course Request Tally to determine if the class size maximum for a course limits the number of course requests Load Master Schedule can fulfill. Edit each incorrect class size maximum on the Course Request Tally screen in Course Requests or in Courses (course record, Scheduling tab) or re-run Load Master Schedule with a higher class overload percentage (Load Master Schedule screen, Class Overload Percentage frame, Class Overload field). (b) Reason: The Room Capacity of the Room Assigned to the Class is Too Low. Report: Rooms List (Reports, Report Type: Miscellaneous) Resolution: If Load Master Schedule is enrolling fewer students in classes than the allowed maximum enrollment, check to see if the rooms assigned to the classes limit the enrollment. If a class maximum is 100 but a room's capacity is 30, Load Master Schedule will enroll only 30 students in classes assigned to the room. To resolve the limitation of a room's capacity, select one of the following three options. (1) Edit the room record for each room with an incorrect room capacity in Configuration.

154 CHAPTER 5 (2) Reschedule classes in rooms with correct capacities in Scheduling (Edit Class Timetable). (3) Edit the rooms listed as priority rooms on the Resources tab of the course records in Courses. Re-run Create Master Schedule to assign rooms for the affected courses. (c) Reason: You Do Not Offer Enough Classes of the Course To Fulfill All Course Requests. Report: Classes Created Report (Reports, Report Type: Scheduling) Resolution: To determine if the number of classes created for a course meets your scheduling needs based on the number of students course requests, run the Classes Created Report in Reports. Evaluate the information in the Classes Created Report to determine whether to (a) edit the number of classes offered for a course in a term or (b) increase the class size set on a course record. If you cannot offer more classes per term because of teacher or room limitations and you cannot increase class size, decide to (a) enter an alternate course request for unscheduled students or (b) unenroll specific scheduled students with a lower priority for the course to make room for students with a higher priority and enroll the lower priority students in classes of an alternate course. 5. Reason: Load Master Schedule cannot fulfill a student's course request if the course requested is marked as terminated (Courses, course record, Scheduling tab, Terminate After field). Report: (a) Load Master Schedule Control Report (Scheduling, Load Master Schedule Control Report, Students with Terminated Courses Requested section)

S CHEDULING 155 Resolution: On the Load Master Schedule Control Report, review the list of students in the Students with Terminated Courses Requested section. This section lists all students with unfulfilled requests because a requested course is terminated. All students listed in this section also appear is in Students with Incomplete Schedules section. To instruct Load Master Schedule to create an output query of students with unfulfilled course requests, in Scheduling, mark Create Query of Students not Completed on the Load Master Schedule screen before running Load Master Schedule. Save the student query with a meaningful name and description on the Save Student Query screen. Review the course requests of the students listed in the Student with Terminated Courses Requested section of the Load Master Schedule Control Report. Decide to (a) re-activate any courses mistakenly marked as terminated (Courses, course record, Scheduling tab, Terminate After field) or (b) delete all students' course requests for the terminated course (Course Requests, File, Requests by Course) and assign new course requests. Use the saved query of students with unfulfilled course requests to re-run Load Master Schedule. 6. Reason: Load Master Schedule cannot fulfill a student's course request if the current master schedule does not offer a class of the requested course at a time that fits in the student's schedule. Report: (a) Potential Student Schedules (Reports, Report Type: Request) (b) Print Master Schedule report (by course, in Grid view) (Reports, Report Type: Scheduling)

156 CHAPTER 5 Resolution: Review the Potential Student Schedules report and the Print Master Schedule report (by course, in Grid view) to determine if changes to the master schedule will let Load Master Schedule increase the number of fulfilled course requests. Keep teacher and room restrictions in mind when editing a class's meeting time. In Scheduling, mark Create Query of Students not Completed on the Load Master Schedule screen before running Load Master Schedule. Save the student query with a meaningful name and description on the Save Student Query screen. On the Load Master Schedule Report, review the Students with Incomplete Schedules section. Use the saved student query in Reports to run the Potential Student Schedules report (Reports, Report Type: Request). Use the Potential Student Schedules report to view: The requested classes in which a student is enrolled The requested classes in which a student is not enrolled The classes in which a student is enrolled but did not request To evaluate which classes prevent enrollment in other classes, use the Potential Student Schedules report.

S CHEDULING 157 Review the Print Master Schedule report (by course, in Grid view) to determine if changing a class's meeting time will let Load Master Schedule fulfill more course requests. Keep in mind teacher and room restrictions when editing a class's meeting time. Decide to (a) adjust the master schedule to offer classes in periods in which Load Master Schedule can enroll students, or (b) enroll the students in alternate classes. Keep teacher and room restrictions in mind when editing a class's meeting time. 7. Reason: Load Master Schedule cannot fulfill a student's course request if classes of a requested course have even one meeting that occurs in a common period associated with the selected student's grade level (Configuration, Acad Year tab, Academic Year tab, Common Periods, Edit Common Period screen, Grade Levels to Include box). Report: (a) Course Waiting List (Reports, Report Type: Scheduling) (b) Student Requests (Reports, Report Type: Request) Resolution: Review the Course Waiting List in Reports to determine if all or a large number of students requesting a course have unfulfilled course requests. This could indicate that a class is offered in a common period. Review the Student Requests report in Reports to determine if a pattern exists in which a large number of students requesting the same course have unfulfilled course requests. Decide to (a) remove a grade level's association with a common period in Configuration, if incorrect, (b) edit the meeting times of the common period in Configuration, if incorrect, (c) edit the master schedule to offer classes of the course which do not conflict with meetings of the common period, in Scheduling or, in Configuration, edit the pattern associated with the course record to exclude periods which are common periods and then re-run Load Master Schedule. If you are enrolling students in classes for the next academic year before promoting them to the next grade level, a student's current grade level may be associated with a common period which conflicts with classes in which you attempt to enroll the student for the next scheduling year. To avoid this issue, remove a grade level's association with a common period during the scheduling process for students currently in that grade level (Configuration, Acad Year tab, Academic Year tab, Common Periods, Edit Common Period screen, Grade Levels to Include frame). Restore the grade level's association with the common period after completing the scheduling process for students in that grade level. Reports to Evaluate Unfulfilled Course Requests Scheduling: Load Master Schedule Control Report Reports: Potential Student Schedules, Print Master Schedule, Rooms List, Classes Created, Course Waiting List, and Student Requests Course Requests: Course Request Tally

158 CHAPTER 5 Reports in Scheduling: Load Master Schedule Control Report Load Master Schedule Control Report (Scheduling, Load Master Schedule Control Report, Students with no Requests section) The Load Master Schedule Control Report lists the number of total course requests processed and the number and percentage of course requests fulfilled. Based on the selected students and selected courses you used to run Load Master Schedule, this report lists the total number of students: With all course requests fulfilled. With unfulfilled course requests. With no course requests. With unfulfilled course requests because no classes exist. With unfulfilled course requests because a terminated course was requested. Scheduled in alternate courses. With classes of a course added to free periods. To assist you in evaluating unfulfilled course requests, the report lists the names of all students: With unfulfilled course requests. With no course requests. With unfulfilled course requests because no classes exist. With unfulfilled course requests because a terminated course was requested. Scheduled in alternate courses. With classes of a course added to free periods. The list of students with incomplete schedules (unfulfilled course requests) may include students in the list of students with classes of a selected course added to free periods. A student's schedule is considered incomplete if the student has unfulfilled course requests even if all periods are scheduled. If adding a course to different free periods for each student or to multiple free periods for selected students (for example, Study Hall), confirm the selected course has classes that meet in each period of each day of the scheduling cycle. Unless you are specifically assigning a class without meeting times (for example, Independent Study or Community Service), confirm the selected course does not have any classes without meeting times. Classes without meeting times never create conflicts. If you assign meeting times to the classes at a later time, you may create student, teacher, and room conflicts. Load Master Schedule never enrolls a student in a class if it will create a scheduling conflict for the student. Student and faculty/staff schedules do not display classes without meeting times in Scheduling (Edit Student Schedule; Edit Class Timetable) or Records Management (student record, Schedule tab; faculty/staff record, Schedule tab). You can select to display classes without meeting times on student and faculty/staff schedules in Reports (Report Type: Scheduling, Report Name: Print Schedules On the Format tab, mark Print Classes with no Meetings).

S CHEDULING 159 Before adding a course to free periods, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. No students have unfulfilled course requests. To prevent Load Master Schedule from mistakenly enrolling students in multiple sections of the selected course, be sure: You use the Add Course to Free Periods option only after you confirm all selected students have no unfulfilled course requests. You create only one class for each course to be assigned no meeting times. All classes assigned meeting times have the correct meeting times. The Add Course to Free Periods option adds a class of the selected course to each free period of each selected student s schedule. This is ideal for assigning sections of Study Hall to each free period for each selected student. To avoid enrolling students in multiple sections of a course in which they should be enrolled just once, carefully select the course to be added to free periods. Reports in Reports: Potential Student Schedules, Print Master Schedule, Rooms List, Classes Created, Course Waiting List, and Student Requests Potential Student Schedules (Reports, Report Type: Request)

160 CHAPTER 5 The Potential Student Schedules report lists all selected students (with course requests or enrollment) and shows their potential schedules of the first meeting times for each period in each cycle day for each requested and enrolled class. You select the timetable and which days and periods are displayed. To evaluate conflicts and the need to adjust class size or the number of classes offered, you can use the Potential Student Schedules report. Run this report using the query of students with incomplete schedules (unfulfilled course requests) you saved in Scheduling (Load Master Schedule screen, Create Query of Students not Completed). Use the Potential Student Schedules report to view: The requested classes in which a student is enrolled. The requested classes in which a student is not enrolled. The classes in which a student is enrolled but did not request. To evaluate which classes prevent enrollment in other classes, use the Potential Student Schedules report. The Potential Student Schedules report lists all selected students (with course requests or enrollment) and shows their potential schedules of requested classes' first meeting times for each period in each cycle day. You select the timetable and which days and periods are displayed. The following table provides explanations of the symbols used on this report for classes that could satisfy the student's course requests. E C F Student is enrolled in class. Class is in conflict with another enrolled class or common period in the same timetable as the class. The common period is not displayed. C displays if a conflict exists in any of the class's terms regardless of the terms you select for the report. Class is full. + More than one class section is available in that meeting time. If the student is enrolled, the plus sign indicates the enrolled section. If the student is not enrolled in any section, the plus sign indicates the section with the most available seats. N T More classes are available during that meeting time that do not conflict with enrolled classes, but the current section the student is enrolled in does conflict with another class. N appears only if E, C and + are all displayed. Class conflicts with an enrolled class or common period in another timetable. If a requested course belongs to a different timetable than its alternate or main requested course, the name of the timetable appears in parentheses after the course name. * The course request is for "Any Available Term". The asterisk displays with the course ID.

S CHEDULING 161 The course ID and course name of alternate course requests print in italics below each course request. If the main and alternate course requests are for courses of different term lengths, the report displays information only for the term(s) of the main course request. Print Master Schedule (Reports, Report Type: Scheduling) In Reports, select the scheduling report Print Master Schedule. On the General tab, mark Course. On the Format tab, in the Print Format frame, select the Grid View. (If you include more than five periods in the report and select Grid View, the report automatically prints in landscape orientation.) You can use this report to determine if changing a class s meeting time will let Load Master Schedule fulfill more course requests. Keep in mind teacher and room restrictions when editing a class s meeting time. Rooms List (Reports, Report Type: Miscellaneous)

162 CHAPTER 5 If you are evaluating unfulfilled course requests and you determine that Load Master Schedule is under-enrolling students in classes, use the Rooms List to review the capacity set on room records in Configuration. To edit a room's capacity, on the Rooms tab in Configuration, select a room and click Edit. On the General tab of the Edit Room screen, edit Capacity. Each year, before scheduling, confirm each room's Capacity is blank or accurate. If you list a capacity of zero (0), Load Master Schedule will not enroll any students in classes assigned to the room. If the capacity is incorrect, Load Master Schedule may over-enroll or under-enroll students in classes assigned to the room. Classes Created Report (Reports, Report Type: Scheduling) To determine if the number of classes created for a course meets the scheduling needs based on the number of students course requests, run the Classes Created Report. (Reports, Report Type: Scheduling) For each selected course in each selected term, the Classes Created Report lists the course ID, course name, number of student requests, and number of classes created. The report states if too few classes exist to accommodate the number of student course requests. For example, if the course record for Photography lists a maximum class size of 35 and a maximum number of classes per term of 2, Load Master Schedule can fulfill no more than 70 students' course requests for Photography per term. If the course record for Photography lists a maximum number of requests per term of 100 and 100 students request Photography in a term, the Classes Created Report shows too few classes exist to fulfill all students' course requests.

S CHEDULING 163 The Created Classes Report also indicates if no classes exist because the number of student requests is lower than the minimum set on the course record (Courses, course record, Scheduling tab, Course Limits frame). Evaluate the information in the Classes Created Report to decide whether to edit the number of classes offered for a course in a term or to increase the class size set on a course record. Course Waiting List (Reports, Report Type: Scheduling) To determine which requested courses have unfulfilled student requests, run the Course Waiting List. Sort the list in descending order by number of students waiting. If all or a large number of students requesting a course have unfulfilled requests, evaluate the master schedule to pinpoint the reason for the unfulfilled requests. For example, explore whether classes of the course conflict with common periods, if there are no classes created for the course, or if the course is marked as terminated and is therefore ignored by Load Master Schedule. Student Requests (Reports, Report Type: Request On the Format tab, mark Print Only Unscheduled Requests and Print Request Status)

164 CHAPTER 5 Review the Student Requests report for a list of students with unscheduled requests. On the Format tab, mark Print Only Unscheduled Requests. To list the status of each student request, mark Print Request Status. The statuses are OK, Full, Conflict, Full/Conflict, Terminated, or No Classes. You can use this report to determine if a pattern exists in which a large number of students requesting the same course have unfulfilled course requests. If so, evaluate the master schedule to pinpoint the reason for the unfulfilled requests. For example, explore whether classes of the course conflict with common periods, if there are no classes created for the course, or if the course is marked as terminated and is therefore ignored by Load Master Schedule. Reports in Course Requests: Course Request Tally Course Request Tally (Course Requests, File, Course Request Tally) In Course Requests, run the Course Request Tally to view the following information for each selected course: The number of course requests in each term. The number of potential classes in each term based on the number of student course requests and the maximum class size as set on the course record in Courses. The minimum and maximum number of course requests permitted per term as set on the course record in Courses. The minimum and maximum number of classes permitted per term as set on the course record in Courses. The minimum and maximum class size as set on the course record in Courses.

