Next Year Scheduling Checklist Items

This is an overview of the next year scheduling process utilizing the student scheduler to schedule students.  As each district may do things differently, you can use this as an overview of the steps involved.

TABLE OF CONTENTS

• Set Next Year District and School Start and End Dates
• Process Control
• Set Next School and Grade
• Next Year Curriculum
• Student Requests
• Counselor Requests
• Parent Requests
• Teacher Recommendations
• Counselors
• Master Schedule Builder 
• Student Scheduler
• Finalize aka Locking in the Schedule
• Other Useful Notes
• Useful Next Year Scheduling Reports:

And you can always check out / sign up for our live webinars from the Info>Webinars tab within Genesis.

2 Years of Scheduling Data

• Stay in the current school year when working on Next Year Scheduling
• The Next Year Scheduling Module contains the scheduling data for the Next Year without having to change the year at the top of the screen

Set Next Year District and School Start and End Dates

The first time you visit the Next Year Scheduling>Process Control screen you will be redirected to Admin>Summer Rollover>District and Schools so you can set the next year start and end dates for you District and Schools.

• It's OK if you do not know what the real dates should be at this time, just use place holder dates of Sept 1st - June 30th - enter those in the "Next Year Start Data" and "Next Year End Date" fields, and click SAVE.
• These dates can be change later prior to the rollover when you have decided on your school/district calendar(s).
• After you've added in the dates, click SAVE.

Process Control

You must run the processes to copy the wanted scheduling data to the next year on the Next Year Scheduling>Process Control>Processes screen.  This is done for every school.

• Click on the arrow to the right of the Process to copy the selected data to the next year.
• These are destructive updates. If they have been run already, they will overwrite the info that is already there and completely replace it if run again.

• This is the screen you use to push info from the current year to next year. This screen is important for Next Year Scheduling as well as for completing your summer rollover.

• There is a "lock" icon to the right of each task. If you click this, the task will be locked.
• If tasks are MISSING from this screen for a school, go to Next Year Scheduling>Setup>Processes. From there, you can select the school on the left, and then check off the missing task on the right.
  Save - and you should then see the task on the Next Year Scheduling>Process Control>Processes tab.

Set Next School and Grade

All students need a NEXT SCHOOL and NEXT GRADE assigned in order to factor into next year scheduling.

• First, you should enable the 'Set Next School, Next Frade' process via Next Year Scheduling>Process Control>Processes.
  
• Be sure to double check the Grade Progression table to ensure it is setup properly via Student Data>Next School and Grade>Grade Progression. 
  • Each Grade and School needs to be setup to make sense ie: 9^th grade goes to 10^th, Middle School goes to High School etc.
  • Students who are Graduating: Students in the highest grade level at your district should be assigned a 'Next School' of INACTIVE and a 'Next Grade' of PG (post-graduate). No matter what grade level, this is how Genesis will graduate students.
  • Students who are to be Retained: Students who are to repeat the same grade level next year must be manually assigned to have the same 'Next Grade' as they do currently. See below for information on making manual adjustments.
• Assign Students a Next School and Next Grade via Student Data>Next School and Grade>Mass Assignments. 
  • This screen will create next year assignments based on what is setup with the Grade Progression table described above. Simply click 'Assign Students.'
  • You can run this multiple times, as long as you do not have the overwrite option selected, it will not delete/overwrite what you setup previously for a student. 
  • Please Note: You only need to check off "Overwrite Existing Assignments" if you want to OVERWRITE info. If you had manually adjusted kid's assignments, you most likely will not want to use the "Overwrite..." option because you will then need to go back in and make the same manual adjustments.
  • After this is run, any small adjustments to be made can be done directly on the student's record, via Student Data>Modify Student>Demographics>Required.
  • You can also make manual adjustments via Admin>Summer Rollover>Verify Assignments
• To manually overridea student's 'Next School' and 'Next Grade' fields: 
  • Go to the student's Student Data>Modify Student>Demographics>Required page. These two fields are at the bottom of the screen.
  • Be sure to select the next school first, and then fill in the next grade level.
  • Click SAVE.

Next Year Curriculum

The Next Year Scheduling>Curriculum screen is where all of your curriculum for NEXT YEAR is located.

• Add/Delete course codes and make any necessary changes to your Next Year Curriculum via Next Year Scheduling>Curriculum>Modify Course.

Add Next Year Teachers

The Next Year Scheduling>Setup>Teachers screen is where all of your teachers (in Next Year) are located.

• You can add any teacher that is beginning in next year via Next Year Scheduling>Setup>Teachers.

