Page Comparison

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5th grade Scheduling - will be mass enrolling those students and essentially scheduled by hand.

In PowerScheduler > select the students that you want to mass enroll into a class > click functions (top left above the student select on the left hand side of screen) > schedule mass enroll > enter in a teacher / section / period / term.  

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• Define or edit scheduling resources, including rooms, students, and teachers

The Load Process

While preparing your master schedule, you will use two parts of PowerSchool: the active, or “live,” side and the scheduling side. You will perform most of the setup on what is known as the PowerScheduler side of PowerSchool. Additionally, you will work back and forth between PowerScheduler and the regular, live side of PowerSchool, where you’re used to working.

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If you don’t create the future year in PowerSchool, you won’t be able to make courses available for scheduling next year, and, therefore, the school won’t have a course catalog.

Create the Future Year

Before starting your scheduling work in PowerScheduler, create next year’s terms on the live side of PowerSchool for the district office and each school.

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If you created years and terms on the scheduling side previously, performing the Auto. Scheduler function overwrites those years and terms, whether you created them manually or by using the Auto. Scheduler Setup. However, the Auto. Scheduler Setup does not overwrite the years and terms created on the live side.

Perform the Auto. Scheduler Setup

Perform the Auto. Scheduler Setup to create a new scheduling scenario for the load.

1. Switch from the district office to a school

2. On the Start Page, switch from the live side of PowerSchool to the scheduling side by clicking PowerScheduler

3. If you see the notice displayed in the following image, select the option and click Submit

   The notice below is a reminder that occasionally there are updates made to the scheduling engine. If you navigate to a PowerScheduler page and see a message about updating the engine, you must download the most recent version of the scheduling engine. If you have previously installed the scheduling engine, uninstall it before reinstalling an updated version.

   

4. In the menu on the left side, below Scheduling Setup, click Auto. Scheduler Setup

5. Choose the term length of the school's shortest courses, the number of periods, and the number of days, then click Continue

   The “Lowest term level division” menu refers to types of course offerings: it does not refer to when you store grades or send out report cards. For example, your school sends out report cards every quarter. However, students don’t change courses each quarter; they change each semester. In that case, you would choose Semesters from the “Lowest term level division” menu.

   If your school uses blocks instead of periods, use the Period menu to select your number of blocks.

   “Days” refers to the number of days in your rotation or day cycle, not how many days school meets each week. It refers to how many days occur before the cycle is repeated.

6. On the Auto Schedule Setup–Schedule Term Selected page, define scheduling terms for your school, and then click Continue

   These terms apply to scheduling only, not grading terms. The full year term is selected by default, since the full year term is required.

   

7. Enter the dates for each of the terms, and click Continue

   Make sure no gaps exist between the term dates. If your school hasn’t finalized the exact dates, don’t worry. You can change the dates at any time while working on the schedule, up until the moment you commit it. Committing the schedule is the last step in PowerScheduler.

   

8. Select Load Only since you plan to load students into a previously or manually created master schedule

   Alternatively, select Build and Load to use the scenario to build a master schedule and load students into the schedule. If you are planning to perform a build, see the “Power Scheduler: Prepare to Build” series for more information.

9. Edit the build name and description of the build, if needed

   The build name defaults to the name of the full year term, and the build description defaults to “Automated Schedule Setup.” If you plan to create more than one scenario to try out different schedules—for instance, to compare a scenario with eight periods on a one-day cycle to a scenario with four periods on a two-day cycle— edit the Build Name and Build Description fields.

10. The Terms, Periods, and Days fields will contain the information you just set up in the Auto. Scheduler Setup

11. The Course Catalog menu will not contain options for first-time PowerScheduler users

    When first-time users submit the scenario, PowerScheduler will create an initial course catalog. If course catalog options are present, don’t choose one. You will create a new course catalog for next year.

12. Do not change the default values in the Build Optimizations, Load Optimizations, and

    Best Schedule Weights fields at this time

    Use these fields only if you are actively loading the schedule and encounter problems.

13. Click Submit to complete the Auto. Scheduler Setup process

Edit the Scenario

After you use the Auto. Scheduler function, the Scenarios page will appear. The new scenario will contain the information you entered during the Auto. Scheduler Setup. While you can create several scenarios using Auto. Scheduler Setup, only one scenario can be active at a time in each school. Create a new scenario using the previous steps.

If you need to change the terms, periods, or days in an existing scenario, do not perform the Auto. Scheduler Setup again. Instead, navigate to the Scenarios page, select the name of the active scenario, and make the necessary changes on the Edit Build Scenario page.

Set the Schedule Year

You can enter student course requests for the current year and/or for future years. In order to ensure that student course requests that come in via PowerScheduler, PowerSchool Student Portal, or the Modify Future Requests student page this year are associated with the future scheduling year, set the scheduling year. By setting the scheduling year, the request screens you create in PowerScheduler will apply to the future school year.

Setting the Scheduling Year

Set the scheduling year to the future year that you created.

1.  In PowerScheduler, below Tools, click Functions > Set Schedule Year
2. Choose the future schedule year from the menu
   Only the years established on the Years & Terms page on the live side of PowerSchool are listed in the menu.
3. Click Submit

Copying a Master Schedule

Now that you’ve created a scheduling scenario for next year, copy a master schedule you used previously. When you copy a master schedule, teacher assignments and sections from the previous year are moved to the future year. Later, you will create a new course catalog and make manual changes to this information. After you copy a master schedule, associate the future full year term to the active scenario and edit the years and terms for next year, since the dates of the previous master schedule are copied over as well.

1. From the PowerScheduler menu, below Tools, click Functions > Copy Master Schedule

2. From the Source year menu, choose the year from which you want to copy the master schedule

3. Select Check here to confirm you want to proceed

4. Click Submit

Creating the Scheduling Course Catalog

The scheduling course catalog is a group of courses offered during a particular school year. Although you can add new courses and course prerequisites at any time, if you want to include the courses in your PowerScheduler course catalog for the next scheduling year, you must do so before you create course request screens. You can create course catalogs at the district office, school by school, or associate the same catalog to all schools.

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When you perform the Auto. Scheduler Setup for the first time, PowerScheduler creates a course catalog after you submit the scenario. The new catalog is based on the future course catalog you created in PowerSchool and the courses offered currently. After the first year, create a new scheduling course catalog every year. By creating a new course catalog, you can keep track of which courses are offered each year. If you always use the same catalog, the catalog will be overwritten each year, and you will have no way to track your course offerings from year to year.

