PowerSchool Prepare to Schedule
Cami Narron
[email protected]
Home Base Professional Learning Team
Tiffany Kinney
[email protected]
Home Base Professional Learning Team
http://bit.ly/PSPreptoSched2017
Doris Kitts
[email protected]
PowerSchool/Homebase Business & Function
1
2
PowerSchool Prepare to Schedule
Cami Narron
[email protected]
Home Base Professional Learning Team
Tiffany Kinney
[email protected]
Home Base Professional Learning Team
Document Use: This curriculum is intended for LEAs to use and/or customize for
re-delivery based on specific LEA needs. If modifications and additions are made
to this curriculum, LEAs are responsible for the content. This document is the
property of the NC DPI and may not be copied in whole or in part without the
express written permission of the NC DPI.
Doris Kitts
[email protected]
PowerSchool/Homebase Business & Function
3
Before I get into this…
Preparation Decisions/Discussions
a. Understand scheduling goals and establish a timeline.
b. Determine whether Build & Load or Load Only is appropriate.
i. If Load Only, what is the source of the Master Schedule?
c. Determine Terms, Cycle, Periods, and Days.
d. Determine Courses and Course Terms.
e. Decide upon the use of the Teacher Recommendation feature.
f. Establish Course Request process.
g. Determine considerations required for Special Education students.
h. Determine which Staff member(s) have rights to schedule.
i. Run PowerScheduler Reports often - Course List, Room List,
Student List, Teacher List, and more...
NC is not using the prerequisites feature on courses due to ever changing course
numbers. Utilize Course Preferences and the Scheduler Build Constraints.
Teacher Recommendations (PowerSource :
https://support.powerschool.com/article/74809?from=search)
Using the Recommendations page, you can manage course recommendations for
your
students. Course recommendations may be required as a prerequisite or they may be
purely
advisory, where you wish to advise a student on the path you feel best suits their
talents and
potential. Once a recommendation is made, it appears on the student’s Class
Registration page
in the PowerSchool Student and Parent portal.
Build and Load Workshop Links: http://www.nc-sis.org/Files.html
4
Before I get into this…
Build and Load Workshop Links
5
What to consider when scheduling - Course Lengths
• How long do your courses last? Are they all the same?
• Do some classes last all year? Then those are 36 weeks (full year) classes.
• Do some last ½ the year? Then those are 18 week (semester) classes.
• Do you have some classes that last 9 weeks?
Build and Load Workshop Links: http://www.nc-sis.org/Files.html
Before I get into this…
The Scheduling Checklists
LEA> Course Settings
a. Prep to Build & Load Checklist
b. Prep to Load Only Checklist
c. Scheduling on the Live Side Check List
d. Preparation Checklist for the PowerScheduler Build Workshop
The 17-18 Approved Course List
e. State Approved Course List
f. District - consult the district course list to identify specific courses to be
offered. Can lock down who creates New Courses - LEA or School.
g. School - Which district courses will be offered at each school?
h. New Courses? Requests for DPI to approve a new course must go through
your district lead opening a ticket in Remedy Portal.
a. Build & Load Checklist: http://www.nc-sis.org/Documents/hidden/AllThePrepToBuildSteps.pdf
b. Load Only Checklist: http://www.nc-sis.org/Documents/hidden/AllTheLoadSteps.pdf
c. Scheduling on the Live Side Checklist:
http://www.nc-sis.org/Documents/scheduling/PS_QRD_ElemSched_Checklist.pdf
d. Preparation Checklist for the PowerScheduler Build Workshop:
http://www.nc-sis.org/Documents/hidden/Checklist_of_things_to_do_before_Build_Workshop.pdf
e. State Approved Course list: http://www.nc-sis.org/courses.html
f. LEA level: Start Page > LEA > Courses/Course Settings
6
Build & Load vs. Load Only
01.
Build
a.
02.
Load
a.
03.
The Build process creates the Master Schedule (teacher schedules) based upon
Teacher Assignments & Availability and Student Requests & Room Availability.
The Load process creates Student Schedules based upon Student Requests.
Live Side vs. PowerScheduler
a.
b.
Live Side of PowerSchool refers to the production environment that is used for
current year day‐to‐day PowerSchool functionality.
PowerScheduler is a PowerSchool tool that provides a means to create a master
schedule for next year.
i. Allows master schedule creation from scratch. (Build & Load)
ii. Allows master schedule duplication from a previous year. (Load Only)
iii. Allows multiple scheduling scenarios for the same scheduling year.
iv. Allows entry of student course requests.
7
When using PowerScheduler to build a master schedule or load students
into courses, the goal is to satisfy as many student course requests and
have the most balanced schedule possible.
Build & Load
Step A: Auto. Scheduler Setup
Step B: Create Course Catalog
Step C: Define Schedule Parameters
Step D: Define Rooms/Department
Step E: Define Student Information
Step F: Enter Student Course
Requests
Step G: Define Course Information
Step H: Define Teacher Information
Step I: Define Constraints
Step J: Build Course Rank
Step K: Validate and Prepare to
Build & Load Students
Similarities in Build and Load
Auto. Scheduler Set up
Course Catalog
Course information
Rooms & Departments
Teacher & Student
Course Requests
Constraints
Load
Step A: Auto. Scheduler Setup
Step B: Create Course Catalog
Step C: Copy Master Schedule or
Create Master Schedule/Define
Parameters
Step D: Define Rooms/Department
Step E: Define Course and Section
Information Manually
Step F: Define Teacher and Student
Information
Step G: Enter Student Course
Requests
Step H: Define Load Constraints
Step I: Validate and Prepare to Load
Students
8
Build Workbook:
http://www.nc-sis.org/Documents/hidden/PreparetoBuildWorkbook_2_
14_3.pdf
Load Workbook:
http://www.nc-sis.org/Documents/hidden/LoadProcessWorkbook_2_14
_4.pdf
Build and Load or Load Only???
• What’s the difference?
– Build and Load – Build a new schedule then load
students into the newly created sections.
– Load Only – Use existing schedule and only load
students.
