M
The manual scheduling process involves entering student course requests (Step 1), manually creating the campus master schedule (instructor records, and section and meeting times) (Step 2), and manually scheduling students into course-sections (Step 3).
Step 1 covers entering student course requests and running pre-load reports.
IMPORTANT: Do not proceed unless all Preliminary Requirements are completed.
Student course requests can be entered in one of the following ways:
Courses can be manually entered for students individually, or you can mass assign a course to a group of students.
Examples of a course request being entered manually for the student are:
Individually:
Scheduling > Maintenance > Student Schedules > Course Requests
IMPORTANT: Be sure to enter proxy numbers (not course numbers) when proxies are used.
By Group:
Scheduling > Maintenance > Group Course Change
This page allows you to make course changes for a particular group of students at one time.
Examples of course request being entered by group are:
❏ 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.
|
||||
---|---|---|---|---|---|
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.
|
||||
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.
|
||||
Add Students to a Specific Course | This option adds the Add course or proxy for students who meet the criteria specified under Students.
|
❏ Under Students:
Gender | Select a gender if the change is only for one gender. |
---|---|
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.
Modify course requests as needed.
Scheduling > Maintenance > Student Schedules > Course Requests
Export and back up student course requests as a precaution.
Follow these steps to export and save all student course requests for backup. Data can be restored from these files if needed.
Back up data:
Scheduling > Utilities > Export > Student Requests (Unload)
This backup is a safety precaution in case you need to make significant changes to the next year master schedule after accepting the load.
This utility exports student requests for the campus to which you are logged on.
WARNING: If the export is run more than once on the same day, be careful not to overwrite files.
❏ Create a password:
Password |
Type a password for the file, up to ten characters. To import this file using the import (Unload) utility, the user will need to type this password.
CAUTION: Record this password. |
---|---|
Verify Password | Retype the password to confirm that you typed it as intended. |
❏ Click Export.
The export function creates an encrypted, zipped file containing the exported data named ASCENDER_DBcccddd_STUREQ###_yyyymmdd.zip, where cccddd is the county-district number, ### is the campus to which you are logged on, and yyyymmddItalic Text is the current date. You can rename the file as needed.
❏ You are prompted to open or save the zipped file. Save the file in a known location.
❏ If errors are encountered, click Show Errors to view the error 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.
Restore data from backup:
If you need to start over with the original course requests, you can import the file you created in the previous steps.
Scheduling > Utilities > Import > Student Requests (Unload)
This utility imports student requests, overwriting current student requests and schedules. Students with enrollment status 1 (currently enrolled at this campus) are updated to 2 (currently enrolled at this campus, will return next year), if courses for that student are imported.
The utility will not import invalid course sections (e.g., course sections no longer offered in the district or campus).
NOTE: If the course-sections are invalid because a new course number length has been committed on Maintenance > Master Schedule > District > District Control, the program will convert the course-request from the import file to the new course number and import the record with the new course number.
❏ Select the file:
Import File | Click Browse. Locate and open the file. The file name is displayed. |
---|---|
Password | (Required) Type the password for the file. This password was created by the user when the file was exported using the Export (Unload) utility. |
❏ Click Import.
❏ 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.
Reports > Scheduling Reports > Pre-Load > SCH0400 - Student Course Request (Next Yr)
This report lists students and their courses requested for next year. Demographic information is also displayed. For match proxy requests, the course and title display in bold type.
Reports > Scheduling Reports > Pre-Load > SCH0300 - Tally of Course Requests (Next Yr)
This report lists courses and the requests for each course for next year. For each course, the number of requests is tallied by gender and grade level.
The scheduling team (including administrators and counselors) can use this report to determine how many sections are required for each course offered next year.
Reports > Scheduling Reports > Pre-Load > SCH0800 - Too Many Requests (Next Yr)
This report lists students whose course requests have exceeded the optimum (normal) period control number. The period control is calculated on Maintenance > Master Schedule > Campus > Campus Control (Norm Prd Cntrl field).
Each requested course is listed with its calculated period control number.
Reports > Scheduling Reports > Pre-Load > SCH0810 - Too Few Requests (Next Yr)
This report lists students whose course requests have a total period control number less than the optimum (normal) period control number. The period control is calculated on Maintenance > Master Schedule > Campus > Campus Control (Norm Prd Cntrl field).
Each requested course is listed with its calculated period control number.
Students with zero course request are included if the student's status code indicates that he will be at the campus next year (i.e., students with status code 1, 2, 4, and 5).
M
The manual scheduling process involves entering student course requests (Step 1), manually creating the campus master schedule (instructor records, and section and meeting times) (Step 2), and manually scheduling students into course-sections (Step 3).
Step 2 covers creating instructors, course-sections, and meeting times in the next year campus master schedule.
IMPORTANT: Do not proceed unless Manual - Step 1 is completed.
If Instructor and Sections were created during the Preliminary Requirements for the campus, complete the steps below to edit Instructors and Sections.
