C
Follow these steps to use a combination of manual and automated tools to complete scheduling, where the campus master schedule (section and meeting times) is manually created, and automated tools are used to schedule students into course-sections.
The Phase I steps include preparing the district and campus master schedule and entering student course requests.
IMPORTANT: It is important that preliminary steps are done once and only once. Once the master schedule is finalized it MUST not be deleted. It is recommended to establish a deadline date for completion of this process.
Scheduling > Maintenance > Master Schedule > District > District Control
This tab allows you to maintain scheduling options for the district that apply to the upcoming school year. You can also change the course number length for the district.
At the top of the page, district demographic data is displayed as entered on Registration > Maintenance > District Profile > District Maintenance > Demographic Info.
School Year | The next school year is displayed. The field is populated during Annual Student Data Rollover (ASDR) and cannot be changed. |
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Maximum Scheduling Semesters Allowed |
Select the maximum number of semesters for scheduling. |
Maximum Course Number Length | The current maximum course number length is displayed. |
The following fields are only used when increasing the course number length (e.g., from four digits (1010) to six digits (001010)):
IMPORTANT: It is recommended that if you plan to change course numbers, contact your service center as early in the year as possible.
❏ Enter the following:
New Course Number Length |
Select the new maximum course number length to use for scheduling. |
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Zero Pad Left or Right | Indicate if zeros will be added to the current course numbers on the left or right when the course length is increased (e.g., 1001 becomes either 001001 or 100100). If you have already changed the course number length, L or R is displayed and cannot be changed. |
If course numbers have already been changed, the message “New Courses Committed” is displayed.
❏ Click Save.
❏ If you entered a number in the New Course Number Length field:
❏ Make any necessary changes on the following two tabs:
When you add a new course or proxy, the program will pad the numbers to meet the new length if you enter fewer characters.
IMPORTANT: Do not click Commit Crs Changes until you have accepted your scheduling load, which is covered in Step 3.
❏ Once you have made all necessary changes, click the Commit Crs Changes button.
Note:
Scheduling > Maintenance > Master Schedule > Campus > Campus Control
This tab allows you to set up scheduling options for a campus. These options apply to the upcoming school year and must be set before you can access the campus master schedule. The Master Schedule > Campus tabs are disabled until these settings are saved.
❏ A warning message is displayed if campus control options have not been set. Click OK.
❏ Enter the following:
Max Sems Allowed | Select the number of semesters to be scheduled at the campus for the next school year. |
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Low Grade | Select the lowest grade level at the campus. |
High Grade | Select the highest grade. |
Schedule Withdrawn Students | Select if students who withdraw from the campus in the current school year should be scheduled for next year. |
Period Begin | Type the first class period that can be scheduled using two digits. |
Period End | Type the last class period that can be scheduled using two digits. |
Norm Prd Cntrl | The normal period control for the campus is displayed, which is usually equal to number of periods in the school day multiplied by the number of semesters. For example, at a two-semester campus that has 8 periods per day, the normal period control is 16. This number is used to flag students whose course requests vary from what is expected. |
Under Scheduling Sequence:
Indicate the order in which grade levels should be scheduled:
❏ Click +Add to add a grade level to the scheduling sequence.
A row is displayed in the Scheduling Sequence grid.
Priority | The order in which the grade levels are scheduled is displayed in order from highest (i.e., 1) to lowest priority. |
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Grade |
Select the grade level that should be scheduled according to the corresponding Priority field. For example, if you want to schedule 12th grade students first, the Priority field should be set to 1, and the Grade field should be set to 12. |
Delete a grade level from the sequence.
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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Under ASCENDER StudentPortal Course Requests:
Grant or deny access by grade level to the StudentPortal Student Course Requests system:
❏ Click +Add to add the access status for a grade level.
A blank row is displayed in the ASCENDER StudentPortal Course Requests grid.
Grade |
Select the grade level that is being assigned/denied access to StudentPortal. All grade levels must be added. |
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Status |
Select the status for the grade level. |
Delete the access status for a grade level.
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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❏ Click Save.
All other Master Schedule > Campus tabs are enabled.
Scheduling > Utilities > Delete NY Master Schedule > Campus
IMPORTANT: Communication across campuses is essential throughout the process. Campus data must be deleted before district data is deleted. Notify all campuses before proceeding.
This utility deletes next year campus courses (i.e., the campus master schedule). The next year master schedule information is deleted before the new next year master schedule is created from the current year master schedule.
