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Load Only User Guide

PowerSchool

Student Information System

Load Only User Guide

Introduction

Document Properties

of Apple Computer, Inc. and is for reference only. It is not to be reproduced or

distributed in any way without the express written consent of Apple Computer,

Inc. Other brands and names are the property of their respective owners.

Owner

Technical Communication and Documentation

Last Updated

8/10/2004

Version

4.0

Please send comments, suggestions, or requests for this document to manuals@powerschool.com

Your feedback is appreciated.

Load Only User Guide

Introduction

Contents

Introduction ...................................................................................................................................................................... 5

Legend ............................................................................................................................................................................................ 6

Audience................................................................................................................................................................................ 6

Prepare to Load ............................................................................................................................................................... 7

When to Load Only Student Schedules ......................................................................................................................... 7

Load Only: Schedule Setup .......................................................................................................................................... 7

How to Define a Schedule Year and Terms................................................................................................. 7

How to Define a Day.............................................................................................................................................10

How to Create a Build Scenario.......................................................................................................................10

How to Copy the Master Schedule ................................................................................................................14

How to Delete the Master Schedule .............................................................................................................14

How to Verify Periods ...........................................................................................................................................15

How to Verify the Build Scenario ....................................................................................................................15

How to Move a Course Section .......................................................................................................................17

How to Map Periods..............................................................................................................................................19

Load Only: Course Information ................................................................................................................................20

How to Auto Generate Course Information ..............................................................................................20

How to Verify and Complete Course Information..................................................................................21

Load Only: Prepare Staff and Students ................................................................................................................24

How to Prepare Staff.............................................................................................................................................24

How to Prepare Students....................................................................................................................................26

Load Only: Load Students...........................................................................................................................................29

How to Run a Load ................................................................................................................................................29

Import Student Schedules..........................................................................................................................................33

How to Import Student Schedules.................................................................................................................33

Analyze the Results ........................................................................................................................................................34

Load Results Log..............................................................................................................................................................35

How to View the Load Results Log................................................................................................................35

Load Only: Load Constraints......................................................................................................................................37

Define Load Constraints...............................................................................................................................................37

How to Add a Balance Adjustment Constraint........................................................................................37

How to Add a Student/Student Avoid Constraint .................................................................................38

Load Only User Guide

Introduction

How to Add a Student/Teacher Avoid Constraint .................................................................................39

How to Add a Student Free Constraint .......................................................................................................40

How to Add a Section Link Constraint.........................................................................................................41

How to Add a Student Preference Constraint..........................................................................................42

Load Only: Post-Load Options..................................................................................................................................44

Reload Students...............................................................................................................................................................44

How to Reload Students into the Master Schedule ..............................................................................44

Manually Adjust Student Schedules......................................................................................................................47

How to Enroll a Student in a Course.............................................................................................................47

How to Drop a Student From a Course.......................................................................................................50

How to Filter Manual Schedule Options.....................................................................................................52

How to Mass Enroll a Group of Students in a Course ..........................................................................55

Other Scheduling Functions......................................................................................................................................57

How to Auto Generate Course Information ..............................................................................................57

How to Auto Generate Rooms.........................................................................................................................58

How to Auto Generate Teacher Assignments..........................................................................................59

How to Copy the Master Schedule ................................................................................................................59

How to Delete the Master Schedule .............................................................................................................60

How to Move Previous Year Data...................................................................................................................60

How to Set the Schedule Year .........................................................................................................................61

How to Regenerate Bitmaps .............................................................................................................................62

How to Reset Class Counts ................................................................................................................................62

How to Reset Sections Offered ........................................................................................................................62

How to Split Yearlong Classes..........................................................................................................................63

Update Selections ...........................................................................................................................................................63

How to Update Selections..................................................................................................................................63

Commit the Master Schedule ...................................................................................................................................67

When to Commit the Master Schedule................................................................................................................67

How to Commit the Master Schedule..........................................................................................................67

Load Only: Print Schedules and Rosters..............................................................................................................68

How to Print Student Schedules.....................................................................................................................68

How to Print Class Rosters (PDF).....................................................................................................................70

Load Only User Guide

Introduction

Use PowerSchool Help to learn the PowerSchool Student Information System (SIS) and to serve as a

reference for your daily work. However, before you can begin using PowerSchool, the PowerSchool

administrator at your school must set up the system and import the data from your previous

system. Once those steps are complete, you can start using PowerSchool. Use PowerSchool Help to

assist you in navigating in PowerSchool.

