Chapter 15: Batch Scheduling Overview Revision Date 3/24/05

To be used by all scheduling schools, either in part or entirety, as best fits your particular needs.

q REPO reports to show current information

· CRSE-01 thru 04 – Lists all courses from CRSE

· TEAC-01 – Lists all teachers

· ROOM-01 – Lists all available rooms

q Update P102 – School Departments if necessary

q Determine courses to be offered for the following school year.

· Update CRSE-Course Master File. Unchanged courses remain as is. For those that have changes, enter VALID TO YEAR as present year. Add course with new information and valid from year as the following year.

· Create CGRP-Course Group File heading for any new group of courses to be used as one offering.

· Review/Update P501, Artificial Courses

q All students to be scheduled must be in STUD by manual entry, batch transfers (B106/B107) or on-line transfers (TRAN or OLTR/OLRE).

q Gather Course request information from next years students:

· Create/Print course request Scan Sheets, if used (R710-format 09).

· Distribute Course Request Scan Sheets to students/counselors for selections

· Collect Scan Sheets and scan requests using R710 format 09.

· OR add requests via REQU or CREQ.

· OR batch update course requests using P502 – Rules for Batch Updating of Course Requests and B114 – Batch updating of Course Requests.

q Produce reports to assist in creation of Class Master Schedule:

· R401 - R411: Student Course Reports

· NOREQU– From the SIS_LOCAL Menu - Listing of Active Students without Requests

q Build the class master schedule

· Update TEAC and ROOM if necessary

· Have MDECA copy current Class Master information to next year CMST/CGRP (optional)

· Make changes to CMST and/or CGRP as needed

· Enter new non-grouped courses on CMST

· Enter new grouped courses on CGRP

· Update Artificial courses on P501 and CMST/CGRP

· Run R407 to check accuracy of master schedule.

q Produce Reports Prior to Submission of B108 (Scheduler):

· R407 - R411, R416: Class Master Schedule/Scheduling Reports

· R813: Singleton List/Conflict Report

q Review/Update Scheduling Control Parameters:

· P511 – Run Controls

· P512 – Tuning Parameters

· P513 – Pass Controls

· P514 – Course Sequencing Rules – Optional

· P515 – Daily Pattern Constraints – Optional

· P516 – Length of Day Constraints – Optional

· P517 – Scheduling Constraint threshold – Optional

· P518 – Course weights – Optional

· P519 – Courses Linked by teacher – Optional

· P520 – Study Hall Assignment Control – IMPORTANT

§ Set N when scheduling courses

§ Set Y when scheduling study halls, AFTER all course conflicts have been resolved.

· P521 – Study Hall Grade Level Assignments – Optional

q Submit B108 to Activate Batch Scheduler, B113 to Re-Calculate Class Filling Counts, and R407 (pg. 20) for Class Master Schedule Report.

q Produce reports to assist in perfecting the Master Schedule:

· R701: Student Schedule/Student Schedule Formatter

· R413 - R416, R420 & R209: Scheduling Reports

q Make changes to applicable areas and resubmit B108. Repeat this process until a Final Master Schedule is developed.

q Use On-Line Scheduler to clean up any remaining students who are not Fully Scheduled (SCHE) due to conflicts, etc.

q Review/Update Study Hall Assignment Information

· P501 – Artificial Courses/Add and/or change study halls as needed

· R415 – Report to show free time to determine study halls

· CMST – Must be a section for each ‘different’ pattern of days possible. Define study hall meeting times if different from last years (when CMST is copied).

· P511: School Control Parameters – Change all “Reset” prompts on P511 to “N”

· P520: School Control Parameters – Change to “Y” Assign Study Hall Sections.

q Resubmit B108 to Assign Study Halls

q Assign homerooms, fees and/or lockers if printed on schedules

· Update HRMS if needed

· Update P307 if used in homeroom assignment

· Update Fee and Locker information on the appropriate parameter screens

q Process R701 to generate schedules to hand out to students.

q Process R703 – Class Lists

q Process R411 – Teacher Schedule

q Before the first day of School make sure that the following have been done:

· The P310 – Calendar is complete (This should have been done before summer cleanups)

· The B105 has been processed to move you into the first report period and to produce CLIS records.

If you use the full FEES package, be sure to process the jobs in the following order:

1. B105 to create CLIS records

2. Contact MDECA to set the Fee Switch to Y

3. B125 to create student fee records based on fees defined in P303 and P304.

Batch Scheduling:

15-1 REPO reports used to verify information:

q CRSE version 1 – sorted by course ID, lists ID, valid from/to, full text, short text, abbreviation, credit, sex balancing, sex restriction, grade from/to and course priority.

q CRSE version 2 – sorted by grade, lists abbreviation, valid from/to, ID, short text, credit, flags for Cum GPA, Cum Credit, honor roll, update history, and other restrictions.

q CRSE version 3 – sorted by course department, lists abbreviation, short text, ID, valid from/to, credit, transfer code, language code, hours of instruction, level of difficulty, area of study and subject area.

