CHANCERY SMS 5.0 STUDENT SCHEDULING

CHANCERY SMS 5.0 STUDENT SCHEDULING PARTICIPANT WORKBOOK VERSION: 06/04 CSL - 12148

Student Scheduling Chancery SMS 5.0 : Student Scheduling... 1 Course Objectives... 1 Course Agenda... 1 Topic 1: Overview of the Student Scheduling Process... 3 Topic Objectives... 3 Topic 2: Planning Calendars & Planning Schedules... 9 Topic Objectives... 9 Exercise 1: The Planning Calendar and Planning Schedules... 16 1.1 View the Planning Calendar... 16 1.2 Switch from Active to Planning Calendar... 17 1.3 View the Planning Schedule... 17 Topic 3: Course Requests... 19 Topic Objectives... 19 Exercise 2: Run the Course Catalog Report... 25 Exercise 3: Enter Course Requests... 26 3.1 View Course Requests...26 3.2 Enter Course Requests...28 3.3 Copy Course Requests... 30 3.4 Enter and Copy Further Course Requests... 31 Exercise 4: Analyze Course Requests... 34 4.1 Run Course Request Rule Violation Report... 34 4.2 Run Course Request List Report... 36 4.3 Run Course Request Verification Report... 37 Topic 4: Walk-In Scheduling... 39 Topic Objectives... 39 Exercise 5: Walk-In Scheduling... 44 5.1 Automatically Create Student Schedule... 44 5.2 Run the Master Schedule by Meeting Pattern Report... 46 5.3 Manually Create Student Schedule... 47 Topic 5: Maintaining Student Schedules... 48 Topic Objectives... 48 Exercise 6: Maintain Student Schedules... 51 6.1 Automatically Maintain Student Schedule... 51 6.2 Manually Maintain Student Schedule... 53 Exercise 7: Run Student Loading Reports... 55

7.1 Run Student Scheduling Load Summary Report... 55 Topic 6: Course Summary... 57 Course Objectives... 57 Available Help... 59 Online Help... 59 Chancery SMS Guides... 59 Support Website... 59 Technical Support... 59 Glossary... 61

Chancery SMS 5.0 : Student Scheduling This course is aimed at counselors and other school staff who are responsible for entering course requests and maintaining student schedules at secondary schools. It provides an overview of the student scheduling functionality available in Chancery SMS. Course Objectives By the end of this course, you will be able to: Describe the methods available for scheduling students Enter course requests for students and run the relevant reports Manually and automatically generate student schedules Update student schedules to ensure that students receive a full scheduling load Course Agenda Topic 1: Topic 2: Topic 3: Topic 4: Topic 5: Topic 6: Overview of the Student Scheduling Process Planning Calendars & Planning Schedules Course Requests Walk-In Scheduling Maintaining Student Schedules Course Summary Version 06/04 Chancery SMS 5.0 : Student Scheduling 1

Topic 1: Overview of the Student Scheduling Process Topic Objectives By the end of this topic, you will be able to: Provide a high-level overview of the scheduling process Identify where student scheduling fits in to this process Version 06/04 Chancery SMS 5.0 : Student Scheduling 3

The Next Year Scheduling Process Define Next Year Settings District Set up School for Next Year Validate Projected Schools Create Planning Schedule Schedule Classes Enter Course Requests School Load Students Create Classes Allocate Teachers Maintain Student Schedules Student Scheduling 5 There are a number of steps involved in the scheduling process, some of which take place at the district level, and others at the school level. Define Next Year District Settings The tasks that need to be performed at the district level before any scheduling tasks can be completed at the schools include: 1. Defining school boundaries for the next school year 2. Defining the next school year in the district calendar 3. Defining staff scheduling defaults 4. Defining courses for the next school year and publishing them to schools Set up School for Next Year At the school level, a planning calendar must be created to facilitate planning and scheduling for the next school year. Validate Projected Schools for Students You must validate that the projected schools assigned by the district to students are accurate, so that you can obtain a projected list of students for the next school year. Create Planning Schedule It is possible to create multiple planning schedules in a planning calendar. At this point, purely from the planning schedule perspective, you are ready to create classes. However, other preparatory work in relation to courses and students needs to take place before course requests can be finalized and classes can actually be created. 4 Chancery SMS 5.0 : Student Scheduling Version 06/04