Create the Scheduling Course Catalog

Create a new scheduling catalog and attach it to the active scenario. The system schedules only the courses in the course catalog that you associate with the active scenario in PowerScheduler.

1. On the Start Page, click PowerScheduler

2. Below Scheduling Setup, click Course Catalogs > New

3. Enter a name and description for the catalog

4. Click Submit

   The course catalog you created appears in the list, but the catalog is not active yet. You can only edit the course catalog associated with the active scenario.

   

5. Click Scenarios, and select the name of the active scenario

6. From the Course Catalog menu, choose the name of the catalog you created

   

7. Click Submit

8. Below Scheduling Setup, click Course Catalogs

9. Click Edit Course Catalog in the row of the catalog you created

   If your catalog contains courses that are not available for scheduling at your school next year, you’ll see a warning icon. Make those courses available at the district or school level (depending on your district’s policies), then return to the Edit Course Catalog page.

10. Clear the check box next to each course you don’t want to schedule next year

    By default, the system checks all courses made available for scheduling next year and offered this year. New courses added in PowerSchool and made available at your school after you created the catalog will appear unchecked. Select the new courses to schedule them in the future year. If you don’t see a course that was offered previously, click Unavailable Courses to find the course and check its box to make it active. Then, contact your PowerSchool administrator to make that course available for next year.

11. Click Submit

Verifying Optional Scheduling Preferences

Depending on your school and scheduling preferences, you may have already defined section types and teacher teams. These settings are optional. Additionally, you may want to make changes to the names of periods or days for next year.

While several people may be scheduling students, only one person per school should verify, define, and/or change these scheduling preferences. If you are that person, before you load students into a copied master schedule, verify that you defined periods and days correctly for your master schedule and update any optional preferences for next year.

Periods

By using the Auto. Scheduler Setup, you have already defined the year and terms, periods, and days for your build scenario. Revisit those items now just to be sure they are correct for next year and to show how you can edit these parameters if needed. To add a new period or day to your schedule, edit the build scenario.

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Your periods should look similar to the image below.

Days

To add or remove a day cycle from your schedule, edit the active scenario. Perform the following steps to make manual modifications to the default name and abbreviation of the days.

1. Below Scheduling Setup, click Days

2. Enter the name and abbreviation for each day

   Changing the default name and abbreviation is optional.

3. Click Submit

Section Types

Use section types to differentiate sections of a course. For example, the freshman PE course needs a section for male students and a section for female students. Assign the section type to sections and student requests. Then, when PowerScheduler loads students into the master schedule, it filters students with the appropriate section type into the appropriate teacher’s section.

1. Below Scheduling Setup, click Section Types > New

2. Enter a name and code for the section type

3. Click Submit

Teacher Teams

Some schools—most often middle or junior high schools—assign students and teachers to interdisciplinary teams to provide students with the best support and monitoring system.

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If you decide to mass assign students to teams, you will need to use the ID number of the team, not the team name.

Summary

You have completed the first steps in the Load Process. In Step A, you:

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You’ve created your scheduling course catalog, but you have more course information to set up for next year. First, create any new courses you are offering and associate them with the appropriate school. Then define course preferences for new and existing courses, such as load priority and course maximums. Defining course information may seem like a complex setup procedure because the Preferences tab on the Course Information page is long and contains many fields, but you probably won’t need to complete every field for every course.

Defining Course Preferences

To define course preferences, use the Auto Generate Course Information function, then update preferences manually and/or use the Autofill Course Information function.

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• Use the Autofill Course Information function to update preferences for a selected group of courses at the same time

Auto-Generating Course Information

Use the Auto Generate Course Information function to copy these course settings from a previous course catalog into your new scheduling catalog:

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1. Below Tools, click Functions > Auto Generate Course Information

2. Check Set the following fields to their default values to verify that you want to copy scheduling preferences from the courses in the current year’s master schedule to the courses for next year’s master schedule

3. Click Submit

4. Click Confirm Submit

Verifying and  Updating Course Preferences Manually

After auto-generating course information based on a previous year’s master schedule, update information manually for any course preferences that need to change for next year.

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1. On the Start Page, click PowerScheduler

2. On the PowerScheduler menu, below Resources, click Courses

3. From the menu on the left, click a course name

   Preferences is the default tab on the Course Information page. The following steps focus on course preferences. The five other tabs on the Course Information page include:

   

   The number in parenthesis after Build and Catalog are the respective internal ID’s.  In the screenshot above, the internal ID for the build is 773 and the catalog is 681.  

   1. The Assignments tab – Used to assign specific teachers to the course

   2. The Constraints tab – Lists any constraints entered for the course

   3. The Relationships tab – Used to enter relationships between the course and other courses

   4. The Requests tab – Lists all requests submitted for the course

   5. The Sections tab – Lists the available sections of the course

   6. The Preferences tab is the default tab on the Course Information page and where the majority of the manual scheduling settings are entered

4. In the General Information section of the Preferences tab, add a detailed description of the course in the Course Description field

   This course description will appear on the course request screens.

   Note: Any settings you add to the Preferences tab are not saved until you submit the page. If you switch to another tab on the Course Information page, your settings will be lost. Click Submit after each section to ensure your settings are saved.

5. Enter a value in the Request Screen Credit Hours field to represent the number of credit hours that students will request when selecting this course

   For example, Chemistry is a year-long class. Students earn 0.5 credit hours first semester, and another 0.5 credit hours second semester. When they select Chemistry on the course request screen, students will check Chemistry only once, but the request will count for both semesters of credit.

   The rest of the fields in the General Information section are static; you can change them only on the live side of PowerSchool.

   

6. In the Scheduling Preferences section, verify that Schedule This Course is checked for every course that will be offered next year

   PowerScheduler ignores any courses that don’t have Schedule This Course checked, so clear the check box for courses that are not being offered next year.

7. In the Load Options section, verify or update the number in the Load Priority field

   Use the Load Priority field to load students into higher priority courses first. For example, AP Chemistry is an advanced class with only one section offered next year. Therefore, AP Chemistry is more difficult to schedule and it needs a high priority number. You can enter numbers from 1 to 99, but experience has shown that the following values (that follow the pattern of the original number doubled plus one) work best: 1, 3, 7, 15, 31, and 63. The lower the number, the higher the priority. Electives typically have a higher number so that the engine schedules the required courses first and electives last.