q CRSE version 4 – sorted alpha by long text, lists ID, long text, short text, abbreviation, valid from/to, credit, dept., level of difficulty, area of study, subject area, flags for cum. GPA, honor roll, cum credit and scheduling priority.

q TEAC version 01 – listing of teachers with ID, Title/Initials and Last Name

q TEAC version 02 – Teacher listing with address and phone number

q TEAC version 03 – Teacher listing same as version 2 with SS# and FTE information as well.

q ROOM version 01 – Listing of all rooms from the ROOM screen with ID, Capacity and room description

15.2 Update P102 if necessary

q P102 is the School Departments File. If using this for departmentalizing courses, or for Graduation Verification Program, you may need to update if there are changes and/or additions to the Departments being used.

15.3 Determine courses to be offered for the following school year

q CRSE – Vol. 2, I-9.4-1

This ‘screen’ is used to enter all courses offered at your school, except for artificial courses, which are added to the P501. Update courses for the new school year. Any records that are valid only thru the current school year should remain on file for course history/transcript records. Enter a VALID TO year if the course will not be offered again in your building. If you are changing information such as credit, ID or Abbreviation on a current course, enter a VALID TO year on the current course and then add the new record with the new ID, credit or Abbreviation. Please refer to the screen print of CRSE. The following fields are required when adding courses in CRSE:

Course ID – Enter up to six characters to indicate the course identification code to be used to identify this course. Alpha and/or numeric. DO NOT CHANGE the course ID field. If changes are needed for this field, you must enter a valid to year for the current course and then add a new record with the new course ID.

Valid From Year – Enter a two-digit school year to indicate the first year this course is to be offered.

Note: It may be useful to enter a prior school year to accommodate historical records when first converting to the Student Information System.

Valid To Year – only used when a course is ending and/or no longer used or you are changing credit units, ID or abbreviation. This field should be left blank for currently valid courses.

Full Text – Enter up to thirty characters of text to indicate the full name of the course.

Short Text – Enter up to fifteen characters to indicate a shortened version of the above course name. The short text appears on report cards and transcript labels.

Abbreviation – Enter up to eight characters to indicate an ‘abbreviated’ ID for this course. May be the same as Course ID, or a combination of ID and name. Must be unique for each CRSE record because of Course History (COHI). DO NOT CHANGE the abbreviation field. If changes are needed for this field, you must enter a valid to year for the current course and then add a new record with the new abbreviation.

Credit Units – Enter a number without decimals or spaces to indicate the number of credits to be awarded on successful completion of this course, e.g., 1000 = 1.000 500 = .500 1250 = 1.250

DO NOT CHANGE the credit units field. If changes are needed for this field, you must enter a valid to year for the current course and then add a new record with the new credit units.

Department – Enter a department code, as defined in the P102/Departments screen. This is a required field. If you do not departmentalize then use the department of ALL.

Grade Level – Enter a two-digit/character grade to indicate the grade level of the average student taking this course.

Grade Level Count – Enter “Y” or “N” to indicate whether the credits for this course are to be included in the total number of credits required by grade level as defined in P214 – Required Credit by Course Grade Level (GRAD Verification)

In Cum GPA - Enter “Y” or “N” to indicate whether this course is to be included in the calculation of GPA as defined in P123 – Grade Point Average Calculation.

In Honor Roll - Enter “Y” or “N” to indicate whether this course is to be included in the calculation of GPA to determine honor roll (R303).

In Cumulative Credits – Enter “Y” or “N” to indicate whether this course is to be included in the calculation of GPA as defined in P123/Grade Point Average Calculation.

Transfer Code – Code to determine if the courses are transferred electronically or not.

3 = high school courses, junior high courses earning high school credit, PSEO

2 = JVS courses

1 = All others (junior high course or Summer School Bldg. course)

Sex Balancing – Enter “Y” or “N” to indicate whether all sections of this course should be balanced with the same number of males to females. The scheduler will ‘try’ to balance even if not specified, but most users have not found this to work well.

Room Type – Not used except with the ‘class master schedule builder’ (B110).

Sex Restriction – Enter “M” to restrict this course to males only, or “F” to restrict to females.

Grade From/To – Enter a grade range to indicate the normal grade range a student taking this course would fall into.

Scheduling Demand – This is updated by the scheduler to indicate the number of unfilled requests for this course.

Scheduling Priority– This is what will also default on REQU screen. Valid priorities are 0-9. H and L are also valid and translate to 8 and 3 respectively.

Include on Permanent - Enter “Y” or “N” to indicate whether or not the course information is to be included on year end/permanent record labels.

Update History - Enter “Y” or “N” to indicate whether this course is to be updated to COHI/Student Course History when the B118 is processed.

Language Code – Enter a code, as defined in P133/Course Language Codes, to indicate the language this course is taught in. Not applicable to foreign language courses.

Hours of Instruction – Enter up to 3 digits to indicate the total hours of instruction per year that this course is taught.