Enter Course Requests Course requests for students for the next school year must be entered into a planning schedule. However, the planning schedule can be empty for the initial entry of course requests. Course requests are entered using one of the following three methods: Copy a set of course requests set up for a model student to a predefined group of students Manually enter course requests, either one at a time or by using saved lists of requests (e.g., by a counselor) Import from an external source Once course requests have been entered for all students, the number of classes needed for each course is calculated, and the classes are analyzed for potential conflicts. Create Classes The create classes process is run to create the required number of classes based on the analysis of requests in the previous step. Allocate Teachers When the allocate teachers process is run, teachers are allocated to classes that have been created with the load distribution proportionately based on teacher course preferences. Schedule Classes The automated scheduling process builds the master schedule based on the scheduling rules, classes created, teacher allocations, and room availability. The schedule classes process assigns a teacher, room, and meeting pattern to each class. Load Students If required, student seat counts can be adjusted to make allowances for special education students. You can then load all student schedules or a subset of them based on student loading rules. Maintain Student Schedules Once student schedules have been created, they can be analyzed adjusted as required. In addition, course requests are entered for new students and the walk-in scheduling functionality is used to automatically generate their schedules. Version 06/04 Chancery SMS 5.0 : Student Scheduling 5

Working with Course Requests 1 Enter Course Requests 2 Run Reports 3 View Conflict Matrix 4 Update Course Requests Student Scheduling 6 The majority of student course requests for the next school year are entered prior to the master schedule being created. Since the number of course requests drives the number of classes created and subsequently the structure of the master schedule, accurate entry and verification of course requests is key to ensuring that a realistic and effective master schedule is created. Verification of course requests takes place by running a number of reports to check prerequisites and corequisites, and duplicate requests, as well as by viewing the conflict matrix to ensure that students have not requested multiple courses from the same department, e.g., mathematics. Counselors are also able to obtain teacher approval for specific courses where required, based on lists of students with a request for that course. Course requests can then be updated, if necessary, before the master schedule is created. 6 Chancery SMS 5.0 : Student Scheduling Version 06/04

Maintaining Student Schedules Create Schedule for New Student Enroll Student Enter Course Requests Find Schedule Save Schedule Student Scheduling 7 Change Existing Schedule Search for Student Change Course Requests Find Schedule Save Schedule Once the master schedule has been created and students have been loaded, there are two main scenarios in which student schedules need to be maintained: New student is enrolled It is possible to create a schedule for a new student either automatically or manually. Current student requires a change The steps involved for making changes to a student s existing schedule are similar to those for creating a schedule for a new student. This process can also be completed either automatically or manually. Some possible changes to a student s schedule can include: Delete entire schedule and reschedule student Add/remove course requests, lock certain classes, and then reschedule student Move student to a different section of a certain course to be with a specific teacher Version 06/04 Chancery SMS 5.0 : Student Scheduling 7

Topic 2: Planning Calendars & Planning Schedules Topic Objectives By the end of this topic, you will be able to: Differentiate between active and planning calendars Describe planning schedules Version 06/04 Chancery SMS 5.0 : Student Scheduling 9

Calendars Current Year Historical Calendar Active Calendar Planning Calendar Next Year Historical Calendar Active Calendar Planning Calendar Master Schedule Builder 10 Next Year Preparation There are three different types of school calendars available in Chancery SMS: the active calendar, the historical calendar, and the planning calendar. The active calendar is the default school calendar used for the current school year and related reporting periods. Historical calendars store information from past school years, and are currently not accessible through the user interface. However, all data remains intact and can be accessed using Crystal Reports. A planning calendar must be created to plan for the coming school year. A school s planning calendar is based on a district planning calendar, and its dates must fall within those of the district planning calendar. The information that is entered in the planning calendar is used during the next year preparation process and becomes the active calendar for the following school year. Planning schedules created for the next school year using the master schedule builder are housed in the planning calendar. 10 Chancery SMS 5.0 : Student Scheduling Version 06/04

Differences Active Calendar Is the default school calendar Used to report current school and student data Cannot be deleted or changed once it is created Only one active calendar can exist per school Student Scheduling 11 Planning Calendar Used to plan for coming school year: Attendance Reporting Periods Day Types Calendar Day Exceptions Planning Schedules Only one planning calendar can exist per school Planning calendars, unlike active calendars, can be edited and deleted if required. It is possible to switch between the active and planning calendars. However, if you are working in the planning calendar and then log out of Chancery SMS, the next time you log in, you will automatically be switched back to the active calendar. Version 06/04 Chancery SMS 5.0 : Student Scheduling 11

Which Calendar Am I Using? 1 2 4 3 5 Master Schedule Builder 12 When switching back and forth between the active and planning calendars, there are a number of ways to tell which calendar you are currently using: 1. The title bar on the web browser window displays the name of the calendar currently in use. 2. When working with the planning calendar, a label on the control bar is displayed. Position the mouse over the label in the control bar to display a tool tip that indicates the name of the planning calendar. This label disappears when working with the active calendar. 3. Text at the top of the School Calendars page indicates which calendar is currently in use. 4. The only options available on the control bar are Student Search, Scheduling, School Setup, and District Setup. 5. Option buttons in the Works with column on the School Calendars page display which calendar is currently selected. 12 Chancery SMS 5.0 : Student Scheduling Version 06/04