8. The primary priority for loading is the value you entered in the Load Priority field; the default, Balance Priority is set to Section, but you may choose to balance certain courses by gender, grade level, ethnicity, or house, depending on your school’s needs and regulatory compliance requirements

   For Balance Priority, verify or update the secondary load priority option for the course:

   1. Choose Section to keep the number of students balanced across sections

   2. Choose Gender to keep the number of males and females balanced in each section

   3. Choose Grade to keep the grade levels balanced in each section

   4. Choose EthnicCode to keep the ethnicities balanced in each section

   5. Choose House to keep the members of each house balanced in each section

9. Make additional changes to the information in this and/or other sections if needed, then click Submit to save the changes

Auto-Filling Course Information

The Auto Fill Course Information function enters course information simultaneously for all courses in your scheduling catalog, or for a selection of courses. Be careful when using the Auto Fill Course function, since preferences vary by course. After completing the Auto Fill function, use the Course List report to view the information you auto-filled, as well as to locate information that may be missing. Follow the instructions below to auto-fill information for a group of courses, such as all the courses in the English Department. If you want to auto-fill information for all of the courses in your scheduling catalog, begin with step 9 in the following instructions.

1. On the Start Page, click PowerScheduler

2. Below Tools, click Functions > Update Selections

3. From the Current Table menu, choose ScheduleCourseCatalogs

4. Click Select all [xx] records in this school

5. From the Search ScheduleCourseCatalogs  menu, choose CourseCatalogID

6. In the blank field, enter the course catalog ID for this year, such as 680

   If you are unsure of the course catalog ID, open another tab in PowerScheduler and click Course Catalogs. The catalog ID is listed after the current catalog year.

7. Click Search all [xx] records in this school

8. Do one of the following:

   1. Click Select Records by Hand, select the courses you want to auto-fill with the course information, and click Submit

   2. Use the Search ScheduleCourseCatalogs  fields to search for and select courses that meet specified criteria, such as all courses in the English Department, for example Sched_Department  = ENG and then search within the current records only

9. Navigate to the PowerScheduler menu. Below Tools, click Functions > Auto Fill Course Information

10. Choose to apply the changes to all courses or those you just selected

11. Complete all the fields that need to be auto-filled for the courses you selected

    The information you enter will vary depending on the group of courses you selected. Review the information in the Defining Course Preferences Manually section

12. Click Submit

13. Run the Course List report to verify the information you auto-filled:

    PowerScheduler > Reports > Course List > Submit

Adding a New Course

Add new courses on the live side of PowerSchool, not in PowerScheduler. Also, avoid creating duplicate courses by first verifying that the courses you plan to add aren’t already in your district’s Master Course List. Switch to the District Office, then click District > Courses to view the Master Course List. If the courses you want to create are already listed on the Master Course List page, do not create new courses. Instead, switch back to your school and make the courses available for the future year so they can be scheduled.

Add a New Course

You can add new courses in PowerSchool at either the district or school level, depending on your district’s policies and your security permissions. Follow the steps below to create a new course at the school level.

1. On the Start Page, click School > Courses > + New Course

   If you don’t have permission to create courses at the school level, your PowerSchool administrator requires you to set up courses at the District Office. Switch to the District Office and click District > Courses > + New Course.

2. Enter course information in the fields and select the school year(s) for which you want the course to be available

   Select the current school year and the future year if you want to make the course available to students during the current year and offer the course again next year. Otherwise, select only the future year to include the new course in next year’s schedule.

   

3. Enter additional information about the new course, and then click Submit

Course Prerequisites

Your prerequisite setup establishes the requirements that a student must meet before requesting a course. You can build simple or complex prerequisite rules for courses in your school's catalog based on criteria you define. You can specify that a student must earn a particular grade or a certain number of credits in order to request the next course. You can even require that a teacher submit a recommendation before the student can request the course.

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Keep in mind that prerequisites limit the requests students can select on the student request pages. Prerequisites do not stop the PowerScheduler engine from loading a course into the student’s schedule if you override the prerequisite rules for a student.

Adding  Course Prerequisites

Since students submit most requests before second semester ends, you can define prerequisite rules on the assumption that students will complete and pass their current courses. For example, a set of prerequisite rules may specify that students must take Chemistry prior to Physics, and that students must earn an A, B, or C letter grade in Chemistry before requesting Physics.

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1. On the Start Page, click School > Courses

2. Find and select Physics

3. Click the Prerequisites tab

4. In the Prerequisite Note field, enter Completion of Chemistry with a C or better

5. Click the + sign in the Prerequisites Rules section

6. Choose Letter Grade from the menu

7. Enter the beginning of the course number (a list of matching courses will appear)

8. Select the course

9. In the List of Grades field, enter A,B,C

   If the grade scale includes grades with pluses and minuses, such as B+ and B-, include those grades as well.

10. From the “If the Student Retakes” menu, choose One must pass

11. Check Presume Completion

    Check Presume Completion to ignore the prerequisite rule for the students who are taking the prerequisite course in the current term and temporarily allow students to request the class without completing the prerequisite.

    To add flexibility to the Presume Completion rule, navigate to School > Final GradeSetup. At the bottom of the Final Grade Setup page, enter the number of days to extend the Presume Completion rule beyond the end of the term. After that number of days, the system will no longer presume the student passed the course and the request will become invalid if the student did not pass.

    Alternatively, enter a negative number to stop the Presume Completion rule before the course ends. For example, entering -3 would stop the Presume Completion rule three days before the last day of the course.

    Keep in mind, once you set up course prerequisite rules, they will be carried over from one scheduling year to the next. You can edit the prerequisite rules at both the district and school levels. You can also edit or add prerequisite notes and rules for a group of courses by clicking Edit prerequisites for entire department at the bottom of the page.

    

12. Click Add

13. Click the + sign again

14. Choose Recommend from the menu

15. Enter the department of the teacher, such as SCI

16. Click Add

    If the student must pass or receive a recommendation, click the + sign, choose the Any Of rule, and click Add. Then, click and drag the existing rules to the Any of section. The Any Of rule requires the student to meet one of the prerequisites, not all.

17. Finally, click Save

Defining Course Relationships

After you auto-generate and update course information, you can define relationships between courses. Course relationships introduce an additional set of rules into the scheduling system. With course relationships in place, courses that are related are not scheduled automatically into the first available spot in student schedules, but instead are scheduled in relation to each other.

