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Mass

Scheduling Tips
& Tricks

GSIS Conference 2003
Overview
• Mass Scheduling Cycle Review
• Scheduling Files - How They Interact
• Inputting Course Requests
• Mass Assign/Remove Course Requests
• Reports to Use Along the Way
• Team Scheduling
• Scheduling Tips
• Troubleshooting Ideas
Mass Scheduling Cycle
• New Year Rollover
Completed
• Gather Course Requests
• Input Course Requests THREE PHASES OF SCHEDULING
• Review Tallies
TALLY
• Create Scheduling Board
• Create/Modify Scheduling CONSTRUCTION
Sections
• Schedule Students ANALYSIS
• Resolve Conflicts
• Update Classes to Basic
Scheduling
• Print Schedules
Scheduling Files Used
Inputting Course
Requests
• Scanning – course requests are a snap to print
and scan (for all students, a grade level or a
single student)
• Mass assign/replace/remove course requests
• Manual Entry
– Drag and drop
– Data atoms
Mass Assign Requests
Mass Replace Requests
Mass Remove Requests
Reports – Tally
– SSS03 Course Request Tally
• How many sections
• Wrong grade level
• Courses to combine
• Courses not to offer
– SSS04 Reverse Verification Listing
• Distribute to Teachers/Department chair
– SSS07 Course Request Verification Listing
• Distribute to Counselors
– SSS18 Less than N Requests
– CHS12 Grad Status
• Distribute to Counselors for next year’s seniors
Reports – Construction
– SSS06 Potential Conflict Matrix
• Singletons, doubletons
– SSS17 PreSched Edit List
• Potential Conflicts with Existing Master Schedule
– SSS21 CLS Analysis – Per/Crs
• Do I have the correct Master Schedule Input
Scheduling Options
Scheduling Success
• Ignore class size maximums on first runs
• Need enough seats every period; maintain seat counts
per grade when moving sections on scheduling board
– SMS09 – Can print for single period; sort by section or grand total
• Don’t move singleton or doubleton sections
• Run scheduler often as one change can affect many
students
– Save ASSS and ASMS files so you can go “back” if you change
your mind! (Be sure to reorganize files if you restore)
Reports - Analysis
- SSS08 Sched Reject Analysis
• Students with Dropped Courses
- SSS10 CLS Analysis Crs/Sec
- SSS21 CLS Analysis Per/Crs
Transferring from Mass
to Basic
Team Scheduling
• Can assign teams manually
• Can use teams to create blocked sections e.g. same
students, same teacher, contiguous blocks
– Students are ‘assigned’ to a team when they schedule
into a section with a team designation; at that point they
will schedule into sections of that team
• Can use teams to allow different beginning periods
in S1 and S2 while keeping the same teacher both
semesters (e.g. Algebra, English)
Contiguous Block
Schedules
• Each section is ‘flagged’
with a Team
• Students are scheduled into
first class with a Team
• Every other section
scheduled for that student
must be the same Team, if
a Team is assigned to the
section
Same Teacher, Different
Periods
Scheduling Tricks
• Need to ‘Lock in’ schedules while still in Mass
Scheduling?
– Logic: if a course is pre-scheduled, then the
student is not open to scheduling in that period
– Method: once the student schedules are set, run a
mass change query:
• CHANGE ASSS Preclslink = Classlink if Classlink <> “ “
Scheduling Tricks
• Need to schedule by grade?
– E.g. schedule 8th grade before 7th grade
– Mass change all 7th grade High period/Low period fields
in ASTU to 20/20
• CHANGE ASTU HighPeriod = 20
• CHANGE ASTU LowPeriod = 20
– Run the scheduler, all 7th graders will reject (period
conflict)
– Adjust 8th grade schedules and lock in
– Mass change 7th grade High period/Low period to valid
range
– Run the scheduler, 7th graders will now schedule
Scheduling Tricks
Scheduling Exploratory Wheels
– Create a YR course for each exploratory wheel and
assign students those course requests
– Create sections for each period where these
courses will be scheduled
– Allow the scheduler to place the exploratory YR
section on the student schedule with other classes
– Update Classes (from Mass to Basic Scheduling)
– After files are in Basic Scheduling, use Mass
– Assign Classes to remove the year long sections
and add the appropriate wheel sections
Mass Assign/Drop Classes
Helpful Queries
• Print a list of student course requests by
course/student with alternate requests:
– PRINT ASSS ACRS ACRS ASTU \ CrsReq 2,Title
LastName FirstName Grade AltCrsReq 3,Title SORT
CrsReq

Note: When you add ACRS the second time
be sure to drag AltCrsReq to the top of the
3rd column so that the files link properly!
Helpful Queries
• Want to Query the Meeting Days in ASMS
and see them as M, T, W, H, F horizontally.
(Example is for one section only)

DISPLAY ASMS SectionID CrsTitle TchName
{M=SplitBeg[0]} {T=SplitBeg[1]}
{W=SplitBeg[2]} {R=SplitBeg[3]}
{F=SplitBeg[4]} IF Course = "0406"
Helpful Queries
• To total the students by ethnic codes in each
section, include a numeric value for the dollar sign
to total. The size of the numeric value inside the
brackets must exceed the possible grand total.
(For example, if your total could be 1000 you need
to have this number be 0001.)

PRINT ASTU ASSS ASMS \ EC $ {001} LN FN
SectionID SORT SectionID EC
Troubleshooting
• Can’t run Update Classes
– Make sure all terms exist and are legal (e.g. cannot
update M1, M2 etc.)
• Large number of students rejected
– Check High/Low periods!
• Can’t change beginning/ending period in
sections with students scheduled
– Delete AMST, ACLS, ACLH (Always backup 1st )
– Make changes to the sections
– Rerun Update Classes
Get Ready, Set and…
GO!
GO!
GO!
GO!