Planning Schedules Current Year Active Calendar Active Schedule Next Year Planning Calendar Planning Schedule 1 Planning Schedule 2 Planning Schedule 3 Master Schedule Builder 31 A planning schedule is used to plan your school s master and student schedules for the coming school year. School staff responsible for scheduling can create multiple planning schedules in the planning calendar. Any changes made to planning schedules do not affect the active schedule (except in the case of any information related to rooms). Planning schedules can be created from scratch (as above in Planning Schedule 1), or as a copy of an existing schedule. The existing schedule can be the active schedule (as above in Planning Schedule 2), a historical schedule, or another planning schedule (as above in Planning Schedule 3). Student course requests are specific to each planning schedule, and therefore student schedules can vary based on planning schedules. When copying a planning schedule, student course requests are copied by default. Typically, only one person per school has permission to create new planning schedules and switch between planning schedules. This individual is responsible for communicating to all other staff in the school when planning schedules are changed and when it is safe to work in the planning calendar. Version 06/04 Chancery SMS 5.0 : Student Scheduling 13

Course Requests & Planning Schedules Planning Sched 1 Created by Default 1. Enter course requests Planning Sched 2 Created from Scratch Create PS2 2. Course requests copied Planning Sched 3 Copy of PS1 3. Change existing requests 4. Enter requests for new students Create PS3 6. Course requests copied 7. New students requests copied Student Scheduling 13 There are some important rules you must bear in mind when entering course requests if multiple planning schedules exist: Course requests can only be entered into the planning schedule that is currently selected on the Scheduling page. If a new planning schedule is created from scratch, course requests are copied to it from the planning schedule currently selected on the Scheduling page. If a new planning schedule is created as a copy of an existing planning schedule, course requests are copied from the existing planning schedule to the new planning schedule. However, if the planning schedule currently selected on the Scheduling page is different to the planning schedule from which you are copying, and the currently selected planning schedule has course requests entered for new students, those new requests are also copied to the new planning schedule. Consider the example shown on the slide above: Planning Schedule 1 is created by default when the planning calendar is created. Course requests for all students are entered into this planning schedule. Planning Schedule 2 is then created from scratch. All course requests are copied over from Planning Schedule 1, since this is the planning schedule currently selected on the Scheduling page. When working in Planning Schedule 2, you make some changes to existing course requests and also enter requests for some new students that will be in your school next year. 14 Chancery SMS 5.0 : Student Scheduling Version 06/04

You then go on to create a copy of Planning Schedule 1, while Planning Schedule 2 is selected on the Scheduling page, and call the new one Planning Schedule 3. Planning Schedule 3 inherits all the original requests for all students from Planning Schedule 1, as well as the requests entered for those new students in Planning Schedule 2. The changes made to existing requests in Planning Schedule 2 are not inherited by Planning Schedule 3. As a rule of thumb, if you wish to create a new planning schedule that contains your most current course requests, you should ensure that the new planning schedule is created as a copy of the schedule that is currently selected on the Scheduling page. Version 06/04 Chancery SMS 5.0 : Student Scheduling 15

Exercise 1: The Planning Calendar and Planning Schedules In this exercise, you will view the planning calendar, and then switch to the planning calendar. You will then go on to view the current planning schedule. 1.1 View the Planning Calendar In this task, you will view the planning calendar for your school for the next school year. 1. Log on to Chancery SMS using the counselor user ID and password assigned to you by your trainer. 2. In the control bar, under Admin, click School Setup. 3. On the School Setup page, under Calendar, click School Calendars. Question: What are the start and end dates for the planning calendar at your school? Answer: 4. Click Home in the task bar to return to the home page. When a planning calendar is created, a planning schedule of the same name is also created by default. 16 Chancery SMS 5.0 : Student Scheduling Version 06/04

1.2 Switch from Active to Planning Calendar In this task, you will switch from the active calendar to the planning calendar. 1. On the Home page, from the Actions menu, click Switch Calendar. 2. In the Work with column, select the option for the planning calendar. 3. Click OK. Question: What indications are there on the screen that you are now working with the planning calendar? Answer: 1.3 View the Planning Schedule In this task, you will view the currently selected planning schedule at your school. In your live environment, you may not have access to this page, depending on the Counselor permissions set up at your district. 1. In the control bar, under Admin, click Scheduling. 2. On the Scheduling page, under Step 2, note the name of the currently selected planning schedule. Question: Which planning schedule is currently selected? Answer: Typically, only one person per school has permission to switch between different planning schedules. 3. Click Home on the task bar to return to the home page. Version 06/04 Chancery SMS 5.0 : Student Scheduling 17

Topic 3: Course Requests Topic Objectives By the end of this topic, you will be able to: Enter course requests Analyze course requests Modify course requests Version 06/04 Chancery SMS 5.0 : Student Scheduling 19