Populate instructors from current year Grade Reporting.
Skip this step if you are manually adding instructors.
Scheduling > Utilities > Create NY Master Schedule > Campus
Instructors | Select to create next year instructor records from current year. |
---|
❏ Click Create.
❏ You are prompted to confirm that you want to create the selected data. Click Yes.
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. |
---|---|
Staff ID |
Do one of the following depending on the district's HR settings: 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. |
Home Room | Type the instructor’s home room number, up to four characters. |
Name | The employee's name is displayed once the Staff ID is selected. If the employee has not yet been hired, leave blank or enter a placeholder until the new employee's name is known. |
❏ Under Elementary:
Grade | Type the grade level the instructor will be teaching next year. |
---|
❏ Click Save.
Edit a record.
The data is displayed in fields below the grid allowing you to make changes.
|
NOTE: You cannot delete an instructor who is assigned to a section. If an instructor is tied to a section, you must delete the instructor from the section on Scheduling > Maintenance > Master Schedule > Campus > Sections.
There are two ways to manually create sections:
OPTION 1: Manually add section records in the campus master schedule.
Scheduling > Maintenance > Master Schedule > Campus > Sections
This tab allows you to add section records in the campus master schedule.
Add new course-sections:
❏ Click +Add in the upper grid.
Crs Nbr | To add a section for a course that has no existing sections (i.e., not listed), click to select the course. The course title and service ID are displayed. |
---|---|
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 in the classroom. |
❏ Under Restrictions:
Type Rstrctn | Select the code indicating if the restrictions always apply (i.e., fixed) or can be overridden (i.e., selectable) by the user. This field applies to the other restriction fields for this course-section (gender, team, and grade level). |
---|---|
Team Code | (Optional) If you are using Team Code, select a team code if you want to restrict section membership to a certain group or team of students. Team codes are established on Maintenance > Team Code. |
Gender Rstrctn | Select a gender if the section is restricted to one gender. |
Grade Rstrctn |
If there are grade level restrictions for the course-section, select the lowest grade level allowed. |
District Information | Fields from the district master schedule are displayed for your reference. |
---|---|
Campus Information | The Grade Rstrctn fields from the campus course record (Maintenance > Master Schedule > Campus > Courses) are displayed for your reference. |
To add a meeting time:
❏ Click +Add in the lower grid to add a meeting time for the section. A blank row is added to the grid.
You must set up at least one meeting time for each section.
Meeting | A sequential number is displayed for each meeting time you add. |
---|---|
Sem | Select the code indicating the semester(s) the class meets. |
Days | Select the code indicating the day(s) the class meets. |
Per Begin Per End | Select the beginning and ending periods when the class begins and ends. |
Room | Type the room number in which the class meets, up to four characters. |
Time Begin Per 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 A is a.m. or p.m. |
Lckout | Type the one-character alphanumeric code indicating if there is a lunch break after the scheduled class meeting. |
Instr ID | Click to select an instructor. |
Class Role |
Select the code indicating the role served by an instructor for the class.
• 01 - Teacher Of Record |
Role ID |
Select the code indicating the capacity in which the instructor serves the students during the section. |
CTE |
Select if the Teacher of Record for this Career & Technical Education (CTE) course meets CTE requirements. |
❏ Click Save.
To retrieve and edit existing course-sections:
search drop-down | Select the field by which you want to search for courses. |
---|---|
search |
Type all or part of the search phrase. The search retrieves courses that begin with the characters or numbers you typed. |
❏ Click Retrieve.
A list of courses that meet the specified criteria is 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.
NOTE: Courses that do not have any sections (i.e., new courses) are not listed.
❏ Review and update course-sections as needed.
OPTION 2: Copy existing course-sections.
Scheduling > Maintenance > Master Schedule > Campus > Copy Course Section
This tab allows you to create new sections in the campus master schedule by copying an existing next year course-section. Once the sections are created, they can be updated on the Section tab.
Course | Select the next year course from which to copy data. |
---|---|
Section | Select the next year section from which to copy data. The drop-down list includes the section number, and the begin and end periods. |
Create Section | Type the new two-digit section number(s) to be created. Separate multiple section numbers with a comma (e.g., 04,05,06). |
❏ Click Create.
The grid is populated with the data for the new section(s).
❏ Update the data for the new section(s) as needed:
Sem | Select the code indicating the semester(s) the class meets. |
---|---|
Days | Select the code indicating the day(s) the class meets. |
Per Begin Per End | Select the beginning and ending periods when the class begins and ends. |
Room | Type the room number in which the class meets, up to four characters. |
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 A is a.m. or p.m. |
❏ Click Save.
Cancel | Clear unsaved changes and start over. |
---|
Export and back up student sections.
Follow these steps to export and save all course-sections for backup. This is a safety precaution that should be done after creating sections.
Data can be restored from these files if needed.