LEA Next Year Setup
• Years and Terms at LEA level
Navigation: Start Page > Setup/LEA > Calendar/Years & Terms > New
– Set Import File Term ID #
• Course Availability
Navigation: Start Page >
Setup/LEA > Courses/Courses
– Associate new courses to the school
• Course Setting
– Setup All New Courses
– Create new courses at the District Office
9
Setup the Years and Terms strip at both the LEA and school level for scheduling
needs. Once Years and Terms are setup at the school and LEA level, the next school
year (2017- 2018) courses will be available for scheduling at the school level. LEA The
LEA start date must be no later than the earliest first day of school in your LEA (but
can be earlier), and the end date must be the latest student end date. The LEA can
have a date later than the students’ last seat day. The school cannot! Navigation: LEA:
Start Page > Setup > LEA > Years and Terms Important: If a placeholder date is used,
the LEA start and end dates must be verified before the End of Year (EOY) process.
Years and Terms:
http://www.nc-sis.org/Documents/school_info/PS_QRD_Years_%20Terms.pdf
Course Availability:
http://www.nc-sis.org/Documents/scheduling/PS_QRD_CourseAvailability.pdf
Course Setting:
http://www.nc-sis.org/Documents/scheduling/PS_QRD_AddCourses.pdf
School – Scheduling & Student Next School Setup
• Years and Terms at School Level
Navigation: Start Page > Setup/School > Scheduling/Years & Terms > New
- Set Import File Term ID #
• Student Next School Indicator
Navigation: School Start Page
> Select Students > Select Function
> Next School Indicator
Possible Searches:
● Choose a Grade Level 9, 10, 11, 12
● Search Grade_Level<12
● Search Grade_Level=12 to set Graduated
Students School
10
Years & Terms QRD:
http://www.nc-sis.org/Documents/school_info/PS_QRD_Years_%20Terms.pdf
10
Accessing PowerScheduler
PowerScheduler access must be granted through security groups.
PowerScheduler can only be
accessed from school level
PowerScheduler Engine must be
installed on the user’s computer to run
Build or Load.
11
PowerScheduler Engine MUST BE downloaded again after the March Maintainence
Weekend, March 10-12, 2017.
Scenario Setup with Auto. Scheduler Setup
Navigation: Start Page > PowerScheduler > Auto. Scheduler Setup
e)
f)
a)
Lowest term level division
b)
Number of periods/blocks
c)
Number of days in schedule rotation
d)
Check terms used
Enter first and last
dates of terms
Select build & load
or just load and
enter build name
g)
h)
i)
Terms,Periods,Days fill in
automatically
Do not select Course Catalog
Click submit
Automatic Schedule Setup - Initial Options
1.
2.
3.
4.
Log in to the PowerSchool Admin portal.
Select the desired school
Navigate to: Start Page > PowerScheduler > Auto. Scheduler Setup
Fill out the page using the reference below, and click Continue
Lowest Term Level Division: Select the fraction of a year represented by the smallest term
the school offers classes for. For example, if the shortest classes offered are one fourth of the
academic year, select Quarters.
*Lowest Term Division menu refers to course offerings (it does not refer to when you store
grades or send out report cards. For example, your school sends out report cards every
quarter. However students don’t change courses each quarter, they change each semester.
You would choose “SEMESTERS from the Lowest Term Level menu.
Number of Periods: Select the maximum count of unique periods (HR, 1st, 2nd, 3rd, etc) the
school will need in a single day.
What to consider when scheduling - Periods
• How many classes do the students attend each day within the normal school day?
• Do you have any extra classes that are scheduled such as Homeroom, Advisory or after
school classes?
• How long are your classes? What length do your periods need to be?
Number of Days: Select the number of cycle days to be used in your schedule. If the same
classes meet in the same periods every day, select 1.
What Are Cycle Days? Some schools alternate what classes are taught in which
periods. For example, Woodshop might be taught on "A days", and Metalshop on "B
12
days". A cycle day is not the same thing as a calendar day (Monday, Tuesday,
Wednesday)
What to consider when scheduling - Days
• Do all of your courses meet every day?
• Do all or some of your courses meet every other day?
• Do some of your courses meet just once a week?
• Do they meet on the same day each week or a different day?
Automatic Schedule Setup - Schedule Term Selection
Depending on the Lowest Term Level Division selected previously, you will see check boxes
for the type(s) of terms available.
1.
2.
Check only the terms that you will be using to schedule classes.
Click Continue
Note: Full Year must be selected, as it contains the other terms.
Automatic Schedule Setup - Define Term Dates
All the terms for the new schedule will be listed.
1.
2.
3.
For each term, enter the first day of the term.
For each term, enter the last day of the term.
Click Continue
Note: Though not recommended, term and enrollment entry/exit dates can be adjusted during
the scheduling process. It is recommended to verify term and enrollment dates prior to
committing the Master Schedule. If it is necessary to change term/enrollment dates after the
schedule has been committed, refer to Knowledgebase Article 6131.
Automatic Schedule Setup - Build Information
Several fields will be presented. Most fields should be left at their default values. Those which
may need to be adjusted are listed below.
●
●
●
●
●
●
Build and Load: Use this scenario setting to build a master schedule and load
students into the schedule.
Load Only: Use this scenario setting if a master schedule is copied or imported
and you only need to load students.
Build Name: Enter a name for this build scenario. If you are creating several
scenarios, use descriptive names so that you can easily distinguish them.
Build Description (Optional) : Enter a description of this scenario.
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.
Course Catalog: If a course catalog is not listed, one will be created after
submitting Auto Scheduler Setup.
All of these options can be changed later at: Start Page > PowerScheduler > Scenarios >
[Scenario Name]
When you are satisfied with the values, click Submit
Setting the Scheduling Year
Navigation: Start Page > PowerScheduler > Functions > Set Schedule Year
Set the scheduling year
so student
course requests
and request screens
will be associated with
the future year.
14
Set the Scheduling Year
Automatic Scheduler Setup will create the new year, but it will not set that year as the active
one for scheduling.
You can set the Scheduling Year at: Start Page > PowerScheduler > Scheduling Functions >
Set Schedule Year
Correct Years and Terms issue
a)
b)
Correct year name and abbreviation
Connect Import File Term ID to each scheduling term
PowerScheduler>Years & Terms>Full Year>Correct>Submit
1
2
3
15
Always go back and check to be sure the school year has changed. If it hasn’t, they
you have to manually change it.
Create Course Catalog
Navigation: PowerScheduler>Course Catalog>New
1
2
3
NOTE: You can have more than one type of scenario set up.
Best practice is to create a different catalog for each scenario.
16
You can have more than one type of scenario set up. Build and Load, Load only, build
and load V.1 etc.
You can use the same course catalog for all scenarios. But if you are going to change
any of the parameters, create a different catalog. Best practice is to create a
different catalog for each scenario.