Entering Course Requests Manually entered Copied between students Imported from an external source Student Scheduling 17 As part of the next year preparation process, students are assigned to projected schools, so that each school obtains a projected list of students for the next school year. This list is available to you when working with planning schedules in the planning calendar. Students use the course catalog report to determine which courses are available at the school and from this decide which courses they wish to request. Course requests for the projected list of students for the next school year are entered using one of the three methods described above. Once course requests have been entered for all students, they are then analyzed to ensure that the requests do not violate any rules and that all students have requested the appropriate scheduling load. Note that course requests can be entered against all courses in the school s course catalog. However, if a course does not have a course offering assigned to it (i.e., term sets and meeting patterns), it will not appear in the course request tally, and classes for that course will not be created. The student s request can therefore not be met. The Course Request Verification report and the Course Request Rule Violation report indicate which requests are for courses that are not offered. Version 06/04 Chancery SMS 5.0 : Student Scheduling 21

Course Request Details Detail Request Type Example 1 Primary Example 2 Alternate Course Name Course Number Algebra I 40100 Keyboarding 15050 Term Priority Required S2[O] 10 Required S1[P] 20 Elective Load Factor Alternate for 1.0-0.5 World of Business Student Scheduling 18 When entering course requests for a student, the following details must be defined: Request Type Whether the course request is a primary or alternate request. Course Name When entering course requests, it is possible to search for courses by name. Course Number When entering course requests, it is possible to directly enter course numbers. Term The term in which the student wishes to take the course (if the student has a specific preference or requirement). This is an optional field, and can be left blank if required. It is possible to enter an override that specifies a student wishes to take only the second semester of a full-year course. This is shown on the above slide for Algebra I. This is a full year course, but the request is an override for the student to attend just the second semester of this course. (For this to be possible, the semester term set must be defined as an allowed offering for this course in the course catalog.) Alternatively, the student can specify a preference that he/she wishes to take a one semester course in the second semester. This is shown on the above slide for Keyboarding. This is a semester course and the student would prefer to take the course in semester one. If the student has no preference or requirement, the term does not need to be specified. 22 Chancery SMS 5.0 : Student Scheduling Version 06/04

Priority A priority, where 1 indicates the highest priority. This field defaults to 10, and can be changed to a higher or lower value if required. The priority indicates which course requests should be met first. All required courses are automatically considered a higher priority than electives. The priority of alternate requests is only considered when the student loader has multiple alternates available from which to choose. Required This field defaults from the course catalog, and indicates if the course is required or elective. This can be overridden for specific course requests if required. For example, English 11 is a required course for grade 11 students, but if a grade 10 student requests this course a year early, for this student, English 11 is an elective. Load Factor The load factor value defaults from the course catalog. Further information about course loads is available on the next page. Alternate for If the course is an alternate, which course it is an alternate for. This field defaults to Any Required or Any Elective, based on whether it is defined as a required or elective course in the course catalog, and can be changed to indicate a specific course if required. Version 06/04 Chancery SMS 5.0 : Student Scheduling 23

Scheduling Load Algebra 10: Scheduling Load = 1 Full Year Algebra 10: 3 periods per week Scheduling Load = 1 Semester 1 Algebra 10: 6 periods per week Scheduling Load = 1 Student Scheduling 18 Semester 2 Algebra 10: 6 periods per week Scheduling Load = 1 Course scheduling loads are used to determine whether a student is over- or under-scheduled. Each course is assigned a scheduling load by the district. The load of a course remains the same regardless of how the course is scheduled, as shown in the example above. Scheduling loads are calculated for students, based on the total load of all the courses they are scheduled to take. The student scheduling load summary report enables you to report on students that have a load greater than or less than a certain value. This report can, therefore, list those students that have been over- or under-scheduled. 24 Chancery SMS 5.0 : Student Scheduling Version 06/04

Exercise 2: Run the Course Catalog Report In this task, you will run the course catalog report for students in your school to take home and decide on their course requests. Ensure that you are still working in the planning calendar. 1. From the Home page, in the control bar, under School, click Reports. 2. On the School Reports page, under Scheduling Reports, click Course Catalog by Course Name. 3. Click Run Report to display the report in a preview window. The report may take a few moments to display. Question: What information is displayed for each course? Answer: 4. Close the preview window to return to the main Chancery SMS page. 5. Click Home in the task bar to return to the home page. Version 06/04 Chancery SMS 5.0 : Student Scheduling 25

Exercise 3: Enter Course Requests In this exercise, you will view course requests that have already been entered for students. You will then go on to enter requests for a student and copy these requests to another student. 3.1 View Course Requests In this task, you will view course requests that have been entered for students. 1. On the Home page, in the Saved Lists panel, click Grade 9 Students with Course Requests (Your Username). Each participant has his/her own unique set of saved lists of students to work with. Question: How many students are listed? Answer: 2. Click the name of the first student in the list to open the student s record. 3. In the control bar, click Schedule. 4. Click the Course Requests tab. 5. In the Course Requests tab, scroll down to the Course Requests panel. Question: How many required course requests does this student have? Answer: Click a gray column heading in the Course Requests panel to quickly sort the list of requests by that column. Question: What is the student s required (requested) scheduling load? Answer: 26 Chancery SMS 5.0 : Student Scheduling Version 06/04