Level of Difficulty – Enter a code, as defined in P134/Course Level of Difficulty Codes, to indicate the level of difficulty (if other than 1) corresponding to this course. Used with AP courses as an example.

Area of Study – Enter a code as defined in P135, to indicate the area of study this course falls into. Used in conjunction with the Graduation Verification package.

Subject Area – Enter a code as defined in P136 to indicate the Subject are this course falls into. Used in conjunction with the Graduation Verification package.

Pre/CoRequisite – Not used by the Batch Scheduler (B108). B108 only checks requests against P514/Course Sequencing Rules for the current scheduling year. However, R401-Course Verification and Edit Report will check COHI for Pre/CoRequisites. Use with AND/OR as a qualifier.

Other Restrictions – We don’t use this because we use the P148 option for CTRMEMIS.

You should then run one of the previously mentioned REPO reports to verify changes and/or additions made to CRSE. (CRSE versions 1-4)

q CGRP – Vol. 2, S-2.4-1

CGRP is used for group scheduling of courses. Unlike the CMST, you can take a group of courses and enter this under one group number. This would be used if you have a group of students that stay together during the day for several of the same courses. Group ID/Numbers CAN NOT be used in CRSE. This is used by a lot of elementary schools due to the fact that their students do not switch classes separately, but as a group. When scheduling using CGRP, the student requests or is assigned the Group ID number, then all courses within the group are added to the student’s schedule. You must have, at the minimum for collecting requests, the Year, Group ID and section number added. But information about courses belonging to the group must be added before running the batch scheduler (B108). Any section of a course defined on CGRP cannot be defined on CMST.

q P501 – Artificial Courses – Vol. 2, I-5.1-1

Review/Update the P501. Add any new codes needed for the upcoming year (lunch/L Study Hall/Z, etc.) along with the course ID. Leave old codes intact if they are being used for the current year. The ID can be alpha and/or numeric. You must not use Ids already being used in CRSE. Room Type is not used. ALL study halls must be type of Z.

Note: REPO report ARTI version 1 may be run for a listing of P501 courses.

15.4 All Students to be scheduled, must have a STUD record by one of the following means:

q STUD – Vol. 2, SR-1.1

Add students to STUD manually if they are planning to move to your district for the upcoming school year.

q OLTR/OLRE – On Line Transfer

For small groups of students, the sending school determines the students to be transferred and has student ID’s available for input on OLTR.

q B106/B107 – Online Transfer/Online Receive- Vol. 2, SR-6.1.1, Vol. 2, SR-6.2.1

B106 is the Online Transfer and is used to transfer records of an entire grade from either the elementary to the junior high, or from the junior high to the high school, for scheduling purposes. A file is created which is then used by the receiving school in the B107. Make sure to process the B106 in “H” density and say “Y” to the Save (Y/N): option. Then check the report created, for the filename, which will be needed by the receiving school for their B107.

B107 is the Online Receive program, which imports the file, created by the B106 and adds the records to the receiving school so that they can be scheduled for the upcoming school year.

See the following examples of the B106 and B107 screens:

15.5 Gather course request information for next years students:

q Create course request scan sheets if used (R710 – format 09) and ask MDECA to print. Specify the school year that you are scheduling for. The Program will project the students’ grades for that year. Leave RP, Weeks 1 & 2, Course ID, Section, date and teacher ID fields blank. Input the grade range for next year (grades 09-12). Otherwise you will get this year’s graduating seniors.

q Distribute Course Request Scan Sheets to students/counselors for selections.

q Collect Scan Sheets and scan requests using the format 09 (SCIN interface). At the Run day or Night: prompt enter D. The scanned information will be placed in the REQU screen, which may be accessed after the B710 has updated the files. Check the B710 on the MGMT screen for errors that may have occurred during the scanning process.

q OR add requests via REQU or CREQ

q Create labels via R206 to apply to your own course request sheets. Labels are 2 across and can be sorted by grade, name, homeroom, or Student ID. Includes ID#, name, next year’s school year and grade, and homeroom.

q REQU – When manually adding requests, you must be in the ADD mode in the REQU screen. Bring up the individual student’s ID or name, and make sure that the year is for the year you will be scheduling (next year). At the Course: prompt, type in the course ID then <enter>. You may PF4 at that point to get back to the command prompt. Hit <enter> again and you will be prompted for next course ID. This is also where you can manually schedule students into specific sections of a course before running the B108/Scheduler.

Status – The following status codes are automatically updated by the system: I/Initial request, S/Assigned by the Scheduler, M/Manually assigned request, C/Conflict Request, could not be assigned by the Scheduler

q CREQ – This can be used to manually assign students to a course, by the course instead of by individual students. CREQ can be used for just adding a course request or course and section. But you must input by students’ ID on this screen.