PowerSchool Help is updated as PowerSchool is updated. Not all versions of PowerSchool Help are

available in a printable guide. For the most up-to-date information, click Help on any page in

PowerSchool.

There are user guides available that include the same information as PowerSchool Help for each

major release of PowerSchool. These user guides include instructions for certain user roles, though

these roles will vary depending on your school or district's circumstances. For the most recent

version of the printable guides, visit the PowerSchool Customer Support web site at

https://www.powerschool.com/support/documentation/userguides/

. This URL is case-

sensitive.

Note: You need a username and password to view anything on the PowerSchool Customer Support

web site. Contact your PowerSchool administrator for access.

You are encouraged to read each section of the help that pertains to you. While the introductory

sections build a foundation of knowledge that you will use every time you log on to PowerSchool,

the remaining sections are independent of each other and can be read in any order. However, if

you have never used PowerSchool before, it will be most helpful if you start with the section

“

Introduction to PowerSchool

.” Whenever you read this guide, keep the following points in

mind:

•

The actions you can perform in PowerSchool depend on your job responsibilities and

subsequently on your level of access to PowerSchool. Some users only have viewing rights

to some pages. Others can view or edit any page. Still other users can view or edit any page,

and create new ones as well. Finally, some pages are view-only for everyone. This guide

outlines viewing, editing, and creating options for most pages. Depending on your needs

and your level of access, only certain options will be applicable and available to you. If you

find that your work requires a greater level of access, contact the system administrator at

your school.

•

Almost all of the activities described in this guide begin by selecting the appropriate

student or group; thus, it is imperative that you understand how to search for and select a

student. For detailed instructions on how to do this, refer to the section "

Search and

Select

•

The school and student records used in this guide differ from those displayed on your page

as you work. You will work with real data based on student records at your school. The

graphics in this guide are only examples.

•

In PowerSchool, different pages provide some of the same information because you view

the same data from a different place each time. If you add, change, or delete data on one

page, it will be added, changed, or deleted on other pages that contain the same field(s) of

data.

Load Only User Guide

Introduction

•

The reporting features described in this guide are some of the most important you will use

in the system. A PowerSchool report is a statement of student or staff records that is

produced for viewing or printing and can include information text in addition to the report

listings. PowerSchool reports include report cards, lists of class schedules, lunch balance

sheets, mailing labels, lists of current staff members, and attendance records.

•

Use PowerSchool to create numerous types of reports that pull selected data quickly and

easily. Select from a list of pre-configured reports that have preset parameters or create a

custom report to include parameters needed for a specific task. You should read the

sections "

Custom Reports

" and "

Pre-Configured Reports

" before creating a report.

Legend

•

This guide uses the > symbol to move down a menu path. Thus, if instructed to "Click File >

New > Window", begin by clicking the File menu. Then, click New and Window. The option

noted after the > symbol will always be on the menu that results from your previous

selection.

•

It is easy to identify notes because they are indented and prefaced by the text Notes:.

Audience

This document is intended for school administrators, office staff, registrars, and counselors.

Load Only User Guide

Prepare to Load

When to Load Only Student Schedules

Use the "load only" procedure if you already have a master schedule and need to load student

schedules only. It is relevant for schools that meet any of the following criteria:

•

Built a master schedule manually

•

Copied a previous year’s master schedule

•

Plan to copy a previous year’s master schedule

Because every situation is different, there is some flexibility as to which steps an individual school

will need to perform. It is important to understand each step and know how to make adjustments

when necessary. Do not perform a step if you are not sure that you should.