Question: Does the student have any alternate course requests? Answer: 6. Click next to Course Search to expand this panel. 7. Under Search by, construct the following criteria: Course name equals Keyboarding. 8. Click Search. 9. Select the course. 10. Click Add Alternate. 11. In the Course Requests panel, in the Alternate Course list, in the Priority column, assign Keyboarding a priority of 18. 12. In the Alternate Course # field, enter 30750 to directly enter an alternate course request. 13. Click Add. Question: Which course has been added as an alternate request? Answer: 14. In the Priority column, assign this course a priority of 20. 15. Click Save. 16. Click Home in the task bar to return to the home page. Version 06/04 Chancery SMS 5.0 : Student Scheduling 27

3.2 Enter Course Requests In this task, you will assign a student a number of primary and alternate course requests. 1. On the home page, in the Saved Lists panel, click Students without Course Requests. This is a saved list of four students who do not have any course requests entered. Two students are in grade level 10 and two students are in grade level 12. 2. Click the name of a grade 12 student to view demographic information. (Make a note of this student s name and the other grade 12 student s name, as you will need them both in a later task.) 3. In the control bar, click Schedule. 4. In the Course Requests tab, under Course Search, click on the Basic tab. 5. Construct the following search criteria: Course name starts with AP. 6. Click Search. 7. In the Course Search Results panel, select the following courses: AP Language Arts AP Physics AP Calculus AB 8. Click Add Request. 9. Search for and add primary requests for the following courses: (Hint: Click the Course Name column header to sort alphabetically.) Adv Stage Craft CAD cam Health Education Marching Band Political Geography Psychology Shape Up 10. Search for and add alternate requests for the following courses: Algebra II Economy 28 Chancery SMS 5.0 : Student Scheduling Version 06/04

11. For the Required courses, complete the following fields: (Hint: Click the Course Name column header to sort alphabetically.) Course Name Term Priority Required Advanced Stage Craft 20 Elective AP Calculus AB 5 Required AP Language Arts 5 Required AP Physics 5 Required CAD Cam 20 Elective Health Education 20 Elective Marching Band 20 Elective Political Geography S2(P) 10 Required Psychology S1(P) 10 Required Shape Up 20 Elective 12. For the Alternate courses, complete the following fields: Course Name Term Priority Alternate for Algebra II Economy 13. Click Save. AP Calculus AB Psychology Version 06/04 Chancery SMS 5.0 : Student Scheduling 29

3.3 Copy Course Requests In this task, you will copy the course requests you entered for the student in the previous task to the other grade 12 student in the saved list. Only primary course requests can be copied between students. 1. On the Student Schedule page, in the Course Requests panel, click the checkbox next to the Status column to select all primary requests. 2. From the Edit menu, click Copy Fields > Course Requests. 3. On the Copy Student Course Requests page, under Fields to copy, select the checkbox. The Scheduling Config field must be included when copying course requests in order to make them valid. This ensures that supporting data for course requests that is not displayed to the user is included in the copy. 4. In the School Students to Copy to panel, under Search by, from the first dropdown, select District student saved lists. 5. From the adjacent dropdowns, select equals Students without Course Requests. 6. Click Search. 7. From the search results list, select the other grade 12 student whose name you noted earlier. 8. Click to move the student to the Selected School Students list. 9. Click OK. The requests that you copy do not overwrite any existing requests that this student may have. This means that it is possible for a student to have two requests for the same course. 10. Check the schedule of the student you copied information to and ensure that the course requests have been copied. (Hint: To quickly locate the student, go back to the saved list called Students without Course Requests on the Home page.) 30 Chancery SMS 5.0 : Student Scheduling Version 06/04

11. Click Home in the task bar to return to the home page. 3.4 Enter and Copy Further Course Requests In this task, you will enter requests for a grade 10 student and then copy these requests to a second grade 10 student. 1. On the home page, in the Saved Lists panel, click Students without Course Requests. 2. Click the name of a grade 10 student to open the student s record. (Make a note of this student s name and the other grade 10 student s name, as you will need them both later.) 3. In the control bar, click Schedule. 4. In the Course Requests tab, under Course Search, click on the Basic tab. 5. Search for and add primary requests for the following courses: Algebra I (40100) Biology (55100) Honors Language Arts 10 (30150) North American History (60050) World of Business (15000) Beginners Programming (20100) Drama I (65000) Individual Sports (50050) Show Choir (45100) 6. Search for and add alternate requests for the following courses: French I (71000) 7. Click Save. World History (60000) 8. In the Course Requests panel, click the checkbox next to the Status column to select all primary requests. 9. From the Edit menu, click Copy Fields > Course Requests. 10. On the Copy Student Course Requests page, under Fields to copy, select the checkbox. 11. In the School Students to Copy to panel, under Search by, from the first dropdown, select District student saved lists. Version 06/04 Chancery SMS 5.0 : Student Scheduling 31