At the campus level, all student requests and schedules must be deleted before you can delete campus courses. If student requests or schedules exist, course or section information cannot be deleted.
If the information has been deleted, the message “Empty” is displayed next to the field.
❏ Select the data you want to delete.
❏ Click Delete.
❏ You are prompted to confirm that you want to delete the selected data. Click Yes.
❏ Repeat this process for each campus.
Scheduling > Utilities > Delete NY Master Schedule > District
This utility deletes next year district courses (i.e., the district master schedule). The next year master schedule information must be deleted before the new next year master schedule can be created from the current year master schedule.
NOTE: Next year requests (including alternates), student schedules, instructors, campus courses, and campus sections must be deleted from every campus in the district before the next year district courses can be deleted. You cannot delete the next year schedule if the next year schedule (not the current year schedule) has courses assigned to a graduation plan.
IMPORTANT: Use extreme caution when using this utility. Deleting district courses affects all campuses. To delete next year district courses, you must have access rights to district level in Security Administration > Manage Roles > Edit Role for Scheduling > Utilities > Delete Next Year Master Schedule.
❏ Select District Courses.
NOTE: If you have run Scheduling > Utilities > Delete NY Master Schedule > Campus, Campus Courses and Campus Sections are disabled and cannot be selected.
❏ Click Delete.
❏ If proxies exist, you are prompted to select which items to clear.
District | Delete the next year district courses but keep the proxies. |
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Dist + Proxies | Delete the next year district courses and the proxies. Each campus will need to manually recreate its proxies. |
There are two ways to create next year district courses:
Scheduling > Utilities > Create NY Master Schedule > District
This utility creates next year district courses (i.e., the district master schedule) from current year district courses in Grade Reporting. Once created, the courses can be modified as needed on Scheduling > Maintenance > Master Schedule > District > Courses.
If next year master schedule information already exists, the utility is disabled, and the following message is displayed: “The Next Year Master Schedule Information already exists. You will NOT be able to run this utility to create courses.”
District Courses |
The field is automatically selected, indicating that the district courses will be created. |
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NOTE: If the Maximum Course Number Length in Scheduling (Maintenance > Master Schedule > District > District Control) is different than the current year Maximum Course Number Length in Grade Reporting (Maintenance > Tables > District Control Table), the courses are created using the crosswalk table that was created in Scheduling when the New Course Number Length was changed to match the new district master schedule on the District Control tab.
After the new course number length has been committed, the crosswalk table will no longer exist, and the courses in current year Grade Reporting will be zero padded to the correct length for next year based on the options selected on the Scheduling District Control tab.
❏ Click Create.
❏ You are prompted to confirm that you want to create the courses. Click Yes.
❏ If errors are encountered, click Show Errors to view the error report.
Review, save, or print the 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.
Once created, courses can be modified as needed on Scheduling > Maintenance > Master Schedule > District > Courses.
Scheduling > Maintenance > Master Schedule > District > Courses
This tab allows you to create and maintain course records in the district master schedule. The district master schedule contains all the courses offered within the district. When a campus builds a campus-level course record, they must select from the courses in the district master schedule.
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. |
❏ Click Retrieve.
A list of courses that meet the specified criteria is displayed.
Course records are only retrieved if the Grade Reporting current year master schedule was copied to Scheduling.
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.
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.