The process of loading only student schedules includes preparing to load, loading, and committing

schedules. This process assumes that you have entered student course requests but not done any

other preparation for preparing to build a master schedule.

Load Only: Schedule Setup

When loading student schedules, you must first define the school year, terms, and days that school

is in session. Then, create a build scenario into which you can copy an existing master schedule.

Finally, verify that these setup procedures are performed correctly.

How to Define a Schedule Year and Terms

For scheduling purposes, you need to define the upcoming school year and its associated terms.

Note: If you are working with a copy of a previous year’s master schedule, the terms will remain the

same as they were in that schedule.

It is important to enter the terms sequentially. For example, first create the school year, and then

create Semester 1 and Semester 2.

1. On the start page, choose PowerScheduler from the main menu.

2. Under Parameters, choose Years & Terms from the PowerScheduler menu. The Schedule

Years & Terms page appears.

Load Only User Guide

Prepare to Load

3. Click New. The Create New Schedule School Year page appears.

4. Use the following table to enter information in the fields:

Field

Description

Name of School Year

Enter the name of the school year, such as 2002-2003.

Abbreviation

Enter an abbreviation for the school year, such as 02-03.

First Day of School

Enter the first day of school for this academic year in

MM/DD/YYYY format, such as 08/29/2002.

Last Day of School

Enter the last day of school for this academic year in

MM/DD/YYYY format, such as 05/24/2003.

5. Click Submit. The Schedule Years & Terms page displays the schedule year.

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Prepare to Load

6. Click Edit Terms in the row of the appropriate schedule year.

7. On the Term Setup page, click New. The Edit Schedule Term page appears.

Note: Enter the terms sequentially. That is, if your school has terms of two semesters and

four quarters, enter them in this order: Year, Semester 1, Semester 2, and then Quarter 1,

Quarter 2, Quarter 3, and Quarter 4.

8. Use the following table to enter information in the fields:

Field

Description

Name of Term

Enter the name of this term, such as Semester 1.

Abbreviation

Enter an abbreviation for this term, starting with a letter, such

as S1.

First Day of Term

Enter the first day of this term in MM/DD/YYYY format.

Last Day of Term

Enter the last day of this term in MM/DD/YYYY format.

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Field

Description

What portion of the

school year does this

term represent?

Choose the fraction that this term represents within the school

year from the pop-up menu. If your school year consists of four

terms, choose 1/2. If this term represents the whole school year,

choose "Full year."

Import File Term #

Enter an import file term number so that the system can align

terms when it imports the master schedule. For example, if your

school uses semester and quarter classes, you might state in

the import file that all sections of S1 are identified by the

number S10203. Enter the same number in this field to map the

date.

9. Click Submit. The Term Setup page appears.

How to Define a Day

Define whether your school’s schedule will consist of one or two days. If your school’s schedule will

consist of more than two days, contact PowerSchool Technical Support.

1. On the start page, choose PowerScheduler from the main menu.

2. Under Parameters, choose Days from the PowerScheduler menu. The Edit Days page

appears.

3. Use the following table to enter information in the fields:

Field

Description

Name

Enter the name of the day.

Abbreviation

Enter an abbreviation for the day name.

4. Click Submit. The Changes Recorded page appears.

How to Create a Build Scenario

You need to create a build scenario. First, define the basic build information, such as the number of

terms, days, and periods in your master schedule.

Load Only User Guide

Prepare to Load

Then, define load optimization parameters to determine the minimum and maximum number of

possibilities the system evaluates while loading student schedules with courses.

1. On the start page, choose PowerScheduler from the main menu.

2. Under Processing, choose Scenarios from the PowerScheduler menu. The Scenarios page

appears.