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• Must Load the Term Before – Courses that should be loaded before the related course in sequential terms

Defining Course Relationships

Use these steps to create a relationship between courses when loading student schedules. Note that when you define a relationship for one course with another course, you do not need to define the relationship for both courses. For example, if you make Chemistry a load prerequisite to Physics, you do not need to also make Physics a post-requisite to Chemistry. One relationship between the two courses is sufficient.

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• Use the Update Selections function to update one field of information for a group of rooms at one time

Auto-generating Rooms

To use the Auto Generate Rooms function, you must have defined rooms in a previous year and copied the master schedule from that year. The Auto Generate Rooms function overwrites any manual changes or rooms you created for the new schedule year, so perform this function before making manual changes or using the Auto Create Rooms function.

1. Below Tools, click Functions > Auto Generate Rooms

2. Check Select checkbox to verify the command to copy all rooms from the current year’s master schedule to the new master schedule you are building

3. Click Submit

Defining Rooms Manually

Create a new room or edit an existing room one at a time in PowerScheduler.

1. On the Start Page, click PowerScheduler

2. Below Resources, click Rooms

3. Click New Room to create a new room, or click a room number to edit an existing room

4. Enter or update the room number and room description

5. For Department, click Associate and select a department

6. Associate a building and/or house to the room, if applicable.

7. Check Use for Scheduling to ensure the room is used in the schedule

   Don’t check “Room is Always Free” unless multiple classes can take place in the room at the same time throughout the school day. Check “Department Use Only” to reserve the room for classes associated with the room’s department, but keep in mind that this restricts the flexibility of the scheduling engine.

   

8. Check “Facility Use Only” if the room contains a facility, such as a chemistry lab, and you want to restrict use of the room to classes that require that facility

   If the room contains a facility, click Associate > (Select the facility) > Submit.

9. Enter the room maximum

   The Room Maximum field is essential. Make sure that the course maximum does not exceed the room maximum.

10. Click Submit

Auto-creating Rooms

You can create a set of rooms at one time with the Auto Create Rooms function. Once the system creates the rooms, you can go back to each room and modify the information manually as needed.

1. Below Tools, click Functions > Auto Create Rooms

2. Enter a start number, increment number, number of rooms, and a prefix to the room number, if applicable

3. Associate a department, building and/or house as needed

4. From the “Use for Scheduling” menu, choose Yes

5. Fill out the remaining fields as needed

   The remaining fields are optional and may or may not be appropriate to complete, depending on the group of rooms you are creating. For example, if you are creating rooms for a new wing of the school, but the room maximums vary, leave the Room Maximum field blank or enter the most common maximum, and change the exceptions after auto-creating.

6. Click Submit to create the rooms with the scheduling information you defined

Modifying Room Data Using the Update Selections Function (VIA DDE/DDE)*

Mass update one field for a group of rooms using the Update Selections function. Using the Update Selections function is similar to using DDE/DDA to search for information from PowerSchool tables. In PowerScheduler, searches and modifications are limited to the tables used for scheduling.

1. Below Tools, click Functions > Update Selections
2. From the Current Table menu, choose ScheduleRooms
3. Do one of the following:
   1. Click Select all [xx] records in this school to select all rooms
   2. Use the Search ScheduleRooms fields to search for and select rooms that meet specific criteria, such as all rooms in the English Department
      
4. Click Modify Records
5. Choose the room field you want to edit from the menu
   For example, all the rooms in the English Department need the same room maximum, so choose Maximum.
6. Enter a value for the selected rooms, such as 30
   
7. Click Modify Selected Records

Summary

You have completed the next two steps in the Load Process. In Steps B and C, you:

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Before you can start scheduling students, use the Scheduling Setup student page and the Next School Indicator to move student information to PowerScheduler.

Move Student Information to PowerScheduler

Begin the process on the live side of PowerSchool with the Scheduling Setup student page.

1. On the school's Start Page, search for and select a student who will attend this school next year

2. Below Scheduling, click Scheduling Setup

   As you enter new students into PowerSchool, complete the Scheduling Setup page as part of the data entry process. Then, each year, the Scheduling Setup page will be updated with the end of year process. While you complete several fields on the Scheduling Setup page, only one field places a student in PowerScheduler: the Next School Indicator.

   If an 8th grader, then next year grade = 99 & next year school = Graduated Students.

3. In the Next Year Grade field, enter the appropriate grade level

4. Check Schedule This Student

5. From the Next School Indicator menu, choose the appropriate school

   1. If an 8th grader, then next year grade = 99 & next year school = Graduated Students.

      If you don’t have options in the Next School Indicator menu, navigate to the Start Page.

      Click School > Next School > New to add the next school options.

      

6. Click Submit

   You don’t have to set the Next Year Grade, Schedule This Student, or Next School Indicator fields manually for every student. Use the Student Field Value or Next School Indicator group functions to set these fields for an entire grade level.

   On the Start Page, select a group of students. Click the Select Function arrow and then click Next School Indicator. Use the group functions on a regular basis to update any new student records that might be missing this information. Keep in mind that when you run the group functions for the highest grade level in your school, those students will be graduating or moving to a different school. The remaining fields on the Scheduling Setup page will be covered in the next section.

Updating Student Scheduling Preferences

You must enter scheduling preferences before your students start submitting requests. If you don’t enter the preferences, students will have access to the wrong request forms or no request forms at all.

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• Use the Update Selections function to update a field of information for several students at a time

Update Student Scheduling Preferences Manually

Depending on the number of students at your school, you might choose to update scheduling preferences manually, one at a time. However, manually updating takes the most time.

1. On the Start Page, click PowerScheduler

2. Below Resources, click Students

3. Search for and select a student or group of students

   The students you select appear in the students menu on the left.

4. Choose Preferences from the menu at the top of the student list, and click student’s name

5. Enter the next year grade or verify that it is correct

   The Next Year Grade field indicates the request screen each student will use to submit his or her course requests for the next school year, and which grade level the student will be promoted to.

6. Enter a number in the Priority field or verify that it is correct

   Use the Priority field to indicate which students PowerScheduler is to schedule first. For example, upcoming seniors have a higher priority than upcoming freshman. The lower the number, the higher the priority. Use the priorities 10, 20, 30, and 40. If you have one senior who needs a higher priority than the rest, enter the priority 9. Use the priority gaps for scheduling flexibility.