12. From the adjacent dropdowns, select equals Students without Course Requests. 13. Click Search. 14. From the search results list, select the other grade 10 student whose name you noted earlier. 15. Click to move the student to the Selected School Students list. 16. Click OK. The requests that you copy do not overwrite any existing requests that this student may have. This means that it is possible for a student to have two requests for the same course. 17. Check the schedule of the student you copied information to and ensure that the course requests have been copied. 18. Click Home in the task bar to return to the home page. 32 Chancery SMS 5.0 : Student Scheduling Version 06/04

Analyze Course Requests Course Request Rule Violation Report Course Request List Report Course Request Verification Report Master Schedule Builder 56 Once course requests have been entered, they need to be analyzed before classes can be created or scheduled. There are a number of reports, as listed above, that are available to assist in this process. The course request rule violation report is used for a student-bystudent analysis of requested courses and associated rules, such as prerequisites and corequisites. The course request list report provides a list of courses with all students who have requested those courses as either a primary or an alternate request. The course request verification report is used to view a summary of requests by student and is designed to be sent home for parental review and signatures. Version 06/04 Chancery SMS 5.0 : Student Scheduling 33

Exercise 4: Analyze Course Requests In this exercise, you will run various reports to help you analyze the course requests entered for the students in your school. 4.1 Run Course Request Rule Violation Report In this task, you will run the course request rule violation report for a group of students to check if their requests have caused any rule violations. 1. On the Home page, in the Saved Lists panel, click Students without Course Requests. 2. Make a note of the student numbers for the four students in the list. Student numbers are displayed in the ID column 3. In the control bar, under School, click Reports. 4. Under Scheduling Reports, click Course Request Rule Violations. 5. In the School Student panel, click the Detail tab. 6. Construct the following criteria: Number equals <your first student number> 7. Click Add Criteria. 8. Repeat steps 6 and 7 to add the remaining three students. 9. In the Search Criteria section, select Any Criteria. 10. Click Run Report. Question: What information is shown for each of the unscheduled course requests that have rule violations? Answer: 11. Close the preview window to return to the main Chancery SMS page. 34 Chancery SMS 5.0 : Student Scheduling Version 06/04

12. Make the necessary edits to the student course requests where possible to eliminate any duplicate course requests or to meet any corequisite requirements. While doing this, ensure that each student s total requested scheduling load does not exceed 7.0. To simultaneously open schedules for multiple students, on the Student Search Results page, select the students and then, from the Actions menu, click Open Student > Schedule. Use the dropdown or the Next and Prev links in the top left corner of the Student Schedule page to navigate between students. 13. When complete, click Home in the task bar to return to the home page. Version 06/04 Chancery SMS 5.0 : Student Scheduling 35

4.2 Run Course Request List Report In this task, you will run the course request list report for all courses being offered in the Math department to view the primary and alternate requests. 1. In the control bar, under School, click Reports. 2. Under Scheduling Reports, click Course Request List. 3. In the Subject panel, on the Basic tab, under Search by, construct the following criteria: Course department equals Math. 4. Click Run Report. Question: What is the number of primary requests for Algebra I? Answer: Question: What columns of information are displayed in this report? Answer: Question: Is there an equal distribution of male and female students that have requested this course? Answer: 5. Close the preview window to return to the School Reports page. 36 Chancery SMS 5.0 : Student Scheduling Version 06/04

4.3 Run Course Request Verification Report In this task, you will run the course request verification report for the same group of four students. They will take this report home to their parents for validation and signatures. 1. On the School Reports page, under Scheduling Reports, click Course Request Verification. 2. In the School Student panel, click the Detail tab. 3. Construct the following criteria: Number equals <your first student number> 4. Click Add Criteria. 5. Repeat steps 3 and 4 to add the remaining three students. 6. In the Search Criteria section, select Any Criteria. 7. Click Run Report. Question: To which grade levels is North American History offered? Answer: Question: How many credits are awarded for Show Choir? Answer: 8. Close the preview window to return to the main Chancery SMS page. 9. Click Home in the task bar to return to the home page. Version 06/04 Chancery SMS 5.0 : Student Scheduling 37

Topic 4: Walk-In Scheduling Topic Objectives By the end of this topic, you will be able to: Describe the process for walk-in scheduling Find the best schedule for individual students Version 06/04 Chancery SMS 5.0 : Student Scheduling 39