Connect Course Catalog in Scenario
Navigation: PowerScheduler >Scenarios >connect the course catalog >Submit
1
2
3
17
Make your description very clear for what is in each catalog and what it for.
Setting Scheduling Preferences - Periods & Days
Navigation: Start Page > PowerScheduler >Scheduling Setup/Periods > Add/Edit Period
Period Name & Abbreviation must be Numeric only
NO PERIOD START WITH 0 (zero)!
1
2
Navigation: Start Page > PowerScheduler >Scheduling Setup/Days > Add/Edit Day
Days must be Alpha Only!
1
2
18
Only have periods here that students will be scheduled into.
Before or after school periods- DO NOT INCLUDE IT IN THE SCHEDULER
Having only the periods that you are going to schedule, makes your course
parameters much easier to set.
BEST PRACTICE: Period Name and Abbrev. stay the same as ID- reports and other
things in PS pull only the ID and not the name or abb. It will work, but you will have to
be aware of it. If naming a Homeroom period, use the last period, then use the sort
order to list Homeroom first. Example - school has 8 periods. Name period 8
Homeroom. Drag period 8 sort to 1, period 1 to sort 2, period 2 to sort 3, etc.
Homeroom is the only period that can have an Alpha name such as HR.
BEST PRACTICE: Day Name and Abbreviation stay the same as ID.
Departments
Navigation: Start Page > PowerScheduler > Departments
● DPI populates
1
departments.
● Do not add your
own or change
DPI departments.
● Departments
relate directly to
Schoolnet
DPI
O
Dep nly
artm
ents
19
Will come in automatically. Can only use the ones set by DPI. Review and make sure
they are there. They directly relate to Schoolnet. Health & PE and Non clssrm have
too many spaces issue.
Facilities
PowerScheduler>Facilities>New>Create>Submit
1
2
3
Optional - Is Restrictive
20
THIS IS OPTIONAL
Can set them, but they are very restrictive.
Unless you have a place where a course HAS to be taught in, you don’t have to use it.
Elem. Schools probably won’t have to use that at all.
Summary
Some courses should be taught in a certain facility, such as a gym or a lab room. This article
describes how to define those facilities and associate a course to a facility.
Details
To associate a room with a course in PowerScheduler:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
Navigate to Start Page > PowerScheduler.
Click Facilities from the left hand navigation window.
Click New.
Enter the name for the Facility and submit the page.
Click Rooms from the left hand navigation.
Select the room you wish to associate with the category you created by clicking
on the name.
Click Associate by the Room Facilities entry box.
Highlight the facility you just created and submit the page.
Click Courses from the left hand navigation bar.
Select the Course you wish to associate this facility with.
Click Associate next to the Facilites entry box.
1.
2.
Highlight the facility you just created and click Submit.
Section Types
Navigation: PowerScheduler>Section Types>New>Submit
2
1
3
Optional - is restrictive
22
Male PE; Female PE
Math teacher can only teach 6-9- must use to restrict 9th grade students to that
section.
Summary
Use Section Types to create a special section for a course with special characteristic, such as
"bilingual" or "contains multiple grade levels"
Details
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Navigate to PowerScheduler.
Click Section Types from the left hand navigation window.
Click New.
Enter the description of the Section Type.
Define a Code to the Section Type.
Submit the page.
Click the Courses link from the left hand navigation window.
Select a course.
Click Sections on the right side of the page just below Course Information.
Click the section number or new to enter the Edit Section page.
In the Section Type drop down, select the description of the course you defined
in step 4.
Note: Sections types are stored in the Gen Table which is accessible via DDE
by searching Cat=SectionType.
Teacher Teams
Navigation: PowerScheduler> Scheduling Setup > Teams > New
a. Static – you determine
students, teachers,
courses & sections
b. Dynamic – you determine
teachers, courses &
sections and the system
determines students
23
PowerSource:
Some schools, most often middle or junior high schools, assign students and teachers to
teams to provide the best support and monitoring system.
Teams are either static or dynamic. If you define static teams, you manually assign each
student to a particular team. If you create dynamic teams, you define the team name and
assign teachers to the teams, but allow the system to decide which students to assign to
which teams for the best possible balance.
How to Define a Team
Teams must be defined in PowerScheduler before they can be used.
On the start page, choose PowerScheduler under Applications in the main menu. The
Scheduling page appears.
Under Scheduling Setup, choose Teams from the PowerScheduler menu. The Teams page
appears.
Click New. The Edit Team page appears.
Enter a name for the team.
Click Submit The Teams page appears.
Note: After a team is created, the Teams page will display the team name and ID. The ID
number is the value used when mass-assigning a team to a selection of
Students/Teachers/Sections
Assign teachers to a team
Navigate to: Start Page > PowerScheduler > Teachers > [Teacher] > Preferences
Select the desired team from the Team Code dropdown.
Click Submit
Note: If you need to export or mass-assign this value, the field is [Teachers]Sched_Team.
Assign courses to a team
Navigate to: Start Page > PowerScheduler > Course > [Course]
Check Use Pre-Established Teams
Click submit
Note: If you need to export or mass-assign this value, the field is [ScheduleSections]Team
Assign sections to a team
Click Sections
Click the Section Number
Select the desired team from the Team dropdown.
Click Submit
Repeat steps 4-6 for any desired sections.
Assign students to a team
Students can be assigned to teams manually or dynamically during the load process.
Manual/Static
Navigate to: Start Page > PowerScheduler > Students > [Student] > Preference
Select the desired team from the Next Year Team field
Click Submit
Note: If you need to export or mass-assign this value, the field is
[Students]Sched_NextYearTeam
Dynamic
To use Dynamic teams, leave the field [Students]Sched_NextYearTeam blank.
Rooms
Navigation: PowerScheduler> Resources/Rooms > New
a.
b.
c.
d.
e.
Room number
Room description
Departments
Use for Scheduling
Room Maximum
(trumps course max)
25
You need to put a room number on a course. Rooms need a department, but are not
required.
Rooms are associated with sections during the Copy Master Schedule process, however they
may still need to be created for the current scenario.
If rooms are not valid, sections will not display in the master schedule.
Manually create Rooms at PowerScheduler > Rooms > New.
Mass create Rooms at PowerScheduler > Functions > Auto Generate Rooms.
Rooms:
Define and update your rooms manually, one at a time. After the first year of using
PowerScheduler your rooms will already appear in PowerScheduler.
Scheduler > Functions > Auto-Create rooms to create a series of rooms with a predefined set
of criteria.