S CHEDULING 165 Evaluate the Course Request Tally to determine if the class size maximum for a course limits the number of course requests Load Master Schedule can fulfill. For example, a course s Class Size maximum is 20. Its Requests/Term maximum is 200. Its Classes/Term maximum is 5. In Course Requests, you can enter 200 course requests without receiving a warning that the number of requests exceeds the maximum allowed. In Scheduling, Load Master Schedule can only enroll a maximum of 100 students in classes of the course. Load Master Schedule cannot fulfill 100 course requests for the course. (Class size maximum multiplied by classes/term maximum equals 100; 20 x 5 = 100) Edit each incorrect class size maximum on the Course Request Tally screen in Course Requests or in Courses (course record, Scheduling tab). Scheduling Preferences Each user can set preferences in Scheduling. For example, change the conflict color and set toolbar options. You can select to: Automatically reflect changes in subsequent terms. Automatically assign corequisites. Generate course requests when enrolling students in non-requested courses. Display a verification message when information is saved. Display the first meeting day and period of each class on the Edit Student Schedule and Add Class screens. Set the fields displayed for students, teachers, rooms, and courses. Exclude students from scheduling based on status. User preferences are specific to each workstation, not user name.

166 CHAPTER 5 Setting Scheduling preferences 1. In Scheduling, select Edit, Preferences. The Preferences screen appears. 2. In the Conflict Color field, select a color from the list. This color highlights conflicts on student, teacher, and room schedules. 3. If you mark Automatically Reflect Changes in Subsequent Terms, the program copies the scheduling changes to a class in one term to future terms in which the class is scheduled. If you do not mark this checkbox, scheduling changes in one term do not affect schedules in future terms. 4. To automatically assign a course s corequisites when you assign the course, mark Automatically Load and Assign Corequisites. 5. To display a verification message when information is saved, mark Show Save Information Dialog. 6. To view the first meeting day and period of each class on the Edit Student Schedule screen, mark Show First Meeting on Edit Student Schedule Screen. Marking Show First Meeting on Edit Student Schedule Screen also adds the First Meeting column to the following screens: Edit Student Schedule, Add Class screen (Add) Edit Student Schedule, Change Class for screen (press F7 in the Class column) Edit Class Timetable, Change Class for screen (Class, Transfer) We recommend you mark this checkbox to expedite manual scheduling and editing schedules. 7. To automatically generate a request in Course Requests when you enroll a student in a non-requested course, mark Generate Requests When Enrolling a Student in the Requests frame. If you remove the student from the class enrollment, the program automatically deletes the course request.

S CHEDULING 167 8. In the Toolbar Options frame, you can set preferences for the Scheduling toolbar. To save the most recent toolbar position, mark Save Toolbar Position. If you move the toolbar, it appears in the same location the next time you enter Scheduling. To move the toolbar to any position on the screen by dragging and dropping it with the mouse, mark Toolbar Movable. To dock the toolbar on the screen, mark Toolbar Dockable. When it nears the top, bottom, left, or right side of the screen, the program docks the toolbar in a predefined position. To display the purpose or function of the toolbar buttons as you move the pointer across them, mark Show Tool Tips. 9. In the Display frame, select the fields to appear with student, teacher, room, and course names. Mark each option and separately define the format for Students, Teachers, Room, and Course. 10. In the Student Status frame, use the right arrow to move statuses from the Include box to the Exclude box. To ensure Load Master Schedule statistics are accurate, exclude statuses other than those assigned to students who will attend classes in the year being scheduled. Load Master Schedule's completion percentage includes all students without course requests. It processes students without course requests as having all course requests fulfilled. 11. To save and close the Preferences screen, click OK. Specifying a Scheduling Year In Scheduling, confirm the academic year on the title bar is correct. Create Master Schedule is academic year and timetable specific. Load Master Schedule is academic year specific only. If you are creating the master schedule for a future academic year, select Edit, Scheduling Year. In the Year and Timetable fields, select entries. If you are loading the master schedule for a future academic year, select Edit, Scheduling Year. In the Year field, select an entry. You can schedule all academic years with defined timetables. Specifying the academic year for scheduling 1. In Scheduling, select Edit, Scheduling Year. The Scheduling Year screen appears. 2. In Year, select the academic year to view or schedule.

168 CHAPTER 5 3. In Timetable, select the timetable to view or schedule. 4. Click OK. The selected academic year and timetable appear on the title bar. Creating Classes In Scheduling, use Create Classes to automatically create sections for each course. This feature creates classes based on the course limits information set on the Scheduling tab of each course record in Courses and the number of course requests entered for each course in Course Requests. Create Classes automatically assigns class IDs. Each class ID is a combination of the course ID and the next available section number. For example, the course AP Biology has a course ID of AP BIO. AP BIO has classes with IDs of AP BIO-01, AP BIO-02, AP BIO-03, etc. Create Classes does not assign meeting times, rooms, or teachers. Manually assign meeting times, rooms, and teachers using Edit Class Timetable or automatically assign them using Create Master Schedule. The changes to the Length in Terms and Start in Term(s) information on a course record (Scheduling tab, Terms Limits frame) in Courses affect only newly created classes for the course, not classes created prior to the changes (Scheduling). Before using Create Classes, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year and timetable on the title bar are correct (Edit, Scheduling Year). You must not run Create Classes for a timetable in a current or previous academic year unless no grades, skill ratings, or attendance entries exist. Create Classes can delete all existing class sections. This automatically removes all students from classes and deletes all grades, skill ratings, and attendance entries.

S CHEDULING 169 Creating a class 1. In Scheduling, select File, Create Classes. The Create Classes screen appears. In Registrar s Office, each section of a course is a class. Students request courses (Course Requests). You load/enroll students into classes (Scheduling). Each class ID is a combination of the course ID and the next available section number. For example, the course Algebra I has a course ID of ALG I. ALG I has classes with IDs of ALG I-01, ALG I-02, ALG I-03, etc. 2. In the Create Classes for frame, you can mark All Courses, Selected Courses, or One Course. If you mark Selected Courses, the From Group field appears. Click the arrow button and select a query from the Available Queries screen. If you mark One Course, the Selected Course field appears. Select a course from the Course Selection screen. 3. In the Restart frame, select to save or clear all previously created classes. Use this option when running Create Classes more than once. Before selecting to Clear All Previously Created Classes in Create Classes, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year and timetable on the title bar are correct (Edit, Scheduling Year). If you mark Do Not Clear Previously Created Classes, Create Classes adds new classes without deleting existing classes.

170 CHAPTER 5 If you mark Clear All Previously Created Classes, Create Classes deletes all existing classes for the academic year and timetable. You must not Clear All Previously Created Classes for a timetable in a current or previous academic year unless no grades, skill ratings, or attendance entries exist. Clear All Previously Created Classes deletes all existing class sections. This automatically removes all students from classes and deletes all grades, skill ratings, and attendance entries. Use Clear All Previously Created Classes only after you confirm you have a recent, tested backup of the database. 4. In the Courses with Non-Term Specific Requests frame, select to create or not create classes for courses with "Any Available Term" course requests. If you mark Do not Create Classes, Create Classes does not create classes for courses with "Any Available Term" course requests. Create Classes does create classes for courses with term-specific requests. If you mark Create Using Balance Method, Create Classes creates term-specific classes first and adds classes for "Any Available Term" requests to reach a balance. The number of classes created for each term is as equal as possible. If you mark Create Using Even Distribution, Create Classes creates term-specific classes first and divides the "Any Available Term" requests evenly among the term. 5. In the Minimum Classes and Maximum Classes frames, determine the number of classes created if the number of course requests does not match the course limits set on the Scheduling tab of course records in Courses. If you mark Create Calculated Classes, Create Classes creates the number of classes needed to meet course requests for each course even if the number is above or below the course limits set on the Scheduling tab of course records in Courses. If you mark Create Minimum/Maximum Classes, Create Classes creates the number of classes indicated in the course limits on the Scheduling tab of course records in Courses. If you mark Do Not Create Classes, Create Classes does not create classes for a course if the calculated demand is above or below the course limits information on the Scheduling tab of the course record in Courses. The program determines calculated classes based on the following formula: the number of course requests for a given course and start term divided by the maximum class size for the course, rounded up. For example, 120 requests divided by 50 maximum per class = 2.4, rounded up to 3. 6. In the Start In Term frame, select the terms in which to create classes. 7. In the Courses with no Requests frame, select from options if no requests exist for a course Do Not Create Classes, Create Minimum Classes, Create Maximum Classes.

S CHEDULING 171 8. Click OK. When processing is complete, the Create Classes Completed screen appears. The Create Classes Completed screen lists the number and percentage of courses for which classes were created. For example: If you select a query of 9 courses on the Create Classes screen and Create Classes cannot create sections for one of the courses, the Create Classes Completed screen reads: Classes created for 8 of 9 (88.89%) selected courses. If you select one course on the Create Classes screen and Create Classes cannot create sections for the course, the Create Classes Completed screen reads: Classes created for 0 of 1 (0.0%) selected course. The Create Classes Completed screen also lists the number and percentage of courses for which Create Classes could not create sections, broken down by reason. Note that zero percent (0%) is a good result meaning that no courses were omitted from Create Classes processing for that reason. For example: If Create Classes did not omit any of the selected courses from its processing because sections already exist for the course in the selected academic year, the screen displays: Zero percent (0%) is a good result meaning that no courses were omitted from Create Classes processing for the reason listed. If Create Classes did not omit any of the selected courses from its processing because course requests do not exist for the course in the selected academic year, the screen displays: If Create Classes did not omit any of the selected courses from its processing to prevent violating the course limits set on the Scheduling tab of the course record in Courses, the screen displays: 9. On the Create Classes Completed screen, click Edit to open the Edit Classes screen or click OK to close the Create Classes Completed screen. For information about Edit Classes, see Editing Classes on page 172.

172 CHAPTER 5 Editing Classes Using Edit Classes You can use Edit Classes to change the number of classes for a course. 1. In Scheduling, select File, Edit Classes. The Edit Classes screen appears. 2. To limit the courses displayed, filter by Department, Grade Level, and Start Term. 3. Manually change the number of classes for a course in the Classes column. If the number of classes for a course is below the minimum or above the maximum per term entered on the course record, the course name appears in the conflict color select on the Preferences screen (Edit, Preferences, Conflict Color field). You cannot decrease the number of classes for a course using Edit Classes if scheduling information exists for the classes. You can use Edit Class Timetable to decrease the number of classes for a course if scheduling information exists. 4. To print the information on the screen, click Print. 5. To locate a specific course, click Find. 6. To save the information, click OK. Create Master Schedule Create Master Schedule automatically assigns meeting times, rooms, and teachers to classes based on the scheduling priority you set on each course record (Courses) and the order in which you select to process courses with Create Master Schedule (All Courses, Selected Courses, or One Course). The Create Master Schedule menu option is available only in databases configured for this optional module.

S CHEDULING 173 Create Master Schedule and Load Master Schedule can significantly reduce the time you spend scheduling each year. For more information about obtaining the optional modules Create Master Schedule and Load Master Schedule, contact us at solutions@blackbaud.com or 1-800-443-9441. Each year, before scheduling, review Scheduling Checklist on page 111. Before designing the master schedule, review Master Schedule Tips on page 134 and Evaluating Unfulfilled Course Requests on page 150. In Scheduling, after you create classes for courses, use the optional module Create Master Schedule to automatically assign meeting times, rooms, and teachers to the classes. Automated scheduling can greatly speed the scheduling process. You can run Create Master Schedule for all courses not terminated or marked to be scheduled manually (Courses, course record, Scheduling tab). You can run Create Master Schedule for all courses, selected courses, or one course. Decide whether to exclude periods using student schedule conflicts. Select a conflict percentage. Determine whether to schedule teachers, rooms or teachers and rooms. Select the start terms of the classes to schedule. For succeeding runs of Create Master Schedule, you can select Do Not Clear, Clear Timetable, Clear Teachers, Clear Rooms, or Clear Teachers and Rooms. In this way, you can select to clear scheduling or layer the master schedule by adding meeting, room, and teacher assignments separately by groups of courses one at a time. Before each run of Create Master Schedule, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year and timetable on the title bar are correct (Edit, Scheduling Year). To avoid changes to course records, course requests records, faculty/staff records, and room records which may affect Create Master Schedule processing, run Create Master Schedule at off-peak business hours. We recommend you frequently save clearly-named copies of the master schedule as you edit it (File, Saved Scheduling Years, Save). Depending on your organization s setup, scheduling results may be improved if you create the master schedule in a layering fashion. An example follows. Assign meeting times, teachers, and rooms to all required courses for seniors. Review the results. Save a clearly-named copy of the master schedule. To add all required courses for juniors, run Create Master Schedule. Review the results. Save a clearly-named copy of the master schedule. To add another group of courses, run Create Master Schedule again. Review the results. Save a clearly-named copy of the master schedule. Create Master Schedule is an optional module.

174 CHAPTER 5 Continue to layer the master schedule. After reviewing a run of Create Master Schedule, save a clearly-named copy of the master schedule. At any point in the process, you can restore a saved copy of the master schedule (File, Saved Scheduling Years, Restore). Confirm you have a recent, tested backup of the database before restoring a scheduling year. Save each copy of the master schedule with a meaningful description (maximum of 254 alphanumeric characters) for future reference. For example, save the master schedules as 2003/2004-Upper School-All Courses-Meeting Times and Rooms-No Teachers or Students or 2003/2004-Middle School-8th Grade Courses Only-Meeting Times, Teachers, Rooms-No Students. To restore a master schedule, select File, Saved Scheduling Years, Restore. The restored scheduling year overwrites all previous master schedule information for the indicated academic year and timetable. Confirm you have a recent, tested backup of the database before restoring a scheduling year. Create Master Schedule processes classes and teachers as follows. Create Master Schedule assigns classes of the selected courses based on: The number of classes per course. Create Master Schedule processes singletons before doubletons, doubletons before tripletons, etc. The number of classes overrides the scheduling priority you set for each course (Courses, course record, Scheduling tab). Create Master Schedule processes a low priority singleton before a high priority doubleton or tripleton. Since electives tend to be singletons while required courses tend to have multiple sections, you may improve the scheduling results if you run Create Master Schedule in a layering fashion. That is, schedule required courses before electives. Before beginning scheduling, in Query, create queries to group different types of courses (for example, required, elective, and honors). Process these courses in priority-order with Create Master Schedule. At each point in the process, save a clearly-named copy of the master schedule. At any point in the process, you can restore a saved copy of the master schedule. Confirm you have a recent, tested backup of the database before restoring a scheduling year. The scheduling priority on the course record. Within each grouping by number of classes, Create Master Schedule processes classes of courses with a high scheduling priority (Courses, course record, Scheduling tab) before it processes classes of courses with standard or low scheduling priorities. The total number of course requests. Within each grouping by number of classes and scheduling priority, Create Master Schedule processes classes in order of their number of course requests. It processes classes of courses with the highest number of course requests first and proceeds in descending order. Create Master Schedule assigns teachers to the selected courses based on: Teacher scheduling priority. The first criterion Create Master Schedule processes to assign teachers to classes is the teacher scheduling priority on the course record (Courses, course record, Resources tab). In descending order, Create Master Schedule assigns teachers with the priorities High, Standard, and Low. Each teacher's maximum number of classes per term. Within each grouping of teachers identified by scheduling priority, Create Master Schedule processes teachers in descending order by the number of acceptable class assignments based on the Max Classes per term indicated on their faculty/staff records (Records Management, faculty/staff record, Bio2 tab, Max Classes field). For example, both Mr. Richard Hollyfield and Ms. Erin Davy have a High priority to teach Earth Science. Richard's Max Classes limit is 5. He is already assigned to four classes in the term. Richard has one remaining allowable assignment. Erin's Max Classes limit is 3. She is already assigned to one class in the term.