New Student is Enrolled Automatic Enter Course Requests New Schedule Review/Validate Schedule Lock Individual Classes Bookmark Schedule Enroll Student Search for Courses Select Classes Add to Schedule Validate Schedule Manual Save Schedule Master Schedule Builder 89 New students can be enrolled in a school in either the active calendar or the planning calendar in Chancery SMS. Once enrolled in either calendar, the student is available in the planning calendar of the appropriate school and a schedule for the student can be created. If the student is enrolled after the load students process has been completed, one of the two methods outlined above must be used to create a schedule for the student. Automatic 1. Enter course requests for the new student. This would be typically be done manually. 2. Find a schedule for the student (the walk-in scheduler does this based on the course requests). 3. Validate the schedule for conflicts and soft rule violations. Any unscheduled requests can be analyzed using the Unscheduled Student Analysis report. 4. Lock any classes that you wish to keep. 5. Continue to look for alternate schedules until the best fit is found. 6. Save the student s schedule. Version 06/04 Chancery SMS 5.0 : Student Scheduling 41

Manual 1. Search for the courses that the student wishes to take. 2. Select the appropriate classes for the courses. 3. Add the classes to the student s schedule. 4. Validate the schedule for conflicts and hard and soft rule violations. 5. Save the student s schedule. If students are manually added to a class, Chancery SMS automatically creates a course request for each student that is added in the current planning schedule. This ensures that, if you decide to switch between the manual process and the automatic process when maintaining student schedules, Chancery SMS performs the same automated functions for all of the classes on the student's schedule even if the student was added to some classes manually. Classes that are manually scheduled on a student s schedule are automatically locked. 42 Chancery SMS 5.0 : Student Scheduling Version 06/04

Student Request Status Icons Icon Description Scheduled Full Conflict Alternate Used Unscheduled No Classes Master Schedule Builder 91 Once a student schedule has been found, one of five icons is displayed next each course request indicating the status of the request. Position the mouse pointer over the icon to display a tool tip with further information. Scheduled The request has been scheduled - there should be a corresponding entry in the student schedule. Full The request has not been scheduled - all classes for this course are full. Conflict The request has not been scheduled - the only available classes for this course conflict with other courses on the student schedule. Alternate Used The alternate for this request has been scheduled - there should be an entry in the student schedule for the alternate. Unscheduled No Classes The request has not been scheduled - there have not been any classes created for this course at all. A possible reason for this is that the course was not assigned a course offering and hence no classes were created. Version 06/04 Chancery SMS 5.0 : Student Scheduling 43

Exercise 5: Walk-In Scheduling In this exercise, you will use the walk-in scheduling functionality to create student schedules. You will use the master schedule by meeting pattern report to help you complete this task. 5.1 Automatically Create Student Schedule In this task, you will automatically create a student schedule using the walk-in scheduling functionality. 1. On the home page, in the Saved Lists panel, click Students without Course Requests. 2. Click the name of one of the grade 10 students in the saved list. 3. On the Student Demographics page, in the control bar, click Schedule. 4. Ensure that you are viewing the Course Requests tab on this page. You already entered requests for this student earlier in the course. If this were a new student, you would have to enter the course requests for him/her before generating a schedule. 5. If required, click to collapse both the Course Search and the Course Search Results panels for ease of navigation. 6. Click New Schedule to generate a schedule for this student. (This button is at the top of the Student Schedule page.) Question: How many of the students primary course requests have been successfully scheduled? (Hint: Scroll down to the Course Requests panel and review the status icons.) Answer: Question: What are the reasons for the remaining requests not being scheduled? Answer: 44 Chancery SMS 5.0 : Student Scheduling Version 06/04

! You must click Save before leaving this page or click the Class Search tab in order to save the automatically generated student schedule. 7. Click to view a graphic representation of the student s current schedule. (This icon is located at the top right of the Student Schedule page.) Question: How many periods does this student currently have without any classes scheduled? Answer: 8. From the breadcrumbs, click Student Schedule to return to the Student Schedule page. 9. Click the Course Requests tab. 10. Click New Schedule again to view an alternative schedule for this student. If the schedule that is generated could be suitable but you still wish to see what other schedules are available, click Bookmark Schedule before clicking New Schedule again for Chancery SMS to remember the schedule that might be suitable. Click Return to Bookmark to go back to the schedule that you first found suitable. Only one schedule can be bookmarked at a time. 11. When complete, click Save. 12. In the breadcrumbs, click Student Search Results to return to the saved list. 13. Automatically create the best schedule for one of the grade 12 students in the saved list. 14. Click Home in the task bar to return to the home page. Version 06/04 Chancery SMS 5.0 : Student Scheduling 45

5.2 Run the Master Schedule by Meeting Pattern Report In this task, you will run the Master Schedule by Meeting Pattern report. The details in this report will help you when working manually with student schedules. 1. In the control bar, under School, click Reports. 2. Under Scheduling Reports, click Master Schedule by Meeting Pattern. 3. In the Report Options window, click Run Report. Either print out a copy of this report or keep the report window on screen as you will need to refer to information in this report in later tasks. 4. If you have printed the report, close the window to return to the main Chancery SMS page. 5. Click Home in the task bar to return to the home page. 46 Chancery SMS 5.0 : Student Scheduling Version 06/04

