Master Schedule Editor

Video How-to

Master Schedule Editor video

How-to

Set up Box

1. Log into WebPams
2. On the left, click on "Scheduling"
3. Under "Entry", select "Master Schedule Editor". A setup box will appear.
4. Select the desired "Year"
5. "District" and "School" should be defaulted based on security
6. Below "Master Schedule To Edit", choose whether to "Edit Original Master Schedule" or to "Edit October Master Schedule"
   • "Edit Original Master Schedule" is the live working Master Schedule the system is using
   • "Edit October Master Schedule" is a copy of the Original Master Schedule on October 2 at 12:01 a.m. used in October 1 LEADS State Reporting
7. Below "Master Schedule Grade and Period Range", select the desired grade level and class periods of the sections to view. Leave the fields blank to view all
8. Below "Load Count Coloring":
   • Check the box next to "Set blue if scheduled <" if it is desired that the fields C1 - C4 be blue when the count of students is less that the number set in this field
   • Check the box next to "Set red if scheduled is > max" if it is desired that the fields C1 - C4 be red when the count of students is greater than the max count set for the class
9. For "Default Sort Order", select the preferred order of the Master Schedule from the options. Either "Sort teacher/periods/course" or "Sort teacher/semesters/period/course"
10. For "Update Block Scheduling System", select "Yes - Validate Changes" to get a message when a section has been modified that effects a section in a block in the Block Fast Loader. Select "No - Do Not Validate Changes" to not receive a message
11. For "Course List Function":
    • Leave the box to the left of "Include Obs Courses in Pick List" unchecked to exclude obsolete courses from the courses pick list
      1. In the "Course Grade(s)" Select the desired grade level of the courses to view in the course pick list
12. For "Load Count Roster Function":
    • Check "Active Only" if only active students are desired when getting a roster of students for a section by clicking on the counts in C1 - C4 fields
    • Select the desired date of when students would have been active if "Active Only" is checked
13. Click "OK"

Master Schedule Columns and Their Meanings

1. STAFF – Staff Name
2. ID/DEL – Staff Identification Number. Deletion of a course with zero students scheduled and no assignments or assignment grades associated with the section.
3. PD – Class Period
4. COURSE NAME – Course Name
5. COMMENTS – Used to Make Comments about the section
6. C1,C2,C3,C4 – Class Counts for Semester 1,2,3,4
7. ST CODE – State assigned Code for Courses
8. CRED – Credit given to a course in Course Catalog
9. S1,S2,S3,S4 – Semester a course is being taught
10. RM - Room Number/Name or a combination
11. NP – Number of periods a class is taught
12. GD – Grade level of a course
13. SECT – Section number
14. DIST – Distance Learning
    • State Virtual School Course – Virtual School Site
    • Satellite Course – course that is being projected from site to another
    • Other
15. Max – Maximum number of students allowed in a class
16. LKS – Allows you to schedule two or more classes together by assigning the same combination of letters or numbers for all
17. DOW – Days of the week the class taught
18. LUNCH – lunch time
19. SCH – Local school number
20. DIST – Local district number
21. RSCH – School number of the school where class is taught if not the enrolled school
22. RDIS - District number of the school where class is taught if not the enrolled school
23. MREM – Maximum number of students that can be scheduled to a remote class
24. REM – Section is offered to other schools as a remote section
25. REC – Record number
26. OBJFUNC – Object Function Code
27. SE SPC – Special Ed Placement Setting Code – will popup when a sped class is created
28. 12HR – Indicates that a teacher is NOT qualified for one of the courses they are teaching, but has earned 12 college credit hours in the subject area
29. TEAM – Team assignment
30. DOWTITLE – Day of week assigned, if any
31. C HRS – College hours for dual enrollment course, if any
32. PSEC SITE – Post Secondary site for dual enrollment course, if any
33. ADD STAFF – Allows you add additional staff and percent of time teaching. Teaching time must add up to be less than 100%

Adding or Changing a Section in the Master Schedule

Video How-to

Adding or Changing a Section in the Master Schedule Editor

How-to: Add a Section

1. Click in the top blank cell below the heading "STAFF" above the first teacher
   • The list will default to TCH. If the employee is a TCH, make your selection. Other choices include ADM, SCH, DIST, VACANT and VOCATIONAL.
   • VOCATIONAL will provide a list of post secondary persons whose sites are other than a school in the district.
2. Click in the top blank cell below the heading "PD". Select the period the course will be taught from the pick list then "OK"
3. Click in the top blank cell below the heading "COURSE NAME". Select the Course Name from the Course Selection by scrolling down the list or using the keyboard and clicking
4. Section numbers are automatically generated upon saving the record
5. Click “Save New” at the bottom of the screen
6. “Copy Saved Record” will appear upon clicking save. Change the number of copies to save for that teacher if the class is being taught more than the class period initially being created. Click "OK"

How-to: Change an Existing Section

Most items in the Master Schedule Editor can be changed simply by clicking on the existing item and clicking on the desired replacement

Note: When changing items in the Master Schedule Editor, warning/verification boxes will appear. Read each box carefully and answer appropriately
Note: When changing a teacher's name, one of the questions is "Do you wish to replace all of Teacher A's records with Teacher B?". If Teacher B is taking over all of Teacher A's classes, then click "Yes". If only one or some of the classes are being taken over by Teacher B, then click "No"

How-to: Delete an Existing Section

Note: If there are students in the class, move them to another prior to deletion. The system will not allow deletion of a class if there are students still scheduled to the section.