OR batch update course requests using the P502/Rules for Batch Updating of Course Requests and B114/Batch Updating of Course Requests. Any updates to course requests of a global nature (by grade, sex, number of request, course, etc.) can be handled by these two processes, as an alternative to entering or updating requests on a student-by-student basis.

q P502 is a parameter used in conjunction with the batch job B114 to mass update student requests. Rules for adding course requests are set up on the P502. You may use various version numbers for various grades and/or tasks. Rules for updating are completed in sequence order. In order for a student to be selected for updating in connection with the rules set up in P502, his STUD screen must match the entries defined within that particular version. Please refer to the sample of the P502 as you read through the explanation of each element.

Note: Each P502 is limited to 50 items under any one-version number.

Entering Criteria on P502:

When entering your rules on P502 remember to use the students’ CURRENT STATUS and SCHOOL YEAR on STUD.

q Status – Enter a status code to indicate the status code on STUD corresponding to the students to be selected. A separate line is needed for each student status you wish to update. For instance if you have N status and I status students that you wish to have updated through P502, then a separate entry is needed for each status.

q School Year – Enter a two-digit school year to indicate the school year on STUD corresponding to the students to be selected. An example would be your incoming freshman would have a grade of 09, but a school year of 02/03. Next years sophomores would be grade 09, and school year of 01/02. Remember you are using CURRENT STUD information.

q Grade – Enter a valid grade to indicate the grade currently on STUD corresponding with the students to be updated. So next year’s freshman would currently show grade of 09 and status of I while next year’s sophomores would show grade of 09 as well, but their status is A.

q Sex – Leave blank for all student or enter “M” or “F” to indicate the sex of the student, as defined on STUD, corresponding to students to be selected.

q For Number of Requests – There are two fields under this heading as described below:

1. Enter a two-digit type to indicate the operator for comparison purposes. Valid entries are as follows:

EQ=Equal to

NE=Not equal to

GT=Greater than

GE=Greater than or equal to

LT=Less than

LE=Less than or equal to

2. Number of requests – Enter up to 2 digits to indicate the number of requests a student should have corresponding to the above operator in order that the relevant rule be processed. Each rules takes into account the updating that may have been performed by a preceding rule.

Note: The above fields for Number of Requests may both be omitted. If they are used, they must both be used together.

q For Course 1 – Enter a course ID. This field is used to indicate that a student must currently have the specified course request in order for this rule to be processed.

q For Course 2 – Enter a course ID. This field may only be used if the preceding field is used. The specified action is applied to this student only if he has both specified course requests at this point.

Enter the Actions to be taken:

q Add Course – Enter a course ID to indicate the course request to be added based on the specified criteria.

q Drop Course – Enter the course ID to indicate the course request to be dropped based on the specified criteria.

q Maximum Number of Students – Enter up to four digits to enter the maximum number of students to whom you want the specified action to be applied. If this field is left blank, the action is applied to all students who match the criteria.

Run B114-Batch Update of Course Requests:

q B114 is the batch job that works in conjunction with the P502 to mass update course requests to REQU/Student Course Request, for each applicable student. Note: when entering the school year, please make sure that you enter the school year for which you are scheduling.

15.6 Produce reports:

Produce any of the following reports to assist in the creation of the Class Master Schedule. These reports are designed to help you work out as many conflicts between courses as possible before processing the B108-Batch Scheduler.

q R401 – Student Course Request Verification and Edit Report: Provides a complete list of each student’s course requests. Requests failing to meet the restrictions on CRSE will be marked with edit codes. PRQ/Prerequisite not met, CRQ/Co requisite not met, SEX/sex restriction not met, (all of these are only warning messages and will allow the student to be scheduled if request is not changed), INV/invalid course request, ALT/invalid alternate request, DUP/duplicate course request (last 3 types are errors which need to be corrected).

q R416 – Course Request Verification Slip: Prints 1 per student on ½ sheet of paper. May give to student to verify course requests. Prior to running the R416, you may wish to set up P408/Common Text for Course Request Verification Slip. (Example: IF REQUESTS ARE INCORRECT, PLEASE SEE YOUR COUNSELOR IMMEDIATELY) This report will forecast students new grade.

q R402 – Tally of Student Course Requests: Provides a count of all course requests by course, serving as a basis for setting up course sections on the master schedule.

q R403 – Potential Course Conflicts Matrix: Run after all course requests have been entered, edited and corrected. Lists each course against each other course in a matrix form. Used to determine the number of conflicts that would result if 2 courses were offered only one time in the same period of the day (singletons). GRADE Level=CRSE grade level not STUD grade level.

q R406 – Potential Course Conflicts Table: Alternative to R403. Produced in table format rather than matrix. Takes less paper and will fit on 8 ½” x 11” paper by using H/high Density.

q R404 – Students Who Requested a Specific Course: May be helpful if you want to drop or change a course on the master schedule and need to notify students who have requested the course or if you want to see who would be affected by a change.

q R405 – Students Who Requested a Specific Course Pair: Can be used in the same way as the R404, only deals with course pairs. May also be used to help identify students requesting 2 singletons meeting the same period.

q R423 – Students Who Have Requested Up to Eight Courses: Generates a list of students who have specified a group of courses. Up to 3 separate groups with maximum of 8 courses each, may be specified.

q NOREQU – From the SIS_Local menu (outside of SIS) is a procedure that will produce a list of students without requests.

