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ITCCS Scheduling Phase I

Scheduling OverviewSet up Next Year Scheduling FilesUpdate Courses and TeachersReview ProxiesTransfer Incoming StudentsPost Student RequestsAssign Students to TeamsPhase I Reports. 2. Table of Contents. . 3. Scheduling Overview . Establish a Scheduling TeamDiscuss Items that Impact

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ITCCS Scheduling Phase I

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    1. iTCCS Scheduling Phase I

    2. Scheduling Overview Set up Next Year Scheduling Files Update Courses and Teachers Review Proxies Transfer Incoming Students Post Student Requests Assign Students to Teams Phase I Reports 2 Table of Contents

    3. 3 Scheduling Overview

    4. Establish a Scheduling Team Discuss Items that Impact a Schedule Discuss Scheduling Timeline 4 Scheduling Overview

    5. Campus Decision Makers Counselors Data Entry Personnel Department Heads 5 Scheduling Overview Establish a Scheduling Team

    6. Courses that Drive the Schedule Teacher Conferences Special Education Scheduling Considerations Courses Taken at Other Campuses Scheduling Time Line 6 Scheduling Overview Discuss Items that Impact a Schedule

    7. January 1 - February 25, 2011 District personnel performs the move into scheduling process Transfer students into scheduling Update teachers & courses Update proxies, if applicable February 28 - APRIL 1, 2011 Add student requests to iTCCS Add Location codes, if applicable Run Phase 1 Reports and verify 7 Scheduling Overview Scheduling Time Line - Phase I

    8. April 4 - 22, 2011 Develop the master schedule manually or using Master Schedule Builder Enter the master schedule into iTCCS Modify the master schedule Modify student requests Run Phase II Reports and verify April 25, 2011 - May 20, 2011 Run scheduling loads Accept final scheduling load MAY 23 - 27, 2011 Resolve individual conflicts and hand schedule changes 8 Scheduling Overview Scheduling Time Line - Phase II

    9. 9 Set Up Next Year Scheduling Files

    10. 10 Set Up Next Year Scheduling Files WST0022-Curriculum Options-Next Year

    11. Reporting Semesters - select the number of semesters for which scheduling will be Performed. Course Number Length - set this option to 4. School Year - ending school year for which scheduling will be performed. For example, 2011-2012 school year, enter 2012. Transfer Course Requests Option Y indicates if you want student course requests transferred with the student when a scheduling transfer or scheduling nullify is performed. Only the course numbers will be transferred (and semester, if present), not the section number. The course will not be transferred, if the course does not exist at the campus to which the student is transferring. N or blank indicates that course information will not be transferred. 11 Set Up Next Year Scheduling Files WST0022-Curriculum Options-Next Year

    12. Allow Reuse of Teacher Number Y - allows all users in the district to add/change/delete a teacher number and their information. N - restricts campus-level users. They are not allowed to change a teachers staff ID or name in scheduling (WST0381 M/S Teacher Maintenance-NY or WST0456-M/S Teacher Maint (Multi)-NY). Lock Next Year Transfer The JST0281 - Convert Master Schedule Prior to Scheduling job unlocks WST1147 - Transfer Next Year. The Move to Grade Reporting job locks WST1147-Transfer Next Year. 12 Set Up Next Year Scheduling Files WST0022-Curriculum Options-Next Year

    13. 13 Set Up Next Year Scheduling Files JST0281-Convert M/S Prior to Scheduling

    14. 14 Set Up Next Year Scheduling Files JST0280-Print District Master Schedule for Next Year

    15. 15 Set Up Next Year Scheduling Files JST0297-Delete Scheduling M/S Tables for Campus

    16. 16 Set Up Next Year Scheduling Files WST0235-M/S Next Year Options

    17. Semesters to Schedule Code - the number of semesters for the next school year. Normal Period Control - the number of semesters times the number of periods in a day. Include WD Students Yes No Pregrid Sequence A-alpha by school C-alpha by control G-alpha by grade Potential Drop Sequence A-alpha by school C-alpha by control G-alpha by grade 17 Set Up Next Year Scheduling Files WST0235-M/S Next Year Options

    18. Student Request Sequence A-alpha by school C-alpha by control G-alpha by grade Schedule Sequence A-alpha by school C-alpha by control G-alpha by grade S-scheduling location by grade Trial Schedule Sequence A-alpha by school C-alpha by control G-alpha by grade S-scheduling location by grade L-alpha by scheduling location 18 Set Up Next Year Scheduling Files WST0235-M/S Next Year Options