Student Requests

• Begin collecting student requests by first enabling the process via Next Year Scheduling>Process Control>Processes.
• There are three major ways to collect student requests: Counselor Requests, Parent Requests, and Teacher Recommendations

Counselor Requests

Counselor Requests are done via Student Data>Modify Student>Next Year Requests>Make Request 

• Make a Request screen is the preferred method/screen for counselor requests
• You can Print from the Current Requests tab
• Mass Adding Requests can be done via Next Year Scheduling>Student Requests>Mass Update Requests

Parent Requests

• Parents can request any course their child meets the requirements for though the parent portal via: Scheduling>Requests 
  • Priority and messages can be added to each Parent Request to leave a message to the Counselor. These do not affect the student scheduler in any way
  • Parent requests do not become processed by the scheduler until approved by a counselor.
  • Admins/counselors would need to MAKE the parent requests actual student requests. You can do this from the Student Data>Modify Student>Next Year Request screens and/or en masse from the Next Year Scheduling>Student Requests>Parent Requests screen.
• Courses are grouped and listed in the parent portal by their Primary Subject Code 
  • Primary Subjects need to have their Grad Requirement Credits filled out for each viable Class of to be available in the Parent Portal. 
  • You can edit these via Next Year Scheduling>Curriculum>Subject Area/Grad Reqs
• You can control the setup options for the parent portal request screen via Parent Access>Setup>Settings>School Settings>Next Year Requests
• Prerequisites are additional restrictions that you can setup for parent requests via: Next Year Scheduling>Curriculum>Modify Course>Prerequisites.

Teacher Recommendations

• Teachers can view and make recommendations through their Gradebook via Gradebook>Roster>Teacher Recommendations

• You can control the setup of this screen via Next Year Scheduling>Process Control>Recommendation Setup

• You can control the max number they can do for a student. This works on an “AND” rule. ie: teacher gives rec 1 and rec 2

• The auto createoption makes recommendations into “real” requests (not a retroactive convert recommendations to requests tool) 
  • When using the auto create option a student will get one request for one course regardless of multiple recommendations for it (no duplicate requests for the same course will occur)
• Department Codes  determine what courses are available for teachers to recommend 
  • This is the department of the course the student is in NOT the department of the teacher

Counselors

• Assign Next Year Counselors via Admin>Assignments>Assign Counselors>Assign Next Year Counselors

• You can also do this via Student Data>Mass Change.

• Students without a Counselor can be viewed via Next Year Scheduling>Student Requests>Counselor 
  • This screen allows you to lock requests and see the status on exceeding credit limits (exceeding this limit does not prevent scheduling, it is only a warning)

Request Tallies

• Next Year Scheduling>Student Requests>Request Tallies 
  • Breaks down, by department, the requests totals for each course
  • You can control the extra categories via the ‘Set up Summary Page’ link
  • Click the numbers to see the students. You can create a student list for the course you clicked on

Conflict Matrix

• Next Year Scheduling>Student Request>Request Conflict Matrix 
  • You can custom build a matrix to see what students have requested Course A and Course B, etc.

Master Schedule Builder 

(Optional)

• If you are using the Master Schedule Builder. you would do so now
• This is optional. This is to be used IF your district is creating curriculum from scratch.
• If you have copied scheduling info forward, it is possible you do NOT want to use this. Please make sure you know if your district should be using this or not.

Edit Next Year Sections

• Add/Delete courses and make any necessary changes to your next year sections via Next Year Scheduling>Sections
• This is where you can change course teachers, periods, cycle days, semester, and room.

Link Course Sections

• You can link specific course sections together via Next Year Scheduling>Setup>Class Linkage 
  • You do this so that the Student Scheduler will know to schedule students into both course sections.
     ie: Phys Ed Section 1 is linked to Health Section 1, if student gets scheduled into Phys Ed Section 1, then the Student Scheduler will attempt to schedule them into Health Section 1 as well
  • Students will still require a request in both courses involved in the link in order for the Student Scheduler to place them into both sections
• Linked courses can create a scheduling conflict if not setup properly. ie: make sure that the Marking Periods do not conflict
• A course section can only be linked once. One section cannot link to multiple courses 

Student Scheduler

• The Student Scheduler will process student requests and create the best possible student schedules for the school via Next Year Scheduling>Mass Schedule>Student Scheduler 
  • Runs in a sandbox type environment until a scheduler run is locked in
  • You can run this as many times as you would like before locking in the schedule
• Partial schedules show how many students did not satisfy all of their requests. It only takes one request not getting scheduled for a student to fall under the partial count
• Full schedules show how many students satisfied all of their requests. This technically does not mean a student has a full schedule by your standards; a full schedule to your school may equal a student have 8 total courses, the Student Scheduler in Genesis considers any student that had all requests made for them granted as part of the full count, even if it was only 1 course request

