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How to pair two semester long courses.

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Date5/3/2016
TitleHow to pair two semester long courses.
SummaryThe following article is designed to walk the user through the process of ensuring that two separate courses are scheduled so that they meet during the same period but in separate semesters using the Automated Schedule Builder (ASB) to build the section in the best time frame for the students and teachers.

For example, a group of students have Phys Ed in the fall semester during period 3 and Health in the spring semester during period 3. A second group of students have Health in the fall semester during period 3 and Phys Ed in the spring semester during period 3. This makes effective use of teachers’ time.
Summary2

The following article is designed to walk the user through the process of ensuring that two separate courses are scheduled so that they meet during the same period but in separate semesters using the Automated Schedule Builder (ASB) to build the section in the best time frame for the students and teachers. 
 
For example, a group of students have Phys Ed in the fall semester during period 3 and Health in the spring semester during period 3.  A second group of students have Health in the fall semester during period 3 and Phys Ed in the spring semester during period 3.  This makes effective use of teachers’ time.

Prior To Implementation

Launch either MMS Generations or the Staff Portal and open the database. Examples pictured in this document are taken from the Staff Portal.

Resolution

In order to let the ASB pick the best meeting time for these paired up courses, we need to manipulate the data a bit.  Please read through all the steps before implementing.
 
This document will build on the example listed in the summary section above.  There are 50 students who need to have a semester of Phys Ed9 and Health9.  It doesn’t matter the period in which the courses are scheduled, just that the two semester courses are scheduled during the same period.

  1. In the students’ course requests, have only one of the two courses.  In this example, all 50 students will be given the request of Phys Ed9.  They do not need the Health9 request. 

  2. In the Catalog Editor, change the Phys Ed9 course constraints to use the following settings: Max Sections: 1, Max enrollment: 50.  Assign to the course a pattern for a full year course.  Check the box indicating that the ASB will build the section.  While in the Catalog Editor, edit the course constraints for the Health9 course so that the ASB will not build the sections.

User-added image

  1. Run the ASB to build the master schedule.  Because the Phys Ed 9 section was built as a full year course, we have ensured that all students are available for that period in both semesters.  Important!!  Only after the master schedule is built with all sections created will you proceed to the next step! 

  2. In the Section Editor, change the section of Phys Ed9 (709-01) that was built by the ASB from semester of YR to S1 and change the max enrollment to 25.  Build another section of Phys Ed9 (709-02).  Set it to the same period as the first section, set the max enrollment to 25, the semester to S2 and assign the same teacher and room.

  3. While in the section editor, build the two Health9 sections that will pair up with the Phys Ed9 sections.  The sections will be built for S1 and S2, both during the same period as the Phys Ed9 sections.

  4. Don’t forget to add the appropriate grade plan to all sections!

  5. Print off the Class List for the first section.  Determine which students will be moved to the second section. This report is found in the scheduling menu in both MMS Generations and Staff Portal.

  6. In MMS Generations, go to Scheduling Jobs > Operations > Mass-Edit Student Course Records.  Click on the Course Replace tab.  In the For all students replace area, select the first section of Phys Ed9 709-01 and in the right Course/Section column, select the second section of Phys Ed9 709-02.  Be sure to set the student range so that only half the students are moved from the first section.

User-added image
  1. Click Process Edits.

  2. Now to add in the Health9 sections.  Click on the Conditional Add tab. 

  3. Referring to the screenshot below, add students into the health section that pairs with the Phys Ed9 section they are enrolled in.  If the student is in the S1 PE section, they will be added to the S2 Health section.

User-added image
  1. Reset the Student Range to all students.  Only the students that have the courses set in the For all students with area will be affected.

  2. Click Process Edits.

  3. Now the group of 50 students that we started with have a PE and Health course scheduled during the same period in either semester

Additional Information

Additional KBAs are available at CR Knowledge Base.
Additional Tech Bytes are available at CR Tech Bytes.

Applies to VersionsMMS Generations: All Versions.
Key WordsASB, automated schedule builder, mass-edit student course records, schedule two semester courses to meet during the same period, how to pair two semester courses, MMS Generations, Staff Portal, Scheduling Operations

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