Chapter 15-C: Student Schedule Changes

Chapter 15-C: Student Schedule Changes Revision Date 7/15/02

15.21 Adding a Class to a Student’s schedule:

Use the following procedure to add a class to a student’s schedule.

1. Check P302 to verify what report period the system is using.

2. Go to SCHE and DISPLAY the student’s schedule. Even if the message “student is inactive” appears, proceed with displaying the schedule, because a student can be inactive and still be enrolled in classes.

3. Use option 2 to ADD the desired course and section. SCHE will NOT allow you to create a conflict on a student schedule though. (To schedule a forced conflict see 15.23)

4. Use option 7 – Save Schedule to store the change.

15.22 Dropping a Class from a Student’s schedule:

Use the following procedure to drop a class from a student’s schedule.

When a student is withdrawn from a course in the first reporting period of the term the course starts, the student’s CLIS – Class List record, corresponding to the course dropped will be deleted from the system.

If the student is withdrawn in any reporting period greater than the first reporting period of the term the course starts, the CLIS records will be retained with a withdrawal mark in the reporting period the student withdrew in.

1. Check P302 to verify what report period the system is using.

3. Use option 3 to drop the desired course(s) from the schedule. Enter the withdrawal mark from P109, if after reporting period 1.

4. Use option 7 – Save Schedule.

15.23 Overriding Conflicts on a Student’s Schedule:

SCHE will not allow you to create a conflict in a student’s schedule through the Add or Substitute options. In those rare cases where you know it’s a conflict but you need to have two courses scheduled at the same time, you can force the conflict by manually adding the student directly to the CLIS record for one of the course sections you are trying to schedule.

1. Go to CLIS in ADD mode.

2. Enter the school year (for example 01 for the 01/02 school year)

3. Enter the course ID

4. Enter the course section number

5. Enter the course term

6. Enter the appropriate reporting period

7. Enter the Student ID

NOTE

When substituting one course/section for another, BOTH course and section must have the same term times. You cannot substitute sections that meet in different terms.

15.24 Substituting Classes through SCHE/one course & section for a different course & section:

SCHE will NOT allow you to substitute one course for another if it will create a conflict on the Student’s Schedule.

1. Go to SCHE and display the student’s schedule.

2. Select the option 4 – Substitute.

3. Enter new course and section and old course and section you are substituting for.

4. Enter withdrawal mark, if after the first reporting period of the term the course starts.

5. Select option 7 – Save Schedule, to store the change.

If it is the first reporting period of the term the course starts, the CLIS record is deleted for the old course and a CLIS record is added for the new course.

If it is any reporting period other than the first one for the term the course starts, the old CLIS record will remain with the withdrawal mark in the reporting period the student withdrew and a new CLIS record for that reporting period will be added for the new course.

15.25 Substituting Classes through SCHE/one course & section for the same course different section:

SCHE will NOT allow you to substitute one course and section for another if it will create a conflict on the Student’s Schedule.

1. Go to SCHE and display the student’s schedule.

2. Select the option 4 – Substitute.

3. Enter new course and section and old course and section you are substituting for.

4. Select option 7 – Save Schedule, to store the change.

If it is the first reporting period of the term the course starts, the CLIS record is deleted for the old course and a CLIS record is added for the new course.

If it is any reporting period other than the first one for the term the course starts, the old course CLIS

marks will be transferred to the CLIS record of the new course. Thus it will appear that the student has been in the new section for the entire year.

15.26 Substituting classes thru SLIS:

15.26.1 General Rules and Stipulations.

The old and new class that you wish to substitute must be in the same term. For example, you cannot substitute an all year class for one, which only meets in the first term. Likewise, you may not substitute a second term class for a first term one.

The classes that you are substituting must be in the current term or a previous term. For example, you may not attempt to substitute second terms classes if you are currently in the first term.

If you are in first term and wish to substitute one-second term class for another, use SCHE to DROP 1 class and ADD the other. The reason for this is that there are no CLIS records or grades for those courses yet. They are still requests.

You may substitute one all year course for another all year course.

If the substitution meets the above criteria, it will be carried out regardless of whether it will create a conflict on the schedule or not. SLIS does not check to see if a course is already meeting during the substituted period. You must check the student’s schedule to make sure you are not creating a conflict. If you do create a conflict, then you must resolve it manually.

15.26.2Substituting a First Term Class for another Meeting the SAME PERIOD of the Day.

1. Verify that the NEW class you are substituting meets the same term and period as the old one. (Check SCHE & CMST)

2. DISPLAY the SLIS screen. Enter the Student’s ID, school year, OLD course, section, and then the NEW course and section. The grade(s) for the OLD clas appear for each reporting period on file.

3. The system prompts “Transfer CLIS records?” Respond with a “Y” if you have verified that the two classes displayed are correct.

4. To check that the substitution was successfully competed, display the NEW class. (Remain in Display mode in SLIS, enter the transferred course and section, and blank out the area for the new course and section). Verify that all grades have been transferred to the new class.

NOTE

The LEFT side of the SLIS screen, CRSE/SEC: refers to the OLD class information. The RIGHT side of the screen, CRSE/SEC: is the prompt for the NEW class information.

After a substitution, the original teacher’s name is replaced with the teacher of the course that was substituted. See the screen examples below:

SCHE before Substitution (Teacher name is STALL):

SLIS (Substituting section 2 for section 1):

SCHE after SLIS (Teacher name is AGNE):

Procedure for Substituting Two Classes Meeting DIFFERENT Periods of the Day.

1. Verify that the classes you are substituting meet in the same TERM. Display the SLIS screen. Enter the Student’s ID, school year, OLD course and section, then the NEW course and section. The grade(s) for the OLD class appear for each reporting period on file.

2. The system prompts “Transfer CLIS records?” Respond with a “Y” if you have verified that the two classes displayed are correct

3. To check that the substitution was successfully competed, display the NEW class. (Remain in Display mode in SLIS, enter the transferred course and section, and blank out the area for the new course and section). Verify that all grades have been transferred to the new class.

4. If the new class is replacing a Study Hall, you will need to use SCHE to drop the study hall, since it is an “artificial course”, for which there are no CLIS records.

5. If you have created a free period by dropping a class from one period and adding another (substituting), which meets during a different period, you will need to ADD a Study Hall to that student’s schedule for the free period using SCHE. Likewise, if the substitution created a conflict (unless a valid conflict), with another course, you must resolve it manually through SCHE or CLIS.