15.7 Build the Class Master Schedule:

Update TEAC and ROOM if necessary.

q TEAC – Add any new teachers. Leave current teacher records intact. Teachers, who teach a course in your building and are paid by your district, must have a Social Security Number entered on their TEAC record.

q ROOM – Addany new rooms. Leave current room records intact.

q Have MDECA copy current Class Master information to next years CMST/CGRP records. (Optional) If you have a master schedule entered on the system for the current year, and would like to have that duplicated for the new year, contact us and we will convert it for you. You will then have 2 master schedules on file, one for the current school year and one for the scheduling school year. You can then make any master schedule changes to the CMST/CGRP on the master schedule for next year. Since you will have 2 master schedules, you must be careful to specify the correct school year when making changes.

Prior to entering any information on CMST or CGRP, all relevant courses must have been defined on CRSE or P501 as described previously.

q CMST – Class Master Schedule: Defines class meeting information for each course and section. If you have grouped courses, define them on CGRP instead of CMST.

Below is an example of CMST for a 2 Term School:

q CGRP – Class Group Master Schedule: CGRP is used to define classes for groups of students who stay together for all or some of their classes. If a student is assigned to the group, he is automatically assigned to all courses within the group. Students can also be assigned to just part of a group by manual assignment thru SCHE or REQU. Artificial courses may be defined as part of a group. An individual course section can only be defined under one group and may not already be defined on CMST.

Below is an example of CGRP for a 2 Term School:

If you have a few 6 week or 12 week classes and all the rest of your classes are semester or year long courses, you can handle this 1 of 2 ways:

1. After regular courses are scheduled, manually enter 6/12 week exceptions.

2. By using ‘double blocking’, the scheduler can assign these.

Below is a CRGP Example of double blocking for a 2 Terms School with three 12-week courses running in succession of each other during 3^rd period

15.8 Special Scheduling Considerations:

If desired, you may manually assign students to specific course sections using REQU or SCHE. You would do this when you want to make sure that a student has a course scheduled for a specific time or with a specific teacher. This is MANUAL assignment of course and section.

15.9 Produce Reports Prior to Submitting the B108:

There are reports that can be produced prior to submitting the B108 to catch possible errors in the CMST or teacher schedules. These reports would reflect the information that you have entered for the scheduling year. Check for any room/teacher conflicts and correct if necessary. Please make sure that you request the correct school year when submitting these reports, because at this point you actually have two master schedules on file.

q R407 – Class Master Schedule (Vol 2, S-3.11-1)

Lists course, section, terms, days, period, teacher, room, class capacity, filling counts, and demand (students who were not assigned due to conflicts)

q R408 – Free Room Report (Vol 2, S-3.12-1)

Lists rooms, which are available (not scheduled) for each period. Allows you to quickly locate an available room for a given period and day.

q R409 – Room Schedule (Vol 2, S-3.13-1)

Lists of all rooms and scheduled classes. Used to verify that the master schedule does not contain any room conflicts, or if there are conflicts, that they are valid.

q R410 – Free Teacher Report (Vol 2, S-3.14-1)

Prints periods and days for which a teacher has free time. Used to quickly locate a free teacher for a given day and period.

q R411 – Teacher Schedule (Vol 2, S-3.15-1)

When used during the initial scheduling process, it will help to identify any teacher conflicts. Can later be used to provide each teacher with a copy of his/her schedule for verification.

q R427 – Teacher Block Schedules

This report will print out the teacher’s schedules in block format. Days are printed across the tope and down the left hand side. Each box will contain abbreviated text, course ID, course section and room on separate lines associated with each day/period.

q TESH – Teacher Schedule

This is a screen, which will allow you to display one teacher’s schedule at a time. The teacher ID, school year and terms will need to be entered.

q R422 – Timetable Grid Report (Vol 2, S-3.25-1)

Teachers listed down side of the report, periods across the top. Course, room days, etc. can be printed in each cell of the grid.

q R813 – Singleton List/Conflict Report: Provides a list of the singleton courses by period and a list of students who have requested 2 or more singletons offered during the same period.

15.10 Update Scheduling Control Parameters:

Before submitting the B108 to schedule students, you should review and update the scheduling control parameters as necessary. You may wish to change them with each run of the scheduler as well.

q P511 – Run Control (Vol 2, 1-5.11-1)

This parameter defines the grade(s), school year, term(s) and course requests to be scheduled. It also specifies whether section capacities are to be enforced and if not, the percentage they can be overfilled.

· Enforce Section Capacity – Y/N if answered Y, the capacity on CMST/CGRP will be honored unless otherwise specified under P513 Run Control. If P513 says to increment the capacities, they will only be incremented by the percent specified on P511. If answered N, classes will overfill as needed to meet the course requests.