7. Verify that Schedule This Student is checked for every student you want to schedule

   The "Schedule This Student" check box includes the student in the load process. If this box is not checked, the student’s information will not be moved to the PowerScheduler side, and the student will not be scheduled. Make sure to clear this box for graduating students.

8. Enter the student’s graduation year in the Year of Graduation field

9. Verify that the Next School Indicator field is set to the correct school

   1. If an 8th grader, then next year grade = 99 & next year school = Graduated Students.

10. Complete the Optional Settings section if your school uses buildings, houses, and/or teams

    Buildings, houses, and teams are described and set up in Step C.

    

11. Click Submit

12. Repeat steps 5–11 to enter scheduling preferences for each of the students you select

Automatically Filling Student Scheduling Preferences

Use the Auto Fill Student Information function to enter student information for a group of students. You can use the Auto Fill Student Information function as often as you’d like to make sure all students’ scheduling preferences are entered in PowerScheduler. However, you should not use the function once you start making manual changes for the students who are being retained. When you retain students, you switch their Next Year Grade, Year of Graduation, and possibly the Next School Indicator fields; consequently, if you use Auto Fill after you have processed a retained student, you will overwrite the students’ retention information.

1. In the PowerScheduler menu, below Tools, click Functions > Auto Fill Student Information

   The Auto Fill Student Information page is always blank and does not store the information you auto-filled last.

2. Enter information by grade level. You can auto-fill information for one or more grade level at a time, or for all grade levels. Enter the next year grade level, scheduling priority number, and graduation year. Use the menu to indicate whether or not to schedule each grade level.

   When entering information for 12th 8th graders, remember that graduating seniors  8th graders don’t need to be scheduled next year.

   

3. Click Submit

Updating Student Scheduling Preferences Using the Update Selections Function

You can also use the Update Selections function to enter and/or modify student scheduling information for a selection of students.

1. Below Tools, click Functions > Update Selections

2. From the Current Table menu, choose Students

3. Do one of the following:

   1. Click Select all [xx] records in this school to select all students

   2. Click Select Records by Hand to select a specific group of students

      Use the Search Students fields to search for and select students who meet specific criteria, such as all students graduating in 2022.

      

4. Click Modify Records

5. Choose the student field you want to edit from the menu

   For example, to identify the team the selected students will be scheduled with next year, choose Sched_NextYearTeam.

6. Enter a value in the blank field, such as the team ID

   You can find this ID number by clicking Teams in the Scheduling Setup section of the navigation menu.

   

7. Click Modify Selected Records

Teacher Information

Update teacher scheduling information for every teacher who instructs at least one course at your school. In order to schedule a teacher, you must make the teacher active in PowerScheduler by checking Schedule This Teacher. Uncheck Schedule This Teacher for teachers who will not be teaching classes at your school next year. You can make these updates manually or use the Auto Fill Teacher Information function to update scheduling information for a group of teachers.

Moving Teacher Information into PowerScheduler

Update teacher scheduling preferences by moving teacher records into PowerScheduler. Begin on the live side of PowerSchool. Since the master schedule is already built, you do not need to update the fields on the Schedule Setup page for returning teachers. Complete the entire Schedule Setup page for a new teacher.

1. On the Start Page, click Staff Search

2. Search for and select the teacher

3. Click Schedule Setup

4. Check Schedule This Teacher

   If a teacher won’t be returning next year, clear the Schedule This Teacher check box.

   Missing a teacher?  Go back to PowerSchool (Earth side) > Find the Teacher > Only the years established on the Years & Terms page on the live side of PowerSchool re listed in the menu.CHECK Schedule this teacher checkbox.

   Is Always Free = Means a teacher can be assigned to multiple classes in a day at the same time. Leave this unchecked.

   Team Code = Teams are assigned for students at the section level.  Not associated with the teacher.

   Maximum Student Load = Maximum of number of students to see in a day (because of union contract or limitation).  Not used.

   PowerScheduler only knows about lead teachers, no co-teachers.  If you have a section that has a lead teacher + co-teachers, you’ll need to add the co-teachers in at the section level once the commit happens in PowerSchool..  While PowerScheduler is active, you’ll have the lead teacher assigned while in PowerScheduler, the co-teacher may not have any sections assigned to them.

   

5. Click Submit

   You don’t have to complete this field manually for every teacher. Use the Set Staff Field Value group function to set the Sched_Scheduled field to True for all teachers by selecting all teachers, then clicking Functions and selecting Set Staff Field Value. Click Submit to save your changes.

Auto-filling Teacher Information

Use the Auto Fill Teacher Information function to fill in some teacher information simultaneously for all teachers or for a group of teachers. Use the Update Selections function to select a group of teachers, or auto-fill information for all teachers by skipping steps 2–4 in the following instructions.

1. On the Start Page, click PowerScheduler

2. Below Tools, click Functions > Update Selections

3. From the Current Table menu, choose Teachers

4. Click Select all [xx] records in this school

5. Do one of the following:

   1. Click Select Records by Hand, select the teachers you want to auto-fill with teacher information, and click Submit

   2. Use the Search Teachers fields to search for and select teachers who meet specific criteria, such as all teachers in the English Department, then click Search within the current [xx] records only

6. Below Tools, click Functions > Auto Fill Teacher Information

7. Select to apply the changes to all teachers or those you just selected

8. Complete the fields you want to auto-fill for the selected teachers

   For example, choose Yes from the Schedule This Teacher menu.

9. Click Submit

Summary

You have completed the next step in the Load Process. In Step D, you:

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It’s important to complete all the previous steps of the scheduling process before entering student course requests for next year. This means performing the Auto Schedule Setup, copying a previous master schedule, creating a new scheduling course catalog, and updating student and teacher information. Once you have completed these steps, it is time to gather student course requests. Begin by defining the grade-level requirements for your school.

Defining Grade-Level Requirements

Before starting the process of creating request screens, spend some time researching and gathering course information for each grade level at your school. Outline the grade-level course requirements to save time and avoid errors when creating course groups and request screens. First, collect the following information for each grade level:

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Take the time to gather requirement information first so you can perform all of the following steps efficiently. You will use this information to create course groups and course request pages for each grade level.

Course Recommendations

Teacher recommendations are another element of the request process. Certain courses will require a teacher’s recommendation prior to submitting course requests. Teachers submit their recommendations in PowerTeacher. You can edit and delete recommendations in PowerSchool. Administrative staff members can also submit recommendations using Request Management on the student pages menu.