    19. Auto Study Hall Drop - Indicates whether a course requested by a student can automatically replace a Study Hall already scheduled: 1 - can replace Study Hall Blank - cannot replace Study Hall Grade Scheduling Sequence - Indicates the grade level sequence in which to conduct scheduling for next year (the first grade level entered will be the last grade scheduled - 09, 10, 11, 12). Beginning Period - Indicates the first period to schedule at this campus. Ending Period - Indicates the last period to schedule at this campus. 19 Set Up Next Year Scheduling Files WST0235-M/S Next Year Options

    20. Auto Crosswalk Bell Schedule - Maintained by District PEIMS personnel. Use Proxies for Elementary Scheduling - Indicates if the campus will be expected to use elementary proxies for scheduling next year courses. High Grade Level for Elementary Scheduling - Indicates the highest elementary grade level. If a grade level is selected, all grade levels above that grade will not be scheduled by elementary proxies. Next Year Grade Level - Used for txMyZone only. txMyZone Message - Used for txMyZone only. 20 Set Up Next Year Scheduling Files WST0235-M/S Next Year Options

    21. 21 Set Up Next Year Scheduling Files JST0284-Move to Scheduling

    22. 22 Update Courses and Teachers

    23. 23 Update Courses and Teachers WST0027-Master Schedule-Next Year

    24. 24 Update Courses and Teachers WST0606-Course Search-Next Year

    25. 25 Update Courses and Teachers JST0280-Print Campus Master Schedule for Next Year

    26. 26 Update Courses and Teachers WST0386-M/S Course Maint-Next Year

    27. Restriction (Grd-Grade, +-Plus) Used to indicate the valid grade levels eligible to take this course if not all grade levels are eligible. Grade level is the lowest grade level valid for this course. + (plus) indicates the number of grade levels above the lowest grade level that are eligible for this course. Example: This course is valid for 9th and 10th graders only. The restriction grade should be 09, and the + (plus) should be 1. Pregrid (Grade, +) - Used for txMyZone only. Crs Type (Course Type) - this is a district-defined one-character code indicating the course type table to be used for grade averaging. Most comment codes are: D - dual credit, R - regular course, P - advanced placement course, Q - pre AP course. 27 Update Courses and Teachers WST0386-M/S Course Maint-Next Year

    28. Spec Con (Special Considerations) - is used to provide a special explanation about a course on the AAR. The codes are authorized by TEA. Local codes may be used. Examples: D - College Dual Credit School, R - Summer School, P - Advanced Placement, etc.) AAR Use - indicates that this course is taken to fulfill a requirement for a generic course area other than the area under which it is listed in the TEA Course Number Table. Example: code a PE course with an A - Fine Arts instead of W - Physical ED. Per Ctl (Period Control) - indicates the number of class periods per day this course meets multiplied by the number of semesters taught. Default is period control of 00. This field is used in processing scheduling reports and in txMyZone. Crd (Credit) - indicates the number of credits a student who passes this course will earn. Example 10 equals 1.0 credits and 05 equals 0.5 credits. Default is 00 credits. 28 Update Courses and Teachers WST0386-M/S Course Maint-Next Year

    29. + (Partial Credit Code) - indicates if a student can be awarded partial credit for passing a single semester of a multi-semester course. This only applies to courses meeting for more than one semester. Valid codes are: Y - Yes, partial credit assigned for passing one semester. N - No, no credit unless student passes all semesters. T - Semester average and course credit awarded only at the end of the 2nd and 4th semesters. (Valid for 4-semester courses only.) X - Semester average only is awarded at the end of the 2nd and 4th semester, but course credit is not awarded until the end of the course. (Valid for 4-semester courses and for 2-semester courses.) Career & Tech Code Indicates the number of C&T contact hours for vocational students in the attendance system. C&T code is equal to the number of credits awarded for the course. Used for C&T courses only. Leave blank for all other courses. 29 Update Courses and Teachers WST0386-M/S Course Maint-Next Year

    30. 30 Update Courses and Teachers WST0456-M/S Teacher Maint (Multi) Next Year

    31. 31 Review Proxies

    32. There are three types of proxies that campuses can use to help with scheduling student requests. They are: Control Proxies Normal Proxies Match Proxies 32 Review Proxies