S CHEDULING 175 Erin has two remaining allowable assignments. Since Erin's class assignments leave two remaining allowable assignments, Create Master Schedule assigns her to a class of Earth Science before assigning Richard. (Formula: Create Master Schedule priority is given to the teacher with the highest number of allowable assignments after subtracting the number of classes currently assigned in the term from the Max Classes limit.) Each teacher's maximum number of classes per course per term. Within each grouping of teachers identified by scheduling priority and remaining allowable assignments in the term, Create Master Schedule processes teachers in descending order by the number of classes for the specific course each teacher is permitted to teach per term, as indicated on the course record (Courses, course record, Resources tab, Max Classes column). For example, both Ms. Erin Davy and Mr. Stephen Walsh have a Max Classes limit of 4 assignments per term for Chemistry. Erin is already assigned to one Chemistry section. Stephen is already assigned to two Chemistry sections. Since Erin's Chemistry assignments leave three remaining allowable assignments, Create Master Schedule assigns her to a class of Chemistry before assigning Stephen. (Formula: Create Master Schedule priority is given to the teacher with the highest number of allowable assignments for the course after subtracting the number of classes currently assigned for the course in the term from the Max Classes limit.) Number of restricted meeting times. Within each grouping of teachers identified by scheduling priority, remaining allowable assignments in the term, and remaining allowable assignments for the course, Create Master Schedule processes teachers in order of their number of restrictions. It processes teachers with the highest number of meeting time restrictions first and proceeds in descending order. After creating the master schedule, use Load Master Schedule to automatically enroll students in classes. For more information about automatically enrolling students, see Load Master Schedule on page 190. To optimize the results using Create Master Schedule and Load Master Schedule, accurately assign: Each course's scheduling priority (Courses, course record, Scheduling tab). Each course request (Course Requests). Each course request priority (Course Requests). After creating the master schedule, be sure to save a clearly-named copy (File, Saved Scheduling Years, Save). Be sure to back up the Registrar s Office or Admissions and Registrar s Office database every day. Test backups frequently. Each year, before scheduling, review the detailed Scheduling Checklist on page 111. The checklist outlines the steps you must take to prepare for and implement automated and manual scheduling. It lists the reports to run for scheduling assistance. Before designing the master schedule, review Master Schedule Tips on page 134 and Evaluating Unfulfilled Course Requests on page 150. Back up the Registrar s Office or Admissions and Registrar s Office database every day. Test backups frequently.

176 CHAPTER 5 Before starting the scheduling process, review the following detailed sections in this chapter: Scheduling Checklist on page 111, Master Schedule Tips on page 134, and Evaluating Unfulfilled Course Requests on page 150. Running Create Master Schedule 1. In Scheduling, before running Create Master Schedule, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year and timetable on the title bar are correct (Edit, Scheduling Year). To avoid changes to course records, course request records, faculty/staff records, and room records which may affect Create Master Schedule processing, run Create Master Schedule at off-peak business hours. 2. Select File, Create Master Schedule. The Create Master Schedule screen appears. 3. In the Create Master Schedule for frame, you can mark All Courses, Selected Courses, or One Course. If you mark Selected Courses, the From Group field appears on the screen. Click the arrow button and select a query on the Available Queries screen. If you mark One Course, the Selected Course field appears on the screen. Press F7 to search for and select a course on the Course Selection screen.

S CHEDULING 177 4. In the Restart frame, for succeeding runs of Create Master Schedule, mark Do Not Clear, Clear Timetable, Clear Teachers, Clear Rooms, or Clear Teachers and Rooms. Selecting to clear the timetable removes all meeting time, teacher, and room assignments for the course option marked in the Create Master Schedule for frame. Do Not Clear Clear Timetable Clear Teachers Clear Rooms Clear Teachers and Rooms Keep all previously assigned meeting times, teachers, and rooms for the course option marked in the Create Master Schedule for frame: All Courses, Selected Courses, or One Course. Clear the timetable for the course option marked in the Create Master Schedule for frame: All Courses, Selected Courses, or One Course. Clearing the timetable clears all meeting time, teacher, and room assignments for all selected courses. Clear teacher assignments, not meeting times and rooms, for the course option marked in the Create Master Schedule for frame: All Courses, Selected Courses, or One Course. Clear room assignments, not meeting times and teachers, for the course option marked in the Create Master Schedule for frame: All Courses, Selected Courses, or One Course. Clear teacher and rooms assignments, not meeting times, for the course option marked in the Create Master Schedule for frame: All Courses, Selected Courses, or One Course. 5. To instruct Create Master Schedule to assign teachers to all classes assigned to one room only, mark the Keep Teachers in Same Room checkbox. You can mark Homeroom or First Room Assigned. In the When to use field, you can select Always or If possible. If you do not mark Keep Teachers in Same Room, Create Master Schedule assigns teachers to classes in rooms based on priorities set on the courses record in Courses and restrictions set on the room records in Configuration (Rooms tab). 6. To instruct Create Master Schedule to assign non-conflicting meeting times to classes if students requests show the classes must not occur at the same meeting times in order to fulfill all course requests, mark Exclude Periods Using Student Schedule Conflicts. If you mark this checkbox, the Maximum Potential Conflict Percentage field is activated. Select a conflict percentage. 7. In the Scheduling Options frame, you can mark either, both or neither of the checkboxes: Schedule Teachers, Schedule Rooms. 8. In the Start in Term frame, the red check mark to the left of a term name instructs Create Master Schedule to schedule classes starting in that term. All terms default to activated. To remove a check mark, click it. Before each run of Create Master Schedule, confirm:

178 CHAPTER 5 Before each run of Create Master Schedule, confirm you have saved a clearly-named copy of the master schedule. You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year and timetable on the title bar are correct (Edit, Scheduling Year). To avoid changes to course records, course request records, faculty/staff records, and room records which may affect Create Master Schedule processing, run Create Master Schedule at off-peak business hours. 9. To run Create Master Schedule, after marking selected options and checkboxes on the Create Master Schedule screen, click OK. A processing box appears, listing each term name as classes starting in that term are processed. 10. Upon completion, the Create Master Schedule Completed screen appears This screen displays the number and percentage of selected classes assigned meeting, teachers, and rooms.

S CHEDULING 179 11. On the Create Master Schedule Completed screen, click Report to view the Process Report for Create Master Schedule screen. 12. On the Process Report for Create Master Schedule screen, click Print to print the process results. To return to the Create Master Schedule Completed Screen, click OK. 13. On the Create Master Schedule Completed screen, to display the View Master Schedule screen, click View. 14. On the View Master Schedule screen, in the Display Schedule for frame, select a Term, Day, and Period to filter the displayed schedule. In the Filter frame, you can filter by Department and Grade Level.

180 CHAPTER 5 15. On the View Master Schedule screen, select a class and click Students. The Student Enrollment screen appears listing all students enrolled in the class. 16. To return to the View Master Schedule screen, click OK. 17. On the View Master Schedule screen, click Print to print the displayed information for classes meeting in the selected term, day, and period. 18. To close the View Master Schedule screen, click OK. Do not click View first if you also want to review the Process Report for Create Master Schedule screen. After you view the View Master Schedule screen, the Create Master Schedule Completed screen is no longer available. You can click Report and then View, but not View and then Report. After creating the master schedule for each timetable in the selected academic year, use the optional module Load Master Schedule to automatically enroll students based on course requests. See Load Master Schedule on page 190 for more information about Load Master Schedule. After you create the master schedule for each timetable, be sure to save a clearly-named copy of each master schedule before enrolling any students. In this way, you can restore a master schedule with all meeting times, teacher, and rooms assignments but no student enrollments at any point in the Load Master Schedule process (File, Saved Scheduling Years, Restore).

S CHEDULING 181 View Master Schedule Viewing the master schedule 1. In Scheduling, select File, View Master Schedule. The View Master Schedule screen appears. 2. In the Display Schedule For frame, filter by Term, Day, and Period to limit the classes displayed. 3. In the Filter frame, select a Department and Grade Level. 4. If you select a class, the name of the assigned teacher appears under the grid. 5. To view a list of all students in the selected class, click Students. 6. To print the displayed schedule, click Print. 7. To close the View Master Schedule screen, click OK. Edit Class Timetable You can manually schedule classes and resolve student, teacher, and room conflicts. On the Courses/Classes screen (File, Edit Class Timetable), you view all courses with course records in Courses. The courses/classes list excludes any courses with an indicated Terminate After academic year with an end date before the selected academic year (Courses, course record, Scheduling tab). The plus sign to the left of a course indicates the course has one or more classes in the academic year and timetable. Double-click the plus sign to display the class IDs. In Registrar s Office, each section of a course is a class. Students request courses (Course Requests). You load/enroll students into classes (Scheduling). Each class ID is a combination of the course ID and the next available section number. For example, the course Algebra I has a course ID of ALG I. ALG I has classes with IDs of ALG I-01, ALG I-02, ALG I-03, etc. Save a clearly-named copy of each master schedule before enrolling any students. You can restore a master schedule with all meeting times, teacher, and rooms assignments but no student enrollments at any point in the Load Master Schedule process.

182 CHAPTER 5 Adding a class 1. In Scheduling, select File, Edit Class Timetable. The Courses/Classes screen appears. 2. To view all courses/classes, do not filter by View, Start Term, or Department. 3. To limit the courses/classes displayed, select No (M)eeting, No (T)eacher, or No (R)oom in View and filter by Start Term and Department. 4. In the Courses/Classes box, select the course to which to add a class. 5. Click Add. If the addition exceeds the maximum number of classes allowed by the course limits set on the course record in Courses, a message appears warning you the maximum classes per term will be exceeded. To create a new class, click OK. To return to the Courses/Classes screen, click Cancel. If you click OK, a new class ID appears under the selected course. Editing class information 1. In Scheduling, select File, Edit Class Timetable. The Courses/Classes screen appears. 2. In the Courses/Classes box, select the class to edit.

S CHEDULING 183 3. Click Select. The class information screen for the class appears. On the class information screen, assign meeting times, teachers, and rooms, and manually load/enroll students. Display actual or potential student, teacher, and room conflicts. If you assign a meeting time that falls within the pattern assigned to the course (Courses, Meetings tab), a message appears asking if you want to automatically complete the pattern. To assign all meeting times in the pattern, click Yes. To assign only the selected meeting time, click No. The class status appears under the class schedule grid, displaying the number of assigned meetings, teachers, and rooms. 4. In View, you can select Grid or List. 5. In Term, select a term. 6. Under Display Conflicts, you can mark an option to display the number of student, teacher, and room conflicts in each assigned meeting in the class schedule grid. To display no student, teacher, and room conflicts, mark None. To display actual student, teacher, and room conflicts, mark Actual Conflicts. To display potential student, teacher, and room conflicts, mark Potential Conflicts. For example, a teacher or room has priority for the course but is scheduled for another class in the period, or a student has requested two courses, each which offer a class in the period. 7. In the Grid view, mark Scheduling Restrictions to display the scheduling pattern assigned on the Meetings tab of the course record (Courses). 8. To view the list of students requesting the course, mark Students. Enrolled students have red check marks to the left of their names. To remove a student from the class, click the red check mark to remove it. To add a student with a request, click to the left of the name to activate a red check mark.

184 CHAPTER 5 To add a student not on the list, click Add. The Search screen appears. Search for and select a student. The student name appears on the class information screen with a red check mark. 9. To assign a teacher to the class, mark Teachers. In the Filter field, you can select a filter of Currently Assigned, Priority, or Department. Or, you can select Class, Find Free. 10. To assign a room to each assigned meeting, mark Rooms. Select a filter of Currently Assigned, Priority, or Room Type in the Filter field to assign a room one meeting at a time. To assign selected or all meeting times at once, select Class, Find Free. 11. To view a Student, Teacher, or Room schedule, mark the option button and click Schedule. 12. To save the additions and edits, select File, Save. 13. To close the class information screen, select File, Close. Adding a group of students from the class information screen To add multiple students to a class at one time, you can use Group Add Students. You can add students by homeroom, grade level, and query group. After the students are loaded, if the number exceeds the room capacity or class size, a message appears to let you know. 1. From the class information screen in Scheduling, mark Students. 2. Select Class, Group Add Students. The Group Add Students screen appears. 3. You can mark Homeroom, Grade Level, or Group Name. If you mark Homeroom, the Homeroom field appears. Select a homeroom. If you mark Grade Level, the Grade Level field appears. Select a grade level. If you mark Group Name, the Group Name field appears. Select a query group. 4. Click OK. A confirmation screen appears when the group add is complete. 5. To close the screen, click OK.

S CHEDULING 185 Removing students from classes using Drop, Withdraw, or Transfer On the class information screen, you can manually remove students from classes using Withdraw, Drop, or Transfer. For information about the effects of withdraw and drop in Scheduling, see Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance on page 207. Withdraw You can select withdraw to retain grades, skill ratings, and enrollment for the class in the selected term and all previous terms. All marking columns for the class in all terms remain active. You retain attendance for the class in the selected term and all previous terms. You cannot enter attendance for the class in subsequent terms. Drop You can select drop to remove a student from a class in the selected term and all subsequent terms. Drop retains enrollment in terms previous to the action. Drop retains grades and skill ratings for the class in terms previous to the action. Drop deletes grades and skill ratings for the class in the selected term and all subsequent terms. All marking columns for the class in the selected term and all subsequent terms are inactive. You retain attendance for the class in the selected term and all previous terms. You cannot enter attendance for the class in subsequent terms. Transfer You can select transfer to move a student from one class section of a course to another class section of the same course. Transfer retains all grades and skill ratings for the course for all enrolled terms. All grades and skill ratings in all terms appear as if received in the new class section. That is, if you transfer a student from section 01 to section 06 in the second term of a two-term course, the student's schedule lists that student in section 06 for both terms. If you must accurately reflect the section in which a student is enrolled in each term or if a student's report card must accurately list the faculty member teaching the student in each term, do not transfer the student from one class to the other. At the end of the first term, drop the student from section 01 of the course. Enroll the student in section 06 of the course for the second term. The transfer must occur between class sections of the same course. For example, you cannot transfer a student from a class of Algebra I to a class of Physics. All marking columns for the class in all terms remain active. You retain attendance for the class in all terms. From the class information screen, mark Students. A red check mark identifies each enrolled student. 1. To remove a student from a class, you have two options.

186 CHAPTER 5 (i) Click the red check mark to the left of the student s name. If the current date is before the selected academic year, the check mark disappears. If either there is no withdrawal date for the selected academic year (Configuration, Acad Year tab, Academic Year tab, Terms) or the current date falls before the withdrawal date or after the selected academic year, the drop option is marked by default on the Drop, Withdraw or Transfer Student? screen. If the current date falls after the withdrawal date in the selected academic year, the withdraw option is marked by default on the Drop, Withdraw or Transfer Student? screen. (ii) Select a student name. Select Class, Drop/Withdraw. The Drop or Withdraw Student? screen appears. If either there is no withdrawal date for the selected academic year (Configuration, Acad Year tab, Academic Year tab, Terms) or the current date falls before the withdrawal date or after the selected academic year, the drop option is marked by default. If the current date falls after the withdrawal date in the selected academic year, the withdraw option is marked by default. 2. You can select Drop Student, Withdraw Student, or Transfer Student. 3. To continue, click OK. To return to the class information screen, click Cancel. 4. If you select Drop Student or Withdraw Student, the red check mark to the left of the student s name disappears. You have dropped or withdrawn the student from the class. 5. If you selected Transfer Student, the Change Class screen appears.

