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The automated scheduling process involves entering student course requests (Step 1), and using Master Schedule Generator or MSALGO to create the campus master schedule (section and meeting times) (Step 2), and to create student schedules (Step 3).
Step 3 covers running and accepting the Live student scheduling load.
IMPORTANT: Do not proceed unless Automated - Step 1 and Step 2 are completed.
Before you proceed, run and review all Scheduling pre-load reports.
Scheduling > Maintenance > Live Scheduling Load > Options
The scheduling load can be run multiple times until accepted.
❏ Make the following selections:
Course Balancing by Gender |
Select to balance the number of students assigned to all sections of a course by gender. |
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Team Restriction can be Lifted |
Select if classes restricted to one team code can have the restriction lifted during the scheduling process. |
Seat Balancing Intensity |
Select the intensity for seat balancing: |
Gender Restriction can be Lifted |
Select if classes restricted to one gender can have the restriction lifted during the scheduling process. |
Retain Partial Schedules | Select if you want to retain all student schedules, including those for students who have been assigned a partial schedule. Selecting the field produces the Student Reject Listing which allows you determine why courses could not be scheduled. |
Grd Lvl Restriction can be Lifted |
Select if classes restricted to a particular grade level can have the restriction lifted during the scheduling process. |
Substitute Alternate Courses |
Select if you want the scheduling load to schedule predefined course alternatives for a student when the original class combinations cannot be scheduled. NOTE: Alternate courses can be selected in ASCENDER StudentPortal. |
Schedule Required Courses First |
Select to schedule the students into all required courses first and then elective courses. For example, if a student has requested two required courses, one with one section and another with two sections, the scheduler schedules the course with one section first, and then the course with two sections. After all of the required courses have
been scheduled, the scheduler will schedule elective courses in the same priority (i.e., one section, two sections, etc.) until the student is scheduled. |
Seat Loading Factor | Type the percentage for increasing or decreasing the number of students above or below the maximum seats allowed during the scheduling process. For example, type 100 (i.e., 100%) to load the students into course-sections according to the maximum seats allowed at the campus. |
Fill Unscheduled Periods with | Type the course number that will be used to autofill any period that does not have a scheduled course for students who have a partial schedule. This is usually a “See Counselor” course. It should be one-semester, one-period course with one section for each period for each semester. For example, for a two-semester campus with eight periods, you would need 16 sections of this course. |
❏ Click Save.
Scheduling > Maintenance > Live Scheduling Load > Schedule Load
This tab allows you to run scheduling loads against the sections and generate statistical reports.
You can run multiple scheduling loads, and then accept the schedules once you are satisfied with the results.
The scheduling load options must be set on the Options tab before you run the scheduling load.
Reschedule Student's Preassigned Sec/Sem |
If you have students with courses that are already scheduled (i.e., students who are already scheduled into courses before scheduling is run because they must have a specific section or semester of a course): |
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Click Run. The scheduling load begins processing.
At the end of the scheduling load, a message is displayed indicating the number of students that the run attempted to schedule.
View Load Stats |
Click to view the scheduling statistics report for the scheduling load. Review, save, or print the report. |
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Scheduling > Maintenance > Live Scheduling Load > Schedule Load
❏ Partial Sched Stu
This tab generates the Partially Scheduled Students report for the scheduling load.
The report lists the number of unscheduled and scheduled course requests and total course requests. The numbers are computed using the period control (i.e., the number of class periods per day the course meets multiplied by the number of semesters taken).
The report lists the student ID, grade level, and name of partially scheduled students. The following information is also displayed:
Print and review the report before accepting the load.
❏ Enter report criteria:
Grades | Select a grade level, or select All to include all grade levels. |
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Student ID | Type the student ID. Leading zeros are not required. Or, click Directory to select one or more students from the directory. Leave blank to include all students. |
❏ Click Retrieve Report.
Review the report using the following buttons:
Click to go to the first page of the report.
Click to go back one page.
Click to go forward one page.
Click to go to the last page of the report.
The report can be viewed and saved in various file formats.
Click to save and print the report in PDF format.
Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included.
Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
❏ Stu Reject List
This tab generates the Student Reject Listing report for the scheduling load, which includes course requests that could not be satisfied. It is very important to review this report before accepting the load.
The report lists the course requests that could not be scheduled, the reason, and the course requests scheduled for each semester. The report is used to determine if changes are needed in the master schedule or student course requests.
In the Not Scheduled section of the report:
If you include the analysis report, the report displays all course information per period (i.e., when each course is offered by period for which days of the week).
Print and review the report before accepting the load.
❏ Enter report criteria:
Grades | Select a grade level, or select All to include all grade levels. |
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Student ID | Type the student ID. Leading zeros are not required. Or, click Directory to select one or more students from the directory. Leave blank to include all students. |
Include Analysis | Select to include the analysis report. |
❏ Click Retrieve Report.
Review the report using the following buttons:
Click to go to the first page of the report.
Click to go back one page.
Click to go forward one page.
Click to go to the last page of the report.
The report can be viewed and saved in various file formats.
Click to save and print the report in PDF format.
Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included.
Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
❏ Stu w/ Unsched Proxies
This tab generates the Unscheduled Sections of Match Proxies report for the scheduling load which lists the students whose requested match proxy could not be scheduled, the individual courses in the match proxy, and the reason the courses could not be scheduled.
Print and review the report before accepting the load.
❏ Enter report criteria:
Grades | Select a grade level, or select All to include all grade levels. |
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Student ID | Type the student ID. Leading zeros are not required. Or, click Directory to select one or more students from the directory. Leave blank to include all students. |
Match Proxies | Select a proxy, or select All to include all proxies. |
❏ Click Retrieve Report.
Review the report using the following buttons:
Click to go to the first page of the report.
Click to go back one page.
Click to go forward one page.
Click to go to the last page of the report.
The report can be viewed and saved in various file formats.
Click to save and print the report in PDF format.
Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included.
Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
❏ Unmatched Proxy Sec
This tab generates the Unmatched Sections of Match Proxy Courses report for the scheduling load which lists the match proxies where the section numbers do not match, the courses in the proxy, and the unmatched sections for each course.
A valid match proxy must have the following:
The report also indicates if any sections have an invalid semester, begin period, or end period.
Print and review the report before accepting the load.
❏ Enter report criteria:
Match Proxies | Select a proxy, or select All to include all proxies. |
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❏ Click Retrieve Report.
Review the report using the following buttons:
Click to go to the first page of the report.
Click to go back one page.
Click to go forward one page.
Click to go to the last page of the report.
The report can be viewed and saved in various file formats.
Click to save and print the report in PDF format.
Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included.
Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
❏ Stu w/ Pre-assigned
This tab produces one of two reports:
Reschedule Student's Preassigned Sec/Sem (on Schedule Load tab) | Include Pre-assigned Sem | Report Displayed |
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Blank | Blank | Students With Preassigned Course Sections |
Blank | Selected | Students With Preassigned Course Sections or Semesters |
Selected | Blank | Students With Cleared Preassigned Course Sections |
Selected | Selected | Students With Cleared Preassigned Course Sections or Semesters |
Print and review the reports before accepting the load.
❏ Enter report criteria:
Grades | Select a grade level, or select All to include all grade levels. |
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Student ID | Type the student ID. Leading zeros are not required. Or, click Directory to select one or more students from the directory. Leave blank to include all students. |
Include Pre-assigned Sem |
Select to display the report with semester information. |
❏ Click Retrieve Report.
Review the report using the following buttons:
Click to go to the first page of the report.
Click to go back one page.
Click to go forward one page.
Click to go to the last page of the report.
The report can be viewed and saved in various file formats.
Click to save and print the report in PDF format.
Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included.
Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
❏ Master Sched
This tab generates the Master Schedule With Reset Seats report for the scheduling load.
The report lists the course and instructor information, restrictions, number of maximum seats, number of students assigned (counts by gender and totals), and the number of remaining seats in the section by semester. Counts include students scheduled during this scheduling load and other students previously accepted from a prior scheduling load. The report is used to check class balancing (i.e., that approximately the same number of students are scheduled into each section).