    33. Control Proxies are used to pre-schedule a group of students into specific course/sections. Review control proxies using the Campus Master Schedule for Next Year report. Make changes, if needed (additions, deletions, and/or course changes in an existing proxy). Add Control Proxies to students on WST0415-Student Requests/ Assignment-Next Year. 33 Review Proxies WST0395-M/S Proxy Control/Normal-Next Year

    34. 34 Review Proxies WST0395-M/S Proxy Control/Normal-Next Year

    35. Normal proxies are a group of standard courses assigned to all students. Sixth grade class example: all students will be assigned English 6, Math 6, Science 6, Social Studies 6, and PE. Review normal proxies using the Campus Master Schedule for Next Year report. Make changes, if needed (additions, deletions, and/or course changes in an existing proxy). Add Normal Proxies to students on WST0415-Student Requests/ Assignment-Next Year. 35 Review Proxies WST0395-M/S Proxy Control/Normal-Next Year

    36. 36 Review Proxies WST0395-M/S Proxy Control/Normal-Next Year

    37. Match Proxies are generally used to assign two one-semester courses in different semesters at the same period of the day. Review match proxies using the Campus Master Schedule for Next Year report. Make changes, if needed (additions, deletions, and/or course changes in an existing proxy). Add Match Proxies to students on WST0415-Student Requests/ Assignment-Next Year. 37 Review Proxies WST0400-M/S Proxy Match-Next Year

    38. 38 Review Proxies WST0400-M/S Proxy Match-Next Year

    39. Match proxy sections must be created prior to running a student load. Example of building a match proxy for one-semester courses: Course Section Sem Period Teacher 5704 Gov. 01 1 01 401 5707 Eco. 01 2 01 501 5704 Gov. 02 2 01 401 5707 Eco. 02 1 01 501 Sections built for a match proxy must be created 100% correct. If one section is built incorrectly, then all sections identified to a match proxy do not load when running JST0259-Student Scheduling Load. 39 Review Proxies WST0400-M/S Proxy Match-Next Year

    40. Match proxy sections must be created prior to running a student load. Example of building a match proxy for two-semester courses: Course Section Sem Period Teacher 5111 PreAp Eng. 01 3 01 401 5118 Journalism 01 3 02 501 Sections built for a match proxy must be created 100% correct. If one section is built incorrectly, then all sections identified to a match proxy do not load when running JST0259-Student Scheduling Load. 40 Review Proxies WST0400-M/S Proxy Match-Next Year

    41. 41 Review Proxies JST0280-Print Campus Master Schedules

    42. 42 Transfer Incoming Students

    43. There are three ways to move the high grade level students to their next year campus for scheduling. They are: JST0295 - Transfer students based on the street directory, if applicable JST0282 - Transfer students based on their grade level WST1147 - Transfer a student individually 43 Transfer Incoming Students JST0295-Group Transfer Students Using Street Directory

    44. 44 Transfer Incoming Students JST0295-Group Transfer Students Using Street Directory

    45. 45 Transfer Incoming Students JST0282-Group Transfer of Students

    46. 46 Transfer Incoming Students WST1147-Transfer Next Year

    47. 47 Transfer Incoming Students WST1140-Demographic Withdraw/Reentry Inquiry

    48. 48 Transfer Incoming Students WST1140-Demographic Withdraw/Reentry Inquiry

    49. 49 Post Student Requests

    50. 50 Post Student Requests

    51. 51 Post Student Requests WST0415-Student Requests/Assignments-Next Year

    52. 52 Post Student Requests WST0415-Student Requests/Assignments-Next Year

    53. 53 Post Student Requests WST0415-Student Requests/Assignments-Next Year

    54. 54 Post Student Requests WST0425-Mass Add/Delete By Course/Section-NY

    55. 55 Post Student Requests txMyZone

    56. 56 Post Student Requests txMyZone

    57. 57 Post Student Requests Grad Plan-JST0271-Roll Courses into Sched Request

    58. 58 Post Student Requests Grad Plan-WST1515/WST1520-Course Maintenance

    59. 59 Post Student Requests Grad Plan-WST1515/WST1520

    60. 60 Post Student Requests

    61. 61 Post Student Requests WST0410-M/S Course Tally-Next Year

    62. 62 Post Student Requests WST0435-Class List-Next Year

    63. 63 Assign Students to Teams

    64. There are two ways to assign students to their next year location/team code for scheduling. They are: WST1343 - Assign multiple students to the same location/team code WST0415 - Assign a single student to a location/team code Note: Valid location/team codes are 1 - 9 64 Assign Students to Teams