S CHEDULING 187 6. Select a class with the status OK. Click Enroll. The class information screen for the selected class appears on the screen. The student's name appears with a red check mark. You have transferred the student to another class section of the same course. On the Change Class screen, to view the department, grade level, teacher, enrollment numbers, day, period and room of the class and the names of all enrolled students, click Details. To view the student s schedule, click Student Schedule. 7. Click OK. A confirmation screen appears when the group add is complete. 8. To close the screen, click OK. Finding a free teacher 1. On the class information screen, if meetings are assigned, mark Teacher to find a free teacher.

188 CHAPTER 5 2. Select Class, Find Free. The Find Free Teacher(s) screen appears. (If meetings are not assigned, the Find Free option is grayed out under Class.) 3. To limit the teachers displayed, select Priority or Department in Filter. 4. To Exclude Teachers who have reached their Max Class Limit established in Courses, mark this checkbox. 5. Only teachers free for all scheduled meetings appear. (In the Meetings frame, Selected Meetings is not an option for teachers. It is an option for assigning rooms.) 6. To search for free teachers, click Refresh. 7. To activate a red check mark, click to the left of a teacher s name. Each red check mark identifies an assigned teacher. 8. To save the information, click OK.

S CHEDULING 189 Finding a free room 1. On the class information screen, if meetings are assigned, mark Room. 2. Select Class, Find Free. The Find Free Room screen appears. 3. To limit the rooms displayed, select Priority or Room Type in Filter. 4. In the Meetings frame, mark All Scheduled Meetings or Selected Meetings. If you mark Selected Meetings, select the meetings in the grid below. 5. To search for free rooms, click Refresh. 6. To activate a red check mark, click to the left of a room name. The red check mark identifies the assigned room. 7. To save the information, click OK.

190 CHAPTER 5 Viewing Conflict Details 1. If student, teacher, or room conflicts exist in the class timetable, on the class information screen, select Class, Conflict Details. The Conflict Details screen appears. 2. In the Conflicts For field, you can select Students, Teachers, or Rooms. 3. For Conflict Type, mark Actual or Potential. 4. To view the schedule of the selected student, teacher, or room, click Schedule. 5. To close the Conflict Details screen, click OK. Load Master Schedule is an optional module. Load Master Schedule Load Master Schedule automatically enrolls students in classes based on course requests. The Load Master Schedule menu option is available only in databases configured for this optional module. Create Master Schedule and Load Master Schedule can significantly reduce the time you spend scheduling each year. For more information about obtaining the optional modules Create Master Schedule and Load Master Schedule, contact us at solutions@blackbaud.com or 1-800-443-9441. Each year, before scheduling, review Scheduling Checklist on page 111. Before designing the master schedule, review Master Schedule Tips on page 134 and Evaluating Unfulfilled Course Requests on page 150.

S CHEDULING 191 In Scheduling, after you design the master schedule automatically with Create Master Schedule or manually with Edit Class Timetable, use the optional module Load Master Schedule. Automated scheduling can greatly speed the scheduling process. You can run Load Master Schedule for all courses not terminated in a previous academic year. You can select to run Load Master Schedule for courses marked for manual scheduling (Courses, course record, Scheduling tab). For succeeding runs of Load Master Schedule, you can select to run Load Master Schedule for selected students and to Clear Schedules for Selected Requests. If Load Master Schedule fulfilled an alternate course request for a student in a previous run and the student is included in the Load Schedule for selection and the main course is included in the Load Master Schedule for section, Load Master Schedule clears the student's enrollment in the alternate course if you mark Clear Schedules for Selected Requests. Use this option to clear enrollments for the selected students whether the enrollment was done automatically or manually. In this way, you can clear student enrollments or layer student enrollments in the master schedule by enrolling students in separate groups. For example, you may enroll all seniors in classes first and then all juniors, sophomores, and freshmen. Before each run of Load Master Schedule, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year on the title bar is correct (Edit, Scheduling Year). To avoid changes to course records, course request records, and student records which may affect Load Master Schedule processing, run Load Master Schedule at off-peak business hours. We recommend you frequently save clearly-named copies of the master schedule as you edit it (File, Saved Scheduling Years, Save). Depending on your organization s setup, the scheduling results may be improved if you load the master schedule in a layering fashion. An example follows. Save a clearly-named copy of the master schedule with no student enrollments. To enroll all seniors in required classes, run Load Master Schedule. Review the results. Save a clearly-named copy of the master schedule. To enroll all seniors in elective classes, run Load Master Schedule. Review the results. Save a clearly-named copy of the master schedule. To add all juniors in required classes, run Load Master Schedule. Review the results. Save a clearly-named copy of the master schedule. Continue to layer the master schedule. After you review the results from a run of Load Master Schedule, save a clearly-named copy of the master schedule. At any point in the process, you can restore a saved copy of the master schedule (File, Saved Scheduling Years, Restore). Confirm you have a recent, tested backup of the database before restoring a scheduling year. Before starting the scheduling process, review the following detailed sections in this chapter: Scheduling Checklist on page 111, Master Schedule Tips on page 134, and Evaluating Unfulfilled Course Requests on page 150.

192 CHAPTER 5 Save each copy of the master schedule with a meaningful description (maximum of 254 alphanumeric characters) for future reference. For example, save a master schedule as 2003/2004-Upper School-All Courses-Meeting Times and Rooms-No Teachers or Students or 2003/2004-Middle School-8th Grade Courses Only-Meeting Times, Teachers, Rooms-No Students. To restore a master schedule, select File, Saved Scheduling Years, Restore. The restored scheduling year overwrites all previous master schedule information for the indicated academic year and timetable. Confirm you have a recent, tested backup of the database before restoring a scheduling year. Load Master Schedule processes as follows: Load Master Schedule identifies the students selected in the Load Schedule for frame and arranges them in descending order by the number of singletons each has requested. If two or more students have the same number of singletons, Load Master Schedule orders the students by date entered in the database, least recent to most recent. Load Master Schedule determines the classes that are in conflict in the selected terms. Load Master Schedule processes students one at a time. When selecting the order in which to fulfill course requests for each student, Load Master Schedule starts with the requests for courses with the least number of available classes and proceeds in ascending order. Load Master Schedule attempts to fulfill the course requests of the selected students in the selected terms. Load Master Schedule includes the courses selected in the Load Master Schedule for frame and their alternates in its processing. Load Master Schedule considers all possible classes that can satisfy any of the selected students' course requests in the selected terms. This includes alternate classes, classes for requests that are already fulfilled, and full classes, based on the parameters you select on the Load Master Schedule screen. Load Master Schedule options, including Reschedule Existing Classes if Needed and Include Courses Marked to be Scheduled Manually, are explained below. Reschedule Existing Classes if Needed: If Load Master Schedule encounters a full class when attempting to fulfill a course request or encounters a conflict with a student's existing enrollment, this option lets Load Master Schedule reschedule enrolled students to different sections of the same course to fulfill more course requests for the student being processed. To allow Load Master Schedule to move students between the classes of courses, including students manually scheduled, mark this checkbox. Load Master Schedule does not decrease any student s fulfilled course requests to schedule other students. Load Master Schedule does not move a student to an alternate class to fulfill another student's course request. Do not mark this checkbox if a previously scheduled student must remain in a certain section of any course. For example, if a previous run of Load Master Schedule enrolled Chloe Daniel in SPAN I-03 and you do not want to change her enrollment, do not mark this checkbox. If you manually enrolled Robert Geist in Mr. Boyle's English class and you do not want to change his enrollment, do not mark this checkbox. If no student needs to remain in a specific class of any course, mark this checkbox to give Load Master Schedule more flexibility in fulfilling course requests.

S CHEDULING 193 Include Courses Marked to be Scheduled Manually: Load Master Schedule will not include courses marked to be scheduled manually unless Include Courses Marked to be Scheduled Manually is marked. If you include selected courses or one course in Load Master Scheduling processing and a course's prerequisites or corequisites are not included, Load Master Schedule does not include the prerequisites or corequisites in its processing. If Load Master Schedule attempts every possible schedule configuration for a student and is still unable to fulfill all of the student s course requests, it fulfills as many course requests as possible. During this process, Load Master Schedule may schedule classes without scheduling their prerequisites or corequisites. (Before running Load Master Schedule, mark Create Query of Students not Completed to create an output query of selected students with unfulfilled requests for the selected courses.) If Add Course to Free Periods is marked, Load Master Schedule globally adds classes of the selected course to free periods of selected students schedules. To prevent Load Master Schedule from mistakenly enrolling students in multiple sections of a course, be sure: You use the Add Course to Free Periods option only after you confirm all selected students have no unfulfilled course requests. You create only one class for each course to be assigned no meeting times. All classes assigned meeting times have the correct meeting times. The Add Course to Free Periods option adds a class of the selected course to each free period of each selected student s schedule. This is ideal for assigning sections of Study Hall to each free period for each selected student. To avoid enrolling students in multiple sections of a course in which they should be enrolled just once, select the course to be added to free periods with care. The Add Course to Free Periods option adds any course you select, even a course marked to be scheduled manually. (If you do select a course marked for manual scheduling in the Add Course to Free Periods field, a message appears informing you that the course is marked to be scheduled manually and asking if you want to continue.) Add Course to Free Periods ignores prerequisites, corequisites, and gender restrictions. After creating and loading the master schedule, be sure to save a clearly-named copy (File, Saved Scheduling Years, Save). Be sure to back up the Registrar s Office or Admissions and Registrar s Office database every day. Test backups frequently. Each year, before scheduling, review the detailed Scheduling Checklist on page 111. The checklist outlines the steps you must take to prepare for and implement automated and manual scheduling. It lists the reports to run for scheduling assistance. Before designing the master schedule, review Master Schedule Tips on page 134 and Evaluating Unfulfilled Course Requests on page 150. Back up the Registrar s Office or Admissions and Registrar s Office database every day. Test backups frequently.

194 CHAPTER 5 Before starting the scheduling process, review the following detailed sections in this chapter: Scheduling Checklist on page 111, Master Schedule Tips on page 134, and Evaluating Unfulfilled Course Requests on page 150. Running Load Master Schedule 1. In Scheduling, before each run of Load Master Schedule, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year on the title bar is correct (Edit, Scheduling Year). To avoid changes to course records, course request records, and student records which may affect Load Master Schedule processing, run Load Master Schedule at off-peak business hours. 2. Select File, Load Master Schedule. The Load Master Schedule screen appears. 3. In the Load Master Schedule for frame, you can mark All Courses, Selected Courses, or One Course. If you mark Selected Courses, the From Group field appears on the screen. Click the arrow button and select a query on the Available Queries screen. Load Master Schedule processing includes course requests for courses in the query and the alternates of courses in the query. If a course's prerequisites and corequisites are not included in the selected courses, Load Master Schedule does not include the prerequisites and corequisites in its processing. If you mark One Course, the Selected Course field appears on the screen. Click the arrow button and search for and select a course on the Course Selection screen. 4. In the Class Overload Percentage frame, use the arrow buttons to select the percentage above class maximum limits Load Master Schedule can load students into classes. The Class Overload Percentage field defaults to zero (0). 5. In the Start In Term frame, the red check mark to the left of a term name instructs Load Master Schedule to schedule students in classes starting in that term. All terms default to activated. To remove a check mark, click it.

S CHEDULING 195 6. To create an output query of selected students with unfulfilled requests for the selected courses, mark Create Query of Students not Completed. You can use this group for many purposes. For example, you can use the query to run Load Master Schedule for selected students, to edit student schedules by group or to print scheduling reports for selected students. This option creates a student, static query of all students in the selected group with unfulfilled course requests, not those with free periods. If you mark both Add Course to Free Periods and Create Query of Students not Completed, the query will list all selected students with unfulfilled requests for selected courses even if their schedules have no free periods. If Load Master Schedule loads a student in an alternate class, the program processes the course request as fulfilled. A student with all requests fulfilled, primary or alternate, is not included in the group of students not completed. If Load Master Schedule enrolls students in classes without assigned meeting times, the program cannot evaluate if conflicts for these classes exist. Students' schedules may show conflicts when you assign meeting times to the classes. 7. In the Load Schedule for frame, you can mark All Students, Selected Students, or One Student. In the Load Schedule for frame, if you mark Selected Students, the Selected Students frame is available. In the Selected Students frame, mark Homeroom, Grade Level, or Group Name. In the Selected Students frame, if you mark Homeroom, the Homeroom field appears. Select a homeroom. In the Selected Students frame, if you mark Grade Level, the Grade Level field appears. Select a grade level. In the Selected Students frame, if you mark Group Name, the Group Name field appears. Select a student query on the Available Queries screen. You can select the output query you created of selected students with unfulfilled requests for selected courses in a previous run of Load Master Schedule (Load Master Schedule screen, Create Query of Students not Completed). In the Load Schedule for frame, if you mark One Student, the Selected Student field appears on the screen. Click the arrow button and search for and select a student on the Search screen. 8. To erase all previous enrollments for the student option marked in the Load Schedule for frame (All Students, Selected Students, or One Student) in the course option marked in the Load Master Schedule for frame (All Courses, Selected Courses, or One Course), mark Clear Schedules for Selected Requests. If Load Master Schedule fulfilled an alternate course request for a student in a previous run and the student is included in the Load Schedule for selection and the main course is included in the Load Master Schedule for section, Load Master Schedule clears the student s enrollment in the alternate course if you mark Clear Schedules for Selected Requests. Use this option to clear enrollments for the selected students whether the enrollment was done automatically or manually.

196 CHAPTER 5 9. To increase students chances of fulfilled course requests, mark Reschedule Existing Classes if Needed. If Load Master Schedule encounters a full class when attempting to fulfill a course request or encounters a conflict with a student's existing enrollment, this option lets Load Master Schedule reschedule enrolled students to different sections of the same course to fulfill more course requests for the student being processed. To allow Load Master Schedule to move students between the classes of courses, including students manually scheduled, mark this checkbox. Load Master Schedule does not decrease any student s fulfilled course requests to schedule other students. Load Master Schedule does not move a student to an alternate class to fulfill another student's course request. Do not mark this checkbox if a previously scheduled student must remain in a certain section of any course. For example, if a previous run of Load Master Schedule enrolled Chloe Daniel in SPAN I-03 and you do not want to change her enrollment, do not mark this checkbox. If you manually enrolled Robert Geist in Mr. Boyle s English class and you do not want to change his enrollment, do not mark this checkbox. If no student needs to remain in a specific class of any course, mark this checkbox to give Load Master Schedule more flexibility in fulfilling course requests. 10. To let Load Master Schedule enroll students in classes of courses marked for manual scheduling (Courses, course record, Scheduling tab), mark Include Courses marked to be Scheduled Manually. This feature includes manually scheduled courses in Load Master Schedule processing while Create Master Schedule processing omits them. 11. To globally add a course to free periods of students schedules, mark the Add Course to Free Periods. Click the arrow button and select the course on the Course Selection screen. Use this option to rapidly complete students schedules once all their requests are fulfilled. For example, you can add a class of Study Hall to each free period of each student s schedule. Before adding a course to free periods, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year on the title bar is correct (Edit, Scheduling Year). No students have unfulfilled course requests. The Add Course to Free Periods option adds any course you select, even a course marked to be scheduled manually. (If you do select a course marked to be scheduled manually in the Add Course to Free Periods field, a message appears informing you that the course is marked to be scheduled manually and asking if you want to continue.)

