Student Information

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As part of the process of preparing to build your master schedule, you need to confirm that the appropriate students are available in your database for scheduling. Before the system can build the schedule, you must enter detailed scheduling information for each student.

For students who will attend your school next year, update the Next School Indicator along with the Next Year Grade, Priority, Year of Graduation, and the option to Schedule this Student. For students who will not attend your school next year, update the Next School Indicator along with the option to Schedule this Student.

In addition to the required settings, there are a number of optional settings you can use to assign students to houses, buildings, and teams.

It is easy to update for a group of students many of the required scheduling preferences fields, such as Next Year Grade and Schedule This Student. In certain circumstances, you may need to change or update a field for an individual student.

If you use the Update Selections tool to mass update a field value, that change cannot be undone; the new value appears in the field for all of the selected students. To remove the new value, you need to either manually change the value for each student's record or perform another Update Selections function to reverse your change.

Next Year Grade

Set the Next Year Grade field for all of the students who will attend your school next year. You do not need to set this field for students who are graduating from your school.

Set the Next Year Grade Field for a Student

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Resources, choose Students from the PowerScheduler menu.
3. Select students for scheduling.
4. Click the name of the student you want to work with from the student menu.
5. Choose Preferences.

6. Enter a grade level number in the Next Year Grade field.

7. Click Submit.

Set the Next Year Grade Field for an Entire Grade Level

Repeat this procedure for each appropriate grade level. Also, while you are working with a particular grade level, you may want to update the scheduling priority (Sched_Priority) and year of graduation (Sched_YearOfGraduation) fields in addition to the next year grade field (Sched_NextYearGrade).

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Tools, choose Functions from the PowerScheduler menu.
3. Click Update Selections.
4. Choose Grade_Level from the pop-up menu below Search Students.
5. Choose = from the pop-up menu in the second field.
6. Enter in the next field the number that represents the appropriate grade level, such as 9.
7. Click Search all records in this school.
8. Click Modify Records.
9. Choose Sched_NextYearGrade from the pop-up menu.
10. Enter in the next field the grade level number you want to assign to these students, such as 10.
11. Click Modify Selected Records.

Priority

You can assign scheduling priorities to students for the system to follow when loading student schedules. Students can share the same priority.

For example, if there are more requests than available spots, you might want the system to schedule graduating students first because it is their last chance to take the courses they request. If this is the case, assign all twelfth graders a priority of 10, all eleventh graders a priority of 20, all tenth graders a priority of 30, and all ninth graders a priority of 40.

Note: Priority numbers can range from 1 to 999. The lower the number, the higher the priority. Some schools set priorities in increments of 10 to accommodate future modifications. Also, starting with 10 as the default priority number allows for special cases that need the highest priority to be given a number lower than 10.

Assign Priority to a Student

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Resources, choose Students from the PowerScheduler menu.
3. Select students for scheduling.
4. Click the name of the student you want to work with from the student menu.
5. Choose Preferences from the pop-up menu or click the Preferences tab.

6. Enter a number in the Priority field.

7. Click Submit.

Year of Graduation

Set the Year of Graduation field for all of the students who will attend your school next year. Setting the year of graduation for any new registers and incoming students from previous grades reduces future scheduling work and provides another way to perform advanced student searches. You do not need to set this field for graduating students.

Set the Year of Graduation for a Student

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Resources, choose Students from the PowerScheduler menu.
3. Select students for scheduling.
4. Click the name of the student you want to work with from the student menu.
5. Choose Preferences from the pop-up menu or click the Preferences tab.

6. Enter a number in the Year of Graduation field, such as 2012.

7. Click Submit.

Schedule This Student

Let the system know which of your students you want to include in the scheduling process. If you do not indicate that you want to schedule a student who has made course requests, the system will be unable to schedule that student.
Not only do you have to select the Schedule This Student checkbox to include the appropriate students, but also you must exclude graduating students by deselecting the Schedule This Student checkbox.
Though you can indicate that you want to schedule an individual student, you may prefer to modify this setting for a group of students.

Schedule an Individual Student

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Resources, choose Students from the PowerScheduler menu.
3. Select students for scheduling.
4. Click the name of the student you want to work with from the student menu.
5. Choose Preferences from the pop-up menu or click the Preferences tab.
6. Select the Schedule This Student checkbox.
7. Click Submit.

Schedule All of Next Year's Students

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Tools, choose Functions from the PowerScheduler menu.
3. Click Update Selections.
4. Choose Grade_Level from the pop-up menu in the first field under the Search Students heading.
   Note: if the Search Students heading does not appear, choose Students from the Current Table pop-up menu.
5. Choose < from the pop-up menu in the second field.
6. Enter in the last field the number that represents the highest grade level at your school, such as 12.
7. Click Search all records in this school.
8. Click Modify Records.
9. Choose Sched_Scheduled from the pop-up menu.
10. Enter True in the next field to indicate that you want these students to be included in the scheduling process.
11. Click Modify Selected Records.

Exclude Graduating Students from Scheduling

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Tools, choose Functions from the PowerScheduler menu.
3. Click Update Selections.
4. Choose Grade_Level from the pop-up menu in the first field under the Search Students heading.
   Note: if the Search Students heading does not appear, choose Students from the Current Table pop-up menu.
5. Choose = from the pop-up menu in the second field.
6. Enter in the last field the number that represents the highest grade level at your school, such as 12.
7. Click Search all records in this school.
8. Click Modify Records.
9. Choose Sched_Scheduled from the pop-up menu.
10. Enter False in the next field to indicate that you do not want these students to be included in the scheduling process.
11. Click Modify Selected Records.