❏ The following fields are displayed below the grid where you can add or update the record:
Crs Nbr |
Type the four- to eight-digit course number assigned to the course by the district. NOTE: If you have selected to change the course number length on Maintenance > Master Schedule > District > District Control, a crosswalk is created and the New Course Number field displays the new zero padded course number next to the old course number. |
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title | Next to the Crs Nbr field, type the name of the course, up to 15 characters, with no commas. |
Abbrev Name | Type the eight-character abbreviated course name that will print on the AAR (SGR2047). The field is for local courses only. |
Service ID |
(Required) Click to select the service ID for the course. NOTE: Local Service IDs that begin with 8 must be unique and cannot end in XXX. |
Graded Crs | Select if the course is graded. |
Nbr Sem | Select the number of semesters of the course. |
Textbook ISBN | Type the international standard book number (ISBN) associated with the textbook for the course, up to ten characters. |
Exclude from TeacherPortal | Indicate if the course should be excluded from the Attendance and/or Grades pages in TeacherPortal. |
Self Paced | Select if the course is self paced. Self-paced courses can only be one semester long. |
❏ Under Scheduling:
Per Ctrl |
Type the period control number for the course, which is the number of class periods per day the course meets multiplied by the number of semesters taught. |
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Department | (Optional) Type the code indicating the academic department with which the course is associated, up to three characters. The code is determined by the district. |
Gender Restr | Select a gender if the section is restricted to one gender. |
Required Elective |
Indicate if the course is a required or elective course. NOTE: When the grid view is set to ⇒ Scheduling, the selected option is displayed in the Course Priority column in the grid. |
Other Categ | (Optional) Select an additional subject category for which the course will be listed in ASCENDER StudentPortal. This category is in addition to the service ID. |
❏ Under Course Codes and Credits:
Tot Credits | Type the number of academic credits awarded to students who pass the course, up to two digits. The decimal is inserted automatically. For example, if you type 10, the field displays 1.0. |
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Credit Seq | Select the code indicating the conditions under which credits are awarded. |
Part Credit | Select if partial credit is awarded to students who fail one or more semesters or are only enrolled in part of the course. Partial credit is not allowed for regular one-semester and self-paced courses. |
Credit Lvl | Select the code indicating the campus level at which the course credit is awarded. |
AAR | 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. |
CPR | Select if the course allows a student to meet the requirement for cardiopulmonary resuscitation (CPR) instruction. The CPR instruction must include training that has been developed by the American Heart Association or the American Red Cross, or using nationally recognized, evidence-based guidelines and incorporation psychomotor skills to support the instruction. |
Grad Plan | Select the subject area to which the course should be applied on a graduation plan, if other than the course's service ID type. |
Speech | Select if the course allows a student to meet the Foundation High School Program (FHSP) requirement for speech skills. |
Spec Cons |
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). |
OnRamps | Select if this course is an OnRamps dual enrollment course coordinated by The University of Texas at Austin. The field can only be selected for high school credit courses (i.e., Credit Lvl = H). |
❏ Under Elem/Misc:
Core Crs | Select the code indicating the core course type. |
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ELA Wgt |
(English Language Arts weight) Type the percentage of the total language arts grade that the grade for the course represents. NOTE: If this field is blank or non-numeric, it will be calculated as 0. |
Auto Grd |
Type the default grade that should be assigned to students who have no grade recorded for the course, up to three characters. The field can be alpha or numeric. |
Incl 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 campus section record (Maintenance > Master Schedule > Campus > Sections) as well as the district course record (Maintenance > Master Schedule > District > Courses). Both fields affect the Student Grades (UIL Eligibility) Report in TeacherPortal. |
Exam/Sem Pat | Select the code indicating when exam and semester grades are given. |
❏ Under PEIMS:
CTE Hrs | Type the number of Career and Technical Education (CTE) hours associated with the course (1-6). The hours are used by the Attendance application to compute CTE contact hours. Leave blank if this is not a CTE course. |
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Pop Srvd |
Select the code indicating the student population primarily targeted for the section. |
Instr Sett | Click to select the instructional setting used when providing instruction to the students in the section. |
Class Type |
Select the code indicating if the section class type is regular or non-regular. |
Role ID |
Select the code indicating the capacity in which the instructor serves the students during the section. |
Crs Seq | Select the code indicating the sequence of the course, which is not necessarily the semester in which the course is taught. |
❏ Under HR/GA (Honor Roll/Grade Averaging):
HRoll Wgt | Type the number of times the course is counted in honor roll computation. Type 0 to exclude the course from honor roll computation. |
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HRoll Table | Select the code indicating the table used to convert the student's course grade in honor roll computations. |
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HRoll Code | Select the code indicating if this course's grades or students should be excluded from honor roll computations. |
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GA Table |
Select the course type table which will be used to adjust the student’s grade for the course in grade averaging calculations. These course types are set up on Grade Reporting > Maintenance > Tables > Course Type.
NOTE: The default value for a course is R-Regular when added to the district master schedule. If R is not the correct grade average table for the course, the field must be updated. |
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GA Wgt |
Type the number of times the grade for the course is counted in grade averaging calculations.
NOTE: The weight can be used to exclude a course from grade averaging. If a course has zero weight, it is excluded. Many campuses exclude PE, Band, Athletics, Office Aide, etc. from grade averaging calculations. |
❏ Click Save.
Edit a record.
The data is displayed in fields below the grid allowing you to make changes.
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Delete a course record.
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). Courses cannot be deleted if they are selected by a campus, have section records, or are a part of a graduation plan that has students assigned to it. |
There are two ways to create next year campus courses:
Scheduling > Utilities > Create NY Master Schedule > Campus
This utility creates next year campus courses (i.e., the campus master schedule). At the campus level, courses are only created if they are offered at the district level.