S CHEDULING 197 If adding a course to different free periods for each student or multiple periods for selected students (for example, Study Hall), confirm the selected course has classes that meet in all needed periods of each day of the scheduling cycle. Unless you are specifically assigning a class without meeting times (for example, Independent Study or Community Service), confirm the selected course does not have any classes without meeting times. Classes without meeting times never create conflicts. If you assign meeting times to the classes at a later time, you may create student, teacher, and room conflicts. Student and faculty/staff schedules do not display classes without meeting times in Scheduling (Edit Student Schedule; Edit Class Timetable) or Records Management (student record, Schedule tab; faculty/staff record, Schedule tab). You can select to display classes without meeting times on student and faculty/staff schedules in Reports (Report Type: Scheduling, Report Name: Print Schedules On the Format tab, mark Print Classes with no Meetings). To prevent Load Master Schedule from mistakenly enrolling students in multiple sections of a course, be sure: You use the Add Course to Free Periods option only after you confirm all selected students have no unfulfilled course requests You create only one class for each course to be assigned no meeting times All classes assigned meeting times have the correct meeting times The Add Course to Free Periods option adds a class of the selected course to each free period of each selected student s schedule. This is ideal for assigning sections of Study Hall to each free period for each selected student. To avoid enrolling students in multiple sections of a course in which they should be enrolled just once, select the course to be added to free periods with care. The Add Course to Free Periods option ignores prerequisites, corequisites, and gender restrictions. If you mark both Add Course to Free Periods and Create Query of Students not Completed, the query will list all selected students with unfulfilled requests for selected courses even if their schedules have no free periods. If Load Master Schedule loads a student in an alternate class, the program processes the course request as fulfilled. A student with all requests fulfilled, primary or alternate, is not included in the group of students not completed. If Load Master Schedule does not fulfill a course request because a course has no classes created, all students requesting the course appear in the query group. If Load Master Schedule loads students in classes without assigned meeting times, the program cannot evaluate if conflicts exist. Load Master Schedule considers the course request fulfilled. Students' schedules may show conflicts when you assign meeting times to the classes. 12. Mark Balance Gender within Classes if your school is not single gender and you want Load Master Schedule to enroll males and females in classes in equal proportions according to course requests. For Load Master Schedule to accurately process this information, confirm each student record does not have a blank or incorrect gender in the Gender field (Records Management, student record, Bio1 tab).

198 CHAPTER 5 Before each run of Load Master Schedule, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year on the title bar is correct (Edit, Scheduling Year). To avoid changes to course records, course request records, and student records, which may affect Load Master Schedule processing, run Load Master Schedule at off-peak business hours. 13. To run Load Master Schedule, after marking the selected options and checkboxes on the Load Master Schedule screen, click OK. If you marked Clear Schedules for Selected Requests, a message appears telling you the selected student s schedules will be deleted and asking if this is correct. To continue, click Yes. To cancel the command, click No. If you marked Create Query of Students not Completed, the Save Student Query screen appears. Enter a meaningful name and description for future reference. Decide whether to mark Other Users May Execute This Query. Load Master Schedule creates a student, static query of all students in the selected group with unfulfilled course requests. After completing the information on the Save Student Query screen, click OK. If you entered the name of an existing query in Query Name, a message appears asking if you want to replace the existing query. To replace the existing query with the new query, click Yes. To cancel and enter a different Query Name on the Save Query screen, click No. If you click Yes, the program deletes the existing query and replaces it with the new query of the same name. If the process returns the result No Records Met Specified Criteria, the program does not create the new query after it deletes the existing query. To avoid mistakenly deleting a query, click No when asked if you want to replace an existing query. 14. A processing box appears displaying the percentage of selected students processed.

S CHEDULING 199 15. Upon completion, the Load Master Schedule results screen appears. The results screen shows the percentage and number of students with all course requests fulfilled and the percentage and number of course requests fulfilled. The Load Master Schedule Control Report is not available after you click OK. To view the Load Master Schedule Control Report, do not click OK before clicking Report. Print the report after each run of Load Master Schedule. It provides very detailed information and is an integral part of the scheduling process. 16. On the Load Master Schedule results screen, click Report. The Load Master Schedule Control Report appears. This report displays statistics about the latest use of Load Master Schedule allowing you to quickly evaluate your scheduling strategy. If students have unfulfilled course requests because no classes exist, you know you must create classes for those courses. If the list of students with incomplete schedules shows many students who requested the same course, you can review the master schedule to determine if enough classes are offered, if the class limits are correct, and if the meeting times are optimal.

200 CHAPTER 5 The Load Master Schedule Control Report lists the number of total course requests processed and the number and percentage of course requests fulfilled. Based on the parameters you selected for Load Master Schedule, this report lists the total number of students: With all course requests fulfilled With unfulfilled course requests With no course requests With unfulfilled course requests because no classes exist With unfulfilled course requests because a terminated course was requested Scheduled in alternate courses With classes of a course added to free periods To assist you in evaluating unfulfilled course requests, the report lists the names of all students: With unfulfilled course requests With no course requests With unfulfilled course requests because no classes exist With unfulfilled course requests because a terminated course was requested Scheduled in alternate courses With classes of a course added to free periods Before each run of Load Master Schedule, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year on the title bar is correct (Edit, Scheduling Year). To avoid changes to course records, course request records, and student records which may affect Load Master Schedule processing, run Load Master Schedule at off-peak business hours. Edit Student Schedule You can use Edit Student Schedule to manually schedule students or manually change students schedules after running Load Master Schedule. You can resize each student's schedule screen in Edit Student Schedule by clicking and dragging the borders of the screen. You can enroll a student using course requests and the master schedule as guides. While enrolling, you can view the classes and the student's current schedule, and immediately view the conflicts.

S CHEDULING 201 Transferring is only possible between classes of the same course. You transfer a student from one class of a course to another class of the same course. You withdraw or drop and enroll a student to move him from a class of one course to a class of a different course. Transfer a student to a different class in either the Edit Student Schedule or the Edit Class Timetable. In Edit Student Schedule, click the Class column in the row of the course to change. Select a section number from the list. In Edit Class Timetable, you can transfer a student by opening multiple class information screens for the same course (File, Edit Class Timetable). Select a student s name. Using the mouse, drag and drop the student from the enrolled class to another class. Editing a student's schedule 1. In Scheduling, select File, Edit Student Schedule. Select By Group or By Student If you select By Group, select a query on the Available Queries screen. If you select By Student, search for and select a student on the Search screen. 2. If editing By Student, the student s schedule screen appears, listing requested courses. If editing By Group, the schedule for the first student in the group appears, listing requested courses.

202 CHAPTER 5 If editing By Group, use the arrow buttons on the tool bar to move from record to record. Blue check marks identify classes in which the student is enrolled and which are not in conflict. Red check marks identify enrolled classes with conflicts. 3. To change a class enrollment, select a class section in the Class column or press F7 to view a list of potential replacement classes. If the selected class has no conflicts, a blue check mark appears.

S CHEDULING 203 4. To view more information about a class, select the class and click Details. The Details screen lists the department, grade level, teacher, enrollment numbers, day, period, and room of the class, and the names of all enrolled students. 5. To view the student s schedule from this screen, click Student Schedule. 6. To enroll the student, select a class and click Enroll. 7. From the Student Schedule screen, select File, Save to save. 8. To unload the student, in the Class column, select the blank. If the current date is before the selected academic year, the check mark disappears. If either there is no withdrawal date for the selected academic year (Configuration, Acad Year tab, Academic Year tab, Terms) or the current date falls before the withdrawal date or after the selected academic year, the drop option is marked by default on the Drop or Withdraw Student? screen. If the current date falls after the withdrawal date in the selected academic year, the withdraw option is marked by default on the Drop or Withdraw Student? screen. For information about the effects of withdraw and drop in Scheduling, see Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance on page 207. 9. To add a non-requested class to the student's schedule, click Add, select a course section with the status OK, and click Enroll. To view the student s schedule, click Student Schedule. The default conflict color is red. To change the conflict color, select Edit, Preferences. In the Conflict Color field, select a color from the list. To keep course enrollments consistent with the information you enter on course records, terminated courses (Courses, course record, Scheduling tab, Terminate After field) are not available for student enrollment in Scheduling. That is, if a course record indicates the course is terminated, the course does not appear in Scheduling on either the Courses/Classes screen in Edit Class Timetable or the Course Selection screen (Edit Student Schedule, student schedule screen, Add, Course field, Course Selection screen).

204 CHAPTER 5 On each student's schedule screen (Edit Student Schedule), a terminated course displays with a red T in the Enr column to indicate it is terminated. Since the course is terminated, you cannot select a class in the Class column. Copying a Scheduling Year If you change master schedules very little from year to year, use Copy Scheduling Year to copy the master schedules. You must copy the master schedules for all timetables in an academic year. The source and target academic year must have identical timetables and the same number of terms, days, and periods. Copy Scheduling Year automatically creates class sections for the target scheduling year. You can select to copy teacher and room assignments. Copying a scheduling year 1. Select File, Copy Scheduling Year. The Copy Scheduling Year screen appears. 2. In the Source Academic Year field, select the academic year to copy. In the Target Academic Year field, select the target academic year. 3. In the Additional Information frame, you can mark Teacher Assignments and Room Assignments. 4. To copy the scheduling year, click OK. To cancel the command, click Cancel. Saved Scheduling Years You can use Saved Scheduling Years to save, restore, and delete master schedules. Confirm you have a recent, tested backup of the database before you restore or delete a master schedule. The ability to create multiple master schedules for an academic year and timetable allows you to run Create Master Schedule and Load Master Schedule multiple times to determine the optimal outcome. Save each master schedule with a meaningful description for future reference. For example, save a master schedule as 2003/2004-Upper School-All Courses-Assigned Meeting Times and Rooms-No Teachers or Students or 2003/2004-Middle School-8th Grade

S CHEDULING 205 Courses Only-Assigned Meeting Times, Teachers, Rooms-No Students. Select the optimal master schedule for each academic year and timetable. Restore the selected master schedule. Delete all unused master schedules. You must confirm you have a recent, tested backup of the database before you restore or delete a master schedule. Using Saved Scheduling Years 1. In Scheduling, select File, Saved Scheduling Years. 2. Select Save, Restore, or Delete. If you select Save, enter a meaningful description of the master schedule (maximum of 254 alphanumeric characters) and select OK. If you select Restore or Delete, select the master schedule and click OK. You must confirm you have a recent, tested backup of the database before you restore or delete a master schedule. Clear Student Schedules You can clear schedules for all students, selected students, or one student. You can use this feature to undo all scheduling or clear a specific student's schedule if the student withdraws from your school before the first grading period. Clearing students schedules drops the students from enrolled classes in the selected academic year. This option lets you clear enrollments for the selected students whether the enrollment was done automatically or manually. Before you run Clear Student Schedules, confirm: You have saved a clearly-named copy of the master schedule (File, Saved Scheduling Years, Save). You have a recent, tested backup of the database which includes this copy of the master schedule. The academic year on the title bar is correct (Edit, Scheduling Year). To prevent lost data, Clear Student Schedules does not clear any classes from a student s schedule if the student has grades or skill ratings for one or more classes in the selected academic year. If a student has attendance but no grades or skill ratings for any classes, Clear Student Schedules clears all classes from the student's schedule and all existing attendance entries become historical entries.

206 CHAPTER 5 Using Clear Student Schedules 1. In Scheduling, select File, Clear Student Schedules. The Clear Student Schedules screen appears. 2. You can mark All Students, Selected Students, or One Student. If you mark Selected Students, the From Group field appears. Click the arrow button and select a query on the Available Queries screen. If you mark One Student, the Selected Student field appears. Click the arrow button and search for and select a student on the Search screen. 3. Click OK. A message appears, letting you know schedules for the selected students will be deleted and asking if your selection is correct. To continue, click Yes. To cancel the command, click No. Clear Student Schedules Summary Report 1. After processing, the results screen for Clear Student Schedules appears. The results screen lists the number of cleared schedules and the number of exceptions. 2. After using Clear Student Schedule, click Report to review the Clear Student Schedules Summary.

S CHEDULING 207 3. To view the Clear Student Schedules Summary, do not click OK before clicking Report. You cannot view or print this report after leaving the results screen. The Clear Student Schedules Summary lists the processing time, student statuses included (as set in Edit, Preferences, Student Status frame), and the name of the selected query or student. This report displays the number of students with cleared schedules and the number and names of students without cleared schedules. On the print preview screen, click the printer button to print a copy of the report. Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance The following information and accompanying chart explain the effects of withdraw and drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance. In Scheduling, for both withdraw and drop, students appear in class rosters for terms previous to the action. In the term of the action, class rosters include withdrawn students but do not include dropped students. In subsequent terms, class rosters do not include either withdrawn or dropped students. In Grades, withdrawing a student retains the grades and skill ratings for the withdrawn class in the current term and any previous terms. All subsequent marking columns remain active. You can enter a designation of W/D in subsequent marking columns to appear on report cards and transcripts.

