Difference between revisions of "Alternate Scheduler"

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'''The Alternate Scheduler program assigns a student to an alternate teacher for each class period in a semester or year.  The student reports to an alternate teacher when the original teacher is absent.  The student has a regular “Class Schedule” and an “Alternate Schedule” to be used if a teacher on the regular schedule is absent.'''
 +
 +
==Menu==
 +
 +
'''Scheduling > Loaders > Alternate Scheduler'''
 +
 +
==Setup Options==
 +
 +
[[File:altschedulersetup.png]]
 +
 +
'''Year''' - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.
 +
 +
'''District''' - Default value is based on the user's security settings. It will be limited to their district only.
 +
 +
'''School''' - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.
 +
 +
'''Grade''' - -  Leave blank or select all to include all grade levels.  Otherwise, choose the desired grade level.
 +
 +
'''Active Only and As of Date''' - This choice will list only those students who are actively enrolled as of the date selected in the date field.
 +
 +
'''Semester''' -Tto select all semesters leave the field blank or click in the field and select the check box at the top of the list of semesters; to select one or more semesters click in
 +
 +
the field and select the desired semester(s) from the popup list.
 +
 +
'''Class Period''' - A numeric value that indicated the period of the day a course is offered according to the Master Schedule Editor. To select all class periods leave the field blank or
 +
 +
click in the field and select the check box at the top of the list of class periods; to select one or more class periods click in the field and select the desired class period(s) from the
 +
 +
popup list.
 +
 +
'''Allow All Overloads''' - Select this option to overload the sections above the max value set in the sections.  This will result in all of the students receiving an alternate teacher for
 +
 +
the semester and class period. If this is not selected, there is a good change that some students will not be alternately scheduled to a different teacher.
 +
 +
'''Replace ONLY Selected Stus Alt Sched''' - Select the option to delete the OLD alternate schedule only for the students selected.  If you DO NOT select this option, the program will clear
 +
 +
out ALL alternate schedules (ALL alternate schedules will be deleted) for all students for the selected year, district, and school.
 +
 +
'''Allow only Non-remote sections''' - Prevents remote classes from being used in the alternate schedule.
 +
 +
'''Honor Multi Period Section''' - Prevents a multi-period class from being used in the alternate schedule for a single-period class and causing conflicts.
 +
 +
'''Schedule Alternate to same section across terms''' - To schedule sections lasting all year to same section numbers all year.
 +
 +
'''Ok''' - Click to save your selections.
 +
 +
To find definitions for standard setup values, follow this link: [[Standard Setup Options]].
 +
 +
A "Continue with the following setup" dialog box will appear.  Click "Yes" to continue, or "No" to cancel the process.
 +
 +
After completing the setup box information, the master schedule selection screen will be presented. This is where the user will choose the criteria to run the Alternate Scheduler.
  
 
===Overview Notes for the Alternate Scheduler===
 
===Overview Notes for the Alternate Scheduler===
−
#The Alternate Scheduler program assigns a student to an alternate teacher for each class period in a semester or year.  The student reports to an alternate teacher when the original teacher is absent.
+
:*The user should "Initialize" the Master Schedule load counts prior to running this program to ensure better teacher load balancing.  The directions for "Initializing" a Master Schedule can be found by clicking on the link at the bottom: Initializing the Master Schedule.
−
#The student has a regular “Class Schedule” and an “Alternate Schedule” to be used if a teacher on the regular schedule is absent.<br>
+
:*The true master schedule load counts will NOT be changed, because the schedules created by this program do not affect the true JCampus scheduling system.
−
#The user should "Initialize" the Master Schedule load counts prior to running this program to ensure better teacher load balancing.  The directions for "Initializing" a Master Schedule can be found by clicking on the link below:
+
:*Only [[Master Schedule Editor]] sections with a Max Seat Count greater than zero will be available for use in this program.
−
#*[[Master_Schedule_Editor#Initializing_the_Master_Schedule|Initializing the Master Schedule]]
+
:*A complete alternate schedule will be created for all selected students.  The program will read in all master schedule records.  Each student will be assigned to a different teacher for each class period and semester.
−
#The true master schedule load counts will NOT be changed, because the schedules created by this program do not affect the true WebPams scheduling system.
 