3. Click New. The Edit Build Scenario page appears.

4. Use the following table to enter information in the Build Information fields:

Field

Description

Build Name

Enter a name for this build scenario. If you are creating several

scenarios, use descriptive names so that you can easily

distinguish among them.

Active Build

If you are creating only one build scenario, select this checkbox.

If you are creating more than one build scenario, select the

checkbox for the one you want the system to use to build your

master schedule.

Note: You will only be able to edit the course catalog that is

associated with the active build.

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Prepare to Load

Field

Description

Build Description

Enter a description of this scenario.

Terms

Click Associate to select the number of schedule terms you

want this scenario to include. The Schedule Term Setup page

appears.

1. Select the checkbox(es) in the row(s) that represent the

number of schedule terms you want this scenario to

include. For example, if you plan to build a two-

semester master schedule, select the checkbox in the

row of Semester 1 and Semester 2.

2. Click Select.

Periods

Choose the number of periods per day for this build scenario

from the pop-up menu. For example, if you are building a block

schedule, you might enter 4. If you are building a regular

schedule, you might enter 7.

Days

Choose the number of days in this build scenario from the pop-

up menu. If the appropriate number of days does not appear,

contact PowerSchool Technical Support.

Course Catalog

Choose the course catalog you want the system to use to build

this schedule from the pop-up menu. If this is your first time

creating a master schedule, do not select this checkbox. The

system will automatically generate a course catalog, which you

can modify. For more information, see the section "

Course

Catalogs

5. Use the following table to enter information in the Build Optimizations and Load

Optimizations fields:

Field

Description

Percent of schedule

combinations to

evaluate for each course

The default value of this field is 10. Change this value only if

you encounter problems with the amount of time the system is

using to build the master schedule.

For example, if you enter 25, the system evaluates one-quarter

of the possible schedule combinations for each course. If you

enter 75, the system evaluates three-quarters of the possible

schedule combinations for each course.

Load Only User Guide

Prepare to Load

Field

Description

Minimum number of

schedule combinations

to evaluate for each

course

The default value of this field is 10,000. Change this value only if

you encounter problems with the amount of time the system is

using to build the master schedule.

For courses with few possible combinations to begin with,

leaving this number high prevents the system from attempting

too few schedule combinations and not being able to fit the

course into the schedule.

Percent of schedule

combinations to

evaluate for each

student

The default value of this field is 10. Change this value only if

you encounter problems with the amount of time the system is

using to build the master schedule.

For example, if you enter 25, the system evaluates one-quarter

of the possible schedule combinations for each student. If you

enter 75, the system evaluates three-quarters of the possible

schedule combinations for each student.

Minimum number of

schedule combinations

to evaluate before

skipping

The default value of this field is 10,000. Change this value only if

you encounter problems with the amount of time the system is

using to build the master schedule.

Entering a high number forces the system to sample a

minimum number of student schedule course possibilities.

Note: You can also set build optimizations for a particular course by adding a Course

Optimize constraint. This type of constraint takes precedence over the build optimizations

you set here. For more information, see the section "

Build Constraints

6. Use the following table to enter information in the Best Schedule Weights fields:

Field

Description

Student conflicts

The default value of this field is 50. To have the system give

more weight to student conflicts than section balance when

confronted with a conflict while building the master schedule,

enter a larger number in this field than the Section balance

field.

Note: The numbers in both of these fields must add up to 100.

Section balance

The default value of this field is 50. To have the system give

more weight to section balance than student conflicts when

confronted with a conflict while building the master schedule,

enter a larger number in this field than the Student conflicts

field.

Note: The numbers in both of these fields must add up to 100.

7. Click Submit. The Scenarios page appears.

Load Only User Guide

Prepare to Load

How to Copy the Master Schedule

If you did not build your own master schedule, you can copy an existing master schedule to use as

the foundation for your new master schedule.

