Current Scheduling Codes

Current Scheduling Codes

Current Scheduling Codes Buildings

Homerooms

Current Scheduling – Build Course Master Codes Course Length Sets

Course Types

Day Patterns

Departments

Lock Groups

Report Card Groups

Room Types

Scheduling Categories

Scheduling Groups

Scheduling Period Times

Scheduling Team Groups

Subjects

Course Requirement Rules

Course Groups

Current Scheduling Codes Buildings

Homerooms

The Current Scheduling codes are code tables which are used throughout the Student

Management suite, but they are an especially important part of Current Scheduling, which is

why they can be accessed from the module.

To get to the Current Scheduling codes, you need to be in Student Management, then go

under Office, Current Scheduling, Setup, and then Codes.

You will then see a list of the codes available from this area.

Buildings

Building codes are used to identify physical “brick-and-mortar” structures within a district.

You could also choose to create separate codes for sub-areas of a campus (i.e. three

Building codes may be created if a high school campus includes two wings of academic

rooms, and the field house with gym, locker rooms, athletic offices, and pool). Even though

those three areas could be connected via hallways, you can still separate them by using

different codes for each in the system.

Attached to Building codes, are the individual Room codes that define the rooms within a

building.

Creating a Building Code

Building Code: Enter up to a five character code to identify the building.

Short/Long Description: Enter an abbreviated and a detailed description of the code.

Default School: Select the School code that is best associated with this building.

Locker Combination Set: Choose the built-in lock combination set that is in use at this

time for the lockers within this building.

Address: Click the button to select the postal address for this building from the addresses

in the Address Master. Depending on Security Access, someone else may have to add it

directly to the table before it can be attached the building.

Once a building code is created, you will then be able to attach the rooms to that building.

Creating Rooms for a Building Code

It is beneficial to create rooms attached to Building codes so that locations of classes can be

viewed in the software, printed on students’ schedules, and current locations of students

can be quickly identified.

With the Building code expanded, click the Add a Room link next to the Building Room

Codes area.

When creating a new room, you can verify the building it will be attached to by looking at

the top of the Room Code Maintenance screen.

Room Number: Enter the assigned room number to this room. This also serves as the

room’s “code”.

Description: Enter a brief description of the room. This may include the room number, or

it could be simple like “Library”, or “Chemistry Lab.”

Room Status: Choose ‘Active’ for the status if the room is available for current use. If a

room is inactive, it will not be available for selection in the system.

Seating Maximum: Enter the maximum number of students that can be seated in this

room.

Phone: Enter the phone number to direct dial this room.

Extension: Enter the phone extension to this room.

Maximum Classes Assigned: Enter the maximum number of classes that can be

scheduled into this room. A room like a gym, study hall room, or a library may have more

than one class scheduled to use it at one time.

Room Type: Select the Room Type code that identifies the purpose or category of the

room. Common examples include Classroom, Computer Lab, Science Lab, or Music Room.

The View All Entity Lists button to the right can be used to see the entities that have

meeting patterns associated with this building and room.

Additional rooms can be created for the building by using the Add a Room link. There is no

limit to the number of rooms attached to a building.

Homerooms

Homeroom codes can be used to group students with a room and a teacher. These can be

used to help schedule students into classes, or assigned based on a student’s schedule.

Homeroom codes are unique to the entity and school year.

The Entity and School Year will display at the top of the code to verify you are working with

the correct record.

Homeroom: Enter the code you would like to use for the new homeroom. It is usually best

to make the Homeroom code match the room number, instead of making it correspond to

the teacher’s name. It is much easier to change an individual teacher on a code after they

leave, than to have to create a new code for the replacement and then move the students

to that new code.

Building: Enter the Building that this homeroom is located in.

Room: Enter the room number of the building that this homeroom is located in.

School: You can enter the school code that relates to this homeroom. This can be helpful if

one campus has multiple buildings but all tie into the same school.

Teacher: You can enter the namekey of the staff person that is responsible for the

homeroom.

Current Scheduling – Build Course Master Codes Course Length Sets

Course Types

Day Patterns

Departments

Lock Groups

Report Card Groups

Room Types


Scheduling Groups



Subjects


Course Groups

Rotations

The codes found under the Build Course Master section of the Current Scheduling module

are ones that are connected directly to course, section, or meeting pattern records.