−
#Only Master Schedule sections with a Max Seat Count greater than zero will be available for use in this program.
 
−
#A complete alternate schedule will be created for all selected students.  The program will read in all master schedule records.  Each student will be assigned to a different teacher for each class period and semester.
 
−
#Balancing the Alternate Teacher Loads:
 
−
#*The teacher the student will be scheduled to will be a different teacher than the teacher the student is currently scheduled to for the semester and class period.  Priority is given to classes with the the lowest current load count for the semester and class period scheduling.
 
−
#*#The user should select the option to "allow overloads".  Overloading the sections will ensure that all students are scheduled. 
 
−
#*#If the master schedule contains some sections with low max values (max seats for the room), and "overload" is not used, the program may not be able to schedule all of the students to an alternate teacher because there may not be enough seats to schedule all of the students. 
 
−
#*Overloading the sections will help balance the load for the teachers, allowing for more students to be alternately scheduled.  The students will be better distributed to the sections with the overload option selected.
 
−
#Master schedules which have only one section per class period, for a semester, for a teacher, will have better results running this program since the loads can be balanced for each teacher.  If a teacher does have more than one class per period, then you may want to consider only sending alternates to one of the sections and indicate that the other sections do not receive alternate students.
 
  
−
===Video How-to===
+
:*'''Balancing the Alternate Teacher Loads:'''
−
[[media:SC-AltSched.mov|Alternate Scheduler video]]
+
::The teacher the student will be scheduled to will be a different teacher than the teacher the student is currently scheduled to for the semester and class period.  Priority is given to classes with the the lowest current load count for the semester and class period scheduling.
 +
::The user should select the option to "allow overloads".  Overloading the sections will ensure that all students are scheduled. 
 +
::If the [[Master Schedule Editor]] contains some sections with low max values (max seats for the room), and "overload" is not used, the program may not be able to schedule all of the students to an alternate teacher because there may not be enough seats to schedule all of the students. 
 +
::Overloading the sections will help balance the load for the teachers, allowing for more students to be alternately scheduled.  The students will be better distributed to the sections with the overload option selected.
 +
::Master schedules which have only one section per class period, for a semester, for a teacher, will have better results running this program since the loads can be balanced for each teacher. If a teacher does have more than one class per period, then you may want to consider only sending alternates to one of the sections and indicate that the other sections do not receive alternate students.
  
−
===How-to:===
+
:*'''Attendance Adaptions for Alternate Scheduling'''
−
*'''Note:''' The user should "Initialize" the Master Schedule load counts prior to running this program to ensure better teacher load balancing.  The directions for "Initializing" a Master Schedule can be found by clicking on the link below:
+
::For [[Post Attendance]], the Alternate button, at the bottom of the page, can only be seen when logging in as the teacher. Clicking on it will display the word "Alternate" in the Course field. The Student column will now be out of alpha order but the Teacher column is now in alpha order. The alternate teacher will identify alternate student’s attendance based upon the ‘teacher’ that is out that day.
−
**[[Master_Schedule_Editor#Initializing_the_Master_Schedule|Initializing the Master Schedule]]
 
−
====Getting Started / Setup Box====
 
−
#In the left navigation panel of WebPams, click '''Scheduling''', then '''Loaders''', then '''Alternate Scheduler'''.
 
−
#At the setup box, set the following fields:
 
−
#*'''Year''':  Year to create an alternate schedule
 
−
#*'''District''':  District number to create an alternate schedule
 
−
#*'''School(s)''':  School number to create an alternate schedule
 
−
#*'''Grade(s)''':  Student starting and ending grade range to create an alternate schedule
 
−
#*'''Active only''':  Select this box to schedule active students.  Click inside the box provided to change the 'active as of date'.
 
−
#*'''Semesters''':  Click to select any combination of semester(s) to schedule.  Only selected semesters will be scheduled.
 
−
#*'''Periods''':  Select which class period(s) to schedule.
 
−
#*'''Allow All Overloads''':  Select this option to overload the sections above the max value set in the sections. This will result in all of the students receiving an alternate teacher for the semester and class period. 
 
−
#**If this is not selected, there is a good change that some students will not be alternately scheduled to a different teacher.
 
