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Master Scheduler Steps 1-5

Contents

Step 1: Configure Courses and Teachers
Configure Courses
Configure Teachers
Configure Course Offering
Configure Course Request Template
Activating Course Requests

Step 2: Make Course Requests for Students
Bulk Course Requests
Mass Change Course Requests

Step 3: Input Constraints
Block Courses
Course Constraints
Teacher Constraints

Step 4: Schedule
Schedule
Block Sections
Block Sections function – Can only be used AFTER the schedule is setup (since sections are not created until scheduling in Step 5)

Step 5: Load Students

 

Here are other articles related to the Master Scheduler on our support site:

 

Step 1: Configure Courses and Teachers

Configure Courses

Click on “Configure Courses” to see the courses in your Course Catalog. This should already be setup since your courses will transfer over from the previous enrollment period.  

Note: The “Configure Courses” button only allows you to see the courses in the Course Catalog and allows you to assign Rooms, Teachers, and Tags to the courses (see screenshot below). Adding and editing of courses is done via Master Scheduler > District Settings tab > Step 4 Configure Course Catalog > Configure Courses.

Configure Teachers

Click on “Configure Teachers” to configure teachers who will teach during this enrollment period.

Once you click “Configure Teachers” you will be taken to the “Select & Configure Teachers” screen. Click on a teacher to add/edit their department and room number. To add a new teacher click on “Add Placeholder Teacher”.

[NOTE: Teachers will not be assigned to sections until you get to the “Schedule” portion of “Step 4”]

We have added in a new feature that allows you to import courses from the previous enrollment period without importing teachers. Click on “Import settings from a previous semester” to use this feature:

This will allow you to start fresh and only add in teachers who will be teaching during the new enrollment period.

Configure Course Offering

Click on “Configure Course Offering” in order to set up the courses that will be offered during this enrollment period as it may be different from one period to the next. This screen will start off blank each new enrollment period:

To add courses to your course offering click the “Add Course” button.

The “Add Course Offering” screen contains all classes in the Course catalog. Here you can select the courses that will offered at your site during this enrollment period. You can search by grade level, subject area, or course code to narrow down your search

Your Course Offering will be specific to your site. These are the courses that will show under “Subjects” and “Course Requests” tabs.

Check out this example Course Offering List alongside an example of what the “Course Requests” under the “Students” tab will look like:

Configure Course Request Template

This is where you choose what courses students can pick. Click on “Configure Course Request Templates”. Course Request Templates should be configured by grade level, so click on configure next to a grade level to work on the Course Requests:

On the “Manage Course Request Template” screen you can setup the minimum and maximum number of course requests a student can submit.

You can also add in custom fields to capture certain information from students (example: Notes)

The “Add Group” function allows you to add groups such as “Electives”, “Language Requirements”, etc. These groups will appear under “Course Requests” for students in the Student Portal. You can have as many groups as you need.

Within each group you can specify the min/max amount of course requests they can submit for the group. You can specify if the student can choose an alternate course.

You have the option to filter out courses by department, subject area or you can select a specific group of courses.

Activating Course Requests

Once you are ready for students to submit course requests online via the Student Portal, you can activate the session to turn on the “Course Requests” tab in the Student Portal.

Once activated, students will have access to the Course Requests tab in the Student Portal. They will only have access to submit course requests based on the groups you created for their grade level (and based on courses in the course offering)

Anything that is preassigned for a student will be locked in so that students cannot make changes to them.

You can always deactivate the session (in order to remove the Course Requests tab from the student portal) or you can “Lock” the session so that students can no longer submit course requests but will still have access to the tab in the Student Portal so that they can see what they submitted.

 

Step 2: Course Requests for Students

If you click on the “Course Requests by Student” tab it will take you to the Student Course Requests screen.

You can also navigate to this screen without opening the enrollment period and just clicking on the “Course Requests” tab located under the Master Scheduler module:

This step serves as a manual override. Students will be able to add and submit their own course requests via the student portal but staff and counselors can also use these tabs to input requests for students.

Here, courses are assigned by Group/Cohort.

Example:

Bulk Course Requests

This is a good function to use if you have a course packet that contains multiple courses. The way it works is you must select a report that identifies types of students. (e.g. All students in 9th grade who took English 9). Then specify what type of course will be applied to those specified students (e.g. All the students in the report need to take English 10) Then you can bulk apply those course requests to the specified students.

Mass Change Course Requests

This function is used when your site determines that they will be replacing one course with another after course requests have been submitted. For example, if you are no longer going to be offering Drama but instead will offer Theatre, you can re-assign all course requests from Drama to Theatre.

 

Step 3: Input Constraints

Block Courses

Block Courses function – allows site to offer courses in a certain order

Course Constraints

Course Constraints – used if site does not want to offer certain courses during certain periods

Teacher Constraints

If a teacher is not available to teach certain periods you can use this function to “Restrict” those periods, so that when scheduling under Step 4 that period will be blocked out for that teacher.

 

Step 4: Schedule

Schedule

If you click on the “Schedule” button you will be taken to the schedule board. On screen you will see your teachers listed along with the periods in your bell schedule.

To add a class to the schedule you can drag and drop a course from the right side of the screen onto the schedule board:

Once the course is added to the schedule board you will see the Course Code, followed by the Course name and the number of students enrolled vs the max enrollment:

There are several functions on this screen:

  • Run: This function will automatically assign remaining sections where possible.
  • Clear Sections: This function will clear ALL sections from the schedule board so that you can start fresh.
  • Reload Info: This function will update the schedule board board to reflect changes made to Courses, Course Requests, Teachers, etc.
  • Create Save Point: This function allows you to save a copy of the schedule as it is, if you make changes you can go back to the save point you created.
  • Restore Save Point: This functions allows you to restore save points that you have created previously using “Create Save Point”
  • Options:
    • This function allows you to add teachers room information to the schedule board

    • Also gives you the option to sort the schedule by department:

Block Sections

Block Sections function – Can only be used AFTER the schedule is setup (since sections are not created until scheduling in Step 5)

 

Step 5: Load Students

  • Assigns students to sections
  • Make sure students are loaded in right order
    • Example: some schools want to schedule 12th first them 11th and so on

Functions on this screen:

  • Load Students: Assigns students to remaining unassigned courses based on course requests. Currently assigned sections will remain the same.
  • Clear: Clears all section assignments for all unlocked students. Sections for locked students will remain the same.
  • Clear and Reload Students: Reassign all sections for all unlocked students. Only sections for locked students will remain the same.
  • Optimize: Re-assign sections for students with incomplete section assignments ONLY if it allows the student to be assigned to additional sections.
  • Minimize Rejections: Clear and Load ONLY students who are NOT FULLY assigned to ALL course requests, using the predefined
  • Options: Allows you to control the scheduling algorithm.

  • Create Save Point: Allows you to save the section assignments as they currently are, so that you can make changes to the board and then restore it to its previous state if necessary.
  • Restore Save Point: Allows you to restore a save point you created using “Create Save Point”

If you click the green down arrow next to a student's name you can see their section assignments:

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