Use the Update Selections function to update one field of information for a group of rooms at
one time
Scheduler > Functions > Auto Generate Rooms - You must have rooms defined in a previous
year and copied the master schedule from that year to use Auto Generate
Modify Room Data using Scheduler > Functions > Update Selections > current table:
ScheduleRooms
Define Course Preferences
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
Navigation: PowerScheduler> Resources/Courses > select Course
Schedule this course*
Department (all courses need) (OPTIONS: Update Courses
One by one, Auto fill, Update
Build Type* (standard)
Selections, or Auto Generate)
Maximum Enrollment*
Periods Per Meeting* = (how many periods does the class meet)
Frequency* = (how many days in your days cycle does the class meet)
Valid Start Periods* = (check boxes or leave blank if any)
Valid Terms*
Load Priority* = (1, 3, 7, 15, 31, 63)
= Required
Load Type* (Academic, Elective)
Close Section After Max* (always check)
*
Load priority: what to load first
Leave 1.
Start with 3- especially for singletons like AP
Leave 7
Core Classes with several sections of use 15
Leave 31
Electives use 63
Gives you some place to go to help you adjust the scheduling for students.
26
Students
Navigation: PowerScheduler> Resources/Students> select student> Preferences
(Update Students One by one, Auto fill, Student Field Value, or Update Selections)
a)
b)
Next Year Grade
Priority – 12=10, 11=20, 10=30, 9=40
c)
d)
Schedule this Student
Year of Graduation
27
PowerScheduler>Function>Auto Fill Student information
28
Start with highest grade and work backwards
PowerSchool>Students>Group Functions>Student Field Value
11
2
3
29
Student Course Requests
Manually –
Adding course requests one student at a time
PowerScheduler>Student>Requests>New>Associate>Submit>Submit
1
2
30
3
31
If not found or popping up, it could be hidden at the bottom in another tab.
If courses are selected in this manner, you will need to go to
the requests and indicate all electives with a code of E in the
code box and all Alternates with a √ in the Alt box and a code
of E in the code box.
4
32
E code= elective- if you put it in manually, you have to fix this. It will default to
Academic. If you don’t have the E for elective courses, they can replace even core
academic courses. For alternates, you must check the box and put the code E.
Delete request one course at a time
PowerScheduler>Student>Requests>Check box to delete>Delete
requested>Submit
The delete box must be checked for each request you wish to remove.
33
Mass adding courses
PowerScheduler>Student>Functions>Mass Add
Requests>Associate>Submit>Complete information>Submit
1
2
3
5
4
34
Mass delete course requests
PowerScheduler>Student>Functions>Mass Delete
Requests>Associate>Submit>Complete information>Submit
1
2
3
4
5
35
Course Groups Screens
Navigation: PowerScheduler> Requesting/Course Groups > New
•Parents/Students
and Administration
make requests
through on-line
registration screens.
•Create course
groups – process
must be thought
through carefully
before beginning
36
Course groups allow administrators to create small groups of courses by subject, requirement,
etc., in order to narrow course options for students. For example, an administrator may create
a language course group and require students to select one of six foreign language courses.
Note: It is recommended that Course Groups for scheduling use should only contain courses
that require the same number of student course requests. For example, you should not
combine single semester courses with year-long courses, as this could lead to an inaccurate
count of requests and/or credit hours.
Core courses
English 9: English 9, Honors English 9
Mathematics 9: Consumer Math, Pre-Algebra, Algebra I, Algebra II,
Geometry
Semester Electives
Woods I, Woods II, Beginning Pottery, Art I, Art II, Beginning Foods,
Fitness for Life (PE), any
computer class
Year-long electives
Band, Chorus, Choir, Agriculture I, Horticulture I
Creating a Course Group
1.
2.
3.
4.
Navigate to Start Page > PowerScheduler > Course Groups.
Select the order in which you would like courses to be displayed on the student
course request
pages (by course name or course number) from the pull-down menu.
Click New. The Edit Course Group screen will appear. The default screen that
appears is an aggregate view of the School Master Schedule and Current
Catalog.
Name: Enter a name for the Course Group.
Note: All Course Groups MUST have unique names IN ALL SCHOOLS.
Type: Select the type of course group from the pull-down menu:
●
Both: Course group is for both scheduling and graduation requirement purposes.
Existing groups are set to Both by default.
Scheduling Only: Course group is used for scheduling purposes only.
Graduation Set Only: Course group is used for graduation requirement purposes
only.
●
●
Applies to: Set course groups to apply to all schools or to the current school only. Existing
groups are set to all schools by default.
1.
2.
Select the checkbox next to the name of each course that should belong to this
group.
Click Submit. The name of the course group you just created appears in the
courses menu. This group is now available to use in setting up request pages.
Repeat this process for all course groups that will be required for each grade
level or request type at your school.
Course Request Screens
•
Navigation: PowerScheduler> Requesting/Screen Setup> Grade Level
• Created by
grade level • For example:
Create a 9th
grade request
Create
screen at the
general
High School for
school
students who
message
are currently in
and submit
the 8th grade at
the Middle
School.
38
'In PowerSchool 9.x, when a new year is created in PowerScheduler, the request screen
setup is copied over automatically from the previous year.
Can use HTML in message box
REMINDER Note: It is important to set the next school indicator on the Scheduling Setup
screen for all students.
Create a Request Screen in PowerScheduler:
1.
2.
3.
4.
5.
Navigate to Start Page > PowerScheduler > Screen Setup.
The Future Requests menu displays all of the grade levels at your school.
Click the appropriate grade level. The "Grade x Request Screen Setup Future"
page appears.
Enter a minimum and maximum number of credits needed to complete the
registration process. For example, enter 5 for Minimum and 7 for Maximum,
ensuring that students must request at least five and no more than seven total
credit hours. Note: Leaving the Minimum and Maximum fields blank makes it
possible for students to make requests for too many or too few credit hours.
Submit the page.
Issue:
Student view of request screens display courses as "Unknown Course."
Cause
Duplicate Course Groups:
Course group names must be unique across all schools in the district. For example, a course
group named "Electives" may exist at both the Middle School and the High School. In this
case, the requesting screens display "unknown course" for all courses in the "Electives"
course group.
Course Inactive on Live-Side:
Navigate to Start Page > School Setup > Courses > View Master Course List. Verify the
course box is checked and submit page.
Course Inactive in PowerScheduler:
Navigate to Start Page > PowerScheduler > Catalogs > Edit Course Catalog. Verify the course
box is checked and submit page.
