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The following steps cover using tables to create the campus master schedule (section and meeting times) and scheduling students into course-sections.
IMPORTANT: The Preliminary Requirements steps were completed prior to MTGR.
Grade Reporting > Maintenance > Master Schedule > District Schedule
❏ Verify that Credit Lvl is set to E for each elementary course.
Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Course Selection
This is verification of steps that were completed during the Scheduling Preliminary Requirements. Courses can also be added at this time.
Credit Level |
Select the credit level for which you want to add course records. |
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❏ Click Retrieve.
(left grid) District Courses to Add |
The courses in the district master schedule are listed. Courses that have already been selected for the campus master schedule are not listed. |
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(right grid) Campus Courses to Delete |
All courses selected for the campus master schedule are listed. The campus courses (displayed on the right) are the only campus courses that can be deleted. These courses do not yet have any sections assigned. Courses that have course sections or enrolled students cannot be removed. You cannot delete a course that is requested by a student as an alternate. |
❏ Click Save.
Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Instructor (Elementary fields)
This tab allows you to add and update information for instructors in the campus master schedule. Instructors can be added or deleted at this time if necessary.
If assigning a.m. and p.m. half-day PK or KG classes, see the Appendix.
Click to edit a record.
The data is displayed in fields below the grid allowing you to make changes.
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Elementary |
These fields are only used for Scheduling after Move to Grade Reporting.
NOTE: These fields may be left blank for PE, elective teachers, and for instructors of grade levels scheduled prior to this process. |
❏ Click Save.
This report lists the grade levels and course-sections assigned to instructors for the current school year.
Grade Reporting > Utilities > Assign Control Numbers > Cntrl by Grd Lvl
This utility assigns control numbers by grade level.
Student control numbers are stored and can also be maintained on Registration > Maintenance > Student Enrollment > Demo1 in the Control Num field under Current/Next Year Information. When this utility is executed, the student’s control number is updated on that tab.
Instr ID | Select the instructor (i.e., control number) that will be assigned to the selected students. Only instructors who have a grade level selected in Elementary - Grade on Maintenance > Master Schedule > Campus Schedule > Instructor can be retrieved. |
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Grd Lvl | The grade level associated with the selected instructor is displayed. |
A list of students in the grade level is displayed.
You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.
A triangle next to the column heading indicates the column by which the grid is currently sorted and whether it is sorted in ascending or descending order.
❏ Select the students whose control number you want to change:
Update |
Select to select a student. TIP: If you need to select or unselect numerous students, you can press TAB to move down the list of check boxes, and use the spacebar to toggle the check box from selected to unselected. |
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❏ Click Execute.
Only the selected students are listed (including students selected on subsequent pages), and the Cntrl # field for all selected students now displays the new control number.
Cntrl # | The new control number is displayed for the selected students. |
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❏ Click Save.
Reset | Clear unsaved changes and start over. |
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Grade Reporting > Maintenance > Tables > Elementary > Elem Grade
This tab allows you to select the elementary grade levels.
Existing data is displayed.
❏ Click +Add to add a grade level. A blank row is added to the grid.
Grd Lvl | Select the grade level to be added or removed. |
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Elem Grd | Select if elementary grade reporting is used for the selected grade level. If blank, grade averaging and class ranking is used for elementary students. |
NOTE: The additional fields on this page will be addressed during Grade Reporting procedures.
❏ Click Save.
Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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Grade Reporting > Maintenance > Tables > Elementary > Elem Courses
This tab allows you to set up elementary courses by grade level.
The grade level must be defined on the Elem Grade tab before you can add course information on this tab.
IMPORTANT: Do not include one-semester courses when setting up courses by grade level. Instead, add one-semester courses as needed using Maintenance > Student > Group Maint > Add/Delete Courses. You can verify the number of semesters for the course using Nbr Sem on Grade Reporting > Maintenance > Master Schedule > District Schedule.
Grade Level | Select a grade level for which to add courses. Only grade levels established on the Elem Grade tab are listed. |
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You can re-sort the grid by clicking on an underlined column heading. It will sort in ascending order. Click it again to sort in descending order.
A triangle next to the column heading indicates the column by which the grid is currently sorted and whether it is sorted in ascending or descending order.
❏ Click +Add to add data to the table. A blank row is added to the grid.
Or, click +Add 10 to add ten blank rows.