5.3 Manually Create Student Schedule In this task, you will manually create student schedules. Use the Master Schedule by Meeting Pattern report to help you find alternate classes for this student. 1. On the home page, in the Saved Lists panel, click Students without Course Requests. 2. Click the name of the second grade 10 student in the saved list. 3. On the Student Demographics page, in the control bar, click Schedule. 4. Review and make a note of the student s course requests. 5. Click the Class Search tab. 6. Construct search criteria to search for classes for the student s first course request. 7. Click Search. 8. In the Class Search Results panel, select the required class. 9. Click Add Class. 10. Continue searching and adding requested classes for this student based on the available meeting patterns in his/her schedule. Remember to use the Master Schedule by Meeting Pattern report to help you determine when classes are offered. You may need to juggle classes in order to accommodate all of this student s course requests. (Click Drop Class to remove a class that is no longer required.) 11. When complete, click Save. 12. In the breadcrumbs, click Student Search Results to return to the saved list. 13. Manually create the best schedule for the second grade 12 student in the saved list. 14. Click Home on the task bar to return to the home page. Version 06/04 Chancery SMS 5.0 : Student Scheduling 47

Topic 5: Maintaining Student Schedules Topic Objectives By the end of this topic, you will be able to: Describe the scenarios for maintaining student schedules Automatically make changes to student schedules Manually make changes to student schedules 48 Chancery SMS 5.0 : Student Scheduling Version 06/04

Possible Scenarios A student requires a change made to his/her schedule A student leaves the school and then returns Student Scheduling 30 Chancery SMS enables you make changes to student schedules in the planning calendar. Bear in mind that, if you have multiple planning schedules, you will also have multiple student schedules for each individual student. Ensure that you are working in the correct planning schedule before making any changes to student schedules. There are a number of scenarios in which you would need to work with student schedules after the load students process has been run: Current student requires a change This process can be completed either automatically or manually. Student leaves school and returns The student s prior schedule is automatically re-instated upon enrollment; however, the counselor must manually check the capacity of each class the student is scheduled to take, in case the capacity of any class has now been exceeded by re-instating the student. Version 06/04 Chancery SMS 5.0 : Student Scheduling 49

Current Student Requires a Change Automatic Unlock Classes to be Changed Adjust Course Requests New Schedule Review/Validate Schedule Lock Individual Classes Bookmark Schedule Search for Student Save Schedule Master Schedule Builder 90 Search for Classes Select Classes Add/Drop/Transfer from Schedule Validate Schedule Manual The steps involved for making changes to a student s existing schedule are similar to those for creating a schedule for a new student. Automatic 1. Unlock those classes in the student s schedule that need to be changed. 2. Make the required adjustments to the student s course requests. 3. Find a schedule for the student (the student loader does this based on the course requests). 4. Validate the schedule for conflicts and soft rule violations. Any unscheduled requests can be analyzed using the Unscheduled Student Analysis report. 5. Lock any classes that you wish to keep. 6. Continue to look for alternate schedules until the best fit is found. 7. Save the student s schedule. Manual 1. Search for the courses that the student wishes to take. 2. Select the appropriate classes for the courses. 3. Add the classes to the student s schedule. At the same time, drop any classes if required, or transfer the student between classes. 4. Validate the schedule for conflicts and hard and soft rule violations. 5. Save the student s schedule. 50 Chancery SMS 5.0 : Student Scheduling Version 06/04

Exercise 6: Maintain Student Schedules In this exercise, you will maintain student schedules for individual students using both the automatic and manual methods. 6.1 Automatically Maintain Student Schedule In this task, you automatically modify a student s schedule. 1. On the Home page, in the Saved Lists panel, click Students without Full Schedules. 2. On the Student Search Results page, click the name of the first student to open the student s record. 3. On the Student Demographics page, in the control bar, click Schedule. Since a student schedule already exists, the Class Search tab is displayed by default. 4. Click the Course Requests tab. Question: How many of this student s course requests have been met? Answer: 5. Click New Schedule to generate a new schedule for this student. (This button is at the top of the Student Schedule page.) Question: How many of this student s course requests have now been met? (Hint: Scroll down to the Course Requests panel and review the status icons.) Answer: Question: What are the reasons for the remaining requests not being scheduled? Answer: Version 06/04 Chancery SMS 5.0 : Student Scheduling 51

If the schedule that is generated is not suitable, click New Schedule again until a suitable schedule is found. To revert back to the student s original schedule, click Reset. This takes you back to the student s last saved schedule. 6. Click Save.! You must click Save before leaving this page or clicking the Class Search tab in order to save the automatically generated student schedule. 7. If required, click the Class Search tab and manually change the schedule so that more requests are met. 8. Click to view a graphic representation of the student s current schedule. 9. From the breadcrumbs, click Student Schedule to return to the Student Schedule page. 10. Click Save. 11. Click Home in the task bar to return to the home page. 52 Chancery SMS 5.0 : Student Scheduling Version 06/04