−
#*'''Replace ONLY Selected Stus Alt Sched''':  Select the option to delete the OLD alternate schedule only for the students selected.  If you DO NOT select this option, the program will clear out ALL alternate schedules (ALL alternate schedules will be deleted) for all students for the selected year, district, and school.
 
−
#*[[File:Alternate_setupbox.png]]
 
−
#Click the '''Ok''' button.  A "Continue with the following setup" dialog box will appear.  Click "Yes" to continue, or "No" to cancel the process.
 
  
 +
:*'''Classroom Adaptions for Alternate Scheduling'''
 +
::In [[Classroom]], when the user clicks on the "Alternate" button, it will change the Homeroom to Teacher.  This will be the actual scheduled teacher for the period and grading period of the student.
  
−
====Running the Alternate Scheduler====
+
==Main==
−
#After completing the setup box information, the master schedule selection screen will be presented. This is where the user will choose the criteria to run the Alternate Scheduler.
+
 
−
#*[[File:Alternate_selection.png‎]]
+
[[File:nan53.png]]
−
#'''Accept Stus''' column: Placing a check will allow the teacher/section to accept alternates.  All columns are selected as a default to allow for ALL sections to accept students.  You must “uncheck” sections that do not or cannot receive alternate students.
+
 
−
#'''Lock Stus''' column:  This selection is used to 'tell' the program which sections will keep students and not sent the students to alternate teachers. ''These sections will be skipped in the schedule selection process''.
+
===Column Headers===
−
#*All columns are NOT selected as a default to allow for ALL sections in the original schedules to be alternately scheduled.
+
 
−
#*To avoid overloading teachers who have more than one section for the same semester, and class period, select only one of the sections, UNLESS you select to NOT overload the teachers.
+
'''Section''' - Section number of courses/subjects as generated from the Master Schedule Editor
−
#*#Ex: PE Teacher has PE II, PE III at the same period, only select one of the two classes.   
+
 
−
#*#If the user selects to NOT overload the teachers, selecting all sections for the same class period for a teacher will help to schedule more students, while maintaining the max load criteria for a teacher's class period.  If you select to use the section with the larger load count, the program will be able to better balance the load between the teachers.
+
'''Teacher''' - Name of the teacher of the course in which the student is enrolled
−
#Make sure to uncheck “Accept Stus” for classes such as Coord/Supv, Conference/Planning, etc... that should not get alternate students.   
+
 
−
#*Classes with a large number of students (29-33) may need to be unchecked since there are large numbers on a daily basis.   
+
'''Course Name/Course Code - Name(s)/Codes(s) of the course(s) in which the student is enrolled or as listed in the Master Schedule or Course Catalog
−
#*#Just remember not to omit too many classes since the students are divided among the remainder of teachers.
+
 
−
#Click the '''Next''' button on the bottom left of the screen.
+
'''Grade, Grd''' - Grade level of the student and/or course
−
#A student selection screen will be displayed. To select all students in the list, click check box in front of the "Sel" column heading.
+
 
−
#*Unselect any student that the user does NOT want to create an alternate schedule for.
+
'''Period''' - Class period(s) of the course(s) in which the student is enrolled
−
#Click the '''Assign''' button to create the alternate schedules.  When done, a dialog box indicating the task is complete will appear.
+
 
 +
'''Sem, S1, S2, etc.''' - Semester, Ex: 1st semester, 2nd semester
 +
 
 +
'''Group'''
 +
 
 +
'''Max'''
 +
 
 +
'''Count, C1, C2, etc.''' - Student count in each course
 +
 
 +
'''Accept Students''' - Placing a check will allow the teacher/section to accept alternates.  All columns are selected as a default to allow for ALL sections to accept students.  You must  
 +
 
 +
“uncheck” sections that do not or cannot receive alternate students.
 +
 
 +
'''Lock Students''' - This selection is used to 'tell' the program which sections will keep students and not send the students to alternate teachers. ''These sections will be skipped in :the  
 +
 
 +
schedule selection process''.
 +
 
 +
To find definitions of commonly used column headers, follow this link: [[Common Column Headers]].
 +
 
 +
All columns are NOT selected as a default to allow for ALL sections in the original schedules to be alternately scheduled.
 +
 
 +
To avoid overloading teachers who have more than one section for the same semester, and class period, select only one of the sections, UNLESS you select to NOT overload the teachers.
 +
 