To access these codes, navigate under Student Management, Office, Current Scheduling,

Building Course Master, Setup, and then click on Codes.

You will then see a list of the codes for use in this area.

Course Length Sets

Course Length Sets are used to identify the amount of time that a course will last. There are

two important codes tied to these. First are Grade Set codes that control the different

grades that will be collected for the course. Second are Class Control Sets that identify

when the individual class is going to be offered.

Before creating a Course Length Set code, you must have at least one Grade Set code

created. Grade Sets are created under Student Management, Office, Grading, Setup,

Configuration, and Grading Setup. These are year specific, so make sure the one you need

exists in the correct school year.

Creating a Course Length Set

Course Length Set ID: Enter in the ID for the Course Length that you are creating. This

can be up to 3 digits in length.

Short Description: Enter in a Short Description for the Course Length. This can be up to

15 characters in length.

Long Description: Enter in a Long Description for the Course Length. This can be up to 30

characters in length.

Course Grade Set: This is where you would select the Grade Set that you’ve previously

setup in the Grading Setup area. This defines how many of each type of grade will be

collected for a course tied to this Course Length.

Default Earned Credits: You can enter a default amount of Earned Credits in this field so

when you create a new course in the course master with this Course Length, this value will

automatically fill in for that course. If you do not use Earned Credits, you can leave this at

0.000 or if you do not want to set a default, you can leave this at 0.000. This default value

can be modified on the course.

Default GPA Credits: You can enter a default amount of GPA Credits in this field so when

you create a new course in the course master with this Course Length, this value will

automatically fill in for that course. If you do not use GPA Credits, you can leave this at

0.000. This default value can be modified on the course.

Default Academic Hours: You can enter a default amount of Academic Hours in this field

so when you create a new course in the Course Master with this Course Length, this value

will automatically fill in for that course. If you do not use Academic Hours, you can leave

this at 0.000. This default value can be modified on the course.

Use Control Set Dates in Place of Grading Period Dates in Gradebook: This option

would typically only need to be checked if you are creating a course length that doesn’t

follow the entities Grading Period Dates. For example, if you are using a 6 Week Rotation

Course Length with 9 week Terms for your Grading Periods, you may need to check this box

so that the Control Set Dates are being used when calculating the Grades versus using the

Grading Period Dates.

Use Cumulative Grading in Gradebook: When this option is selected, the user has the

ability to make all grade buckets begin at the start of class or the start of the semester. This

will apply to both Secondary and Standards Gradebooks.

Creating Class Control Sets

Control Sets identify the different times that the course will be offered and they identify the

semesters that the grading terms used for the Control Set fall under. There are two

categories of Control Sets, Normals and Subsets.

Normals will last the longest period of time that a class tied to a Course Length could be

offered. Depending on the scheduling setup, will depend on how many Normals you would

have. In a four term, two semester setup, a Semester long Course Length would have two

Normal Control Sets (Semester 1 and Semester 2), a Quarter long Course Length would

have four Normal Control Sets (Term 1, Term 2, Term 3, and Term 4). Year long Course

Lengths always will have only one normal.

Subsets are smaller pieces of a Normal Control Set split into Semester and/or Terms. A Year

long Course Length would have subsets for each semester, and possibly each term as well.

A Semester long Course Length would have subsets under each Semester Normal Control

Set for the terms included in that semester. A Term long Course Length wouldn’t have any

subsets since their Normal Control Sets are broken down into the smallest piece already.

To create Control Sets for your Course Length, expand the Course Length record, and then

click the Add a Class Control Set link to create the Normal Control Sets.

Information about the Class Control Set can be verified at the top of the screen including

the type of Control Set, the Entity, School Year, and Course Length it will be attached to.

Class Control ID: Enter up to a two character code to identify this Control Set as it relates

to the Course Length Set it is attached to. Subsets will be tied to this ID as well.

Description: Enter up to a 15 character description to help identify this Control Set.