· % to overfill – 1-100 Specify percentage if over-filling of course sections is permitted.

Must be at least 1 even if you don't want to overfill section capacity. If % to overfill is zero the system ignores section capacity and overfills classes.

· Grades – 12, 11, 10, 9, etc. Up to 6 grades may be specified. Grades will be scheduled in order specified from left to right.

· Year/Terms – Enter the scheduling school year. Enter terms 12 or 1234, depending on your number of school terms (can be verified on the P106 or P301). Make sure that you specify the correct year and terms to be scheduled.

· Statuses – I/Initial request, S/Scheduled, M/Manually scheduled, R/Manually scheduled to resolve conflict, C/Conflict not scheduled. Reset Statuses are usually set as follows when scheduling courses:

RESET STATUS “S” TO “I” (Y/N):Y

RESET STATUS “M” TO “I” (Y/N):N

RESET STATUS “R” TO “I” (Y/N):N

RESET STATUS “C” TO “I” (Y/N):Y

· Group Integrity – Y/N If answered Y, a student will only be scheduled into group courses if he has requested the group number. If answered N, a student may be scheduled into an individual course belonging to a group by requesting just that individual course number.

· CPU Time Per Student – 1, 2 or 3 recommended. No more than 3.

· Retain previous scheduled term (Y/N): not available at this time.

P511 – RUN CONTROL

q P512 – Tuning Parameters (Vol 2, 1-5.12-1)

This parameter defines the number of passes of the student body the scheduler will make before terminating, and the number of times within a pass it will try to find a schedule for a student. Normally 3 passes and 5 tries are adequate. The more passes you make the longer the scheduler will run. P512 also controls the way course information is displayed on SCHE. Ex: Whether or not terms are compressed and whether unassigned courses are displayed before (B) or after (A) scheduled courses on the SCHE.

P512 – TUNING PARAMETERS

q P513 – Pass Control (Vol 2, I-5.13-1)

For each pass of the scheduler you are making (defined on P512) identify the parameters/rules which are to be enforced. The most restrictions should occur during the first pass. During subsequent passes, you can remove some of the restrictions in order to schedule more students. Only allow partial schedules during the final pass.

P513 – PASS CONTROL

q P514 – Course Sequencing Rules (Vol 2, I-5.14-1)

This parameter is used to define the order in which specific courses are to be scheduled, i.e. earlier term, not earlier term, same term, not same term, 1=enforced under P513 pass control and 2=enforced throughout the run. Pertains to requests within the current scheduling year only. Will not check for prerequisites or corequisites in prior years (COHI). Only those course sequencing rules with corresponding rigidity codes of “1” will be enforced by the P513. A combination of rigidity codes can be entered in order to enforce some course sequencing rules throughout the run, while allowing others to be controlled by the P513.

P514 – COURSE SEQUENCING RULES

q P515 – Daily Pattern Constraints (Vol 2, I-15-1)

Define restricted meeting patterns. Use C, S, L or X. The example pattern below will prevent 2 study halls in a row from being scheduled.

P515 – DAILY PATTERN CONSTRAINTS

q P516 – Length of Day Constraints (Vol 2, I-5.16-1)

This parameter defines the number of consecutive periods any one student should attend. This parameter is used only when you offer courses in more periods of the day than the student should be scheduled in, for example, if there are courses in 9 periods but students should only have classes for 7 periods, then you would specify 7 in the P516.

P516 – LENGTH OF DAY CONSTRAINTS

q P517 – Scheduling Constraint Thresholds (Vol 2, I-5.17-1)

Defines other various scheduling restrictions.

· Study Load Balance:

Maximum variation in Courses Between Terms:

Maximum Variation in Course Weights Between Terms:

(These 2 fields help distribute course load evenly across terms)

· Daily Pattern Constraints:

Maximum # Days Allowed with Restricted Patterns:

· Length of Day Constraint:

Maximum # Days Allowed With Excessive Day Length:

(Define only if P108 periods are more than P516 periods)

· Ethnic Balancing Majority Code:

Specify ethnic code defined on P145, and the scheduler will balance course sections with 50% ethnic majority, 50% all other ethnic students. For the most part, the scheduler will try to balance the sections anyway. DO NOT specify if this is not required, as it will cause the scheduler to run MUCH longer.

P517 – SCHEDULING CONSTRAINT THRESHOLDS

q P518 – Study Load Balance Course Weights (Vol 2, I-5.18-1)

On this screen define only courses which are more or less difficult than the norm. Default weight for all courses is 10. Use a weight of 20 for more difficult courses and a weight of 5 for less difficult.

P518 – STUDY LOAD BALANCE COURSE WEIGHTS

q P519 – Courses Linked By Teacher (Vol 2, I-5.19-1)

P519 is used to identify courses which are taught by the same teacher in different terms, i.e. If a course is divided into 2 or more terms and has different course numbers in those terms, the courses can be linked by teacher to ensure the students stay with the same teacher throughout the year. TREMENDOUSLY increases run time!!! This situation would be better handled thru the use of course groups (CGRP)

q P520 – Study Hall Assignment (Vol 2, I-5.20-1)

Assign Study Hall Sections – N

Make sure that this is set to N during the preliminary runs of the scheduler.