❏ Enter report criteria:
Break-down by Course and Grd Lvl | Select if you want to display the report with total course requests assigned and unassigned by grade level for each course. Otherwise, these breakdowns are not included. |
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❏ Click Retrieve Report.
Review the report using the following buttons:
Click to go to the first page of the report.
Click to go back one page.
Click to go forward one page.
Click to go to the last page of the report.
The report can be viewed and saved in various file formats.
Click to save and print the report in PDF format.
Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included.
Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
❏ Stu Sched
This tab generates the Student Schedules report which displays the schedules for all students who were completely scheduled by the scheduling load.
Print the report before accepting the load.
❏ Enter report criteria:
Grades | Select a grade level, or select All to include all grade levels. |
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Student ID | Type the student ID. Leading zeros are not required. Or, click Directory to select one or more students from the directory. Leave blank to include all students. |
❏ Click Retrieve Report.
Review the report using the following buttons:
Click to go to the first page of the report.
Click to go back one page.
Click to go forward one page.
Click to go to the last page of the report.
The report can be viewed and saved in various file formats.
Click to save and print the report in PDF format.
Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included.
Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
Scheduling > Maintenance > Live Scheduling Load > Schedule Load
Create a password for the export file:
Export File Password |
Type a password for the zipped file, up to ten characters. Special characters are not allowed.
CAUTION: Record the password. |
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Verify Password | Retype the password to confirm that you typed it as intended. |
Click Accept Load to accept the scheduling load. The “Export successful” message is displayed.
Once the scheduling load is accepted, all scheduling reports can be found in the Scheduling > Reports > Master Schedule menu.
You are prompted to save a backup of the student course requests. Save the file in a known location.
The default name for the file backup is ASCENDER_DBcccddd_STUREQ###_YYYYMMDD.zip where cccddd is the county-district number, ### is the campus ID, and YYYYMMDD is the date the file backup was created.
There are two tabs that allow you to view student schedules:
Scheduling > Maintenance > Student Schedules > Course Requests
This tab allows you to create and adjust a student's course requests. You can also view the courses assigned to the student.
Notice that Status changes to Assigned.
Scheduling > Maintenance > Student Schedules > Assignment Inquiry
This tab displays a student's assigned courses and instructors for all semesters.
❏ To retrieve a student's records, select the student in one of the following ways:
Student |
Begin typing the student ID (with leading zeros) or last name. As you begin typing, a drop-down list displays students whose ID or last name begins with the numbers or characters you have typed. The drop-down list displays the students' full name and grade level. From the drop-down list you can select the student. |
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Texas Unique Stu ID |
Type all or part of the student's Texas Unique Student ID to retrieve students whose ID begins with the characters you typed. Review the Assign a TSDS Unique ID guide for additional information. |
Directory | Click to select a student from the Directory. |
(photo) |
If a photo exists for the student, the student photo is displayed. Photos are not displayed in all applications. They are displayed in Attendance (Inquiry), Discipline, Grade Reporting, Graduation Plan, Health, Registration, and Scheduling. They are not displayed in Special Ed or Test Scores. |
Medical Alert | View medical warning. The button is displayed if a medical warning exists for the student and Consent to Display Alert is selected on Health > Maintenance > Student Health > Emergency. Click to view the student's medical alert information.
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The student's status, current and next year grade levels, control number, and team are displayed.
In the Grade field, the student's current year grade level is displayed followed by his next year grade level in parentheses.
The student's schedules for semesters 1 and 2 are displayed. If the campus has more than two semesters, the schedules for semesters 3 and 4 can also be displayed.
Scheduling > Maintenance > Student Schedules > Course Requests
This tab allows you to create and adjust a student's course requests. You can also view the courses assigned to the student.
❏ To retrieve a student's records, select the student in one of the following ways:
Student |
Begin typing the student ID (with leading zeros) or last name. As you begin typing, a drop-down list displays students whose ID or last name begins with the numbers or characters you have typed. The drop-down list displays the students' full name and grade level. From the drop-down list you can select the student. |
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Texas Unique Stu ID |
Type all or part of the student's Texas Unique Student ID to retrieve students whose ID begins with the characters you typed. Review the Assign a TSDS Unique ID guide for additional information. |
Directory | Click to select a student from the Directory. |
(photo) |
If a photo exists for the student, the student photo is displayed. Photos are not displayed in all applications. They are displayed in Attendance (Inquiry), Discipline, Grade Reporting, Graduation Plan, Health, Registration, and Scheduling. They are not displayed in Special Ed or Test Scores. |
Click +Add to add a course request for the student. A blank row is added to the grid. Or, click +Add 10 to add ten blank rows to the grid.