Incorrect Schedule Year:
Navigate to Start Page > PowerScheduler > Functions > Set Schedule Year. Verify that the
correct Schedule Year is selected and submit the page.
Course Setup Incomplete:
Navigate to Start Page > PowerScheduler > Courses and select the appropriate course to
complete the course setup.
Space [ ] in Course Number:
Navigate to Start Page > PowerScheduler > Courses and select the appropriate course to
determine whether there is a space at the beginning or end of the course number. To edit the
course number, make a backup of PowerSchool, then navigate to Start Page > System
Administrator > Change Course Number.
Course Request Screens
➢ 3 types of screens
a)
New Core Requirement – student gets course no choices
b)
New Single Course Requirement – given several
options must pick one
c)
New Multi-Course Requirement – give several options
and can pick minimum to maximum set by you
40
Requirements - PowerSource Article:
https://support.powerschool.com/article/11005
Requirements must be created for each student course request screen. Requirement entries
make up the body of the request page, informing students which courses they must take and
giving them selections from valid course groups.
There are three types of requirement entries:
●
●
●
Single Class Requirement: Students can select only one course from a specific
course. For example, if students must take one computer course, create a single
class requirement with a course group consisting of computer courses.
Multi-Class Requirement: Students can select multiple courses from a course
group. For example, if students must take two business courses, create a
multi-class requirement with a course group consisting of business courses.
Core Requirement: Students view a set of requests that are predefined, such as a
core set of classes for all ninth graders. There are no options from which students
can make selections.
Enable Student Registration Screens
•Screens can be available for Administration only or for
Parent/Students only or both at the same time
• Click blue links to Preview Student Registration Screen
41
Enable Student Registration Screen : New function as of 2016-2017
Preview the Registration Request Page
After you enter all of the requirements you want to include on the request page, you have the
opportunity to review how it looks and verify its accuracy.
1.
2.
3.
4.
5.
6.
7.
8.
Navigate to Start Page > PowerScheduler > Screen Setup.
The Future Requests menu displays all of the grade levels at your school.
Click the appropriate grade level.
Enter any message you want to appear on the request page in the "Message to
display on registration screens for students in this grade" field. Note: The
checkbox "This grade may register for classes" must be selected before the
student registration screens can be previewed.
Submit the page.
At the top of the Request Screen Setup page, click Preview Student Registration
Screen to review the actual output of the page. The Request Form Future page
will appear:
Click Close at the bottom of the page to return to the [grade level] Request
Screen Setup Future page if you need to make corrections to any of the
individual requirements.
Submit the page.
Teachers Preferences
Navigation: PowerScheduler> Resources/Teachers > Preferences
(One by one, Auto fill, Staff
Field Value, Update Selections
or Auto Generate)
❏ Department
❏ Maximum
Consecutive Periods
❏ Schedule This
Teacher
❏ Assignments
42
Max student load should be left blank- NC doesn’t use it. If you build you must have
a teacher’s preferred room.
PowerScheduler>Function>Auto Fill Teacher information
43
PowerSchool>Staff>Teachers>Group Functions>Set Staff Field Value
1
2
3
44
Build & Load Constraints
PowerScheduler>Constraints>Select constraint>New>Submit
Constraints control the way the system builds
the master schedule. Use build constraints to
tell the system exactly how you want to build
your schedule.
The use of constraints will limit the
ability of the system to build your
master schedule. You may be able
to do the same thing by using course
preferences. Use Constraints as
little as possible.
Things that have to happen within the system.
PowerSource Build Constraints: https://support.powerschool.com/dir/64?from=search
PowerSource Load Constraints: https://support.powerschool.com/dir/65?from=search
There are several constraint codes in PowerScheduler which may be difficult to
identify.
The following describes what the constraint codes in PowerScheduler represent if
looking in DDE which shows code not name:
Build Constraints
●
●
●
●
●
●
●
●
●
●
●
01 = Teacher Free
02 = Teacher Part-Time
09 = Course Restrict
11 = Course Room
16 = Pre-Schedule
17 = Teacher Dovetail
18 = Course Optimize
31 = Schedule Break
93 = Course Team
94 = Teacher Team
97 = Room Free
Load Constraints
●
●
05 = Student/Teacher Avoid
05 = Student Preference
45
●
●
●
07 = Student/Student Avoid
20 = Balance Adjustment
92 = Section Link
Build Constraints
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
Course Optimize – overrides global sample parameters
Course Restrict – restricts sections to a specific period or day
Course Room – assigns courses to a specific room
Course Team – blocks teachers and courses together
Pre-Schedule – schedules sections ahead of time
Room Free – keeps a room from being scheduled
Schedule Break – adds flexibility to a teacher’s max classes in a row
Teacher Dovetail – schedules partial courses together to take up less room(STATE OF NC does not use partial courses)
Teacher Free – keeps a teacher from being scheduled for a specific period(s)(USED A LOT) PLANNING PERIOD ETC.
Teacher Part-Time – defines available periods for part-time teachers
Teacher Team – permits teachers to teach sections outside their team
47
If Using Build & Load: To set up “must have classes” use sections in Pres-chedule Build
Constraint. This is where the pre-scheduled sections go and not in sections.
If Using Load Only: setup pre-scheduled sections in the Sections.
Load Constraints
a)
b)
c)
d)
e)
f)
Balance Adjustment – Pre-load a section with “fake” students
Student Avoid – Keep two students from being scheduled together
Teacher Avoid – Keep a student and a teacher from being
scheduled together
Student Free – Specify a period when a student must be free
a)
Student needs to leave for work etc.
Section Link – Specify that students enrolled in one section must
be enrolled in another section, such as Biology and Biology Lab
Student Preference – Schedule a student in a particular course
section
48
These are only done when ready to build and load.
Build & Load Relationships
PowerScheduler>Select Course>Relationship Tab>New>Submit
The Course Relationships screen is used to set up
relationships to fill specific requirements that must be
met when building a master schedule and loading
students into that schedule.
The use of relationships will limit the ability of the system
to build your master schedule. You may be able to do
the same thing by using course preferences.