Optional Scheduling Preferences

The following fields on the Edit Scheduling Preferences page are optional: Buildings, Houses, and Teams. It is possible that your school uses none, some, or all of these fields.

Assign a Student to a Building

If your school uses buildings, you should have created them using the section Schedule Parameters. Now you can assign students to those buildings.

To complete this task, you must know exactly what these buildings are named in the system. Find this information by choosing Buildings under the Parameters heading from the PowerScheduler menu.

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Resources, choose Students from the PowerScheduler menu.
3. Select students for scheduling.
4. Click the name of the student you want to work with from the student menu.
5. Choose Preferences from the pop-up menu or click the Preferences tab.
6. Click Associate to select the name of the appropriate building in the Next Year Campus/Building field.
7. Click Submit.

Assign a Student to a House

If your school uses houses, you should have created them using the section Schedule Parameters. Now you can assign students to those houses.

To complete this task, you must know exactly what these houses are named in the system. Find this information by choosing Houses under the Parameters heading from the PowerScheduler menu.

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Resources, choose Students from the PowerScheduler menu.
3. Select students for scheduling.
4. Click the name of the student you want to work with from the student menu.
5. Choose Preferences from the pop-up menu or click the Preferences tab.

6. Click Associate to select the name of the appropriate house in the Next Year House field.

7. Click Submit.

Assign a Student to a Team

If your school uses teams, you should have created them using the section Schedule Parameters. Teams are either static or dynamic. If you are using static teams, you must assign each student to a particular team, either individually or in groups.

To complete this task, you must know exactly what these teams are named in the system, but you do not need to know the number of the team. The team number appears next to the Next Year Team field after you complete the following procedure. Find the name of the team by choosing Team under the Parameters heading from the PowerScheduler menu. For more information, see Teams.

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Resources, choose Students from the PowerScheduler menu.
3. Select students for scheduling.
4. Click the name of the student you want to work with from the student menu.
5. Choose Preferences from the pop-up menu or click the Preferences tab.
6. Choose the appropriate team in the Next Year Team.
   Note: If there is a number to the right of the blank Next Year Team, the student was previously associated with a team at a different school. You must clear the Next Year Team field using the Update Selection function.
7. Click Submit.

Assign a Group of Students to a Building, House, or Team

Use this procedure to assign a group of students to a building, house, or team.

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Tools, choose Functions from the PowerScheduler menu.
3. Click Update Selections.
4. Click Select Records by Hand.
5. Press and hold COMMAND (Mac) or CONTROL (Windows) and click the names of the students you want to assign to a particular building.
6. Click Submit.
7. Click Modify Records.
8. Choose Sched_NextYearBuilding from the pop-up menu. If assigning students to a house, choose Sched_NextYearHouse. If assigning students to a team, choose Sched_NextYearTeam.
9. Enter the name of the building, house, or team into which you want to assign these students in the next field. Enter the name exactly as it appears in the system.
10. Click Modify Selected Records.

Student Schedule Demographics

Use the Demographics page to view student information in the scheduling area. To edit the student's demographic information, see Demographics.

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Resources, choose Students from the PowerScheduler menu.
3. Select students for scheduling.
4. Click the name of the student you want to work with from the student menu.
5. Choose Demographics from the pop-up menu or click the Demographics tab.

Schedule Graduation Check

Use the Graduation Progress page in the schedule area to view information about a student's progress toward graduation. View the required classes and class categories, required credit hours, number of credit hours completed and currently in progress, and number of credit hours needed to meet graduation requirements.

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Resources, choose Students from the PowerScheduler menu.
3. Select students for scheduling.
4. Click the name of the student you want to work with from the student menu.

5. Choose Grad Progress from the pop-up menu or click the Grad Progress tab.

6. Select the appropriate graduation requirement set from the pop-up menu.

Student Schedule Matrix

The student matrix function creates a visual, graphical representation of a student's schedule. The matrix displays "100% Scheduled" when the schedule is complete. This schedule can be printed, though not for more than one student at a time.

You can also use the matrix to manually enroll students in courses based on their course requests. For more information, see Manually Schedule Students.

View the Student Schedule Matrix

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Resources, choose Students from the PowerScheduler menu.
3. Select students for scheduling.
4. Click the name of the student you want to work with from the student menu.
5. Choose Matrix. Identical colors on the schedule indicate the same section. A blank block means that nothing is scheduled for that block in that term. If all matrix preferences are selected, each block includes the following information:
   • Course name
   • Course number
   • Section number
   • Teacher name
   • Room number
   • Expression, which is the combination of periods and days
   • Year term

Set Student Schedule Matrix Preferences

Indicate what type of information you want to display on the student schedule matrix. Though you can navigate to the Student Schedule Matrix Preferences page from an individual student's schedule matrix, the settings you select apply to all student schedule matrices.

1. On the start page, choose PowerScheduler under Applications in the main menu.
2. Under Resources, choose Students from the PowerScheduler menu.
3. Select students for scheduling.
4. Click the name of the student you want to work with from the student menu.
5. Choose Matrix from the pop-up menu or click the Matrix tab.

6. The Schedule Matrix page appears.

7. Click Matrix Preferences.
8. Select Course Name to display the course name.
9. Select Course Number.Section Number to display the course and section numbers.
10. Select Teacher Name to display the teacher name.
11. Select Room to display the room number.
12. Select Expression Term to display the expression, which is the period and day combination.
13. Click Submit.