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The Eight Phases of Scheduling

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Source: CRLLCCRLLC Professional Development
Prior to Implementation



Phase 1 – Planning:

  1. Establish a timetable for completing each step in the scheduling process.

  2. Decide which courses you plan to offer.

  3. Organize your course registration information with alternates.

  4. Find out who will be responsible for completing each task.

  5. If you fail to plan, you plan to fail.

Phase 2 - Initial Data Gathering:

  1. Roll data from previous school year using School Year Maintenance.  Follow this link for additional information: School Year Maintenance

  2. Enter Departments, Courses with alternate information, Teachers and Rooms.

  3. If the data in the previous step is already in your database, print the listings for each to review.

  4. Use the MMS Web Portal's course registration system to enable parents and students together to choose the course requests and alternates. Otherwise, print and distribute student course request sheets.  Follow the links for additional information:

Phase 3 - Registration:

  1. Import the Course Requests from the MMS Web Portal. Otherwise, collect and enter student course requests. Follow this link for additional information: Importing Student Course Requests from the Web Portal

  2. Enter student scheduling notes.

  3. Verify student course requests and alternates using Scheduling Student Record Listing & Scheduling Student Alternate Listings.

  4. Print reports designed to help you decide how many sections of each course to offer and where to place singletons and doubletons such as: Course Tally Report and Cross-Reference Report.

  5. If not being done already – make sure you have a backup of your data!  If your data is hosted by Computer Resources, you are all set!  We backup your data nightly.

Phase 4 - Developing the Course Master Schedule:

  1. Refer to the Course Request Tally, Cross Reference Report, Request/Schedule Report and other reports.

  2. Determine the number of sections, semester codes, days, periods, maximum seats available, room & teacher assignments and priorities.

  3. Automated Schedule Builder: create Section Patterns, Course Constraints, Room Constraints and Teacher Constraints; run the ASB. Follow the links for additional information:

How to Setup Basic Section Patterns using Automated Schedule Builder (ASB)

How To Setup Course Constraints using Automated Schedule Builder (ASB)

How To Setup Room Constraints Using the Automated Schedule Builder (ASB)

How To Set Up Teacher Constraints using Automated Schedule Builder (ASB)

  1. Interactive Schedule Builder: create sections and schedule students into one course at a time.

  2. Student Scheduler: Use the Section Editor, and enter your sections. Then run the Student Scheduler to place students.

  3. Refer to the on-line help for the appropriate scheduling method for an in-depth discussion of how your choice of scheduler affects the way in which sections for an in-depth discussion of how your choice of scheduler affects the way in which sections are built.

Phase 5 - Testing and Improving the Course Master Schedule:

  1. Backup frequently using Checkpoints (mini backups of the scheduling data for one school and year), or backup the entire database. If something does not work out, you can go back any number of passes.  Follow this link for additional information: Managing Checkpoints

  2. Print reports to check your status, such as the Request/Scheduled Report and the Free Time Tally Report.

  3. Run the different schedulers: Automated Schedule Builder, Interactive Scheduler, Student Scheduler, Partial Scheduler and Seating Optimizer. You can mix methods.

  4. Make changes and run again.

Phase 6 - Manual Editing and Cleaning Up:

  1. Do not begin this phase until after the master schedule is more or less all set.

  2. Run the Alternates Scheduler. A separate scheduling pass, similar to the Partial Scheduler, is run to attempt to resolve remaining schedule problems by applying alternates. A scheduled class cannot be unscheduled in order to schedule an alternate for another class; scheduled classes may, however, have the assigned section changed in order to schedule another course’s alternate.

  3. Print the Student Non-Scheduled/Conflicts Report for Non-Scheduled or Conflicted students.

  4. Edit student course data through the Edit Student Schedule Records job.

  5. Print the Study Hall Requirements Report (if you are licensed for the Study Hall Module) to determine how many and where study halls are needed. Otherwise print the Free Time Tally Report & Free Time Lists.

  6. Schedule Study Halls using the Study Hall Scheduler (if you are licensed for the Study Hall Module), otherwise place study halls manually.

Phase 7 - Printing Final Documentation:

  1. Print Course Catalog and Section listings.

  2. Print Student Schedules.

  3. Print Class Lists.

  4. Print Teachers Master Schedule, Teacher Schedules and Room Schedules.

  5. Print other reports as needed.

  6. One last Checkpoint – please!

Phase 8 - Year Round Maintenance:

  1. During the school year, it is inevitable that there will be changes and additions to your Student Schedules. Therefore, it will be necessary for you to process these changes.  Using the Scheduling Email Notification Agent will keep teachers informed of when a student enters or withdraws from one of their sections. Follow the links for additional information: 
  1. Use your final revision copies of all reports to note any changes. This way, you will always have up-to-date reports for reference if you don’t have the opportunity to update the Scheduling System and/or print out the report’s latest revision.

  2. If a new student needs to be scheduled, use the Enter Initial Courses/Sections job and click the Partial Scheduler button to run the Partial Scheduler for just this student.

Additional Information

More KBAs are available at

Applies to VersionMMS Generations: All Versions
KeywordsStudent schedules, scheduling, course catalog, 8 stages of scheduling, eight phases of scheduling, section table, room, teacher



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