If next year master schedule information already exists, the message “Created” is displayed.
NOTE: If choosing Scheduling Option 1: Manual Entry or Option 2: Combination, campuses can choose to create Instructors and Campus Sections on this screen.
Choosing ONLY Campus Courses gives the campus the option to remove and/or modify courses prior to creating the NY instructors and NY campus sections (if they choose to) into the campus schedules. Then for Scheduling Option 1: Manual Entry or Option 2: Combination, instructors and campus sections are created later.
❏ Select the data you want to create:
NOTE:
• Instructors and sections will be populated in the next step of the scheduling process.
• Active Meeting Times is selected by default; however, meeting times will not be created if Campus Sections is not selected.
Campus Courses | Select to create next year courses. Additional fields are enabled:
The Campus Sections field is enabled allowing you to create sections. |
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NOTE: If the Maximum Course Number Length in Scheduling (Maintenance > Master Schedule > District > District Control) is different than the current year Maximum Course Number Length in Grade Reporting (Maintenance > Tables > District Control Table), the courses are created using the crosswalk table that was created in Scheduling when the New Course Number Length was changed to match the new district master schedule on the District Control tab.
After the new course number length has been committed, the crosswalk table will no longer exist, and the courses in current year Grade Reporting will be zero padded to the correct length for next year based on the options selected on the Scheduling District Control tab.
❏ Click Create.
You are prompted to confirm that you want to create the selected data. Click Yes.
Scheduling > Maintenance > Master Schedule > Campus > Selection
This tab allows you to select district course records to be added to the campus master schedule.
The campus master schedule contains all the courses and sections offered at the campus. The campus course records are built by selecting district courses; the information from the district course record is automatically copied to the campus course record.
You must establish the campus course records before you can create campus section records.
❏ Select the credit level:
Credit Level | Select the credit level for which you want to add course records. The option All is available for K-12 campuses only. |
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❏ Click Retrieve.
(left grid) District Courses to Add |
The course records for the district are listed. Courses that have already been selected for the campus master schedule are not listed. |
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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.
The following courses cannot be removed from the right grid: |
❏ Click Save.
Undo | Revert to the original course lists before saving. Unsaved changes are lost. The reset function does not reset courses once the lists have been saved. |
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Modify campus courses as needed.
Scheduling > Maintenance > Master Schedule > Campus > Courses
This tab allows you to maintain course records in the campus master schedule. Data in the
campus course records is copied from the district master schedule, and only the fields listed on this Help page can be modified in the campus master schedule. All other fields are maintained in the district master schedule.
You cannot delete a course from this tab. Courses can be deleted on the Selection tab.
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. |
❏ Click Retrieve.
A list of courses that meet the specified criteria 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.
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 record in the grid. The fields below the grid are enabled:
Max Seats | Type the number of seats available in the classroom. |
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Grd Restr |
If there are grade level restrictions for the course-section, select the lowest grade level allowed. |
Pregrid Grd Restr |
If there are grade level restrictions that should restrict the course from being displayed in ASCENDER StudentPortal and SCH0133 - ASCENDER StudentPortal Course List (for ASCENDER districts), select the lowest grade level allowed for the course. If the Pregrid Grd Restr field is set to EX, any characters typed in the + field are cleared when you click Save. |
❏ Under Options:
Excl Conflict Matrix | Select if the course should be excluded from the conflict matrix reports and the master schedule generator resource allocator. The course will also be excluded from the MSALGO export. |
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Can Split Opt |
Type Y or N to indicate if the course can be split in different semesters (i.e., assign a student a full year course with different course sections for first and second semesters). The scheduling load does not include this option at this time. This functionality will be added to the scheduling load in a future release of the software. |
Rpt Card Grd Typ |
Select the type of grades that should appear on the report cards for the course. The field is used by TeacherPortal when determining the working cycle average.
The options are stored in the database as follows: |
Excl Stu Crs Req | Select if the course should be excluded from ASCENDER StudentPortal and SCH0133 - StudentPortal Course List. |
❏ Click Save.
Scheduling > Maintenance > Master Schedule > Campus > Proxies
This tab allows you to set up or edit elementary control proxies.
A proxy is one course number which contains a group of specific courses that are assigned to a student. Control proxies are commonly used to quickly schedule elementary students before running Move to Grade Reporting.
IMPORTANT: The courses are assigned by entering the proxy number instead of the individual course numbers.