 +
Ex: PE Teacher has PE II, PE III at the same period, only select one of the two classes.   
 +
 
 +
If the user selects to NOT overload the teachers, selecting all sections for the same class period for a teacher will help to schedule more students, while maintaining the max load criteria  
 +
 
 +
for a teacher's class period.  If you select to use the section with the larger load count, the program will be able to better balance the load between the teachers.
 +
 
 +
Make sure to uncheck “Accept Stus” for classes such as Coord/Supv, Conference/Planning, etc... that should not get alternate students.   
 +
 
 +
Classes with a large number of students (29-33) may need to be unchecked since there are large numbers on a daily basis.   
 +
 
 +
Just remember not to omit too many classes since the students are divided among the remainder of teachers.
 +
 
 +
==Bottom==
 +
 
 +
[[File:alternate scheduler bottom.png]]
 +
 
 +
'''Next''' -  Bottom left of the screen.
 +
 
 +
A student selection screen will be displayed. To select all students in the list, click check box in front of the "Sel" column heading.
 +
 
 +
Unselect any student that the user does NOT want to create an alternate schedule for.
 +
 
 +
'''Setup''' - To return to setup options box.
 +
 
 +
 
 +
==How To==
  
−
====Printing Alternate Schedule Reports====
 
−
*Print Alternate Student Schedules: Click the link below to get directions for printing Alternate Schedules for Students:<br>
 
 
[[Print_Alternate_Student_Schedules|Print Alternate Student Schedules]]
 
[[Print_Alternate_Student_Schedules|Print Alternate Student Schedules]]
 +
 +
[[Print_Alternate_Class_Rosters|Print Alternate Class Rosters for Teachers]]
 +
 +
[[Master_Schedule_Editor#Initializing_the_Master_Schedule|Initializing the Master Schedule]]
 +
 +
 +
----
 +
[[Scheduling|'''Scheduling''' Main Page]]
 +
 +
----
 +
[[WebPams|'''JCampus''' Main Page]]

Latest revision as of 08:38, 6 September 2024

The Alternate Scheduler program assigns a student to an alternate teacher for each class period in a semester or year. The student reports to an alternate teacher when the original teacher is absent. The student has a regular “Class Schedule” and an “Alternate Schedule” to be used if a teacher on the regular schedule is absent.

Menu

Scheduling > Loaders > Alternate Scheduler

Setup Options

Altschedulersetup.png

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user's security settings. It will be limited to their district only.

School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.

Grade - - Leave blank or select all to include all grade levels. Otherwise, choose the desired grade level.

Active Only and As of Date - This choice will list only those students who are actively enrolled as of the date selected in the date field.

Semester -Tto select all semesters leave the field blank or click in the field and select the check box at the top of the list of semesters; to select one or more semesters click in

the field and select the desired semester(s) from the popup list.

Class Period - A numeric value that indicated the period of the day a course is offered according to the Master Schedule Editor. To select all class periods leave the field blank or

click in the field and select the check box at the top of the list of class periods; to select one or more class periods click in the field and select the desired class period(s) from the

popup list.

Allow All Overloads - Select this option to overload the sections above the max value set in the sections. This will result in all of the students receiving an alternate teacher for

the semester and class period. If this is not selected, there is a good change that some students will not be alternately scheduled to a different teacher.

Replace ONLY Selected Stus Alt Sched - Select the option to delete the OLD alternate schedule only for the students selected. If you DO NOT select this option, the program will clear

out ALL alternate schedules (ALL alternate schedules will be deleted) for all students for the selected year, district, and school.

Allow only Non-remote sections - Prevents remote classes from being used in the alternate schedule.

Honor Multi Period Section - Prevents a multi-period class from being used in the alternate schedule for a single-period class and causing conflicts.

Schedule Alternate to same section across terms - To schedule sections lasting all year to same section numbers all year.

Ok - Click to save your selections.

To find definitions for standard setup values, follow this link: Standard Setup Options.

A "Continue with the following setup" dialog box will appear. Click "Yes" to continue, or "No" to cancel the process.

After completing the setup box information, the master schedule selection screen will be presented. This is where the user will choose the criteria to run the Alternate Scheduler.