P520 – STUDY HALL ASSIGNMENT

MAKE SURE THIS IS SET TO ‘N’ DURING

PRELIMINARY RUNS OF THE SCHEDULER!

15.11 Submit B108 to activate Batch Scheduler:

B108 Schedules student course requests based on the rules defined in P511-P521. B108 may be processed as many times as is necessary to achieve the best possible scheduling results or until the B105 has been processed for the new school year.

q B108 – Batch Scheduler (Vol 2, S-4.1-1)

Your only selection on the B108 is how students are presented to the scheduler within a grade level: Random, Last Name, or Student ID. If last name or ID order is selected, then you must also specify whether to schedule in an ascending or descending order. Everyone within your building must be out of SIS for the B108 to run properly. Otherwise, the results of the run may be that you have zero percent students scheduled. You may also submit the B108 to process at night (N queue). Once it has completed, you should review/print the B108 from the MGMT screen to check the results of the run.

STEPS TO RUN A NIGHT BATCH JOB

IN THE DAY QUEUE

The Batch Scheduler (B108) is set to run in the night queue because everyone must be out of SIS to run this job. If you must run this batch job during the day, EVERYONE must be out of SIS in your building. Here are the steps to run a Batch job in the day queue after releasing the job in SIS to run in the night queue:

1. Bye out of SIS

2. Verify EVERYONE is out of SIS in your building (Enter SP at the Enter Choice prompt to see who is logged on. If someone is logged on in your building you need to contact them and ask them to log out of SIS. Then do SP again to verify everyone is out of SIS in your building)

3. Type BAQ at the Enter Choice prompt to get the entry # of your job

4. Type in entry # and hit return

5. Type R to run the job and hit return

6. Type BAQ to check that the job is processing

7. Continue to check BAQ until you no longer see your job processing

8. When your job is done processing, then you can go back into SIS

q B113 – Recalculate Class Filling Counts (Vol 2, S-4.3-1)

Specify new school year. Submit immediately following the B108 to view ‘accurate’ filling counts.

q R407 – Class Master Schedule (Vol 2, S-3.11-1)

Submit after processing the B108 and B113, to print/view the CMST counts, etc.

Note: the above 3 may be processed to run at night queue, in shown order, and printed the following morning.

15.12 Produce Reports:

You may produce any reports previously mentioned (R401-R411, R422, R423, and R813). Additionally you may produce any of the following reports.

q R701 – Student Schedule Formatter

On the R701 requesting screen the PERIOD refers to the period of the day, not the reporting period.

R701 format #1 – 2 students per 8 ½ X 11 sheet (printed outside of SIS from Printer Management and PRT using form # 09)

R701 format #9 – MDECA Schedule Forms

R701 format #10 – Schedule Locater Cards 6” by 4” (printed outside of SIS from Printer Management and PRT using form # 11)

When trying to resolve conflicts, it is nice to use format #1, and create only for conflict schedules (option on the R701 submission screen).

q R413 – Students Scheduled with Alternate Courses (Vol 2, S-3.16-1)

R413 lists students who have been scheduled with an alternate course request versus a primary request. Only if you use Alternate requests.

q R414 – Students Scheduled with Unbalanced Course Loads (Vol 2, S-3.17-1)

This report will show students with unbalanced course loads caused by uneven distribution of courses between terms or by course weight. This report may be used by the office to identify/notify these students.

q R415 – Students Scheduled with Free Time (Vol 2, S-3.18-1)

R415 lists the number of students with free time (no courses) for specified term and periods. This report is helpful to identify how many study halls will be needed for each period of the day.

q R420 – Conflict Resolution Report (Vol 2, S-3.23-1)

R420 lists students who were unable to be fully scheduled due to conflicts. Give mini matrix of all courses requested and section availability. This report is VERY LARGE and cumbersome if you have more than 10 or 15 students in conflict.

q R426 – Student Scheduling Analysis Report (Vol 2, S-3.29-1)

R426 is an alternative to the above, R420 report. It gives a condensed report of the above, and is helpful in resolving conflicts for larger groups of students.

q R421 – Course Frequency Report (Vol 2, S-3.24-1)

This report provides a course list by school year and department, listing each course section and corresponding filling counts.

q R424 – Students Scheduled into 1 Course/Section and Not Another (Vol 2, S-3.27-1) R424 generates a list of students who are scheduled into only one of a pair of courses. Up to 7 different course pairs may be specified.

q R425 – Students Scheduled Into 2 Assigned Courses/Sections (Vol 2, S-3.28-1)

R425 produces a report of students assigned to one course/section and any one or more of up to 7 other courses.

q R807 – Section Summary By Report Period (Vol 2, S-3.30-1)

R807 generates a summary by section of all courses indicating the current filling counts. On R807 you have the option to print only closed, only open or both.

q R209 – Add/Drop Audit Report (Vol 2, S-3.4-1)

R209 generates a list of all CLIS and/or REQU records which have been added or dropped (or both) within a specified date range.