Course | Select the elementary course for the grade level. Only courses where Credit Lvl = E (elementary) in the district master schedule are listed. |
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Title | The course title is displayed. |
Period | Select the period when the class meets. |
Days | Select the days of the week on which the class meets. |
❏ Click Save.
❏ Repeat for each grade level.
Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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Grade Reporting > Utilities > Elem Scheduling > Delete/Rebuild Master Schedule
This utility deletes and rebuilds the elementary master schedule using the elementary courses table to determine the period and days met for each course-section.
In elementary grade reporting, the master schedule is deleted/rebuilt during the current year, before elementary course-sections and student schedules are built. The master schedule can be deleted/rebuilt as many times as needed until students have been assigned to course-sections.
Before running the utility, the following must be completed:
Delete/Rebuild Existing Elem Sections |
Select to delete existing sections and automatically create new sections. This option is used at the beginning of the school year to build the new course-sections for elementary instructors.
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Default Value to Use for Max Seats | Type the maximum number of seats needed for all new sections. |
NOTE: The Rebuild/Update Elementary Sections option is used if you want to retain existing sections and add new sections (e.g., adding a new course).
❏ Click Execute.
A list of courses-sections that will be deleted is displayed.
❏ Click Delete to confirm that you want to delete the sections and continue processing.
New sections are displayed.
❏ Click Save.
Grade Reporting > Utilities > Elem
Scheduling > Delete/Rebuild Student Schedules From Table
This utility deletes and rebuilds elementary student schedules. Student schedules are automatically built based on student control numbers and information in the elementary courses table and instructor record.
Existing student schedules can be deleted, and students can be transferred from one section to another.
Grade Level Selection | Select one or more grade levels. This option is used at the beginning of the school year to build schedules for all students by grade level.
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Campus | The campus to which you are logged on is displayed. |
NOTE: The Delete Existing Schedules option can be used for subsequent runs if you need to delete before rebuilding.
❏ Click Execute.
A message is displayed indicating that the course assignment is completed and prompting you to save the results.
❏ Click OK. The Students Processed page is displayed. Update data if needed.
❏ Click Save.
WARNING: If you close the Students Processed page without saving, existing schedules are deleted; however, schedules are not rebuilt.
Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section
search drop-down |
Select the field by which you want to search for courses. |
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search |
Type all or part of the search phrase. The search retrieves courses that begin with the characters or numbers you typed. For example, if you selected Course Number, type 101 to retrieve all course numbers that start with 101. TIP: You can also type the first characters of the first and last name, separated by a comma, to retrieve an instructor. For example, type j,s to retrieve Jane Smith.
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❏ Click Retrieve.
A list of courses that meet the specified criteria is displayed in the upper grid.
Courses that do not have any sections (i.e., new courses) are not listed.
Change the grid view:
The default view in the grid is basic course information indicated by ⇒ Crs Nbr in the area below the grid. You can modify the view in the grid by clicking an underlined header in that area.
For example, if you click the Scheduling header, only restrictions information is displayed in the grid. The Scheduling header is displayed as ⇒ Scheduling indicating that it is the current view.
❏ Click for a course in the upper grid to edit a section.
❏ Or, click +Add to add a section, including for a course that does not have any sections.
The fields below the grid are enabled.
Crs Nbr |
If you are adding a section for a course that is not listed (i.e., has no existing sections), click to select the course. The course title and service ID are displayed. |
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Multi Svc Ind |
Select if the instructor of the course must perform more than one service during the class. (This field is no longer in use. The data element MULTI-SERVICE-INDICATOR-CODE was deleted in the 2009-2010 Data Standards.) |
Lock |
Select if you want to lock the course section so it cannot be added to more student schedules. |
Include UIL Elig |
Select if the course is used in determining six-week eligibility for extracurricular activities. University Interscholastic League (UIL) rules allow some courses to be exempt in determining six-week eligibility. This field exists on the district-level course record (Maintenance > Master Schedule > District Schedule) and the campus section record (Maintenance > Master Schedule > Campus Schedule > Section). If the campus section record has a value, that value is used. Otherwise, the district value is used.
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Section |
Type the two-digit section number you want to add. The number must be unique for the course. |
Max Seats |
Type the number of seats available for the class. NOTE: Course-sections with Max Seats set to 000 will not appear in TeacherPortal. |
Enrolled Students Sem # |
The number of students actively enrolled at the campus and in the course-section for each semester are displayed.