For elementary campuses, build a control proxy for each instructor at each grade level, including “pull-out” courses (PE, music, etc.) Note that for pull-out courses, the Instr ID and Instructor in the campus master schedule section record must be the actual teacher of record.
NOTE: At elementary campuses where students are scheduled into one generic course during the ADA period (i.e., using skills-based report cards), it is not necessary to build proxies.
To view or modify existing proxies:
❏ Click Retrieve.
Existing proxies are displayed in the upper grid.
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.
To add a proxy:
❏ Click +Add in the upper grid to add a new proxy. The fields below the grid are enabled:
Proxy |
Type a proxy number to identify the proxy. The number cannot be the same as an existing course number.
If you have changed the course number length on Maintenance > Master Schedule > District > District Control, a crosswalk is created, and the New Proxy field will display the new zero-padded proxy number next to the old proxy number. |
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Title | Type a description of the proxy, up to 15 characters. |
❏ Under Type, select Control.
Add courses to a proxy:
The lower grid will list the courses and sections the home room teacher's students will be taking, including pull-out courses. This is a reflection of the student schedules, not the instructor's. Determine the section numbers needed by reviewing SCH0120 - Master Schedule Section Info (Next Yr).
❏ Click +Add in the lower grid. A blank row is displayed in the lower grid.
Each proxy must contain at least two courses.
Course | Click to select the course. The course title is displayed. |
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Sec | Refer to the SCH0120 report to determine which section to select. |
❏ Click Save.
Sem Cd | The semester code for the selected course is displayed. |
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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 proxy.
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 course from a proxy.
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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Follow these steps to properly assign year-end-status codes for all students.
Year-end-status codes are not extracted to PEIMS; however, they are used in the Move to Grade Reporting process when determining whether to promote or retain the student.
Withdrawn students should be assigned year-end-status code 23 (using the Reset Values utility in Registration to reset Inactive Students).
01 - Promoted next grade
02 - Retained same grade
03 - Place in the next grade
04 - Placed in transitional program
06 - Promoted from transitional program to regular grade
10 - Not advanced next grade
11 - Advanced next grade
12 - Graduated
13 - Obtained GED
14 - Met requirements but did not pass STAAR/TAKS
15 - Grade 12 but not enough credits to graduate
21 - Status pending - complete summer school
22 - Status pending - other
23 - Left district before - no status (NOTE: Code 23 should be used for withdrawn students to prevent them from being included on the ASDR error report.)
Grade Reporting > Utilities > Assign or Clear Year-End-Status Code
Grade Reporting > Utilities > Assign or Clear Year-End-Status Code
If selected, only blank year-end-status codes are updated, and retained reason codes are cleared.
Blank year-end-status codes are updated as follows:
• Grade levels KG and 1-8 are updated to code 01 (Promoted next grade).
• Grade levels 9-11 are updated to code 11 (Advanced next grade).
• Grade level 12 is updated to code 12 (Graduated).
IMPORTANT: This step marks all students as promoted. You must individually change all students who were not promoted on Registration > Maintenance > Student Enrollment > Demo3.
Registration > Maintenance > Student Enrollment > Demo3
Update Year End Status for students who were not promoted. Be sure to include 12th grade students who will not graduate.
You must update this field for any exceptions, such as retained students. You can manually update this field, or you can run the Reset Values utility in Registration.
Registration > Reports > Create Registration Report
Follow these steps to transfer students to their next year campus if they are currently in the highest grade level at their campus. If there are multiple campuses, the next year campus must be assigned before you can transfer the students.
The sending campus assigns the next year campus and transfers the students.
Registration > Utilities > Set NY Campus
NOTE: If new students enroll during the school year, run the utility again to include all new students with the Only Blank NYC field selected.
Registration > Utilities > Transfer > Scheduling Transfer
IMPORTANT:
About pre-registering students:
If you need to set up a student who is not currently attending the campus/district but will attend next year, you must register the student in current year registration. The student should be pre-registered in the campus they will attend in the new school year.
Registration > Maintenance > Student Enrollment
WARNING: Do not use Record Status 4, or the program will not let you edit or delete the student until after Annual Student Data Rollover is done.
Returning current year student: If you have a current year student who has withdrawn, but intends to come back next year, do not use these steps to pre-register them or current year data will be skipped during PEIMS. This student will need to be registered after ASDR is done in the summer.
The utility you use depends on whether you are the sending or receiving campus.