Adding Recommendations in PowerTeacher

Teachers can enter course recommendations one student at a time or for multiple students at once in PowerTeacher. Teachers can recommend only the courses available at their school, and they can only create recommendations for students they teach.

1. On the PowerTeacher Start Page, click Recommendations

2. Click Create Recommendations

3. Select the classes in which the students are enrolled, or check the Class(es) box in the upper left cell of the table to select all classes

   

4. Select the students for which you want to submit the recommendation, or check the

   Students box in the upper left cell of the table to select all students

   

5. Click Next

6. Choose the year for which to submit the recommendation

7. Check the course you are recommending for these students, such as Political Science

8. In the Comments field, enter a comment describing the recommendation, such as Recommend placement in Political Science based on student success in U.S. History.

9. Click Submit

   Edit or delete individual recommendations at any time by clicking the pencil icon

Editing Recommendations in PowerSchool

When a teacher submits a recommendation for a student, that recommendation will be listed on the Manage Recommendations student page. Administrative staff with access to the page can edit the recommendations and add new recommendations.

1. On the Start Page, search for and select a student

2. Click Request Management > Manage Recommendations

3. Click the pencil icon to make changes or to delete a recommendation

4. To enter a new recommendation, click Create New Recommendation

5. In the Course Number field, enter the beginning of the course number and select the course from the list that appears below

6. Choose the future scheduling year from the Scheduling Year menu

7. In the Comments field, enter a comment describing the recommendation, such as Counselor recommendation after student conference

8. Click Submit

Creating Course Groups

Use course groups to organize courses into groups that satisfy academic requirements, such as a requirement that students take at least one math class each semester. Course groups represent the range of courses that are available to a student for a particular request on the student request screens. For example, every senior must select an English class from the 12th Grade English course group that contains English 12, AP English, Creative Writing, and Journalism.

You can create as many course groups as needed for each grade level and subject at your school. Consider setting up different course groups for required courses, core academic courses, semester-long electives, and year-long electives for each grade level. Course groups carry over from year to year and can be edited as your school’s course offerings change.

Create or Edit a Course Group

Create new course groups in PowerScheduler for next year, or edit existing course groups. When students enter their course requests, they will be presented with options from the course groups you create.

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1. On the Start Page, click PowerScheduler

2. On the PowerScheduler menu, below Requesting, click Course Groups

3. Choose the order in which you want courses to be listed on the student course request pages from the menu

   You can sort courses by name or number.

4. Click New at the top of the group list

5. Click Current Catalog

   Use the Current Catalog (the scheduling catalog created in PowerScheduler, not the School Master Schedule) when creating your course groups to ensure that a course group doesn’t contain classes that are no longer offered.

6. Enter a name for the course group

   It is helpful to include the grade level and the subject in the name of the course group, such as 9th Grade Math.

7. From the Type menu, choose Scheduling Only

8. Select where to apply the course group: all schools or the current school. Check the name of each course that belongs to the course group

   

9. Click Submit

10. Continue creating course groups for each grade level and/or subject, or click the name of a course group to edit it as needed

Creating Requirements

The course requirements you create determine which courses students must take. Add course requirements to course request screens that students, parents, and staff members use to select classes from course groups. Course request screens and requirements are copied from year to year, so once you create them the first time, you can then edit existing screens as requirements change.

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• Multi-course requirement

• Core requirement

Single Course Requirements

Use a single-course requirement when students need to make just one selection from a course group. For example, the juniors must choose one English class from a list of possible English classes.

1. On the PowerScheduler menu, below Requesting, click Screen Setup

2. Select the appropriate grade level

   Make sure to choose the grade levels the student will be in during the scheduling year.

3. Click New Single Course Requirement

4. Enter a requirement name and description/instructions  for the students

5. From the menu, choose a course group that contains the list of courses that fulfill the requirement

6. Choose whether the student must select a course or may leave the requirement blank

   Complete the entire page to ensure a successful request form. For example, if each student must select a course from the group, choose Must select one.

7. Enter a message to display if the requirement isn’t completed correctly, or leave this field blank to have a generic message appear for students

8. From the Request type menu, choose Required, Elective, or Alternate

   Use the Request type field to define a general priority for the request. The system schedules required requests first, elective requests second, and alternate requests third. If an elective course cannot be scheduled, an alternate takes the elective’s place.

9. Enter a sort order number for the placement of the requirement on the request screen

   For example, enter the sort order number 0 to place the requirement first. Complete the entire page to ensure a successful request form.

   

10. Click Submit

Multi-Course Requirements

Use a multi-course requirement when students need to choose several courses from a course group. For example, suppose 9th graders can choose up to two semester-long elective courses. You define the number they must select.

1. On the PowerScheduler menu, below Requesting, click Screen Setup

2. From the Requests menu, click the appropriate grade level

3. Click New Multi-Course Requirement

4. Enter a requirement name and description/instructions  for the students

5. From the menu, choose a course group that contains the list of courses that fulfill the requirement

6. Enter the minimum and maximum number of courses the student must select

   For example, if the student can select up to two courses but isn't required to select a course, enter 0 in the Min field and 2 in the Max field.

7. Enter a message to display if the requirement isn’t completed correctly

8. From the Request type menu, choose Required, Elective, or Alternate

9. Enter a sort order number for the placement of the requirement on the request screen

   

10. Click Submit

    When creating a multi-course requirement for electives, consider creating another multi-course requirement using the same course group so students can select their alternate electives from the same list.

Core Requirements

Use a core requirement to display a set of predefined requests that all students in a grade level must take, such as core classes for 9th graders. These courses are selected automatically for students, and students cannot change selections or decline core requirements. Requests for the core requirements are added when the request page is submitted. For example, if PE9 is a core requirement, then every 9th grade student will be automatically assigned a request for PE upon submitting the request screen. You will need to manually remove the requests for any student with special circumstances who will not be taking the course.

1. From the PowerScheduler menu, below Requesting, click Screen Setup

2. From the Requests menu, click the appropriate grade level

3. Click New Core Requirement

4. Enter a requirement name and description

5. From the menu, choose a course group that contains the courses that fulfill the core requirement

6. Enter a sort order number for the placement of the requirement on the request screen

   

7. Click Submit

Previewing and Activating the Course Request Forms

Before activating the course request screens for parents and students and/or administrative staff, preview the screens to check for accuracy. Once you have previewed the screens, activate them for parents and students only, administrative staff only, or both groups. The course request screens contain separate check boxes to enable access to the registration screen for parents and students, and for administrative staff. You control who can access the screens and the length of time the screens are available by activating and deactivating the screens.