The Status field initially displays “Requested.”
Course | Click to select the course. The course title is displayed in the Title field. |
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Section | Select the section of the course. |
Sem | Select the semester for the course-section. The field is required if you selected a section, the field is required. |
IMPORTANT: Once the student has a course, section, and semester the Status field is updated to display “Assigned.”
Num Sem | The number of semesters of the course requested and the number of semesters the course is actually taught are displayed. For example, if a course has semester code 3 (i.e., taught semesters 1 and 2), and the student requested semester 1 of the course, the field displays 1/2 (the student requested one semester of a two-semester course). |
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Prd Cntrl | Period Control for a course is the number of class periods per day the course meets multiplied by the number of semesters taken. If the student is not taking all of the semesters the course is taught, the period control from Maintenance > Master Schedule > District > Courses is recalculated according to the number of semesters the student is taking of the number of semesters the course is taught. |
1st-3rd Alternate Course |
Click to select up to three alternate courses. The course title is displayed in the Title field. NOTE: A proxy cannot be used as an alternate. |
Grad Plan Use Cd | Select the subject area to which the course should be applied on a graduation plan, if other than the course's service ID type. The field is automatically populated when a student's graduation plan courses are moved to course requests but it can be modified. |
Sem# Prd Cntrl |
The portion of the period control in each semester is displayed. |
Requested by | The field indicates if the course was requested by the student's graduation plan or by the student using the ASCENDER StudentPortal Student Course Requests system. |
Slf Pcd | The field is selected if the course is self paced, as specified by the Self Paced field on Maintenance > Master Schedule > District > Courses. |
Click Save.
Totals | Totals for the Prd Cntrl and Sem# Prd Cntrl fields for the student's requested courses are displayed. |
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Delete a course from the student's course requests.
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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Scheduling > Maintenance > Group Course Change
This page allows you to make course changes for a particular group of students at one time.
❏ Under Method:
Move Students from one Course to another Course | This option moves students from the From course to the To course if they also meet the criteria specified under Students.
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Add Course for Students enrolled in a Specific Course | This option adds the Add course for students enrolled in the If course if they also meet the criteria specified under Students.
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Drop Students from a Specific Course | This option drops the Drop course for students who are enrolled in that class and meet the criteria specified under Students.
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Add Students to a Specific Course | This option adds the Add course or proxy for students who meet the criteria specified under Students.
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❏ Under Students:
Gender | Select a gender if the change is only for one gender. |
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Next Year Grade Level | Select a grade level if the change is only for students in that grade level next year. |
Team | Select a team if the change is only for students with a particular team code. |
Next Year Control Nbr | Select a control number if the change is only for students with that control number next year. |
❏ Click Start.
A message is displayed indicating the group course change that will occur and the number of students affected.
Review the report using the following buttons:
Click to go to the first page of the report.
Click to go back one page.
Click to go forward one page.
Click to go to the last page of the report.
The report can be viewed and saved in various file formats.
Click to save and print the report in PDF format.
Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included.
Click to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.
If during the Preliminary Requirements steps you indicated that you are changing course number lenght (i.e., New Course Number Length on Scheduling > Maintenance > Master Schedule > District > District Control), the course number change can now be committed.
Scheduling > Maintenance > Master Schedule > District > District Control
❏ If you entered a number in the New Course Number Length field, clicked Save, and then clicked Yes when prompted to overwrite the crosswalk table, the Commit Crs Changes button is displayed.
❏ Once you have made all necessary changes, click the Commit Crs Changes button.
Note:
Run and review all Scheduling post-load reports.
If you need to reschedule all students after accepting the scheduling load, import the student requests file you created during the backup step, and start over.
NOTE: For any schedule changes that occur after the first day of school:
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