This value is also displayed in the grid in the Stu Enroll Sem # fields. In the grid, the number of students is displayed as a hyperlink if it is greater than 0. Click the link to open a pop-up window which lists the students.
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Stu W/D Sem # (grid) |
This value is displayed in the grid only, and indicates the number of students not actively enrolled in the course-section either due to withdrawing from the course-section or withdrawing from the campus, including No Show students. If the value is greater than 0, the value is displayed as a hyperlink. Click the link to open a pop-up window which lists the students included in the count. |
Non Campus Based |
Select the code indicating if the course taught off campus (e.g., college campus-based and web-based courses).
NOTE: |
Dst Lrng |
Select the code indicating if the course is taken through distance learning technology. |
❏ Under Section Information:
Pop Srvd |
Select the code indicating the student population primarily targeted for the section. This field exists on the district-level course record (Maintenance > Master Schedule > District Schedule) and the campus section record (Maintenance > Master Schedule > Campus Schedule > Section). If the campus section record has a value, that value is used. Otherwise, the district value is used. |
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Instruct Sett |
click to select the instructional setting used when providing instruction to the students in the section. |
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Class Type |
Select the code indicating if the section class type is regular or non-regular. |
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High Qual PK Prog |
Indicate if the campus-course-section participates in the High Quality PK Program consistent with requirements in TEC
29.167-29.171.
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PK Sch Type |
Select the PK program offered at the campus for that course-section. |
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Crs Seq |
The code is used when extracting course completion data for PEIMS and during end-of-course precoding. This field exists on the district-level course record (Maintenance > Master Schedule > District Schedule) and the campus section record (Maintenance > Master Schedule > Campus Schedule > Section). If the campus section record has a value, that value is used. Otherwise, the district value is used.
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Wks/Mnth |
Select the code indicating the weeks of the month the section meets. For most sections, select option 04 (Week 1, 2, 3, and 4). |
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PK Curricula |
Select the curricula used in the district’s prekindergarten program section. |
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Stu Instr |
Indicate if the student attends full day, half day morning, or half day afternoon. This only applies to course-sections that use the Pre-Kindergarten Service ID (01010000). |
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Home Room Ind |
Select if this section of the course is the student's home room. The home room period may be the convention for taking daily attendance. |
❏ Under Restrictions:
Type Rstrctn |
This field applies to the other restriction fields for this course section (gender, team, and grade level). |
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Team Code |
Select a team code if you want to restrict section membership to a certain group or team of students. |
Gender Rstrctn |
Select a gender if the section is restricted to one gender. This field exists on the district-level course record (Maintenance > Master Schedule > District Schedule) and the campus section record (Maintenance > Master Schedule > Campus Schedule > Section). If the campus section record has a value, that value is used. Otherwise, the district value is used. |
Grade Rstrctn |
If there are grade level restrictions for the course, select the lowest grade level allowed. If this field is blank, but there is a restriction code on the campus course record, the campus course code is used when adding the course to a student's schedule. |
❏ Under Child-Care Partnership:
❏ Click +Add to add a record.
Delete a row.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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Operation Number | Enter the number of the childcare facility. CHILD-CARE-OPERATION-NUMBER (E1726) identifies the operation number of the childcare facility which participates in a partnership with a Local Education Agency. |
❏ Under Course Codes and Credits:
Dual Crdt |
Select the code indicating if students are eligible to receive both high school and college credit for the course. |
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Adv Tech Crdt |
Select the code indicating if this is a high school course for which college credit may be awarded by a post-secondary institution under a local articulation agreement or the statewide Advanced Technical Credit (ATC) program agreement.
• A course can be reported as either dual credit or ATC, but not both.
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AAR Use |
Select the code indicating the academic area in which the course is a requirement. This code determines where the course is displayed on the AAR Multi-Year (SGR2047) report.
The code is used to determine where the course will print on the AAR. The field is only used if the code is different from the designated area for printing; otherwise, leave blank.
• If there are AAR use codes on the student record, the student codes are used even if there are AAR use codes on the section or district course records. |
Grad Plan Use |
Select the subject area to which the course should be applied on a graduation plan, if other than the course's service ID type. |
Special Consid |
Select up to two codes indicating special considerations for the course. The codes cannot be the same for both fields. Special considerations are printed on the student's AAR (SGR2047).