1. Browse to the row containing the section to be deleted.
2. Next to the staff member's (teacher)name is a column labeled "ID/DEL". Click on the cell with the staff member's ID.
3. A dialog box asking "Are you sure you wish to delete this record?" will appear.
4. Click "Yes" to delete the class. Click "No" to cancel the deletion.

Dual Enrollment

Video How-to

Setting up a Dual Enrollment Course in the Master Schedule Editor

How-to

1. To begin, all Dual Enrollment courses must be unique in name and have an Honor code of "D" in the course catalog
2. Add the course to the Master Schedule Editor, see "Adding A New Section" or "Changing Of Existing Items"
3. Once the new Dual Enrollment course is in the Master Schedule Editor, locate that course and then scroll to the right to find the columns "C HRS" and "PSEC SITE"
4. For "C HRS", enter the number of college hours the student will earn once the course is completed with a passing grade
   • Note: If the Course Catalog has the Dual Enrollment course set for two semesters, but is only scheduled for one semester in the Master Schedule Editor, then the number of college hours entered into the "C HRS" field will be halved once rolled over to the Transcript
5. For "PSEC SITE", click in the field and select the college/post secondary site the college hours apply to

Remote Classes

Remote classes are classes in which students go to other district school (remote) sites to take a class(es). Common examples are Gifted classes offered at another school in the district, or Career/Vocational courses offered at another school in the district.
The primary advantage is that the teacher at the Offering (Host) School sees all students scheduled to the class on one gradebook roster, regardless of what school the students come from.

• The Offering (Host) School first identifies the class(es) that are available to other school sites (see directions below).
• The Sending School then uses the "Remote" feature to bring in the classes from the Offering (Host) school site. Students are then scheduled to the class(es)(see directions below).

How-to: For the Offering (Host) School

1. Locate the section to be offered to other school's students
2. On the row of the section, locate the column labeled "REM". Check the box in the column "REM" on the row of the section to offer to other school's students

How-to: For the Sending School

1. At the bottom of the Master Schedule Editor, click the "Remote" button
2. Another screen will appear. On the left are the schools offering courses. Place a check next to the desired school
3. A list of courses the school selected is offering to other schools will appear on the right. Check the section(s) needed
4. Click the "Import" button at the bottom of the screen
5. If this is the correct section, Click "Yes" to the question verifying the import
6. Repeat, steps 1 - 5 if other sections from other schools need to be imported, otherwise, click "Close" to return to the Master Schedule Editor

Initializing the Master Schedule

Sometimes, due to changes in the master schedule and student schedules, the class counts may be incorrect, and as a result, need to be re-indexed (initialized) for accuracy. The steps below identify how to do this task:

How-to

1. In the Master Schedule Editor, at the bottom of the screen, click on the "Init" button.
2. Verify the "Year", "District", and "School" selections. Usually these do not need to be changed.
3. The date will default to the current date and this is normally a good selection.
   • The date could be changed if the user wanted to know the counts of classes on a date in the past.
4. Click to place a check mark in the box next to "Realign student schedules to the master schedule".
5. Click the "Start Initialization" button to begin the process. A progress message will be displayed in the blue section of the dialog box.
6. When done, the dialog box will close and the Master Schedule Editor will be refreshed with the updated counts for all classes.

Rearranging the Master Schedule Display (Working with On Screen Lists)

Sometimes it is helpful to rearrange the way Master Schedule data is presented on screen. The user may want to sort data, move columns, "freeze" columns, or hide columns of data. The directions below explain how these screen rearrangements can be done in any listing for WebPams, including the Master Schedule Editor.

Video How-to

Use a List Program Video

How-to

1. By clicking on down arrow on the right side of any column header, additional options are available to you
   • "Sort Ascending" - alpha order
   • "Sort Descending" - reverse alpha order
   • "Configure Sort" - allows you to do a custom sort by multiple columns
     1. "Clear Sort" - Clears the "Configure Sort"
   • "Auto fit all Columns" - allows you to adjust all columns’ width to fit the text in each field automatically
   • "Auto Fit" – does the same but only in the column you are working on
   • "Column" - allows you to hide columns by unchecking the columns you do not want to see
   • "Group By" - when grouping, all items are sorted and then collapsed into drop down items to make the information easier to access in an organized fashion. It is an expanded level of sorting
     1. "Ungroup" - Clears the "Group By"
   • Freeze - allows you to keep a chosen column stationary while scrolling from left to right
2. By clicking "Print", you will be given a box that allows you to make a choice of saving or printing in different formats
   • By highlighting rows within the list and then clicking print, the rows highlighted will be the only rows printed
   • Click + Drag to select adjacent rows of data.
   • Control + Click to select non-adjacent rows of data.