New Year Scheduling Flow - Request Based Schools

The steps listed below are a suggested order for working with new year scheduling in the request based school environment. The user may feel that certain procedures and steps of their own work better, and the user is encouraged to stick with what works for him or her. Use this as a suggestion or starting point that can be tuned to meet the needs of the user.

• Roll Over Sponsor Site to New School Year (Done automatically on March 1): Subsequent edits of sponsor information are typically done by the JPams District Coordinator.

1. Update Marking Periods within Sponsor Site: Usually done by the JPams District Coordinator.

• Roll Over Calendars to New School Year (Done automatically on March 1): Subsequent edits of sponsor information are typically done by the JPams District Coordinator.

1. Update Non-instructional Days in the Calendar: Usually done by the JPams District Coordinator.

• Roll Over Teacher Contracts in Human Resources to New Contract Year: Typically done by the JPams District Coordinator.

• Verify Courses for the New Year: Typically done at the district level. The JPams District Coordinator works with the Curriculum department of the district to review courses that need to be removed, or added, to the course offerings. The JPams District Coordinator uses the Course Catalog program to manage any course offerings for next year.

• Feeder Schools Identify “Next School” of Students: Needed for proper rollover of students to correct school for next year. Feeder schools use the Next School Fast Loader (Student Master > Loaders > Next School Fast Loader) to populate the schools where the students will be heading to next year.

• End of Year- Feeder Schools enter SBLC (Retention) Codes: At the end of the year, retention codes are entered on students to ensure that subsequent rollover goes correctly. Use the SBLC Code Loader (Student Master > Loaders > SBLC Code Loader) to perform this task quickly at the end of the year.

• Create the New Year Student Master: This is typically done by the JPams District Coordinator. The Create New Year Student Master program conducts a rollover of students to the next year student master. This can be done multiple times using the Undo button.

• Create the New Year Master Schedule: This is typically done by the JPams District Administrator. The Create New Year Master Schedule utility will rollover the master schedule to next year.

• Obtain Feeder Students (Optional): Consult with district administrator before attempting use: Only needed if the district does not use the “Next School” field of student master in the rollover process. The Obtain Feeder Students program gives the user the ability to “grab” students from feeder schools and bring into new year student master. Note: Create New Year Student Master (rollover) with the use of “Next School” will replace the need to use this module in most cases.

• MFP Ethnic/Gender/Lunch Counts for Next Year: Run the MFP Ethnic/Gender/Lunch report (Student Master > Count > MFP Ethnic/Gender/Lunch) for the first day of next school year to see projected counts of students for the first day of school. This will help in the planning of number of sections needed for each grade for New Year.

• Student Request Fast Loader: Use the Student Request Fast Loader utility to load requests to batches of students quickly.

• Load Student Course Requests: Use the Load Student Course Requests utility to assign course requests to individual students.

• Audit Requests Validity: Use the Audit Requests Validity utility to check to make sure students have the correct number of requests, and have requests for courses in various transcript groups such as English.

• Audit Master Schedule Seats vs Requests: Run the Audit Master Schedule Seats vs Requests program for several purposes:

1. Check to see how many sections will be needed for courses based on requests
2. Manage / move requests of students
3. Validate that requests are setup in the master schedule.

• Request Matrix: Use the Request Matrix to give the user a count of the students requesting a course, and compare the count to what other courses are requested by the same students. This report is used to avoid scheduling classes at the same time to prevent conflicts in the master schedule.

• Master Schedule Editor: Using the information from the Seats vs Requests Audit, and from the Request Matrix, refine / edit the next year Master Schedule using the Master Schedule Editor to get the greatest possible percentage of schedule success.

• Load Scheduled Students: Have a class that you know will not move, and want to schedule ahead of the auto scheduler? The Load Student Schedules program will do the trick. Use this program to assign selected students to selected classes, and have it loaded as “manually scheduled” so that the auto scheduler does not change it. Note: Use after master schedule has been pretty much set. User would not want to load students to a class, then have to move it later on."

• Load Students and Classes to Teams: If using Teams in the scheduling process, before running Automatic Scheduler, run the Team Scheduling Update Utility to identify students on teams, then associate specific sections of the master schedule to these teams.

• Automatic Scheduler: Run the Automatic Scheduler to assign students to classes. The program will give a listing of students and courses that are “abandoned” and a percentage of scheduling success. Usually run several times after modifying requests or the master schedule to get the best percentage possible.

• Pattern Board Scheduler: Use the Pattern Board Scheduler to finish off any students that need fine tuning for New Year scheduling. Additionally, the user can utilize this for any new students at the start, or during, the school year.

• Student Schedule Maintenance: The Student Schedule Maintenance program can be used in place of Pattern Board Scheduler if desired. Use this utility to finish off any students that need fine tuning for New Year scheduling. Additionally, use for any new students at the start, or during the school year.

• Move Scheduled Students: The Move Scheduled Students program will allow the user to fine tune scheduled students and move, or copy, the selected students from one class section to another.

• Student Locator List: Use the Student Locator List (Student Master > Lists > Student Locator List) to verify that all students have a full schedule.

• Assign Students to Homerooms: Can be performed by...

1. Using the Homeroom/Advisor/Counselor Auto Loader (Student Master>Loader> Homeroom/Advisor/Counselor Auto Loader. This will automatically load the students to homerooms.
2. Using the Homeroom Loader (Student Master>Loader>Homeroom Loader). This will let the user manually load students to a desired homeroom.

• Print Student Schedules: Use the Print Student Schedules utility to print schedules of students.

• Print Class Rosters: Use the Print Class Rosters report to print rosters of students in classes.