• If there are special course consideration codes on the student record, the student codes are displayed on the AAR even if there are special course consideration codes on the section or district course records. |
College Credit Hrs |
For each semester (up to four semesters), type the number of college credit hours the student will earn for the course. Per TWEDS 8.3.4 COLLEGE-CREDIT-HOURS (E1081), the value must be between 0-9. |
OnRamps |
Select Y if this course is an OnRamps dual enrollment course coordinated by The University of Texas at Austin.
NOTE: |
District Information |
Fields from the district master schedule are displayed for your reference. |
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Campus Information |
The Grade Rstrctn fields from the campus course record (Maintenance > Master Schedule > Campus Schedule > Course) are displayed. |
❏ To add a meeting time for the section, click +Add in the lower grid.
A blank row is added to the grid.
You must set up at least one meeting time for each section.
Include WD Meeting Times |
Select to display all withdrawn meeting times (i.e., all entry and withdrawal dates for meeting times that have withdrawn instructors) for the current year in the lower grid. |
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# |
A sequential number is displayed for each meeting time you add. |
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Sem |
Select the code indicating the semester(s) the class meets. |
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Days |
Select the code indicating the day(s) the class meets. |
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Per Begin Per End |
(Required) Select the beginning and ending periods when the class begins and ends. |
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Room |
Type the room number in which the class meets, up to four characters. |
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Time Begin Time End |
Type the times when the class begins and ends. Use the HH:MM A format, where HH is the hour, MM is the minute, and and A is a.m. or p.m. |
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Lckout |
Type the one-character code (Y or N) indicating if there is a lunch break after the scheduled class meeting. |
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Instr ID |
Click to select an instructor. |
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Class Role |
Select the code indicating the role served by an instructor for the class.
NOTE: Class Roles 01, 02, and 03 will have the same access in TeacherPortal, unless modified on TeacherPortal Admin > Admin > District Settings > Other (at the bottom.)
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Role ID |
Select the code indicating the capacity in which the instructor serves the students during the section. This field exists on the district-level course record (Maintenance > Master Schedule > District Schedule) and the campus section record (Maintenance > Master Schedule > Campus Schedule > Section). If the campus section record has a value, that value is used. Otherwise, the district value is used. |
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CTE |
Select only if this section is taught by a Career & Technical Education (CTE)-certified teacher, or meets the exceptions described in the Student Attendance Accounting Handbook, Section 5.2. |
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Entry Date Withdraw Date |
These fields were added as of the 2011-2012 school year. They do not appear for prior school years. |
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ADSY |
Select to indicate the ADSY option for the selected instructor.
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❏ Click Save.
Edit a record.
The data is displayed in fields below the grid allowing you to make changes.
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(upper grid) | Delete a course-section.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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(lower grid) | Delete a meeting time for the course-section.
1. Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved. You can select multiple rows to be deleted at the same time. You can save edits and delete records in the same step (i.e., the changes are all committed when the record is saved).
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❏ Run the available Instructor, Master Schedules, and Student Schedules reports to verify data.
Grade Reporting > Utilities > Assign Control Numbers > Cntrl by Student
Grade Reporting > Utilities > Elem Scheduling > Delete/Rebuild Student Schedules From Table
Grade Reporting > Utilities > Elem Scheduling > Delete/Rebuild Student Schedules From Table
Grade Reporting > Utilities > Assign Control Numbers > Cntrl by Grd Lvl
Grade Reporting > Utilities > Elem Scheduling > Delete/Rebuild Student Schedules From Table
There are two options for handling morning/afternoon classes for PK and KG:
Assign both a.m. and p.m. students to the same section, and then adjust the sections numbers accordingly based on whether they are in a.m. or p.m.:
PK and KG students are usually set up with only one course in their student schedules. The sections of this course will be scheduled in the ADA period.
Assign a.m. or p.m. students to an aide's section, then change the homeroom teacher for that section.
Create a schedule for an aide by entering the grade level and section number on Grade Reporting > Maintenance > Master Schedule > Campus > Instructor. Schedule a.m. or p.m. students to that aide by assigning the aide’s control number to those students. Then change the Staff ID, at the section level, to the correct homeroom teacher after scheduling. The aide’s section must be scheduled in the ADA period.
NOTE: For any schedule changes that occur after the first day of school, use Maintenance > Student > Individual Maintenance > Crs/Sec Change (or Maintenance > Student > Group Maint > Group Course Change).
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