Overview Notes for the Alternate Scheduler

  • The user should "Initialize" the Master Schedule load counts prior to running this program to ensure better teacher load balancing. The directions for "Initializing" a Master Schedule can be found by clicking on the link at the bottom: Initializing the Master Schedule.
  • The true master schedule load counts will NOT be changed, because the schedules created by this program do not affect the true JCampus scheduling system.
  • Only Master Schedule Editor sections with a Max Seat Count greater than zero will be available for use in this program.
  • A complete alternate schedule will be created for all selected students. The program will read in all master schedule records. Each student will be assigned to a different teacher for each class period and semester.
  • Balancing the Alternate Teacher Loads:
The teacher the student will be scheduled to will be a different teacher than the teacher the student is currently scheduled to for the semester and class period. Priority is given to classes with the the lowest current load count for the semester and class period scheduling.
The user should select the option to "allow overloads". Overloading the sections will ensure that all students are scheduled.
If the Master Schedule Editor contains some sections with low max values (max seats for the room), and "overload" is not used, the program may not be able to schedule all of the students to an alternate teacher because there may not be enough seats to schedule all of the students.
Overloading the sections will help balance the load for the teachers, allowing for more students to be alternately scheduled. The students will be better distributed to the sections with the overload option selected.
Master schedules which have only one section per class period, for a semester, for a teacher, will have better results running this program since the loads can be balanced for each teacher. If a teacher does have more than one class per period, then you may want to consider only sending alternates to one of the sections and indicate that the other sections do not receive alternate students.
  • Attendance Adaptions for Alternate Scheduling
For Post Attendance, the Alternate button, at the bottom of the page, can only be seen when logging in as the teacher. Clicking on it will display the word "Alternate" in the Course field. The Student column will now be out of alpha order but the Teacher column is now in alpha order. The alternate teacher will identify alternate student’s attendance based upon the ‘teacher’ that is out that day.
  • Classroom Adaptions for Alternate Scheduling
In Classroom, when the user clicks on the "Alternate" button, it will change the Homeroom to Teacher. This will be the actual scheduled teacher for the period and grading period of the student.

Main

Nan53.png

Column Headers

Section - Section number of courses/subjects as generated from the Master Schedule Editor

Teacher - Name of the teacher of the course in which the student is enrolled

Course Name/Course Code - Name(s)/Codes(s) of the course(s) in which the student is enrolled or as listed in the Master Schedule or Course Catalog

Grade, Grd - Grade level of the student and/or course

Period - Class period(s) of the course(s) in which the student is enrolled

Sem, S1, S2, etc. - Semester, Ex: 1st semester, 2nd semester

Group

Max

Count, C1, C2, etc. - Student count in each course

Accept Students - Placing a check will allow the teacher/section to accept alternates. All columns are selected as a default to allow for ALL sections to accept students. You must

“uncheck” sections that do not or cannot receive alternate students.

Lock Students - This selection is used to 'tell' the program which sections will keep students and not send the students to alternate teachers. These sections will be skipped in :the

schedule selection process.

To find definitions of commonly used column headers, follow this link: Common Column Headers.

All columns are NOT selected as a default to allow for ALL sections in the original schedules to be alternately scheduled.

To avoid overloading teachers who have more than one section for the same semester, and class period, select only one of the sections, UNLESS you select to NOT overload the teachers.

Ex: PE Teacher has PE II, PE III at the same period, only select one of the two classes.

If the user selects to NOT overload the teachers, selecting all sections for the same class period for a teacher will help to schedule more students, while maintaining the max load criteria

for a teacher's class period. If you select to use the section with the larger load count, the program will be able to better balance the load between the teachers.

Make sure to uncheck “Accept Stus” for classes such as Coord/Supv, Conference/Planning, etc... that should not get alternate students.

Classes with a large number of students (29-33) may need to be unchecked since there are large numbers on a daily basis.

Just remember not to omit too many classes since the students are divided among the remainder of teachers.

Bottom

Alternate scheduler bottom.png

Next - Bottom left of the screen.

A student selection screen will be displayed. To select all students in the list, click check box in front of the "Sel" column heading.

Unselect any student that the user does NOT want to create an alternate schedule for.

Setup - To return to setup options box.


How To

Print Alternate Student Schedules

Print Alternate Class Rosters for Teachers

Initializing the Master Schedule


Scheduling Main Page

JCampus Main Page

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