1. On the start page, choose PowerScheduler from the main menu.

2. Under Tools, choose Functions from the PowerScheduler menu.

3. On the Scheduling Functions page, click Copy Master Schedule. The Copy Master Schedule

page appears.

4. Choose the year from which you want to copy the master schedule from the School pop-up

menu.

5. Select the checkbox if you want to proceed.

6. Click Submit. The Changes Recorded page appears.

How to Delete the Master Schedule

Delete the current year's master schedule.

1. On the start page, choose PowerScheduler from the main menu.

2. Under Tools, choose Functions from the PowerScheduler menu.

3. On the Scheduling Functions page, click Delete Master Schedule. The Delete Master

Schedule page appears.

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Prepare to Load

4. Select the checkbox if you want to proceed.

5. Click Submit. The Changes Recorded page appears.

How to Verify Periods

1. On the start page, choose PowerScheduler from the main menu.

2. Under Parameters, choose Periods from the PowerScheduler menu. The Periods page

appears.

3. Verify that the period names and times are accurate.

Note: If you edit the information, edit the periods and click Submit.

How to Verify the Build Scenario

After you verify the accuracy of your master schedule, make sure that the details of the build

scenario you created are accurate.

1. On the start page, choose PowerScheduler from the main menu.

2. Under Processing, choose Scenarios from the PowerScheduler menu. The Scenarios page

appears.

Load Only User Guide

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3. Click the name of the build scenario you want to use to build your master schedule. The

Edit Build Scenario page appears.

4. Verify that the data in the following fields is correct: Build Name, Terms, Periods, Days, and

Course Catalog. Make modifications, if necessary.

5. Click Associate next to the Terms field. The Schedule Term Setup page appears.

6. Select the checkbox(es) in the row(s) that represent the number of schedule terms you want

this scenario to include. For example, if you plan to build a two-semester master schedule,

select the checkbox in the row of Semester 1 and Semester 2.

7. Click Select.

8. On the Edit Build Scenario page, enter comments in the Build Description field to describe

this scenario.

9. Click Submit to save any changes. The Scenarios page appears.

Load Only User Guide

Prepare to Load

How to Move a Course Section

You probably need to make minor changes to the master schedule you built or copied. For

example, you might know from past experience that a particular course section should convene

during a different period, or maybe a new teacher will replace one who is retiring.

Delete any courses that are not part of next year’s master schedule or that you schedule manually,

such as before- or after-school sections. Also, keep in mind that the loading process often runs

smoother if you do not include teacher aid, work release, study hall, independent study, or

preparation courses in your master schedule.

1. On the start page, choose PowerScheduler from the main menu.

2. Under Schedule, choose Sections from the PowerScheduler menu. The sections menu

appears.

3. Click the section you want to move. The Edit Section page appears.

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Prepare to Load

Note: In the Schedule section of the page, you must select a period and term and the

appropriate checkboxes.

4. Use the following table to enter information in the specified fields:

Field

Description

Period

Choose the period during which this course meets from the

pop-up menu.

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Field

Description

Schedule

Select the checkbox(es) for the periods for the appropriate days

on which this section is taught.

Note: This creates the schedule expression that appears next to

the section on several pages.

The expression must tell the scheduling engine exactly how to

schedule the section. For example, your school has a two-day

schedule that includes periods 1, 1A, and 1B. A course held

during Period 1 meets both A day and B day. A course held

during Period 1A meets first period on A day, and a course held

during Period 1B meets first period on B day. In this scenario,

you would select the A and B checkboxes in the Period 1 row.

Teacher

Choose a teacher from the pop-up menu.

Room

Enter the room name or number in which this section is taught.

5. Click Submit. The [course name] page appears.

How to Map Periods

You must perform period mapping to create expressions and bitmaps for all of your course

sections. Mapping only sets the first period to be in the expression. If a section spans two periods,

you must set the schedule expression to cover both periods manually.

