Before a student is available for an academic year, the student must have a student progression entry for the academic year specifying the student's school, grade level, advisor, homeroom teacher, and homeroom. For incoming students that are currently applicants, you'll need to run the Enroll Applications wizard (BB171500) to create the student record along with a progression entry for the upcoming year. For returning students, you can enter student progression entries manually, using an import (BB143564), or by running the Status Wizard to mark students for re-enrollment (BB184652).
- You can run these processes at any time since it only creates the progression entry for the upcoming year and does not affect the student's current standing.
- You can schedule a student in a school and grade level that is different from those specified for an academic year. For example, a middle school student can take high school courses.
- For more information on status wizards, refer to What are the status wizards in The Education Edge? (BB221636).
On the General tab of a room record, you can verify the maximum and target room capacities and verify the schools associated with the room. Additional settings include allowing more than one class to be scheduled in the room at the same time (such as the gym) and requiring homeroom teachers to stay in the room.
Note: The restrictions on the General tab are not specific to a school, academic year, or session.
On the Restrictions tab of a room record, you can designate the days or times in which the room cannot be scheduled. If you do not define restrictions for a room, the room is always available.
Note: Room restrictions are specific to a school, academic year, and session.
On the Restrictions 1 tab of a faculty record, you can designate that a teacher can be scheduled only in a certain room. You enter the teacher's maximum number of classes per term, maximum number of meetings per day, and maximum number of consecutive meetings per day. If your organization has more than one school, you can associate the faculty member with the applicable schools. You can specify students that the teacher is not allowed to teach.
Note: The restrictions on the Restrictions 1 tab are not specific to a school, academic year, or session.
On the Restrictions 2 tab of a faculty record, you can designate the days or times in which the teacher cannot be scheduled. If you do not define restrictions for a faculty member, the faculty member is always available. You should define the time allotted for a faculty member's lunch as a restriction.
Note: Faculty restrictions are specific to a school, academic year, and session.
On the Restrictions 1 tab of a course record, you can set minimum, target, and maximum numbers for class sizes and number of classes per term. You can associate grade levels with the course, designate whether the course can be requested multiple times, and set a gender for the course. You can set a default alternate course and default request priority. You designate whether to include the course when generating the master schedule, including a scheduling priority, and whether to include the course when generating student schedules.
Note: The restrictions on the Restrictions 1 tab are not specific to an academic year and session.
On the Restrictions 2 tab of a course record, you can define restrictions per academic year and session. You enter the length in terms and specify the start terms. You control whether to allow partial requests and whether to track class attendance. If you restrict the course by pattern, you designate the number of meetings using pattern values or a specific value, whether to keep meetings in same room, and whether each class must use a different block. You can further restrict the course from being scheduled in certain times of a day or block.
If you restrict the course by meeting, you designate the number of meetings and the length in minutes or periods and whether to keep meetings in the same room. You can further restrict the course from being scheduled in certain cycle days or in certain periods or times of a cycle day.
On the Resources tab of a course record, you can specify what teachers and rooms can be scheduled for the course. You can enter a scheduling priority for each teacher and the target and maximum numbers of classes to teach per term. You can designate the rooms available for the course by room type or specific rooms.
Note: Resource settings are not specific to an academic year and session.
On the Rules tab of a course record, you can define relationships between the course and other courses, such as corequisites, courses that cannot be taken in the same year, and courses to be taken in different terms. On the Rules tab, you can also enter prerequisites for the course.
Note: Settings on the Rules tab are not specific to an academic year and session.
For complete information about Records, review the Records Guide for Registrar's Office (PDF)