49
PowerSource article 8923 Course Relationships :
https://support.powerschool.com/article/8923?from=search
Stacking Courses:
http://www.nc-sis.org/Documents/hidden/Stacking_classes.pdf
NC does not use Pre-requisites
Build Relationships
Relationship
Type
Is Blocked for Building With
Relationship
Code
Simultaneous
Combine
Different Terms
Before/After
Opposite Days
Section
May be Built Concurrent With
N/A
Purpose
Used by
Build
Used by
Load
Two courses must be taught at the same time; can be two different teachers; can be a different
number of sections
Yes
No
Two courses taught at the same time with the same teacher; course setup on both courses must be
identical
Yes
No
Two courses scheduled in same period, different terms, same students, same teacher for each section
Yes
Yes
Two courses scheduled in consecutive periods
Yes
Yes
Two courses scheduled in same period, opposite days
Yes
Yes
Two courses in same term, same students
Yes
Yes
Two courses taught by same teacher can be at the same time; use with a Block Simultaneous for 1
teacher who must teach two courses at one time (2 relationships)
Yes
No
50
http://www.nc-sis.org/Documents/hidden/CourseRelationships.pdf
Load Relationships
Relationship
Type
Relationship
Code
Purpose
Used by
Build
Used by
Load
Has a Load Coreq of
N/A
The associated course must appear in the same term in the student’s schedule as the course where you
are putting the relationship
No
Yes
Has a Load Postreq of
N/A
The associated course must appear in a subsequent term in the student’s schedule
No
Yes
Has a Load Prereq of
N/A
The associated course must appear in a prior term in the student’s schedule
No
Yes
Must not Load Coreq with
N/A
The associated course must not appear in the same term in the student’s schedule as the course where
you are putting the relationship
No
Yes
Must Load Distinct(no term overlap) with
N/A
The associated course must not appear in any overlapping term in the student’s schedule as the course
where you are putting the relationship
No
Yes
Must Load the Term After
N/A
The associated course must appear in the next term in the student’s schedule as the course where you
are putting the relationship (Q1,Q2) (Q2,Q3) (T1,T2),etc
No
Yes
Must Load the Term Before
N/A
The associated course must appear in the term before in the student’s schedule as the course where
you are putting the relationship
No
Yes
51
Processing
As you begin the final processing steps of
building your master schedule, you will
want to use Mozilla Fire Fox browser for
these processes.
Only one person at a time will need to
be doing these processes.
52
Course Rank
Navigate: Start Page > PowerScheduler >Processing/Course Rank
1
Course rank must be built before you begin
the validation and build process.
➢
➢
2
Before you build
Has nothing to do with student rank in a class. This looks at teacher
assignments, constraints etc and ranks the COURSES to be built.
53
Before you build
Has nothing to do with student rank in a class. This looks at teacher assignments,
constraints etc and ranks the COURSES to be built.
The Course Rank in PowerScheduler defines the order in which the system schedules courses
into the master schedule. The rank is a value that the system assigns to a course according to
how difficult it is to schedule. As the system fills the master schedule with courses during the
build, it becomes more difficult to schedule each successive course. Therefore, the order in
which the system schedules courses is important.
PowerSource: How PowerScheduler Calculates Course Rank:
https://support.powerschool.com/article/9610?from=search
Build Validation
Navigate: Start Page > PowerScheduler >Processing/Build
1
Click on the word Build
Check validate only
Click Submit
This is where you start to get errors.
2
3
Pre-Build Reports
PowerScheduler includes a group of
reports designed for analyzing data
before running a Build.
To access the reports, navigate to
PowerScheduler > Reports > Pre-Build
Reports.
54
4
Once validation has stopped click on the (Q) beside Build
If it ran correctly you will see the following: Started: True, Success: True, lists the
date & time. The Results Log & Build Log should have View under them. Take note
of the Completed date & time. In larger districts they may not be in order, therefore
make sure to check the date carefully.
5
Select the Results Log by clicking on View.
55
Build Validation
Run a Build validation once the framework for the schedule is complete and courses are
setup. Navigate to PowerScheduler > Build and check the box for Validate only, then submit
the page. The PowerScheduler engine will run a build without actually creating the master
schedule.
Results Log
➢ Three types of messages:
❏
❏
❏
Info
Warning – review and correct what you can
Error – MUST be corrected before you can build
After you have begun the Build process and the Build stops on a certain course
you may want to re-arrange and move that course in the Build Rank.
You may want to give it a higher rank so that it builds first or you may want to
put it last so everything else builds and you can build that course yourself.
56
PowerScheduler Pre-Build Reports
Course List
Course Relationships
Course Request Tally
Requests by
Course
Request by
Student
Room List
Student List
&
Teacher List
Student Request Tally
Teacher Assignments by
Course
Teacher Assignments by
Teacher
Conflict Matrix
Export
Conflicting Students
List
57
PowerScheduler Post-Build/Load Reports
Students
Requests
Rooms
Student Schedule List
Alternate Request Report
Room Utilization
Under-scheduled Students
Non-scheduled Course
Requests
Unscheduled Rooms
Unscheduled Students
Non-scheduled Student
Requests
Room Schedule
58
Error reports from PowerSource
A warning
about a Room
should be
considered a
possible fatal
error
59
PowerSource Build Errors: https://support.powerschool.com/d/10971
PowerSource Load Errors: https://support.powerschool.com/d/10981
Build Errors from PowerSource Article 10971
Error The build could not schedule course: [Course Number]: [Course Name] - The reason the course couldn't be
scheduled is unknown.
At least three conditions exist that can cause this error:
1. Make sure that the cited Courses' preference, if it has more than 1 period-per-meeting, has at least a matching number of valid start-periods
checked.
2. The teacher(s) assigned to the course may be so heavily over-assigned that no amount of combinations could be found to build any sections.
3. Make sure that a room with enough seats to schedule the course is available, I would recommend importing the build at this point to see exactly
what rooms, periods and teachers are being used within the master schedule. This error occurs when it's impossible to schedule that course.
Error The file room does not contain any valid data.
Rooms are not set up to be scheduled. Verify that Use for Scheduling is selected on the Add/Edit Room page for all rooms used for scheduling.
Error The file course does not contain any valid data. Check the rank!
Courses are not marked to be scheduled. Verify that Schedule This Course is selected on the Course Information page for all courses to be
scheduled.
http://www.nc-sis.org/Documents/hidden/Validation_Error_messages.pdf
60
Build Errors from PowerSource Article 10971
Error The file teacher does not contain any valid data.
Teachers are not marked to be scheduled. Verify that sure Schedule This Teacher is selected on the Staff Scheduling Preferences page for each
teacher to be scheduled.
Error The file student does not contain any valid data.
Students are not marked to be scheduled. Verify that Schedule This Student is selected on the Scheduling Setup page for each student to be
scheduled.
Error The file tchasgn does not contain any valid data.