1. On the Start Page, click PowerScheduler

2. Below Requesting, click Screen Setup

3. From the Requests menu, click the appropriate grade level

4. Next to PowerSchool Student and Parent Portal, click Preview Student Registration Screen

   

5. Review the request form

   Click the pencil icon to edit the course requests for that requirement. The green check mark confirms a selection or signifies an optional requirement. The red exclamation mark indicates that the student has not selected a course yet to satisfy that requirement.

6. Navigate back to Screen Setup to make changes or to activate the screens for student and/or staff use

7. Check PowerSchool Admin Portal and/or PowerSchool Student and Parent Portal to enable access to the registration screens

   To disable access to the registration screens, repeat the process and clear the check boxes.

8. Click Submit

Entering Student Course Requests

You will learn three methods of entering course requests. Remember to preview and activate the request forms for each grade level so students, parents, or administrative staff members can enter requests.

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Students, parents, and/or administrative staff members enter course requests using the request screens. Students and their parents enter course requests in PowerSchool Student and Parent Portals, and administrative staff members enter course requests using the Modify Future Requests student page in PowerSchool or the Requests page in PowerScheduler.

Entering Course Requests in PowerScheduler

You can enter course requests manually for individual students in PowerScheduler.

1. On the Start Page, click PowerScheduler

2. From the PowerScheduler menu, below Resources, click Students

3. Search for and select a student

4. Click Requests > New Request > Associate

   To select multiple courses, click the courses while holding the Command key on a Mac or the Control key on a PC.

5. Click Submit.  

   You cannot edit the courses in the text box. If you need to make changes, click Associate again.

   

6. Click Submit

   

7. Click the Note icon to view prerequisite information

   

8. Enter E in the Code field for all elective courses

   Identifying elective courses is optional, but elective course requests are scheduled after required courses to optimize student schedules.

9. Check Alt next to any alternate elective course requests to mark the course requests as alternates for any elective courses that can’t be scheduled

10. Use the Priority field to define alternate requests further

    Defining a course priority identifies an alternate course that needs to be scheduled before another alternate course. Enter 1 for the first alternate course, 2 for the next alternate, and so on. The higher the number, the lower the priority.

11. From the Section Type menu, choose an option if the course uses section types

    For example, Journalism has an honors section and a regular section. Choose Honors so the student won’t be scheduled in the regular section of the course.

12. Click Associate to select an alternate for a course

    If PowerScheduler can’t schedule the course, it will attempt to schedule the alternate. Selecting an alternate this way ensures the alternate course will replace only one specific course.

13. To delete requests, check the box(es) on the right, then click Delete Selected

    To delete all requests at one time, check the box in the header next to Alternate 1, and then click Delete Selected.

14. Click Submit

Entering a Course Request for Several Students

You can enter a course request for a group of students using the Mass Add Requests function in PowerScheduler.  This is a single course per request form.

1. On the Start Page, click PowerScheduler

2. Below Resources, click Students

3. Search for and select the students for whom you want to enter the course request, such as the entire 9th grade

4. Click Functions > Mass Add Requests

5. Click Associate to select a course, then enter information in the fields

   

6. Click Submit

7. Click Back

8. Repeat steps 5–7 as many times as needed

Entering Course Requests in PowerSchool’s Student Portal

Students and/or parents can enter course requests online using PowerSchool’s Student and Parent Portals.

1. Enter your school’s URL for PowerSchool’s Student and Parent Portals in the address field of your web browser

2. Enter your username and password, and click Sign In

3. Click Class Registration

4. Select your course requests

5. Click Submit

Entering Course Requests in PowerSchool

You can enter, edit, or delete course requests for a student on the live side of PowerSchool using the Request Management student page. Do not modify requests on the Modify Current Requests student page. Requests on the Modify Current Requests page apply to the current school year. Instead, use the Modify Future Requests page to edit student requests for the future scheduling year.

1. On the Start Page, search for and select a student

2. Click Request Management > Modify Future Requests

3. Select, edit, or delete the student’s course requests

4. Click Submit

Finding and Resolving Invalid Requests

Student requests may be identified as invalid for a variety of reasons. For example, you

may define some prerequisites based on the assumption that students will complete or pass the prerequisite course. If students don’t complete or pass the prerequisite courses, their requests for those courses become invalid. Additionally, students who change schools during scheduling season may have course requests at their old school and/or requests for courses that are not offered at their new school. You can use functions on the live and scheduling side to find and resolve invalid requests.

Invalid Requests Group Function

After mass adding requests or manually adding requests, perform the Invalid Requests group function on the live side. The Invalid Requests function collects all the requests a selection of students has made for the specified school year and re-evaluates each request against the course prerequisites and recommendations.

1. On the live side of PowerSchool, on the Start Page, select a group of students

2. Click the Select Function arrow and under Scheduling choose Invalid Requests

3. Select Re-evaluate and display new results

4. Select the future scheduling year

5. In the Courses area, choose to evaluate requests for all courses, courses in a given department, or for a certain course

6. Click Submit

7. Click Make these students the current selection

8. Select the first student and navigate to his or her Request Management page

9. Click Modify Future Requests

10. Make the necessary changes to the student’s requests and Submit the changes

Resolve Invalid Requests Function

When students change schools during scheduling season, their requests may become invalid because the requests are associated to the wrong school or the wrong course. Use the Resolve Invalid Requests function to replace these requests and avoid validation errors.

1. Navigate to the scheduling side by clicking PowerScheduler

2. On the PowerScheduler menu, under Tools, click Functions

3. Click Resolve Invalid Requests

   Optionally, use the Filter section to filter the requests by course name, course number, status, school, and/or student name, and then click Apply. Sort the requests by clicking the name of a column.

4. Resolve the invalid requests by deleting the requests, changing an invalid school, or changing an invalid course

   To remove the invalid requests, check the requests, then at the bottom of the page click Delete Requests. Then click Confirm Delete Requests.

   To resolve requests that are invalid because of a change in school, check the requests. Then at the bottom of the page, click Change School.

   To resolve requests that are invalid because they apply to an invalid course, check the requests, then at the bottom of the page, click Change Course. Assign a new course to the requests.