    65. 65 Assign Students to Teams WST1343-Mass Add/Delete by Location Code-NY

    66. 66 Assign Students to Teams WST0415-Student Requests/Assignments-Next Year

    67. 67 Phase I Reports

    68. The following reports will help you to review all student request information, course information and teacher information entered. JST0280 Campus Master Schedule for Next Year JST0190 Student Potential Drop List JST0235 Students With Too Many Course Requests JST0240 Students With Too Few Course Requests JST0215 Prints Course Requests by Student JST0216 Prints Course Requests by Student (Form 2014) JST0195 Tally of Course Requests JST0210 Prints Student Course Requests by Course See the iTCCS/RSCCC Catalog of Services 2010-2011, pages 12-14 for Pricing information. 68 Phase I Reports Run and verify pre-schedule reports

    69. This report lists course, teacher and proxy information. Use this report to review/update courses, teachers and proxies. Note: Changes to the next year master schedule do not affect the current year master schedule. 69 Phase I Reports JST0280-Campus Master Schedule Next Year

    70. 70 Phase I Reports JST0280-Campus Master Schedule Next Year

    71. 71 Phase I Reports JST0280-Campus Master Schedule Next Year

    72. 72 Phase I Reports JST0280-Campus Master Schedule Next Year

    73. This report is used to identify students who have not submitted course requests for next year. Withdrawn students and students at the high grade level may not need course requests. Add course requests to students on WST0415-Student Requests/ Assignments Next Year, if missing. Transfer students to their next year campus using WST1147-Transfer Next Year, if needed. 73 Phase I Reports JST0190-Student Potential Drop List

    74. 74 Phase I Reports JST0190-Student Potential Drop List

    75. This report is used to identify students who have too many course requests. A student listed on this report has a higher period control than the Normal Period Control number on WST0235-M/S Next Year Options. The Normal Period Control calculation is: (Number of Periods in the Day) X (Number of Semesters) Example: 7 Periods times 2 Semesters = 14 Update student course requests on WST0415-Student Requests/ Assignments-Next Year. 75 Phase I Reports JST0235-Students With Too Many Requests

    76. 76 Phase I Reports JST0235-Students With Too Many Requests

    77. This report is used to identify students who have too few course requests. A student listed on this report has a lower period control than the Normal Period Control number on WST0235-M/S Next Year Options. The Normal Period Control calculation is: (Number of Periods in the Day) X (Number of Semesters) Example: 7 Periods times 2 Semesters = 14 Update student course requests on WST0415 Student Requests/ Assignments-Next Year. 77 Phase I Reports JST0240-Students With Too Few Requests

    78. 78 Phase I Reports JST0240-Students With Too Few Requests

    79. This report lists course requests for each student. Use this report to verify the accuracy of course requests. Update student course requests on WST0415 Student Requests/ Assignments-Next Year. 79 Phase I Reports JST0215-Prints Course Requests by Student

    80. 80 Phase I Reports JST0215-Prints Course Requests by Student

    81. This report lists course requests for each student on a perforated form (half sheet). Use this report to verify the accuracy of course requests. Update student course requests on WST0415 Student Requests/ Assignments-Next Year. 81 Phase I Reports JST0216-Prints Course Requests by Student (2014)

    82. 82 Phase I Reports JST0216-Prints Course Requests by Student (Form 2014)

    83. This report lists request counts for each course. Use this report to notify teachers (i.e. Career and Tech work program) with the number of students requesting the course. Use this report to determine if a course that has very few requests should be deleted. Use the following to update student records: Course Requests by Course report WST0435-Student Roster WST0425-Mass Add/Delete by Course/Section-Next Year WST0415-Student Requests/Assignments-Next Year WST0386-M/S Course Maintenance-Next Year 83 Phase I Reports JST0195-Tally of Course Requests

    84. 84 Phase I Reports JST0195-Tally of Course Requests

    85. This report lists students requests by course. Use this report to provide teachers (i.e. Career and Tech work program) with the students requesting their courses and to identify students to be deleted from low request courses. Use the following to update course requests changes identified on this report: WST0415-Student Requests/Assignments-NY WST0425-Mass Add/Delete by Course/Section-NY 85 Phase I Reports JST0210-Prints Student Course Requests by Course

    86. 86 Phase I Reports JST0210-Prints Student Course Requests by Course

    87. 87

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