The courses and number of sections of each course the teacher will teach has not been assigned. Add assignments for the teachers to be scheduled.
Error The file request does not contain any valid data.
Student course requests have not been entered. Create course requests by manually adding requests on the students' Requests screen, using the
Mass Add Requests function, utilizing an import, or setting up Student Request screens.
61
Build Errors from PowerSource Article 10971
Error Invalid number of sections. The course is [Course Number]: [Course Name], the section count is 0.
The number of sections offered is not defined. To define the number of sections, navigate to PowerScheduler > Courses > Course Selection > scroll
down to "Target Number of Sections to Offer" and populate a value.
This can be corrected in mass by updating the SectionsToOffer field in the ScheduleCourseCatalogs(107) table
Error Invalid term length found in the Course file. The course is [Course Number]: [Course Name], the invalid term
length is 0.
The course does not have any terms associated with it. To associate terms, navigate to the Course Information page at: PowerScheduler > Courses >
Course Selection > scroll down to "Valid Terms," click on the "Associate" button, select a term, click Submit, then submit the Course Information page.
Error Invalid course PPM found in the Course file. The course is [Course Number]: [Course Name], the invalid
course PPM value is 0 (must be > 0 and <= PeriodsPerDay).
The course does not have a value for periods per meeting. To enter a value for periods per meeting, navigate to the Course Information page at:
PowerScheduler > Courses > Course Selection > scroll down to "Periods Per Meeting," enter the appropriate value, then submit the page. For
example, if the students attend the course for two periods, then enter 2 as a value.
62
Build Errors from PowerSource Article 10971
Error Invalid course frequency found in the Course file. The course is [Course Number]: [Course Name], the invalid
frequency value is 0 (must be > 0 and <= DaysPerCycle).
The course does not have a value entered for course frequency. To enter a value for course frequency, navigate to: PowerScheduler > Courses >
Course Selection > scroll down to "Frequency" and enter the appropriate value.
Frequency is the number of times that a course meets during a cycle. For example, if there are four days in the cycle (A,B,C,D) and the course meets
on all four days, then the frequency is 4. If the course meets every other day, then the frequency is 2.
Error Invalid meetings per cycle value found in the Course file. The course is [Course Number]: [Course Name] , the
invalid value is 0.
The course does not have value entered for "Periods Per Cycle." This number is calculated automatically by multiplying the Periods Per Meeting by
the Frequency. If labs are included, then the formula is as follows: Periods per meeting multiplied by Frequency plus Lab Periods per meeting
multiplied by Lab frequency = Periods per cycle. These settings are entered on the Course Information page at: PowerScheduler > Courses > Course
Selection.
63
Build Errors from PowerSource Article 10971
Info Invalid schedule type found in the Course file. The course is [Course Number]: [Course Name], the invalid value
is .
The course does not have value entered for "Sched_LoadType" on the ScheduleCourseCatalogs table record for this course. This value is selected
from a pull down list on the PowerScheduler > Courses > Course Selection page, with the options 'Standard', 'Lab', or 'LabFloat'. Verifying one of
these selections are selected on the courses' preferences page then submitting this page will correct this error.
Error Invalid term length found in the Course file. The course is [Course Number]: [Course Name], the invalid term
length is 0.Valid terms have not been set up for the course. Associate valid terms on the Course Information page for each listed course.
Error The Student requests multiple times of the same course, but the course does not allow repeating requests.
The student name is [Student Last, FirstName], and the course is [Course Number].
The named student has more requests for a course than the course currently allows. Delete extra requests so that the student has only one request
for the course.
If students are permitted to enroll in a course more than once in the same term, select Allow Student Repeats in the Same Term on the Course
Information page.
If students will be permitted to enroll in a course in more than one term, select Allow Student Repeats in Different Terms.
64
Build Errors from PowerSource Article 10971
Error The Constraint file contains an invalid section. The constraint type is LabLink, the course number is [Course
Number], the section number is 1. This constraint was ignored.
Sections have been created either manually or during a previously imported build which have a Section Link constraintassigned to them. This can
occur when a Block Term relationship is created for two courses while Building a schedule and the results of the Build have been imported. The
courses will typically occur in pairs, though not necessarily consecutively in the Results Log list.
To correct this error, select the " Use locked master records" radio button on the Build Schedule page before executing the Build. This will result in
the Build process continuing from the point of the last imported Build and will allow the sections and constraints previously built to remain intact. If it is
desired to completely rebuild a previously imported schedule, the Section Link constraints must be deleted at: PowerScheduler > Constraints >
Section Links.
Error Invalid section count found in the Course file. The course is [Course Number]: [Course Name], the section
count is 2, and the assignment section count is 0.
The number of sections defined to be created for the course does not match the number of sections assigned to teachers who will be scheduled.
To correct this error; navigate to PowerScheduler > Courses > (Course listed in error) > Sections, click on one of the Assignments, change the Term
and hit Submit. Click on the Assignment again and put the Term back in. This forces a recalculation of the Number of Teacher Assignments.
65
Build Errors from PowerSource Article 10971
Error Invalid course found in the Course Link file. The course is [Course Number].
Error Invalid related course found in the Course Link file. The course is [Course Number], the related course
(invalid) is [Course Number].
These related error messages indicate that a relationship assigned to the two courses is invalid. This is typically a result of different course setup
parameters for the two courses. For example, the number of periods and/or days each course meets must be identical when using a Block Term
relationship.
Error Invalid valid term found in the Course file (does not match the term length). The course is [Course Number]:
[Course Name], the course term length is 2.
Error The Teacher Assignment file contains an invalid course. The teacher is [Teacher Last, FirstName], the course
is [Course Number].
Error The Teacher Assignment file contains an invalid term. The teacher is [Teacher Last, FirstName], the course is
[Course Number] and the invalid term is 10-11. These error messages typically occur when an existing Master Schedule has been
copied into a Build and Load scenario in PowerScheduler and a Build is attempted. To correct the errors
A) Delete the copied Master Schedule Or B) Re-associate the valid terms on the Course Information page for each listed course.
Or C) Toggle the Maximum Enrollment value on the Preferences tab and hit Submit.
66
Build Errors from PowerSource Article 10971
Bitmap Errors [Qty: 1, Rel: 10] Dropped because teachers could not use it (DropBmpTch)
[Course Number]: [Course Name] - Crs [Number]:[Term] [Period(Day)],Crs [Number]:[Term] [Period(Day)],Crs
[Number]:[Term] [Period(Day)]
Teacher Assignment Errors [Qty: 1, Rel: 50] Teacher could not teach bitmap because that would make future
courses fail to schedule. (FuturAssgn)[Course Number]: [Course Name] ** Advice ** suggest turning off future
assignment checking for more information.