Managing Recommendations and Prerequisites

Unfulfilled course prerequisites stop a student from requesting a course. Course requirements include taking or passing a prerequisite course, having a teacher recommendation, or a combination of these requirements. Define course requirements in the Course information found in School Setup or District Setup.

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Additionally, you can use the Override Prerequisites function to allow a student to request a course even if the prerequisites have not been met, or use the function to validate a recommendation that was entered by an administrative staff member instead of a teacher. You can override a prerequisite by navigating to the student pages and clicking Request Management > Override Prerequisites.

Course Request Reports

Once you or the students have entered all course requests, use the following reports and request tools to analyze and confirm the success of the request process. To find the reports, navigate to PowerScheduler and click Reports.

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• Student Request Tally report – This report lists the number of requests each student has made. Consider using this report to verify which grade levels have completed registration and to identify students who have entered too many or too few requests.

Summary

You have completed a critical step in the Load Process. Student course requests are the key to scheduling. In Step E, you:

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1. On the Start Page, click PowerScheduler

2. On the PowerScheduler menu, below Schedule, click Sections

3. Click the course for which you want to adjust a section

4. Click the section number of the section you want to edit

5. Enter or edit information in the fields or menus as needed

   1. Expression = internal period ID (day).  You may want to have a helpful ‘cheat sheet’ of the internal period IDs that corresponds to the real periods.  Remember, PowerScheduler doesn't know about time.

      1. JH as of 1819 school year has 19 periods broken into 20 minute blocks.

      2. MIS as of 1819 school year has 70 periods (with some not in use) as a buffer between teams.

         

6. Click Submit

Changing Teacher Sections

What if a teacher is no longer teaching a certain course section? You know that a teacher will still be teaching courses at your school, but one of her sections needs to be associated to a different course. For example, instead of teaching a section of English 9, Ms. Davis will be teaching a section of English 10. Rather than deleting the English 9 section and adding a section of English 10, change the course associated with the English 9 section.

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If you wish to update settings for a group of sections, such as changing all rooms for the Chemistry sections at once, use the Update Selections function. With the Update Selections function, you can select, modify, and delete several scheduling records at once. Follow the steps in the Load Process Step C (Modifying Room Data Using the Update Selections Function), but change your search criteria to identify and update the needed sections.

Using the Visual Scheduler

You copied your master schedule and made some changes manually, but you still have more changes to make. Once you’ve completed your scheduling setup, use the Visual Scheduler to make master schedule changes manually. The Visual Scheduler is a tool you can use to view your school’s master schedule in a block format, like a whiteboard but with the versatility of a computer. Use the Visual Scheduler to see how course sections fit together before you begin loading students into those classes.

Making Schedule Changes with the Visual Scheduler

Many schedulers use a whiteboard to see their schedule and understand the big picture. The Visual Scheduler mirrors that same principle. The schedule grid is a digital whiteboard. Each section tile in the Visual Scheduler displays section information, including the course name, course and section number, and the number of enrolled students. Determine the term length by the size of the section tile. A yearlong section fills the entire section cell, a semester section fills half of the cell, and a quarter section fills a fourth of the cell.

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• Student Preference – Schedule a student in a particular course section, such as student Lori Smith who needs to take Ms. Bryant’s third period AP Calculus class

Define Load Constraints

Follow these steps to create load constraints:

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You’ve completed your first load, so it’s time to evaluate the results. After the system finishes running the load, data appears on the Scenarios page. The Scenarios page shows the percentages of students who were scheduled with their course requests satisfied and without scheduling conflicts.

Viewing the Load Results

On the Scenarios page, the value in the %Scheduled column is the percentage of student requests that were filled successfully. The value in the %Core Scheduled column is the percentage of requests for core classes that were filled successfully, and the %Requests Satisfied column shows the percentage of total requests, including alternate requests, that were filled.

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Once the import is complete, return to the Scenarios page to check the summary of results again. Click Scenarios. This time a display of numbers greater than zero in the %Scheduled, %Core Scheduled, and %Requests satisfied columns on the Scenarios page, means that there are no more validation errors. The Load was successful! However, you may have to make some adjustments to students’ schedules if the percentage of students who were scheduled is not quite 100%. Next, run the post-build reports to analyze the scheduling data and identify and fix possible problems with students’ schedules or scheduling preferences.

Viewing Post-build Reports

When you no longer have validation errors, you don’t need to view the Results Log again. Instead, start running the post-build reports. Use the post-build reports after the load to figure out why some students didn’t get scheduled into the courses they requested. Listed below are a few of the reports that are commonly used to evaluate student schedules. All of the available reports are listed in the Post Build Reports section on the Scheduling Reports page.

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• Select and re-load only a specific group of students after selecting the substitute check boxes on the Load page or adjusting student course requests manually

Adjusting Student Schedules Manually

Complete the following steps to adjust an individual student’s schedule.

1. On the Start Page, click PowerScheduler

2. Below Resources, click Students

3. Search for and select a student or a group of students

4. From the menu at the top of the student list, choose Schedule

5. Click a student’s name

6. Use the Enroll menu to enroll the student in a class for a specific period

7. Use the Drop menu to drop a class from the student’s schedule

Adjusting Several Student Schedules Manually

Complete the following steps to adjust student schedules for a group of students.

1. On the Start Page, click PowerScheduler

2. Below Resources, click Students

3. Search for and select the students you want to enroll in the same course

4. Click Functions > Schedule Mass Enroll

5. Do one of the following to enroll the selected students in a section:

   1. Choose a teacher, period, day, and term from the menus

   2. Enter the course and section number in the course.section format, such as 1025.6

      

6. Click Submit

Reloading a Specific Group  of Students

Complete the following steps to re-load a group of students instead of the entire student body.

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1. On the Start Page, search for and select the group of students you want to re-load

2. On the main menu, click PowerScheduler

3. Below Processing, click Load

4. Select Reschedule the selected [xx] students

   The system reschedules only those students you selected on the Start Page.

5. Select the appropriate check boxes to indicate if you want the system to close sections at maximum, use global course substitutes, or use student course substitutes for this group of students

6. Click Execute

7. Click Import to import the schedules into your PowerSchool database

   Continue making manual modifications and importing schedules into PowerSchool until all students are loaded successfully and you are satisfied with the results.

Summary

You have completed the final steps in the Load Process. In Steps F-J, you:

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