Scheduler’s Built in Priorities

• Seniority the higher grade levels are scheduled first
• Course Types Singletons first, then Doubletons, then Tripletons, etc.
• Course Priority will create a tie breaker for hard conflict situations
• Hardest Student to Schedule is scheduled first. The amount of Singletons, and Doubletons, etc. add to the student’s scheduling difficulty

Finalize aka Locking in the Schedule

• There is an Icon to the left of every schedule run via: Next Year Scheduling>Mass Schedule>Student Scheduler. 
• When you click this button a grey box will pop up.
• You will be presented with the following options: 
  • Delete all schedules and then use schedules from this run - This is the option that the majority of users will want to use. This option will wipe the sections of any students scheduled into them and then create student schedules for students based on the scheduling run selected 
    • PLEASE NOTE: this does exactly what it says it will do. It deletes any next year scheduling students MAY have completely and places the next year scheduling info from the RUN into their schedules. If you hand-scheduled any kids, those students' schedules will be deleted out.
  • Delete all schedules FOR STUDENTS IN THIS RUN ONLY and then use schedules from this run -  When loading schedules with this option, schedules for students who were notapart of the particular run will NOT be deleted.   
    • For example, if you ran the scheduler just for 9th grade students and loaded your schedules using this task, the schedules for 10th 11th and 12th graders would not be deleted.
  • Merge schedules from this run - This option will skip over students who have had their schedules manually done for them and then create student schedules for all those students who did not based on the scheduling run selected. Those who manually schedule some students prior to using the Student Scheduler and want to keep those schedule will want to use this option; ie: CST/Special Ed scheduling teams tend to do this 
    • PLEASE NOTE: if a student has even one section assigned on the Student Data>Modify Student>Next Year Schedule screen, they will be skipped completely. It will not fill in sections from the RUN around the one scheduled section - it simply skips the kid entirely.
  • Restore Master Class Schedule from this run- This option will return the Master Schedule (this is your sections) back to what they were at the time of the scheduling run that you have selected.  
    • This is useful to fix mistakes or to go back to Master Schedule runs with better percentages.
    • Use this option with caution.

Other Useful Notes

• Only Students Registered for the Current Year can have Next Year Scheduling done via the Schedule Builder
• Min/Max Credit Parameters are found via Next Year Scheduling>Setup>Requests
• Requests will only be cleared from a student if their Next School assignment is changed. NOT their grade.  
  • You can retain a student and the requests will remain as long as the student is in the same school

• Next Year Scheduling>Setup>Teams>Manage Teams: Added a Manage Teams screen where students can be randomly assigned to teams for the next year. 

This is run by grade level and students in that grade level will be assigned to selected teams. The ability to add students to teams based on specific course requests has also been added.
Users can add a course and a team to a parameter. If a student qualifies for that parameter then the student is assigned to that team.

• Next Year Scheduling>Setup>Teams>Students: Added a Students screen which displays the students and their teams for the following year. 

If students who should not be scheduled together have the same team, a warning is shown and you can move a restricted student to another team.

• Scheduling Teams may optionally be set on the Curriculum Course object. An option has been added to the screen so that if you wish to set a Team on the course level, you may now push this Team to all available sections of the course. 

Teams need to be set on the section level to be used in Mass and Individual Scheduler.  Option invoked by checking off "Check to Push Selected Team to all Available Sections on Save".

Useful Next Year Scheduling Reports:

• 14065 - Duplication Report - Room 
  • Allows you to see if there are courses scheduled at the same time, cycle day, semester, etc. and using the same room
• 14070 - Duplication Report - Teacher 
  • Allows you to see if there are courses scheduled at the same time, cycle day, semester, etc. and using the same teacher
• 12950 - Combination Request Matrix Report 
  • Allows you to see students who have a certain combination of requests
• 14140 - Request Conflict Matrix Report  
  • Allows you to compare course types to show you course conflicts
• 14137 - Min/Max Credit Request List 
  • Allows you to evaluate the credits for student’s requested courses
• 14135 - Request Tally Report 
  • Shows you the total and categorical breakdown of the requests for courses
• 14141 - Student Assignment Report 
  • Shows you the current and next year school assignments for students
• 14168 - Teacher Recommendation Report 
  • Shows you course rosters with Teacher Recommendations. You can also run this report to show you rosters that need recommendations
• 19175 - Student Request Verification Report 
  • Allows you to view students and their requests. You can also include alternate requests