Define schedule preferences for Intermediate Organizations and schools

Define scheduling preferences specific to your school, such as pattern day and period IDs.

To define school scheduling preferences:

  1. Log on to the Intermediate Organization or School view.
  2. Click the Intermediate Organization or School tab.
  3. On the Setup side-tab, click Preferences. The general preferences page appears.
  4. Click the Category drop-down to select Schedule. The Schedule preferences page defaults to the Basic sub-tab.

    School Schedule preferences page, showing Basic sub-tab

  1. Use the following table to fill in the fields:
    FieldDescription
    General

    Schedule mode

    Select one of the following:

    • Elementary
    • Secondary
    • Both

    Elementary schedule grade level cut-off

    Type the grade at which the schedule shifts to Secondary mode. This only applies if you selected Both at the Schedule mode drop-down.

    Section number pad length

    Type the maximum number length for a section number. The default value is 3.

    Note: Keep leading zeroes for sorting purposes.

    Shared build year scenario

    Select the build scenario that contains sections that will be taken by incoming secondary students.

    Allow build year request edits

    Select this checkbox to allow the school to manage requestsClosed courses that students have requested to attend for the next school term for incoming students (based on a student's next school).

    Align teacher assignment with certification

    Select this checkbox to indicate if a teacher is certified to teach a course when creating teacher assignments.

    Allow percentages for additional section types

    Select this checkbox to indicate if you want to allow percentage allocation of section types in course sections. When selected, a Percentage assigned field appears in the pick list associated with the "Section type" schedule mode in either Mixed or Open mode.

    Student Subject Selection

    Do the following to customize how students select courses to request for the next year:

    Disable automatic recommendation acceptance

    Select this checkbox to stop Aspen from automatically creating requests for courses teachers recommend when the track selection that contains the course is set to 'force recommendations'. If you select this, students or counselors need to manually select the course recommended on the student’s Requests page to request it.

    Example: If your counselors review teacher recommendations for each student, selecting this checkbox allows them to determine if each recommendation is the best option before making it a request.

     

    Subject selection fields

    Click Search icon. to select any additional fields to display in the Course Selection pick list students use to select courses to request.

    Teacher Recommendation

    Do the following to customize how teachers select courses to recommend for their current students to take next year:

    Show recommendations in School view

    Select this checkbox to display teacher recommendations on the Grades tab, Grade Input side-tab in the School view.

    Note: Recommendations in the School view are read-only.
    Enforce recommendation code matchSelect this checkbox to force the scheduler to match any build courses with a matching recommendation code. If the checkbox is not selected, the scheduler looks for a matching department code.
    Teacher recommendation fields

    ClickSearch icon.to select additional fields to be included in the pick list teachers use to select the courses to recommend for students.

    Schedule Matrix
    Default time filter to dateSelect to make the Select date option available when viewing a student's schedule using the Matrix view. When selected, Select date displays a date field. This lets you view a student's schedule for a future or past date.
    Homeroom
    Require room for homeroom fields on StaffSelect this checkbox to restrict the homeroom entry to only valid homeroom values.
    Student Schedules

    Student schedule sort order

    Type the student schedule sort order using the Java name for fields. The system uses this order to sort the student schedule list in both the School and Build views.

    The default value is scheduleDisplay,termView,masterSchedule.scheduleTrackId, masterSchedule.courseView. These values are ones found in the JavaName field for the field in the Data DictionaryClosed organizes the tables and fields that house all of your district's administrative information.

    Student schedule matrix cell

    Type the fields used in the student schedule matrix.

    Student Schedule Workspace

    Student schedule fields

    Type the columns to appear on the student schedule workspace you use to manage student schedules.

    Master select fields

    Type the columns that appear in the master schedule pop-up when you add a section to a student's schedule on the student schedule workspace.

    Allow future add/drop

    Select this checkbox to be able to enter a future effective date when adding or dropping student course sections on the student schedule workspace (School view, Student > Schedule > Workspace). These changes will be reflected in the student’s schedule on the effective date.

    If you do not select this checkbox, the Pending student schedule change fields preference will not be enabled.

    Procedure Run Time

    This field works in conjunction with Allow future add/drop. The time entered here indicates when Aspen runs the job for the SYS-FUT-ADD-DROP procedure, which reviews and updates records related to student schedule changes. It defaults to 2:00 AM but can be changed.

    Allow past add/drop

    Select this checkbox to be able to enter a past effective date when adding or dropping student course sections on the student schedule workspace (School view, Student > Schedule > Workspace). These changes will be reflected in the student’s schedule on the effective date.

    If this checkbox is not selected, the school administrator cannot specify a past date when posting Student Schedule changes from the student schedule workspace.

    Pending student schedule change fields

    This preference works in conjunction with Allow future add/drop. If you did not select that checkbox, this field is ignored.

    If you selected Allow future add/drop, enter the fields you want to appear in the Pending Student Schedule Changes section of the student schedule workspace (School view, Student > Schedule > Workspace).

    Align add/drop date window (days)

    Type the number of days after the school year starts that student schedule adds/drops need to be aligned.

  1. Click the Advanced sub-tab.

    School Schedule preferences page, showing Advanced sub-tab.

  1. Use the following table to enter information in the fields:
    FieldDescription
    Miscellaneous

    Pattern day IDs

    Type the default day for school patterns. The system default value is A-L.

    Pattern period IDs

    Type the default period IDs for school patterns. The system default value is 1-20.

    Number of sections deleted with warning

    Type the minimum number of sections being deleted that will prompt a system warning upon deletion.

    Program total minutes override by grade level

    Select this preference to override course program total minutes by grade level. The format is grade level, colon, total minutes. Separate grade levels with commas.

    Example:
    01:1980, 02:1980, 03:1980

    In this example, grade levels 1, 2 and 3 have overrides set to 1,980 minutes.

    Commit
    Map of user defined fields for masterType the name of any user-defined field you want copied from the BuildMasterSchedule table to the MasterSchedule table when you commit. The format is the build field name, colon, master schedule field name. For example,BLD_fieldA001:MST_fieldA001. Separate mapped pairs using a comma and a space.
    Initialize Sections
    Initialize Sections ProcedureClick Search icon. to use a customized procedure that replaces or augments the functionality of Options > Initialize Sections on the Workspace tab.
  1. Click Save.