Display Literal: Enter up to a three character abbreviation to also be used to identify the

Control Set. For Year, Term, and regular Semester Control Sets, this often will match the

Class Control ID, but for some adding an extra letter can help differentiate them between

other similar Control Sets. Examples of this include Semester Subsets of a Year Control Set

(often are YS1, and YS2), or Semester Control Sets for special courses that do not have an

exam (could be SN1, SN2).

Display Values Start/Stop Term: Enter the range of terms that classes attached to this

Control Set will appear to take up when viewing screens in the software, along with other

reports including student schedules. Except for unique grading/scheduling situation, these

will typically match the Scheduling Values Start/Stop Terms.

Scheduling Values Start/Stop Term: Enter the range of terms that classes attached to

this Control Set will take up in scheduling processes. Processes like the Auto Scheduler and

the Walk-in Scheduler look at Scheduling Terms to determine if a course will fit or not.

Except for unique grading/scheduling situation, these will typically match the Display Values

Start/Stop Terms.

Class Start/Stop Date: Enter the range of dates that a class attached to this Control Set

will be offered.

Term Grading Semester Numbers: Here you need to enter the semester number(s) that

the terms included in the Control Set fall under. The box to the upper-left of these fields will

indicate how many semester numbers can be used in the appropriate number of terms.

These are used in GPA Calculations for Semester GPA’s.

After creating a new Normal Control Set, you can click the Next button. You may then be

prompted to create term subsets for the Control Set based on the term ranges specified.

Adding a Subset

Additional Subsets can be manually created by clicking the Add Subset link next to the

Normal Control Set it will be attached to. This may have to be done after creating a Year

Long Control Set and the Term Subsets.

All fields use the same logic on Subsets as they do on the Normal Control Set records. There

is one additional field on Subsets however.

Allow Student to Take Subset: Check this option if you would like to have the option to

enroll students into just this time frame of the Normal Control Set. This is typically checked

for districts that award credit by semester and have year-long courses. It will allow students

to be enrolled in only first or second semester of that year long course in case they need to

make up credits after previously failing that semester.

Below are some sample screenshots of completed Course Length and Control Set setups in

a four term, two semester environment.

Year Long Course Length

Semester Long Course Length

Quarter/Term Long Course Length

Trimester Course Length (in a four term, two semester scenario)

Course Types

Course Types are used to help categorize an entity’s courses. Often times these codes will

be used to identify courses that are part of a Vocational Education program, Regular

Education, or Special Education.

Course Type Code: Enter up to a three character code used to identify the Course Type.

Short Description: Enter up to a 15 character description of the Course Type code.

Long Description: Enter up to a 30 character description of the Course Type code.

Type Flag: Select ‘Vocational’ if the course is part of a Vocational Ed program. When a

code flagged as Vocational is attached to a course, it may activate some additional fields

such as the CHE Code. This may also be used for state reporting purposes.

Day Patterns

Day Pattern codes are used to define the days of the week or the days in a rotation that a

class will meet. These are used when creating Scheduling Period Times to tell the system

what days a period will meet.

Check off the Day(s) in the rotation that will be part of the pattern code. What you see for

the Days will depend on what you have selected in the configuration as your Day Type and

your Day Label. As you adjust the days, the Number of Days at the bottom will adjust as

well.

Departments

Department codes are used to be able to group courses together for different reporting

needs. Departments are used in the system as a larger group of courses than Subjects.

Typically one department may include multiple subjects, while a subject could be only part

of one department. For example the subjects of Biology, Physics, and Chemistry would be

part of the Science department.

Department Code: Enter in up to a three character code used to identify the Department.

Short Description: Enter in a description for the Department of up to 15 characters in

length.

Long Description: Enter in a description for the Department of up to 30 characters in

length.

Use in Overall Composite Grade Calculation: Select this option to have any course a

student takes in this department to be used to create an overall composite grade (not a

GPA). This can create an overall grade for say “core” departments.

Use in Language Arts Composite Grade Calculation: Select this option to have a

separate Language Arts composite grade calculated. This is similar to the Overall option,

however it is only be checked for the Language Arts department or departments that fall

into that category.

Use in Determining Retained: This option should be checked if you would like courses

attached to this department be included in the calculation of promotion status using the

Calculate Grade Promotion Status utility under Grading. Typically districts in the state of

Texas use this method to determine promotion of students.