Sending campus:
Registration > Utilities > Reverse Scheduling Transfer > Sending Campus
All students with record status 3 are listed (currently enrolled this campus, will attend new camp nxt yr).
Receiving campus:
Registration > Utilities > Reverse Scheduling Transfer > Receiving Campus
All students with record status 4 are listed (enrolled another campus, will attend this campus next year).
Scheduling > Maintenance > Master Schedule > Campus > Instructors
This tab allows you to add and update scheduling information for instructors in the campus master schedule.
REMINDER: Before an instructor can be deleted, all of the instructor's sections must be cleared.
❏ Existing instructors are displayed in order by instructor ID.
❏ Click +Add to add an instructor. The fields below the grid are enabled:
Instr ID | Type the three-digit instructor number to add to the campus master schedule. |
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Staff ID |
Do one of the following depending on whether the district uses staff IDs or social security numbers (i.e., the setting for Student Applications Staff ID on Registration > Maintenance > District Profile > District Maintenance > Control Info):
If you change a staff ID on this page, the staff ID will be changed across all applications and campuses. Principal/counselors who are also instructors will only have one staff ID.
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Home Room | Type the instructor’s home room number, up to four characters. |
Name |
Type the employee's first, middle, and last names and generation code.
In Registration, you can enter up to 60 characters each for the first, middle, and last name. The full name is displayed, up to 60 characters, on the Registration Demo pages.
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Texas Unique ID | Type the 10-digit TEA Unique ID of the student or staff. NOTE: This feature will available at a later date. |
ESC/SSA |
Select whether the ESC staff responsibility being reported is part of a shared services arrangement (SSA) for which the ESC is the fiscal agent. This is reported by ESCs only; the field is not valid for school districts. |
Under Maximum Values:
Study Halls/Day | Type the maximum number of study halls per day that can be assigned to the instructor. |
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Periods/Day | Type the maximum number of periods per day the instructor can teach. Type 0 or leave blank if the instructor is not assigned to any classes. |
Sections/Sem | Type the maximum number of sections per semester that can be assigned to the instructor. Type 0 or leave blank if the instructor is not assigned to any classes. |
Preps/Sem | Type the maximum number of unique courses (preparations) per semester that can be assigned to the instructor. Unique courses usually require the instructor to do a separate preparation. Type 0 or leave blank if the instructor is not assigned to any classes. |
Contact Periods/Year |
Type the maximum total contact periods the instructor can be assigned for the year, up to four digits. Type 0 or leave blank if the instructor is not assigned to any classes. |
NOTE:
• The Resource Allocator Record Creation utility can be used to update maximum values for all instructors at one time.
• The Master Schedule Generator uses these values to determine how many sections, etc. to assign an instructor. The recommended value is 99, because values that are too small will prevent an instructor from being assigned a class.
Under Restrictions:
Department | Type the code indicating the academic department with which the instructor is associated, up to three characters. Departments are set up on Maintenance > Master Schedule Generator > Tables > Departments. |
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Subject Area | Type the one-character code indicating the academic area with which the instructor is associated. Subject areas are set up on Maintenance > Master Schedule Generator > Tables > Subject Areas. |
Rsrvd Room |
Type a room number if the instructor has a reserved classroom, up to four characters. If used, the instructor is assigned only to this room. The reserved room is not necessarily the same as the Home Room. |
Designators | (Optional) Enter one-digit codes for up to three designators for the instructor. Designators may be characteristics or equipment (e.g., C = computers available). They can also designate an instructor's skills or characteristics (e.g., S = sign language). Designators are set up on Maintenance > Master Schedule Generator > Tables > Designators. |
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Under Elementary:
Grade | Type the grade level the instructor will be teaching next year. |
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Section |
Type the two-digit section number the instructor teaches. |
Exclude from PEIMS | Select if you want to exclude the instructor from PEIMS reporting. If blank, the instructor is extracted for PEIMS reporting. |
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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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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). You cannot delete an instructor who is assigned to a section. |
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Schedule | View instructor's schedule.
NOTE: If the campus section information does not exist, the district information is used and displayed in bold type. |
Enter student course requests.
Follow these steps to enter student course requests and assign courses.
Scheduling > Maintenance > Student Schedules > Course Requests
Scheduling > Maintenance > Student Schedules > Assignment Inquiry
Once the course request Status is Assigned, the course is listed.
Graduation Plan > Reports > SGP0400 - Educational Planning Transcript
If using grad plan
Scheduling > Reports > Scheduling Reports > Pre-Load > SCH0400 - Student Course Request (Next Yr)
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