208 CHAPTER 5 In Report Cards and Transcripts, withdrawn classes appear on report cards printed for a term after the withdrawal. A blank appears across from each withdrawn course or, if you have entered a designation in marking columns subsequent to the withdrawal in Grades (for example, W/D), the designation prints on report cards. The option of Drop does not retain all grades and skill ratings that have been entered for the student in the dropped course. Drop retains grades and skill ratings entered in terms previous to the action. Drop erases grades and skill ratings entered in the term of the action. In Grades, all marking columns for terms previous to the drop remain active; all marking columns for the term of the action and subsequent to the action are inactive. You cannot enter a designation in marking columns for subsequent terms. In Report Cards and Transcripts, a report card for the term of the drop or after the drop, does not reflect the dropped courses. For example, The Richardson School has two terms: Semester 1 and Semester 2. There are six marking columns: Quarter 1, Quarter 2, Semester 1, Quarter 3, Quarter 4, Semester 2. American History is a two-term course beginning in Semester 1. If student Angel Samson withdraws from American History in Quarter 2, the action retains her grades and skill ratings for Quarter 1 and Quarter 2. The marking columns for Semester 1, Quarter 3, Quarter 4 and Semester 2 remain active. You can enter a designation of W/D in these marking columns or you can leave them blank. When you print report cards for any term, the course American History prints. If Angel Samson drops American History in Quarter 2, the action erases the grades and skill ratings for Quarter 1 and Quarter 2. All subsequent marking columns are inactive. If Angel drops the course in Quarter 3, the action retains the grades and skill ratings for Quarter 1, Quarter 2 and Semester 1 because they are associated with a previous term. Withdraw leaves all grades and skill ratings and all marking columns remain active. Drop retains grades and skill ratings in terms previous to the action and erases grades and skill ratings in the term of the action. Drop inactivates all subsequent marking columns for the student in the dropped course. Neither Withdraw nor Drop affect existing attendance entries in Attendance. Both withdraw and drop prevent future attendance entries. Scheduling Student appears in class rosters for previous terms (if any). Scheduling Student appears in class rosters for the term in which the action occurs. Scheduling Student appears in class rosters for terms subsequent to the action. Withdraw Yes Yes No Drop Yes No No

S CHEDULING 209 Grades You retain the student s grades and skill ratings in previous terms (if any). Grades All marking columns remain active. You can enter a grade of W or D in marking columns for subsequent terms to print on report cards and transcripts. Report Cards and Transcripts If printing report cards for the entire academic year, the course will print. Report Cards and Transcripts If printing report cards for just the term in which the action took place or subsequent terms, the course will print. Attendance You retain attendance for the current term and previous terms (if any). Attendance You cannot enter attendance for subsequent terms. Withdraw Yes Yes Yes Yes All Marking Columns are Active Yes Yes Drop Yes No Yes No Only Marking Columns in Previous Terms are Active Yes Yes

210 CHAPTER 5

Report Basics Contents List of Registrar s Office Reports................................. 212 Action Reports............................................... 212 Attendance Reports........................................... 213 Course/Class Reports......................................... 213 Conduct Reports............................................. 213 Grade Reports............................................... 213 Request Reports.............................................. 214 Scheduling Reports........................................... 214 Student Reports.............................................. 214 Faculty/Staff Reports.......................................... 215 Miscellaneous Reports........................................ 215 Reports Preferences............................................ 215 Creating a Report.............................................. 216 Previewing and Printing a Report................................. 218 Exporting and E-mailing a Report................................ 218 Creating an Output Query....................................... 220 Frequently Used Terms......................................... 220 Procedures Setting preferences.............................................. 215 Creating a report................................................ 217 Previewing a report before printing................................. 218 Printing a report................................................ 218 Exporting a report............................................... 218 Sending a report by e-mail........................................ 219

212 CHAPTER 6 Registrar s Office includes several standard reports you can use to analyze daily actions, create reports on grades and conduct, examine attendance trends, and create a course conflict matrix. Each report screen in Reports consists of a series of tabs. Each tab contains various parameters to narrow the results or the focus of a report. On the Preferences screen in Reports, you can mark an option to Autosave Report Parameters. If you select this option, the program saves the report parameters you define when you run each report. The next time you enter Reports and select a report, the previously defined parameters are automatically loaded. You can create the reports using all records, selected records, or one record. If you run a report using all records, every record of the specified type (applicants, students, relations, faculty/staff, organizations, or contacts) is included in the report parameters. To run the report using selected records, you must specify a pre-defined query. Queries are defined in Query and group records using criteria you select. You can also run most reports using only one record. Click the arrow button and search for and select the record on the Search screen. For some reports, you can create an output query. An output query contains the records processed for the report. You can select output queries in other modules throughout the program. Output queries are always static queries. There are various ways you can produce the final output version of a report. You can preview the report on the screen before you print it to verify you have set the parameters correctly, to check the data, or to verify the number of pages expected to print. You can print a hard copy of a report from the Print Preview screen, or directly from the report parameters screen. You can export report information for use in another program, such as a word processor. You can also send the report to another user through e-mail. List of Registrar s Office Reports In Registrar s Office, you can run action, attendance, course/class, conduct, grade, request, scheduling, student, faculty/staff, and miscellaneous reports. Action Reports Action Crosstab Report Action Detail Report Action Schedule Report Action Statistical Report Action Summary Report Missing Action Report Potential Action Conflict Report Tickler Report For more information about action reports, see the Action Reports chapter of the Registrar s Office Records Management Guide.

REPORT BASICS 213 Attendance Reports Attendance Detail Report Attendance Statistical Analysis Attendance Summaries Attendance Taken Report Attendance Worksheet Daily Attendance Report Daily Attendance Summary Perfect Attendance Lists Student Attendance Activity Report Student Attendance Summary Student Period Attendance Summary For more information about attendance reports, see the Attendance Reports chapter of the Registrar s Office Attendance Guide. Course/Class Reports Class Enrollment Summary Class Roster Course Catalog Course Roster For more information about course/class reports, see Course/Class Reports on page 225. Conduct Reports Conduct Detail Reports Conduct Statistical Reports Conduct Tallies Faculty/Staff Conduct Assignments Faculty/Staff Conduct Report Student Conduct Report For more information about conduct reports, see the Conduct Reports chapter of the Registrar s Office Records Management Guide. Grade Reports Course Withdrawal Report Failure Report Grade Distribution Report Grade Entry Sheet Grade Report

214 CHAPTER 6 Honors Report Rank Report Scholastic Ratings Report For more information about grade reports, see the Grade Reports chapter of the Registrar s Office Grades, Report Cards, and Transcripts Guide. Request Reports Conflict Matrix Course Requests Course Requests Tally Potential Classes Report Potential Conflict Report Potential Student Schedules Student Requests For more information about request reports, see Request Reports on page 231. Scheduling Reports Alternate Periods Report Class Assignments Class Information Classes Created Report Conflict Reports Course Resource Report Course Waiting List Free In a Period Report Free Periods Tallies Periods Free Report Print Master Schedule Print Schedules For more information about scheduling reports, see Scheduling Reports on page 241. Student Reports Student Activity Report Student Birthdays Report Student Medical Treatment Report Student Status Report For more information about student reports, see the Student Reports chapter of the Registrar s Office Records Management Guide.

REPORT BASICS 215 Faculty/Staff Reports Advisor Assignments Faculty/Staff Tickler For more information about faculty/staff reports, see the Faculty/Staff Reports chapter of the Registrar s Office Records Management Guide. Miscellaneous Reports Homeroom Roster List School Holidays Rooms List School Calendar School Directory Test Score Report For more information about miscellaneous reports, see the Miscellaneous Reports chapter of the Registrar s Office Records Management Guide. Reports Preferences Each user can set preferences in Reports. For example, you can instruct the program to automatically save the report parameters, show a progress indicator as a report processes, and select the font settings for reports. User preferences are specific to each workstation, not user name. Setting preferences 1. In Reports, select Edit, Preferences. The Preferences screen appears. 2. To automatically save the parameters for each report, mark Autosave Report Parameters.

216 CHAPTER 6 3. To display a progress indicator showing the percentage of records processed during each report run, mark Show Progress Indicator. 4. In the Processing Mode frame, mark Standard Mode to process one report at a time. To run more than one report, mark Multi-Task Mode. 5. The Tasking Options frame is enabled when Multi-Task is marked in the Processing Mode frame. Enter the amount of processor time to allocate to reports. Acceptable entries are whole numbers between 1 and 10. To minimize Reports to an icon while a report is processing, mark Minimize on Run. 6. In the Font Settings frame, you can select a Font Name and Font Size for the reports. 7. In the Toolbar Options frame, you can set preferences for the Reports toolbar. To save the most recent toolbar position, mark Save Toolbar Position. If you move the toolbar, it appears in the same location the next time you enter Reports. To move the toolbar to any position on the screen by dragging and dropping it with the mouse, mark Toolbar Movable. To dock the toolbar on the screen, mark Toolbar Dockable. When it nears the top, bottom, left, or right side of the screen, the program docks the toolbar in a predefined position. To display the purpose or function of the toolbar buttons as you move the pointer across them, mark Show Tool Tips. 8. To save and close the Preferences screen, click OK. To open the Select Report screen, select File, Select Report. Creating a Report You can use a variety of parameters to define the output for the standard Registrar s Office reports. When you open Reports, the Select Report screen appears automatically. The following is a general procedure for creating a standard report.

REPORT BASICS 217 Creating a report 1. In Reports, select File, Select Report. The Select Report screen appears. 2. Select the Report Type. All reports for the selected report type appear in the Report Names box. 3. Select the Report Name. 4. Click OK. The parameter screen for the report you selected appears. The Action Crosstab Report parameter screen is shown below as an example. 5. To define the information to include in the report, select criteria on the parameter tabs.

218 CHAPTER 6 Previewing and Printing a Report After selecting the parameters for the report, you can preview the report on the screen and print the report on the default printer. Click the binoculars at the top of the preview screen to search for specific information in the report preview. Be sure you are on the first page of the preview if you want to search all pages. The search looks only on the page you are viewing and pages after. For example, if you are on page three of the preview and click search, it will not find the information you are searching for on pages one and two. Previewing a report before printing 1. In Reports, open the report and select criteria on the parameter tabs. 2. Select File, Preview. The program processes the data and the report appears on the screen. 3. To print the report from the preview screen, click the printer button. Printing a report 1. In Reports, open the report and select criteria on the parameter tabs. 2. Select File, Print Report. The program processes the data and prints the report. Exporting and E-mailing a Report In Reports, you can export report data to another program, such as Word or Excel. You can also e-mail the report as a data file. Exporting a report 1. In Reports, open the report and select criteria on the parameter tabs. 2. Select File, Export. The Export Report Data screen appears. 3. Select the Data Format.

REPORT BASICS 219 4. Click OK. The Enter Report Export File Name screen appears. 5. Enter the export File name (maximum of 8 alphanumeric characters before the 3-character extension). 6. In Save file as type, select the type for the file. 7. In the Folders box, select a location for the file. To map to a network drive, click Network. 8. To create the export file, click OK. Sending a report by e-mail 1. In Reports, open the report and select criteria on the parameter tabs. 2. Select File, Send as Mail. The Mail Report Data screen appears. 3. Select the Data Format.

220 CHAPTER 6 4. Click OK. The Enter Report Export File Name screen appears. 5. Enter the export File name (maximum of 8 alphanumeric characters before the 3-character extension). 6. In Save file as type, select the type for the file. 7. In the Folders box, select a location for the file. To map to a network drive, click Network. 8. To create the export file, click OK. The program opens the default e-mail program, creates a new mail message, and attaches the export file to the message. 9. Fill in the message and send it. Creating an Output Query Some reports display the Create Output Query checkbox on the General tab. If you mark this checkbox, during processing the program automatically creates a query listing all records included in the report. When you run the report, the Save Query screen appears. Enter the Query Name (maximum of 50 alphanumeric characters) and Description (maximum of 254 alphanumeric characters). If you enter the name of an existing query in Query Name, a message appears asking if you want to replace the existing query. To replace the existing query with the new query, click Yes. To cancel and enter a different Query Name on the Save Query screen, click No. If you click Yes, the program deletes the existing query and replaces it with the new query of the same name. If the process returns the result No Records Met Specified Criteria, the program does not create the new query after it deletes the existing query. To avoid mistakenly deleting a query, click No when asked if you want to replace an existing query. Frequently Used Terms This section lists some of the terms commonly used in Admissions Office and Registrar s Office reports.

REPORT BASICS 221 Action. An action is an event, such an interview, that is scheduled for a student, applicant, faculty/staff member, or organization. You can assign actions a specific date and time. You can assign an automatic reminder for the action to a user of Admissions Office or Registrar s Office. Activity. You can enter activities such as sports or clubs on the Activities tab of student or applicant records in Records Management. Academic Year. You define academic years in Configuration, and set the beginning and ending dates of each term in each school year. Attribute. Attributes can be created if you need to keep track of something in the database and there is not a field already created for it. Attributes are defined in Configuration and can be stored for applicants, students, faculty/staff, organizations, rooms and courses. CART. CART is an acronym for the Carrier Route number or the number of a mail carrier. Class. A class is a section of a course. Each course can have multiple classes. The 02 in Eng101-02 represents the class section of English 101. Checklist. You assign checklist items on the Checklist tab of an applicant record in Records Management. These are items to be completed before an applicant is accepted for admission. Examples include applications, application fees, test scores, and medical forms. Common Period. A common period is any assembly of students that does not require a teacher, class, or attendance (Configuration). Many schools use common periods for lunch and morning assembly. Conduct. Conduct types can include good conduct (perfect attendance) as well as conduct requiring disciplinary action (fighting). Each conduct record includes the conduct type, the action taken, and a notepad for detailed comments. You can also generate a conduct letter to parents/guardians from the Conduct tab of a student record in Records Management. Core Curriculum. You set up each core curriculum in Configuration to consist of a set of courses. Establish a core curriculum for each grade level or academic track. Assigning a core curriculum to students generates a course request for each student for each course in the core curriculum. Course. You define course records in Courses. You can assign course requests from each course record. You can create multiple classes for each course for scheduling purposes. Course Average. A Course Average calculation averages the specified grades for each course individually. The calculation is defined on the Calculations tab in Grades. An example of a Course Average calculation is (Qtr1 + Qtr 2)/2 = Sem 1. Course Request. You enter course requests in Course Requests. Each request indicates a course a student wishes to take in an upcoming term. Requests are processed and classes assigned in Scheduling. Create Master Schedule. This is an optional module to automatically assign meeting times, teachers, and rooms to classes based on restrictions you set and available resources. Cycle. Each cycle is defined in Configuration and consists of the days of the school week. Common cycles are 5-day, 6-day, and 8-day cycles.

222 CHAPTER 6 Doubleton. A doubleton is a course that offers two sections or classes. Drop. Students can be dropped from classes in Scheduling. Dropping a student clears all records of the student having been in the class. You cannot assign a class grade for a student who has dropped that class. Edit Class Timetable. This is an option under the File menu in Scheduling to add, delete, and open class sections. You can also manually assign teachers, rooms, and students to classes. Edit Student Schedule. This is an option under the File menu in Scheduling to open individual students schedules and edit their class assignments. Export. An export consists of specific fields for selected records in the database. Exported field data can be used in Crystal Reports or another software package, such as a word processor or spreadsheet. Exports are usually created in Export. Fraction. Fractions are associated with periods for attendance purposes. They are defined for each timetable in Configuration. The fractions for each period of the day should equal one unit when added together. Field. A field is an area of a record where information is entered. For example, Last Name is a field on the Bio1 tab of a student record. Field Value. A value is the information entered in a field. For example, Smith is a value entered in the Last Name field of a student record. Filter. Any field or value used to limit the results of a report is a filter. For example, when running a report, you can select only current students who are in the ninth grade for the Academic Year 1999-2000. All other students, grade levels, and academic years are filtered out of this report. GPA Type. GPA types are defined in Grades. They enable you to include and exclude certain courses from GPA calculations. Each GPA calculation is associated with a GPA type. If a course is included in a GPA type, mark the Include checkbox for that type on the Grading tab of the course record. Gradebook. This is an optional module for teachers to keep individual class files for their students. They can keep students grades on a diskette or on the network, for import back into Registrar s Office. Honors Category. You define Honors Categories in Grades. Each category contains honor designations. You can restrict course records to be included or excluded from Categories on the Grading tab of a course record. Students can be placed into only one designation within a category. Honors Designations. You define Honors Designations in Grades. Each designation must be represented by a different calculation. Students cannot fall into more than one designation within a category. Interval. Dividing students by an interval is a type of ranking. Intervals are defined in Grades, and can be quartiles, halves, etc. Link. Links are created between records in Records Management. For example, link sibling records and parent records properly for mailing purposes. Load Master Schedule. This is an optional module to automatically enroll students in classes according to their course requests, priority, and the availability of classes.