15.13 Make Applicable Changes and Resubmit the B108:

After running the B108 batch scheduler, you can make changes to the master schedule, class groups, scheduling control parameters, existing student course requests, add requests for new students, remove requests for withdrawn students, etc. Then resubmit B108 – Batch Scheduler as instructed previously.

Continue making changes, processing reports and running the batch scheduler until a final master schedule is developed to your satisfaction and the majority of your students are scheduled.

15.14 Cleanup Students Not Fully Scheduled:

Once you have developed your master schedule, it may be necessary to manually resolve some individual student conflicts/unsatisfactory schedules.

q SCHE – On-line Scheduler (Vol 2, S-2.2-1)

Use SCHE to add, drop or substitute classes for students with irresolvable conflicts. SCHE can be later used to schedule walk-ins at the beginning and throughout the school year.

15.15 Update Study Hall Assignment Parameters:

Study halls should ONLY be assigned AFTER your final class master and student schedules have been completed, and you will no longer be running the B108 to schedule courses.

q R415 – free Time Report (Vol 2, S-3.18.1)

Use this report to determine when students have free time during the day. Use this information to determine your study hall needs (sections and meeting times).

q P501 – Artificial Course Codes (Vol 2, I-5.1.1)

You should have a unique study hall ID defined for each period of the day that a student may be free (ex. SH1, SH2, SH3, etc). Also enter the text which you wish to appear on the student schedule. (ex. 1^st Period SH, 2^nd Period Study Hall, etc.) All study halls must have a type code of “Z”. Leave room type blank.

q CMST – Class Master Schedule (Vol 2, S-2.3-1)

You should have a CMST record for each study hall ID you have defined on the P501. Study Halls may also be defined as part of a group on CGRP. Define each study hall section on CMST listing the term, period, room, teacher, etc. List sections with the greatest meeting times first (ex. All year with every day, down to the fewest days, then 1^st semester only, every day, down to the least days, then 2^nd semester only, every day, etc.) STUDY HALL SECTIONS CANNOT BE OVERFILLED. One section of the same meeting time is completely filled before going to the next. If you have two or more sections of a study hall for the same exact meeting times, give the first section the exact capacity and give the last section a large enough capacity to handle the overfill. Study hall sections are assigned when the meeting time for the section matches all or part of a students free time. Students can only be scheduled into one section of ANY given course number

q P520 – Study Hall Assignment Control (Vol 2, I-5.20-1)

When assigning Study Halls answer “Assign Study Hall Sections – Y”. On P520 you can also list the grade levels for which study halls are to be assigned.

q P521 – Study Hall Grade Levels (Vol 2, I-5.21-1)

This parameter is used to define each study hall and the corresponding grade levels which may be assigned to the study hall. Used if certain grades are assigned to certain study halls only. Realize that ALL sections of that study hall must meet this criterion if specified.

q P511 – Run Control (Vol 2, I-5.11-1)

On the P511 change ALL of the Status Flags to “N” as follows:

RESET STATUS “S” TO “I” (Y/N):N

RESET STATUS “M” TO “I” (Y/N):N

RESET STATUS “R” TO “I” (Y/N):N

RESET STATUS “C” TO “I” (Y/N):N

This will cause the scheduler to fill in any empty periods with a corresponding study hall. No course assignments will be changed.

q B108 – Batch Scheduler (Vol 2, S-4.1-1)

Run the batch scheduler to assign study hall sections. All previously assigned study hall sections are deleted and reassigned if the B108 is rerun for study hall assignment. Study hall sections are assigned only to students with at least one course request. Again, everyone must be out of SIS in your building to process the B108

q B113 – Recalculate Class Filling Counts (Vol 2, S-4.3-1)

Submit B113 immediately after the B108. Specify the new school year.

R419 – Study Hall Class List

15.16 Rerun Master Schedule Reports:

To reflect the final status of the school’s master schedule, rerun:

R407 – Class Master Schedule

R408 – Free Room Report

R409 – Room Schedule

R410 – Free Teacher Report

R411 – Teacher Schedule

(Optional) you may also want to produce individual copies of teacher schedules. General comments may be printed by first updating the P407. ex. “Staff Meeting August 25^th, at 9:00 AM in the Library”. You may also create mailing labels for teachers, if you have that pertinent information filled out on the TEAC screens by using the R207 (2 wide labels) or REPO report LABT version 1 (1 wide labels).

R422 – Timetable Grid

R427 – Teacher Block Schedule

15.17 Assigning Homerooms, Lockers and Fees:

Follow directions in the documentation for the above, if you wish those items to be printed on finished schedules.

15.18 Print Schedules – R701:

R701 is the submission screen for schedules. See the format numbers on page 21 of this document.