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The combination scheduling process involves creating the campus master schedule from the current year (section and meeting times) (Step 1), entering or bringing in student course requests (Step 2), and using an automated process to schedule students into course-sections (Step 3).
Step 1 covers creating course-sections and meeting times in the next year campus master schedule.
IMPORTANT: Do not proceed unless all Preliminary Requirements are completed.
Create next year sections from current year Grade Reporting.
Scheduling > Utilities > Create NY Master Schedule > Campus
The following instructions cover creating next year course-sections using the Create NY Master Schedule utility.
At the campus level, sections are only created if they are offered in current year Grade Reporting.
If next year master schedule information already exists, the message “Created” is displayed.
NOTE: Creating Campus Courses was covered in the Preliminary Requirements document.
Instructors | Select to create next year instructor records from current year. | ||||
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Campus Sections | Select to create next year sections from current year Grade Reporting sections. Please refer to the Automated Scheduling document for this type of scheduling.
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❏ 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. |
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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. |
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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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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.
Scheduling > Maintenance > Master Schedule > Campus > Sections
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.
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. |
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Section | Type the two-digit section number you want to add. The number must be unique for the course. |
Max Seats | Type the number of seats available 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). |
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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. |
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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. |
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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. |
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search |
Type all or part of the search phrase. The search retrieves courses that begin with the characters or numbers you typed. |
❏ 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.
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. |
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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. |
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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. |
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Export and back up sections as a precaution.
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. |
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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. |
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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.
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