REPORT BASICS 223 Marking Column. Marking columns maintain and organize grading period information. You define marking columns to meet the scheduling needs of your organization. Examples of marking column schemes include Quarter 1, Quarter 2, Semester 1, Quarter 3, Quarter 4, Semester 2, and Final, or Trimester 1, Trimester 2, and Trimester 3. Meetings. Meetings refer to the number of times a class is scheduled per week. Each meeting is one period. You enter meeting restrictions on the Meetings tab of each course record in Courses. NG. NG stands for No Grade and is a Blackbaud term used to denote a blank grade. You can include or exclude blank grades in calculations or terminate calculations when NG is encountered. Occurrence. Each attendance code can be a fraction or an occurrence. Occurrence codes are counted equally as one absence each, while fraction codes are assigned a number of units depending on the length and severity of the absence. Organization. These records store information regarding organizations with which your school has contact. Feeder schools must be saved as organization records. Enter these as Organizations in Records Management. Pattern. Patterns are defined on the Acad Year tab of Configuration. Patterns hold class rotations, and can be assigned to individual courses. Print Preview. The Print Preview option displays the print job on the screen before it is sent to the printer. Query. A query is a subset or grouping of records in the database. You can base the query on almost any field in the program. For example, create a query that groups the records of all 9th grade females on the swim team. Relations. Relations are family members or other people, such as guardians, who have some relation to a student or applicant. You maintain relation records on the Relations tab of student or applicant records in Records Management. Singleton. A singleton is a course that offers only one section or class per term. Source. The Source field tracks how an applicant heard about your school (for example, brochure, magazine, alumni, word of mouth). SSS. SSS is an acronym for Student Support Services. This field is found on the Financial Aid tab of a student s record in Records Management. Here you enter the suggested parental contribution toward tuition; this information is used for financial aid determination purposes. Status. Status refers to the applicant or enrollment status of an applicant or student. Some common status values are Inquiry, Applicant, Accepted, Enrolled, Current Student, and Graduate. Straight. A straight rank is the rank of each individual student within his or her class (for example, a rank of 25/264 would mean the student is ranked 25th in a class of 264 students). Sort. Sort determines the order in which the data prints for a report, mailing, etc. (for example, alphabetical, by grade level). Term. A term is the smallest scheduling unit of an academic year (for example, Fall/Spring, Sem1/Sem2).

224 CHAPTER 6 Timetable. You define timetables on Acad Year tab in Configuration. Timetables hold the start and end times for periods as well as attendance fractions. You can create multiple timetables for your school. Track. Tracks contain a group of checklist items and are set up in Configuration. For example, a New Applicant track might include Application Form, SAT Scores, and Application Fee. Transfer. You can transfer students from one class to another class of the same course in Scheduling. Transferring a student also transfers their grades from the initial class to the new class. Translation Table. Translation tables contain the letter grade schemes you plan to use. You define the numeric value of each letter grade and whether it is included in a calculation. Translation tables also provide benchmarks for numeric grade and grade point equivalents. You can use typical grade letters or others such as P (pass), F (fail), or INC (incomplete). The grade NG is a Blackbaud term used to denote a blank grade. NG must be the last entry in every translation table. Withdraw. You can withdraw students from classes in Scheduling. When withdrawing a student, you can enter a withdrawn grade for the class.

Course/Class Reports Contents Class Enrollment Summary...................................... 227 Class Roster................................................... 228 Course Catalog................................................ 229 Course Roster................................................. 230

226 CHAPTER 7

COURSE/CLASS REPORTS 227 Class Enrollment Summary The Class Enrollment Summary provides a detailed summary of the enrollment in each class. The number of students enrolled, the maximum number of students that can be enrolled, the number of males enrolled, and the number of females enrolled, along with general information about the class, are displayed on the report for each class. All classes, selected classes, or a single class can be included in the report. Selecting specific criteria (e.g., Faculty, Grade Level, and Departments) can narrow the report. The report can be broken down by faculty, department, grade level, or not at all. Required Classes to Include Terms to Include Filters Faculty to Include Grade Levels to Include Departments to Include Sort Order Course ID Course Name Options Breakdown By: Faculty, Department, Grade Level, None Print one class per page Print meeting times Print classes with no enrollment Report Criteria

228 CHAPTER 7 Required Classes to Include Terms to Include Faculty/Staff Addressee Student Addressee Class Roster The Class Roster provides a list of students enrolled in each of the included classes. You can print class rosters for only those classes that have changed as of a specified date. You can print class rosters one per page to distribute to faculty members. All classes, selected classes, or a single class can be included in the report. Selecting specific criteria (e.g., Faculty, Grade Level, and Departments) can narrow the report. The report can be broken down by faculty, department, grade level, or not at all. Filters Faculty to Include Departments to Include Grade Levels to Include Sort Order Course ID Course Name Options Print only Class Rosters that have changed as of <specify date> Print one class per page Print meeting times Print classes with no enrollment Breakdown By: Faculty, Department, Grade Level, None Report Criteria

COURSE/CLASS REPORTS 229 Course Catalog The Course Catalog provides a list of all the courses offered by your organization. The report can be narrowed to display only those courses during an academic year that have grading information present. All courses, selected courses, or a single course can be included in the report. Selecting specific criteria (e.g., Grade Level and Departments) can also narrow the report. The report can be broken down by grade level, by department, or not at all. Along with the Course Name, the report displays the Course ID, Description, Grade Level, and Credits for each course. Filters Courses to Include Academic Year Filters Departments to Include Grade Levels to Include Sort Order Course ID Course Name Description Options Print one grade level per page Breakdown By: Grade Level, Department, None Report Criteria

230 CHAPTER 7 Required Courses to Include Terms to Include Student Addressee Course Roster The Course Roster provides a list of students enrolled in each course for a specified academic year. All courses, selected courses, or a single course can be included in the report. Selecting specific criteria (e.g., Grade Level and Departments) can also narrow the report. The report can be broken down by grade level, by department, or not at all. For each student, the report displays the student s name, grade level, gender, homeroom, and section number of the class. You can also select to display the students using one column or two. Filters Departments to Include Grade Levels to Include Sort Order Course ID Course Name Description Options Print one grade level per page Breakdown By: Department, Grade Level, None Column Format: Single, Double Report Criteria

Request Reports Contents Conflict Matrix................................................ 233 Course Requests............................................... 234 Course Request Tally........................................... 235 Potential Classes Report......................................... 236 Potential Conflict Report........................................ 237 Potential Student Schedules...................................... 238 Student Requests............................................... 239

232 CHAPTER 8

REQUEST REPORTS 233 Conflict Matrix The Conflict Matrix provides a list of courses that conflict for each included course. A course is considered to conflict with another course when a student requests both courses. Along with the courses that conflict with each course, the number of students requesting both courses is also included. Note that this does not show the actual conflicts that occur in a student s schedule. It shows the conflicts between the courses requested. All students, selected students, or a single student can be included in the report. Selecting specific criteria (e.g., Grade Level and Departments) can also narrow the report. You can display the report in a list or grid view. You can also run this report in Course Requests (File, Conflict Matrix). Required Records to Include Terms to Include Filters Departments to Include Grade Levels to Include Sort Order Course ID Course Name Grade Level Severity Options Include Any Available Term Requests Report Type: List view, Grid view Report Criteria

234 CHAPTER 8 Required Records to Include Terms to Include Addressee Course Requests The Course Requests Report provides a list of students requesting each of the included courses. Along with the student s name, the grade level, homeroom, gender, and number of classes already scheduled are displayed for each student. All students, selected students, or a single student can be included in the report. Selecting specific criteria (e.g., Course Types, Grade Level and Departments) can also narrow the report. Filters Departments to Include Grade Levels to Include Course Types to Include Sort Order Student Grade Level Options Report Criteria

REQUEST REPORTS 235 Course Request Tally The Course Request Tally provides a summary of the statuses of the requests for each course. For each course, the maximum and minimum classes per term, the maximum and minimum requests per term, the maximum and minimum class size, the number of classes created, the total number of requests, the number of requests fulfilled and the percentage of requests fulfilled are displayed. You can also select to display the total number of Males and Females that have requested each course and the total of students from each grade level that have requested each course. All students, selected students, or a single student can be included in the report. Selecting specific criteria (e.g., Course Types, Grade Level and Departments) can also narrow the report. You can also run this report in Course Requests (File, Course Request Tally). Required Records to Include Terms to Include Filters Departments to Include Grade Levels to Include Course Types to Include Sort Order Course ID Course Name Grade Level Options Breakdown By: Gender Breakdown By: Grade Level

236 CHAPTER 8 Required Records to Include Terms to Include Filters Grade Levels to Include Departments to Include Potential Classes Report The Potential Classes Report provides a list of the number of classes that need to be created for each course. Using the maximum and minimum class size from the course record along with the number of requests for each course, the report display a maximum and minimum number of possible classes that need to be created along with some reasons for the numbers displayed and some potential scheduling problems. All courses, selected courses, or a single course can be included in the report. Selecting specific criteria (e.g., Departments, and Grade Level) can also narrow the report. Sort Order Course ID Course Name Department Grade Level Options Report Criteria

REQUEST REPORTS 237 Potential Conflict Report The Potential Conflict Report provides a list of the possible conflicts for rooms, faculty, and students for each course using the classes scheduled and the requests for students. Note that to decrease the amount of time it takes to process the report, it is suggested that the report by run for rooms, faculty and students separately. All courses, selected courses, or a single course can be included in the report. Selecting specific criteria (e.g., Departments, and Grade Level) can also narrow the report. Required Records to Include Terms to Include Student Addressee Faculty/Staff Addressee Filters Departments to Include Grade Levels to Include Sort Order Course ID Course Name Grade Level Options Addressee/salutations Show Rooms Show Faculty Show Students Include Any Available Term Requests

238 CHAPTER 8 Required Records to Include Terms to Include Addressee Filters Grade Levels to Include Potential Student Schedules The Potential Student Schedules Report provides a grid display of the possible schedule and the current schedule for each student based on their course requests. For each request, the possible classes to fulfill the request are display under the period in which they are scheduled by displaying the section number. Note that the section number displayed is the class with the least number of students. If the request is already fulfilled, the class fulfilling the request is noted. For each class, information about the size of the class and whether the class conflicts with a currently scheduled class also display. All students, selected students, or a single student can be included in the report. Selecting specific criteria (e.g., Grade Level) can also narrow the report. Sort Order Student Name Grade Level Options Print One Student Per Page Only Include Columns with First Meetings Print Enrolled Classes with no Meeting Times Report Criteria

REQUEST REPORTS 239 Student Requests The Student Requests Report provides a list of course requests for each student for a specified Academic Year. For each request, the term, priority, number of classes, and alternate request are displayed. You can also display the status of the request and display only unfulfilled requests. All students, selected students, or a single student can be included in the report. Selecting specific criteria (e.g., Departments, Course Types, Grade Level) can also narrow the report. Required Records to Include Terms to Include Addressee Filters Departments to Include Course Types to Include Grade Levels to Include Sort Order Course ID Course Name Description Department Grade Level Options Print only unscheduled requests Print one student per page Print request status Report Criteria

240 CHAPTER 8

Scheduling Reports Contents Alternate Periods Report........................................ 243 Class Assignments.............................................. 244 Class Information.............................................. 245 Classed Created Report......................................... 246 Conflict Reports............................................... 247 Course Resource Report........................................ 249 Course Waiting List............................................ 250 Free in a Period Report......................................... 251 Free Periods Tallies............................................ 252 Periods Free Report............................................ 253 Print Master Schedule.......................................... 254 Print Schedules................................................ 255

242 CHAPTER 9

S CHEDULING REPORTS 243 Alternate Periods Report The Alternate Periods Report provides a list of periods in which each class can be scheduled in to avoid conflicts. If a class is currently scheduled, the day and period is noted on the report. All classes, selected classes, selected courses, a single class, or a single course can be included in the report. Selecting specific criteria (e.g., Grade Level and Departments) can also narrow the report. Required Classes to Include Terms to Include Filters Departments to Include Grade Levels to Include Sort Order Class Period Options Print alternate periods only Report Criteria

244 CHAPTER 9 Required Records to Include Terms to Include Addressee Filters Departments to Include (Faculty/Staff) Grade Levels to Include (Students) Class Assignments The Class Assignments Report provides a list of classes each student, faculty/staff member, or room is assigned for the selected Academic Year. For faculty/staff and room, the number enrolled along with the maximum enrollment possible is also displayed for each class. When running the report for students, you can select to include all students, selected students or a single student and can narrow the report by grade level. When running the report for faculty/staff members, you can select to include all faculty/staff, selected faculty/staff, or a single faculty/staff member and can narrow the report by department. When running the report for rooms, you can select to include all rooms, selected rooms, or a single room. Options Report Criteria

S CHEDULING REPORTS 245 Class Information The Class Information Report provides general information about each class scheduled during the Academic Year selected. The teacher, room, and periods scheduled for each class along with the number enrolled is displayed. You can also select to include the meeting times for each class. All courses, selected courses, or a single course can be included in the report. Selecting specific criteria (e.g., Grade Level, Course Types, and Departments) can also narrow the report. Required Records to Include Terms to Include Addressee Filters Course Types to Include Departments to Include Grade Levels to Include Sort Order Class ID Course Name Options Print Meeting Times Report Criteria

246 CHAPTER 9 Required Records to Include Terms to Include Filters Grade Levels to Include Departments to Include Classed Created Report The Classes Created Report provides a list of the number of classes created for each course along with some general information about each course. The maximum and minimum number of requests, the maximum and minimum number of classes allowed, the maximum and minimum number of students per class, the number of actual requests and number of classes created is displayed for each report. A message also displays for those courses in which too few requests exist, too many classes were created, too many requests exist, and too few classes were created. All courses, selected courses, or a single course can be included in the report. Selecting specific criteria (e.g., Grade Level, and Departments) can also narrow the report. Sort Order Course ID Course Name Options Report Criteria

S CHEDULING REPORTS 247 Conflict Reports The Conflict Report provides a list of classes that conflict for each student, faculty/staff member, or room for the selected Academic Year. The class that has a conflict and the class with which it conflicts are displayed, listing the day and period of the conflict. You can select to display a summary of the conflicts. This option just displays the classes with conflicts for each student, faculty/staff or room instead of displaying each period for each class in conflict. When running the report for rooms, you can select to include all rooms, selected rooms, or a single room. When running the report for faculty/staff members, you can select to include all faculty/staff, selected faculty/staff, or a single faculty/staff member and can narrow the report by department. When running the report for students, you can select to include all students, selected students or a single student and can narrow the report by grade level. Required Records to Include Terms to Include Filters Departments to Include (Faculty/Staff) Grade Levels to Include (Students) Options Summary Report Criteria