1. On the start page, choose PowerScheduler from the main menu.

2. Under Tools, choose Functions from the PowerScheduler menu.

3. On the Scheduling Functions page, click Period Mapping. The Period Mapping page

appears.

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4. Choose the new period and new day for each original period from the pop-up menus.

5. Click Submit. The Changes Recorded page appears.

Load Only: Course Information

Automatically generate information into fields on the Course Information page based on the

current master schedule. Then, verify the information and set scheduling preferences for each

course.

How to Auto Generate Course Information

1. On the start page, choose PowerScheduler from the main menu.

2. Under Tools, choose Functions from the PowerScheduler menu.

3. On the Scheduling Functions page, click Auto Generate Course Information. The Auto-Fill

Course Info page appears.

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Prepare to Load

4. Select the checkbox to verify that you want to generate course information for the fields.

5. Click Submit. The Changes Recorded page appears.

How to Verify and Complete Course Information

If you use the auto-generate course information function, the system enters the following

information for each course:

•

Valid terms

•

Terms per year

•

Periods per meeting

•

Periods per cycle

•

Frequency

•

Maximum enrollment

•

Schedule this course

•

Build type

•

Load priority

•

Load type

•

Balance priority

Load Only User Guide

Prepare to Load

Verify and adjust these values; then enter course scheduling preferences for each course on the

Course Information page.

1. On the start page, choose PowerScheduler from the main menu.

2. Under Resources, choose Courses from the PowerScheduler menu. The courses menu

appears.

3. Click the name of the course for which you want to define course information. The Course

Information page appears.

4. Select the "Allow Student Repeats in the Same Term" or "Allow Student Repeats in Different

Terms" checkbox for the appropriate courses.

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Prepare to Load

5. Note the Load Options section of the page.

6. Use the following table to adjust any values in the Load Options section.

Field

Description

Load Priority

Enter a numerical value of 1 to 99 (1 being the highest priority)

to prioritize in which course the system should schedule a

student when a conflict between two of the student’s requests

arises.

You can enter the same load priority number for several

courses. For example, enter a load priority of 10 for all academic

courses to ensure that students are loaded into these courses

first, 20 for academic electives, and 30 for non-academic

electives.

Note: If this course has a Section Link constraint associated with

it, you may want to give it the highest load priority to prevent

the section link from being broken.

Load Type

Choose whether this is an academic, elective, or alternate

course from the pop-up menu. The system uses this

classification to balance the types of courses in which the

student is scheduled during a schedule term.

For example, if your school’s scheduling terms are semesters,

the system does not schedule the student in all elective courses

the first semester and all academic courses the second

semester.

Balance Priority

Use this pop-up menu to set a secondary priority for the course

when loading student schedules. The primary priority is

determined by the Load Priority field.

The following settings create an additional priority. For

example, if you choose Grade from the pop-up menu, the

system not only attempts to keep an equal number of students

in each section, but also an equal number from all grade levels.

The default setting for loading students into the master

schedule is Section. Use the pop-up menu to choose one of the

following options to ensure a balance of students in each

section (optional):

•

Section: When loading students into sections, the

system always attempts to keep an even number of

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Prepare to Load

Field

Description

students among sections.

•

Gender: Balanced number of males and females in each

section.

•

Grade: Balanced number of students from each grade

level within each section.

•

EthnicCode: Balanced number of students with

different ethnic codes within each section.

•

House: Balanced number of members from each house

within each section.

Use Pre-Established

Teams

Select this checkbox if you want the system to reference teams

when scheduling students into this course.

Close Section After Max

Select this checkbox if you want the system to stop scheduling

students in a section of this course after the enrollment reaches

the number you defined in the Maximum Enrollment field.

7. Click Submit.

Load Only: Prepare Staff and Students

Prepare staff and student records before loading the master schedule.

How to Prepare Staff

You must verify that you selected the "Use for Scheduling" checkbox for each teacher on the Staff

Scheduling Preferences page in the live area of PowerSchool. You can use the Set Staff Field Value