Lock Groups

Lock Group codes are typically used as part of Future Scheduling, but they are important to

understand when it comes to setting up courses even in Current Scheduling. They are used

to link separate semester or term courses together to prevent a student from taking them

at the same time.

Lock Group Code: Enter up to a five character code used to identify the Lock Group.

Description: Enter up to a 15 character description to be used to further identify the Lock

Group.

Report Card Groups

Report Card Group codes are used for entities that semesterize their schedules (where they

have two separate courses in the Course Master for first semester of a course and second

semester of a course, i.e. ALG1a & ALG1b are separate courses that together make up all of

Algebra 1 for a school year). What these codes do are combine the courses that would

normally print separately on a Report Card into one line, as long as the courses tied to the

group have no overlapping grades posted to the same Grade Bucket.

Report Card Group Code: Enter up to a five character code used to identify the Report

Card Group.

Description: Enter up to 30 characters to describe the courses combined in this group.

This will be the title of the courses that will display when they print on one line of the report

card.

Room Types

Room Type codes are used to help categorize the rooms in a building. These can be used

during Future Scheduling processes as well when you want the system to assign rooms

classes.

Room Type Code: Enter up to a five character code used to identify the Room Type.

Description: Enter up to 30 characters used to describe the Room Type.

Estimated Number of Seats: You can enter the range of estimated seats that will fit into

this room.


Scheduling Categories are used to identify particular sections of courses that a student is to

be scheduled into. These are more often used with Future Scheduling, but can be used in

the current year. Before they can be used though, the option must be turned on in the

entity’s Scheduling Entity Year Setup – Entity Year Options. These may be used to schedule

gender specific Physical Education classes. The categories need to be tied to both sections

and students.

Scheduling Category Code: Enter a single character code to identify the Scheduling

Category.

Description: Enter up to 30 characters to describe the Scheduling Category group.

Scheduling Groups

Scheduling Groups are used to quickly attach requests or actually schedule courses to

students in a particular grade level. These are good for adding requests for required

courses, or for quickly scheduling elementary students from one homeroom into all of their

classes.

There are two steps for creating these codes, first the code itself needs to be setup, and

then you will need to attach the courses for requests and/or the classes to be scheduled.

Code: Enter up to an eight character code to identify the Scheduling Group.

Grade Level: Enter the grade level of the students that the courses/classes tied to the

group will be attached to.

Type: Choose what type of group this will be. They can be for Requests Only (adding

Course Requests), Classes Only (scheduling into specific sections of courses), or Both.

Description: Enter up to 20 characters to describe the use of the Scheduling Group.

To add either the requests and/or classes to be scheduled, click on the respective link after

expanding a Scheduling Group code.

You will have a screen with a list of courses or classes that can then be checked off to be

included in the group. Once all the desired records are checked the screen can be saved and

they will show under the Scheduling Group Details area.


These codes allow for the entry of a start and stop time for each period of the day and are

used when printing student schedules with period times and are used by the Student

Locator.

It is possible to have a period listed more than once in the table, as long as there is a

student lunch associated with it. The associated lunch is identified by the letter next to the

display period.

Display Period: Enter the period number for courses scheduled during this time.

Lunch Code: Select a lunch code if this period is used as part of a student’s lunch.

Day Meeting Pattern: Select the Days that this period will meet during the week or over

a rotation.

Start/End Time: Enter the beginning and ending time of this period.

Split Period: Check this option if the period is split into two time spans for classes that

meet during it. This could be one period that meets before lunch, then breaks, and then the

students come back to it after their lunch.

Start/End Time: Enter the start and end times of the second part of the split

period.

Attendance Period: Enter the period of attendance that relates to this time. Often this will

match the Display Period, but may be different if an entity has a different number of

attendance periods than they do scheduling periods.

Allow Period to be suggested by Master Builder: Check this option if the Future

Scheduling Master Builder process can suggest classes be scheduled to this period. This may

be unchecked if you have a period built into the day that is used only for lunches.

Considered Lunch Period (for Staff Members): Check this option so that the Future

Scheduling Master Builder process will know that the period can be counted as a lunch time

for teachers. The Master Builder typically tries to ensure that each staff person has no

courses scheduled for at least one of the periods marked as lunch for them.