Back up data:
Scheduling > Utilities > Export > Sections (Unload)
This backup is a safety precaution in case you need to return to the original sections and change periods.
This utility exports sections for the campus to which you are logged on.
WARNING: If the export is run more than once on the same day, be careful not to overwrite files.
❏ Create a password:
Password |
Type a password for the file, up to ten characters. To import this file using the import (Unload) utility, the user will need to type this password.
CAUTION: Record this password. |
---|---|
Verify Password | Retype the password to confirm that you typed it as intended. |
❏ Click Export.
The export function creates an encrypted, zipped file containing the exported data named ASCENDER_DBcccddd_SECTION###_yyyymmdd.zip, where cccddd is the county-district number, ### is the campus to which you are logged on, and yyyymmdd is the current date. You can rename the file as needed.
❏ You are prompted to open or save the zipped file. Save the file in a known location.
❏ If errors are encountered, click Show Errors to view the error 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.
Restore data from backup:
Scheduling > Utilities > Import > Sections (Unload)
This utility imports sections, overwriting current sections.
The utility will not import invalid course sections (e.g., course sections no longer offered in the district or on the campus). The utility will also not import sections if any students have scheduled courses.
NOTE: If the course-sections are invalid because a new course number length has been committed on Maintenance > Master Schedule > District > District Control, the program will convert the course-request from the import file to the new course number and import the record with the new course number.
❏ Select the file:
Import File | Click Browse. Locate and open the file. The file name is displayed. |
---|---|
Password | (Required) Type the password for the file. This password was created by the user when the file was exported using the Export (Unload) utility. |
❏ Click Import.
❏ 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.
M
The manual scheduling process involves entering student course requests (Step 1), manually creating the campus master schedule (instructor records, and section and meeting times) (Step 2), and manually scheduling students into course-sections (Step 3).
Step 3 covers creating student schedules and running post-load reports.
IMPORTANT: Do not proceed unless Manual - Step 1 and Step 2 are completed.
Manually create schedules for students.
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. |
---|---|
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. |
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.
To add a course request:
❏ 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.
Course | Click to select the course. The course title is displayed in the Title field. |
---|---|
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: The Status field initially displays “Requested.” 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). |
---|---|
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. |
❏ Click Save.
Totals | Totals for the Prd Cntrl and Sem# Prd Cntrl fields for the student's requested courses are displayed. |
---|
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).
|
Scheduling > Maintenance > Student Schedules > Assignment Inquiry
Review the student schedules on the Assignment Inquiry tab.
Commit course number changes if applicable.
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:
Post load reports are instrumental in planning for the upcoming school year.
Scheduling > Reports > Scheduling Reports > Post-Load > SCH0010 - Students Without a Schedule
This report lists students who do not have schedules (i.e., either the student has no records in the course schedule table, or the student has course requests, but none of the requests are assigned to a section). The list includes the student's name and ID, current year grade level, and next year grade level.
Scheduling > Reports > Scheduling Reports > Post-Load > SCH2000 - Schedules List (Next Yr)
This report lists the course number, section, semester, period, and self-paced indicator of all assigned courses for next year for each student. A zero in the section indicates that the student has not been scheduled.
Scheduling > Reports > Scheduling Reports > Post-Load > SCH2100 - Student Schedule (Next Yr)
This report provides the details of the courses requested for next year. One student is printed per page.
Scheduling > Reports > Scheduling Reports > Post-Load > SCH2200 - Class List (Next Yr)
This report provides demographic information for students scheduled in a specified course and semester next year.
Scheduling > Reports > Scheduling Reports > Post-Load > SCH2300 - Grade List (Next Yr)
This report lists student next year grade levels. Students must be enrolled in at least one course with an assigned status to be included on the report.
Scheduling > Reports > Scheduling Reports > Post-Load > SCH2500 - Schedule of Classes (Next Yr)
The report provides a chart of courses scheduled for next year and the instructors who will be teaching the courses. If the report is printed for all campuses, and sections have been created for the campuses, the maximum number of periods available in the district is displayed. You can print the report for one campus to obtain only specific periods.
The report displays up to 18 periods based on the campus Period Begin and Period End on Maintenance > Master Schedule > Campus > Campus Control. If more than 18 periods are taught at a campus, the first 18 periods are displayed.
If the report fails, no data is displayed, or one or more instructor is not included, make sure of the following:
Scheduling > Reports > Scheduling Reports > Post-Load > SCH2600 - School Roster (Next Yr)
This report lists students scheduled to attend school next year. Withdrawn students can be included. Totals are displayed by campus.
NOTE: For any schedule changes that occur after the first day of school:
The Texas Computer Cooperative (TCC) is committed to making its websites accessible to all users. It is TCC policy to ensure that new and updated content complies with Web Content Accessibility Guidelines (WCAG) 2.0 Level AA. We welcome comments and suggestions to improve the accessibility of our websites. If the format of any material on our website interferes with your ability to access the information, use this form to leave a comment about the accessibility of our website.