248 CHAPTER 9

S CHEDULING REPORTS 249 Course Resource Report The Course Resource Report provides a list of the faculty/staff and room resources designated for each course along with the priority for each resource. If the course also has period and pattern restrictions, this information is also displayed. All courses, selected courses, or a single course can be included in the report. Selecting specific criteria (e.g., Grade Level, Rooms, Faculty, and Departments) can also narrow the report. Required Records to Include Academic Year Terms to Include Addressee Filters Departments to Include Grade Levels to Include Rooms to Include Faculty/Staff to Include Options Restrictions to Include: Room, Faculty/Staff, Period and Pattern (must select at least one) Report Criteria

250 CHAPTER 9 Required Records to Include Terms to Include Addressee Course Waiting List The Course Waiting List provides a list of students with unfulfilled course requests for each course. This report can be used to help determine what students need to have the schedules redone and what order the students should be attempted. All courses, selected courses, or a single course can be included in the report. Selecting specific criteria (e.g., Grade Level, and Departments) can also narrow the report. Filters Grade Levels to Include Departments to Include Sort Order Course ID Course Name Students Waiting Query (Selected Courses) Options Report Criteria

S CHEDULING REPORTS 251 Free in a Period Report The Free in a Period Report provides a list of students, faculty/staff members, or rooms that do not have classes scheduled for each included period during the selected Academic Year. You can select which periods to use when determining who has free time. When running the report for students, you can select to include all students, selected students or a single student and can narrow the report by grade level. When running the report for faculty/staff members, you can select to include all faculty/staff, selected faculty/staff, or a single faculty/staff member and can narrow the report by department. When running the report for rooms, you can select to include all rooms, selected rooms, or a single room. Required Records to Include Terms to Include Addressee Filters Departments to Include Grade Levels to Include Options Ability to select which periods to view Report Criteria

252 CHAPTER 9 Required Terms to Include Filters Room Types to Include Departments to Include Grade Levels to Include Free Periods Tallies The Free Periods Tallies provides a total number of students, faculty/staff, and rooms that do not have classes scheduled during each period. You can optionally exclude students, faculty/staff, or rooms from the report. Selecting specific criteria (e.g., Room Types, Grade Level, and Departments) can also narrow the report. Options Tally to Include: Rooms, Faculty/Staff, Students Report Criteria

S CHEDULING REPORTS 253 Periods Free Report The Periods Free Report provides a list of periods for each of the included rooms, faculty/staff members, or students with no classes scheduled. When running the report for students, you can select to include all students, selected students or a single student and can narrow the report by grade level. When running the report for faculty/staff members, you can select to include all faculty/staff, selected faculty/staff, or a single faculty/staff member and can narrow the report by department. When running the report for rooms, you can select to include all rooms, selected rooms, or a single room. Required Records to Include Terms to Include Addressee Filters Grade Levels to Include (Students) Departments to Include (Faculty/Staff) Options Report Criteria

254 CHAPTER 9 Required Records to Include Terms to Include Addressee Filters Departments to Include Grade Levels to Include Print Master Schedule The Print Master Schedule Report provides a printout of the master schedule for the Academic Year by room, faculty/staff, student, course, or period. When displaying the master schedule by faculty/staff or course, the master schedule can be displayed in a grid view or list view and can be used to help modify the master schedule if needed. When displaying the master schedule by student, you can optionally display the room number for each class. You can select which periods to display when displaying the master schedule. Selecting specific criteria (e.g., Grade Level and Departments) can also narrow the report. Sort Order (Periods) Course ID Course Name Grade Level Description Options Ability to select periods Print in List View or Grid View (Faculty/Staff or Course) Show Room Number (Students)

S CHEDULING REPORTS 255 Print Schedules The Print Schedules Report provides a schedule of class for each of the included rooms, faculty/staff, or students for the academic year selected. The schedules can be printed in a grid or list format and based on the format selected, you can print Class details, Print Conflict Details, Print Classes with No Meetings, Print Timetable Legend, and Print Timetable for each Class. Optional fields can also be included in the report. All records, selected records, or a single record can be included in the report. Selecting specific criteria (e.g., Grade Level and Departments) can also narrow the report. You can also narrow the report by selecting to print schedules for only those that have changed as of a specified date. Required Records to Include Terms to Include Student Addressee Faculty/Staff Addressee Filters Grade Levels to Include (Students) Departments to Include (Faculty/Staff) Sort Order Rooms: Rooms ID or Description Faculty/Staff: Name or Department Students: Name, Grade Level, or Homeroom Options Print Format: List View, Grid View Print only changed student schedules Select specific periods Row Headings Class Details: Class ID, Course Name, Meeting Times, Teacher Name, Enrollment, Grade Level Print Conflict Details Print each student on a separate page Print classes with no meetings Print Timetable Legend Print Timetable for each class Report Criteria

256 CHAPTER 9

INDEX 257 Index A academic years common periods 66, 112 Course Requests 68 days 112 patterns 112, 134 periods 112 Scheduling 167 selecting 25 terms 112 timetables 112 Admissions Office DOS 5.3 to Windows Conversion Guide, details 10 Admissions Office Mail, Query, and Export Guide, details 9 Alternate Periods Report 243 C Class Assignments report 244 Class Enrollment Summary report 227 class information adding 182 editing 182 Class Information report 245 Class Roster report 228 classes adding in Scheduling 182 removing students from classes 185 Classes Created Report 121, 162 Clear Student Schedules 205 Clear Student Schedules Summary Report 206 communications port settings for scanner 97 Conflict Matrix 88 Conflict Reports 134, 247 conflicts, viewing in Scheduling 190 Copy Course Grading 50 Copy Scheduling Year 120 core curriculum course requests 81 corequisites 58 Course Catalog report 229 course grading information adding 45 editing 46 course records adding 34 billing information 56 corequisites 58 course grading information 45 course requests by course 68 course resources 55 prerequisites 57 skills 36, 48, 49 closing a group of records 43 copying 44 course meeting restrictions 53 grading information 50 course meeting restrictions 52 course requests 65 Course tab 34 defaults 33 defining 65 deleting course meeting restrictions 54 course records 42 grading information 51 skills 52 editing course grading information 46 course meetings 53 course records 41 field characteristics 33 finding course records 42 Meetings tab 38 opening a group of records 43 course records 42 preferences color options preferences 31 general preferences 29 selection lists preferences 30 title bar preferences 30 Resources tab 34 Scheduling tab 34 searching for course records 42 setting defaults 33 skills for Lower Schools 111 Skills tab 36 viewing course classes 59 course meeting restrictions 52 students enrolled in classes 59 Course Request Tally 86, 164 course requests adding 63, 117 alternate course requests 65, 70 any available term 65 before promoting students 66 core curriculum requests 81 requests by course 71 any available term 79, 89 common periods 66 Course Request by Student screen 80 course request priority 64 Course Request Tally 164 Course Requests by Student screen 80 Course Requests report 234 Course Waiting List report 163

258 I NDEX deleting course requests 74 editing course requests 74 End of Year Processing 66 entering requests by course 68 entering requests by student 75 exceptions 64 excluding students from course requests 116 finding specific courses 78 Potential Classes Report 236 preferences 67 preparing to assign course requests 63 priority 64 reports to evaluate unfulfilled course requests 157 selecting academic years 68 Student Requests by Course screen 74 Student Requests report 163, 239 Students Requests by Course screen 74 viewing course requests details 79 Course Requests by Student screen 80 Course Requests report 234 Course Requests Tally 123, 128 Course Resource Report 249 Course Roster report 230 Course tab 34 Course Waiting List report 123, 128, 163, 250 Create Classes 120, 168 Create Master Schedule 115, 122, 172 course scheduling priority 118 Create New Course From 44 Crystal Reports 6.0 User s Guide, details 8 D Data Entry Scanning for course requests Course Requests I Form 95 form recommendations 95 process overview 94 scan form procedures deleting 103 finding 101 manually posting 107 manually verifying 106 printing 99 reprinting 101 scanning 104 viewing 102 system setup 96 setting communications port settings 97 setting preferences 98 defaults, course records 33 deleting scan forms 103 dropping students 185 E Edit Class Timetable 121, 132, 181 Edit Classes 121, 172 Edit Student Schedule 132, 200 Education Administration Crystal Reports Guide, details 8 Education Administration Housekeeping and Import Guide 8 Education Administration Installation Guide 6 Education Administration Program Setup Guide, details 7 End of Year Processing 66, 117, 123 exceptions, Course Requests 64 F Faculty Access Administration Guide, details 12 Faculty Access User s Guide, details 13 field characteristics 22 field characteristics, course records 33 finding active scan forms 101 Free in a Period Report 251 Free Periods Tallies 252 G grades accidental deletion of grades 51, 120, 168, 170 drop 185 transfer 185 withdraw 185 grading information copying 50 deleting 51 I invalid date range 25 L Load Master Schedule 114, 124, 190 re-running Load Master Schedule 129 Load Master Schedule Control Report 158 Lower School course records, skills, and scheduling 111 M manually posting verified scan forms 107 manually verifying scanned forms 106 master schedule creating automatically 172 master schedule tips 134 viewing 181

INDEX 259 Meetings tab 38 menu bar 16 N navigating in Registrar's Office 16 O online resources 15 overview of scanning process 94 P Periods Free Report 253 port settings for scanner 97 posting verified scan forms manually 107 Potential Classes Report 236 Potential Conflict Report 123, 237 Potential Student Schedules report 129, 159, 238 preferences 67 Course Requests 67 Courses 29 Data Entry Scanning 98 Scheduling 165 skills 29 prerequisites, course records 57 Print Master Schedule report 123, 128, 161, 254 Print Schedules report 131, 134, 255 printing scan forms 99 R recommendations for scan forms 95 Registrar's Office modules, details 3 Registrar s Office Records Management Guide, details 10 reports Action Reports, list 212 Alternate Periods Report 243 Attendance Reports, list 213 Class Assignments report 244 Class Enrollment Summary report 227 Class Information report 245 Class Roster report 228 Classed Created Report 246 Classes Created Report 121, 162 Conduct Reports, list 213 Conflict Matrix 233 Conflict Reports 134, 247 Course Catalog report 229 Course Request Tally 164, 235 Course Request Tally in Course Requests 164 Course Requests report 234 Course Requests Tally 123, 128 Course Resource Report 249 Course Roster report 230 Course Waiting List report 123, 128, 163, 250 Course/Class Reports, list 213 creating output queries 220 creating reports 216 exporting reports 218 Faculty/Staff Reports, list 215 Free in a Period Report 251 Free Periods Tallies 252 frequently used terms 220 Grade Reports, list 213 Load Master Schedule Control Report 158 Miscellaneous Reports, list 215 Periods Free Report 253 Potential Classes Report 236 Potential Conflict Report 123, 237 Potential Student Schedules 159 Potential Student Schedules report 129, 238 preferences 215 previewing 218 Print Master Schedule 161 Print Master Schedule report 123, 128, 254 Print Schedules report 131, 134, 255 printing 218 Request Reports, list 214 Rooms List report 161 Scheduling Reports, list 214 sending by e-mail 219 Student Reports, list 214 Student Requests report 163, 239 reprinting scan forms 101 Required Field Missing message 25 Resources tab 34, 39 restrictions, course records 52 rooms finding unscheduled rooms 189 Rooms List report 161 Rooms List report 161 S scanning course requests Course Requests I 95 process overview 94 scan form procedures deleting 103 finding 101 manually posting 107 manually verifying 106 printing 99 reprinting 101 scanning 104 viewing 102 system setup setting communications port settings 97

260 I NDEX setting preferences 98 scheduling academic years 167 Add Course to Free Periods 131 adding classes 169, 182 assigning teachers to homerooms 116 audited courses 142 Classes Created Report 121 Clear Student Schedules 129, 205, 206 Clear Student Schedules Summary Report 206 Conflict Reports 134 Copy Scheduling Year 120 copying scheduling years 204 core curriculum 115 course records 114 course type 115 scheduling priority 118 course requests adding 117 enrolling students by course requests 126 evaluating unfulfilled course requests 150 Course Requests Tally 123, 128 Course Waiting List report 123, 128 Create Classes 168 Create Master Schedule 115, 122, 172, 176 creating classes 169 creating classes with Copy Scheduling Year 120 creating classes with Create Classes 120 creating classes with Edit Classes 121 defining academic years 112 Edit Class Timetable 121, 132, 181 Edit Classes 172 Edit Student Schedule 132, 200 editing Edit Class Timetable 181 Edit Classes 172 Edit Student Schedule 200 editing class information 182 editing student schedules 132, 201 End of Year Processing 117, 123 enrolling students 127, 184 finding free rooms 189 free teachers 187 Load Master Schedule 114, 124, 150, 190, 194 re-running Load Master Schedule 129 Lower School classes, teachers, rooms, and students 111 master schedule creating automatically 172 master schedule tips 134 viewing 181 multiple classes at same time 148 new classes 169 patterns 134 piggybacking courses, across terms 138 piggybacking courses, within a term 134 Potential Classes Report 236 Potential Conflict Report 123, 237 Potential Student Schedules report 129, 238 preferences 165 Print Master Schedule report 123, 128, 254 Print Schedules report 131, 134, 255 promoting students 112 reports 150 resolving unfulfilled course requests 150 rooms finding unscheduled rooms 189 multiple classes at same time 148 Print Schedules report 134, 255 room restrictions 113 room type and capacity 113 Rooms List 161 Saved Scheduling Years 204 scheduling checklist 111 scheduling priority 115 scheduling years copying 204 selecting 167 setting up overlapping meeting times 143 stand-in courses, across terms 138 stand-in courses, within a term 134 Student Requests report 239 teachers assigning homerooms 116 finding free teachers 187 maximum classes per term for teachers 116 multiple classes at same time 148 scheduling restrictions 116 scheduling teachers in more than one timetable 146 viewing conflict details 190 master schedule 181 Scheduling tab 37 searching for records 24 selecting academic years 25 setup of scanning system 98 setting communications port settings 97 setting preferences 98 shortcut menus 20 skills accidental deletion of skill ratings 37, 51, 120, 168, 170 Add Category button 49 Add Skill button 48 adding to course records 48, 49 Create New Course From 44 defining for Lower School courses 111 deleting from course records 51 deleting skills 52 omitting skills from a category 36 preferences show display name column 29 show ratings table column 29 selecting marking columns 37

INDEX 261 selecting skills 48, 49 skill order 36 skills ratings drop 185 transfer 185 withdraw 185 sorting skills with category association 36 sorting unassociated skills 36 Skills tab 36 status bar 17 Student Requests by Course screen 74 Student Requests report 163, 239 students adding course requests by student 75 assigning course requests before promoting students 66 dropping from classes 185 excluding from course requests 65 Print Schedules report 134, 255 removing from classes 185 scheduling in classes 184 transferring between classes 185 viewing students enrolled in classes 59 withdrawing from classes 185 W withdrawing students from classes 185 T tables 21 teachers assigning homerooms 116 finding unscheduled teachers 187 maximum classes per term 116 scheduling restrictions 116 scheduling teachers in more than one timetable 146 title bar 16 toolbar 18 transferring students between classes 185 U user s guides Admissions Office guides, details 8 Education Administration guides, details 6 Registrar s Office guides, details 10 Utilities and Housekeeping End of Year Processing 123 V verifying scanned forms manually 106 viewing active scan forms 102

262 I NDEX