Schedule Period Hours Per Day: Enter the number of hours that may be used for state

reporting processes that calculate the time that staff are teaching.

Block Period: This field stores the Block Periods that are linked to this period for Block

Scheduling. The Future Scheduling Advanced Master Builder process will attempt to

schedule a blocked section into two linked fields. Note: The block periods must be separated

with a comma and must be valid Scheduling periods. For example, you might link block

periods 1 to 2 and 2 to 1.


Scheduling Team Group codes are used when an entity has at least two groups of students

where each group has its own set of teachers for certain classes. These teams are attached

to students and to staff. In order to use them, the option must be turned on in the entity’s

Scheduling Entity Year Setup – Entity Year Options.

Scheduling Team Code: Enter up to a three character code used to identify the team.

Description: Enter up to 15 characters to describe in more detail the team group code.

Subjects

Subjects are used by an entity to be able to group courses together. These are often smaller

groups that what Departments define, however many times Subjects may match

Departments. Subject codes can also be used to sort/group courses on transcripts.

Subject Code: Enter up to a three character code used to identify the Subject.

Short Description: Enter up to 15 characters to describe in more detail the Subject.

Long Description: Enter up to 30 characters to describe in even more detail the Subject.


Course Requirements are used to define criteria that a student must meet before being

eligible to enroll in the class. This can be based on age or GPA criteria. This can be helpful

for Honors courses where students must have a GPA above a defined amount to enroll or

Drivers Education where student must be at least 15 years old when the class starts.

Requirement Area: Select either the Age or GPA requirement area.

Code: Enter up to a seven character code to identify the Course Requirement Rule.

Short Description: Enter up to 15 characters to describe the rule.

Long Description: Enter up to 30 characters to describe the rule.

Age Requirement: When the Area is set to Age, this is where you can define the specifics

of the requirement. Based on student’s age at the start of the class. The Grace Period can

open up to a 99 day window where they do not have to meet the requirement when being

attached to the course.

GPA Requirement: When the Area is set to GPA, this is where you can define the specifics

of the requirement. GPA requirements can be establish as being “no more than” a value or

“no less than” a value. You also have to select the GPA Method to look at to determine

whether the requirement was met.

Course Groups

Course Group Codes are used to group courses together so that a total number of courses

in a group can be printed on a transcript. Courses can be attached to multiple groups and

multiple group totals can be included on the transcript.

Code: Enter up to a three character code used to identify the Course Group.

Short Description: Enter up to 15 characters to describe the group.

Long Description: Enter up to 30 characters to describe the group.

Status: Select Active for groups that are still in use for the entity.

Rotations

Rotation Codes are used to represent the “unique” days that occur in your entity’s student

schedule. They help define how your entity’s yearly calendar will be set up for scheduling

and attendance purposes.

Rotation Code: Enter up to a five character code used to identify the Rotation.

Rotation Description: Enter up to 30 characters to describe the Rotation.

After the Rotation Code has been created, it will need to have a Rotation Pattern attached to

it. This can be done by expanding the Rotation Code and selecting the option to “Add

Rotation Pattern”.

After selecting the option to “Add Rotation Pattern”, the pattern will then need to be

identified. It is possible to have multiple Rotation Patterns attached to a single Rotation

Code.

Display Period and Day Pattern: These fields will identify the period and day(s) that will

display on student schedules.

Scheduling Period and Day Pattern: These fields will identify the period and day(s) that

a student will be scheduled into.

Attendance Period and Day Pattern: These fields will identify the period and day(s) that

attendance will be taken on.

Primary Rotation Meet: If this option is selected, it will identify the Rotation Pattern as

the primary meeting pattern.

Display on Student Schedules: If this option is selected, the Rotation Pattern will be

available to be printed on student schedules.

Allow Access to EA+: If this option is selected, the Rotation Pattern will be visible in

Educator Access Plus.

Allow Access to Gradebook: If this option is selected, the Rotation Pattern will be visible

in the Gradebook.

Class Meeting Time Override: This option would allow you to enter different Start and

Stop times when it doesn’t follow the typical schedule with the rest of the courses.

Documents

Current Scheduling Codes