If there is a Facility associated to that Course, make sure that the assigned teacher's room also has that Facility tied to it and that the room is set to
'Facility Use Only'. Otherwise, remove the Facilities preferences from both the Course and the Room.
Error Too many prescheduled constraints for teacher/course/section type. The teacher is [Teacher Name], the
course is [Course Name], and the section type is [Section Type].
●
●
Only one Pre-Schedule constraint should be used for the same teacher, same course, and same section type.
Try removing the Section Type from the section and the constraint, and run the build again.
67
Build Errors from PowerSource Article 10971
Error Invalid day found in the Course file. The course is [Course Number]: [Course Name], the invalid day is
MW,TW,WW,HW,FW,MB,TB,WB,HB,FB.
Use the internal day ID when specifying the course Valid Day Combinations, as opposed to using the Name or Abbreviation. Check here to view the
days setup: Start Page > PowerScheduler > Days.
Error Invalid Term code found in the Course file. The course is [Course Number]: [Course Name], the invalid code is
Y12-13.
Verify the terms here: Start Page > PowerScheduler > Years & Terms, and re-associate the Year term to the course. The result should be Y1 or
12-13, but not Y12-13.
Error There's no room to host the course due to the course max, facilities or department. The course is [Course
Number]: [Course Name].
●
●
●
Navigate to Start Page > PowerScheduler > Rooms, and verify that Use for Scheduling is selected for the appropriate rooms.
Navigate to Start Page > PowerScheduler > Courses, and verify that the Maximum Enrollment is not set to 0 in the Course Information
page.
Verify which Department and Facilities are associated to the course: Start Page > PowerScheduler > Courses. Then navigate to the room
in which the course is being taught: Start Page > PowerScheduler > Rooms, and associate the Department and Facility to this room. 68
Build Errors from PowerSource Article 10971
Error The schedule in the prescheduled constraint for course does not match the course parameters. The course is
[Course Number]. The schedule expression is [Expression], term [Term]. Constraint dropped.
The number of periods selected in the Pre-Schedule constraint do not match the value of Periods Per Meeting for the course. Check the value for
Periods Per Meeting on the Course Information page: PowerScheduler > Courses > (select course), and then update the identified constraint
accordingly. For example, if the Periods Per Meeting value is set to 1, set up the constraint for one period only.
Each Pre-Schedule constraint should correspond to a single section; i.e. if the school needs to pre-schedule five single-period sections of a course
across five periods, create five Pre-Schedule constraints, where each constraint is associated with a single period. Do not create one single
Pre-Schedule constraint for all five periods.
Error the Course file contains an invalid department.
One of the values for Department under Start Page > PowerScheduler > Courses > [Course] is not present in Start Page > PowerScheduler >
Departments.
Error the Course file contains an invalid day.
Navigate to Start Page > PowerScheduler > Courses, select the Course Preferences page, change Valid Cycle Days from (1,2) to (A,B) as
PowerScheduler references the internal Day Names.
69
Build Errors from PowerSource Article 10971
Error Courses with section type blocked or teams with other courses are not supported yet. This error is generated when section
types are used with an "Is Blocked for Building With" relationship. The error may occur when one section has a section type while the other does not. To
resolve the error, both sections should be given section types. Otherwise, remove any constraints from the sections. After the Build, section links may be
used to associate the sections.
Error Term assignments and preschedule constraints and balance term flag are irreconcilable; check the teacher
assignments and prescheduled sections of the course. The course is xxxx[xxx] To resolve this error navigate to Start Page >
PowerScheduler > Functions > Reset Teacher Assignments. This function resets the number of Teacher Assignments for the current course catalog.
Error Course [course number] is in the master file, but it is not fully scheduled. Solution: Unlock Section. 1)Navigate to Courses>
located the course 2) Click the Sections Tab and scroll down to section number*, see Locked Section , uncheck the box.
Error The teacher is oversubscribed for course because of course parameter restrictions. The teacher is [xxx], the course
is [xxx]. Remove the Teacher Free constraint.
The Reference file contains a duplicate value. The code is ___, the first reference is ___, and the other reference is ___.
This error occurs when there are duplicate entries in a table. Typically a table like Departments, or Ethnicity. You will need to look at the codes which is
displayed in the error and eliminate it as a duplicate by either changing any duplicate records or deleting them.
70
Load Errors from PowerSource Article 10981
Error The file master does not contain any valid data.
There is no Master Schedule. Create a new Master Schedule either manually by creating new sections for each course to be scheduled, or using the
PowerScheduler Build process. Alternately, copy an existing Master Schedule from a previous year into PowerScheduler using the Copy Master Schedule
function available under PowerScheduler > Functions.
This error can also present if no courses are checked to be scheduled in the catalog.
Error The Master file contains an invalid schedule. The schedule does not match the Term code. The section is
XXXX-00000X. This section was dropped. A Load-Only scenario in PowerScheduler assumes no changes will be made to the basic 'shape' of
the Master Schedule being copied, i.e. number of Days/Periods, Terms etc. If such changes must occur, then the schedule will have to be built in order to
register the needed changes. The following has resolve the above error for customers who have made minor changes:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
From the Start Page
Select PowerScheduler
Select Functions
Select Regenerate Bitmaps
Select the checkbox to verify the command
Click Submit
Select Reset Section Meetings
Select the checkbox to verify the command
Click Submit
Re-Run Load and verify the error is now gone.
71
Load Errors from PowerSource Article 10981
Error The Master file contains an invalid schedule. The section is XXXXX-00000X. This section was dropped. Check the
expression of the listed Section. Adding an expression will usually solve this error.
Error The file student does not contain any valid data. Students are not set to be scheduled. Complete the required fields on the students'
Schedule Setup pages.
Required fields for students are: Next Year Grade, Schedule This Student, Next School
Error The Master file contains an invalid teacher. The section is XXXX000-00000X. The section does not have a teacher associated
with it or the assigned teacher is not marked to be scheduled. Verify that the assigned teacher is current and complete the required fields on the teachers'
Schedule Setup pages. Also verify that the section is associated with a teacher. Required Schedule Setup fields for teachers are: Schedule This
Teacher, Maximum Consecutive Periods
Error The file request does not contain any valid data. Requests have not been created for students, or the next school indicator has not
been correctly entered for the student(s). Complete the required fields on the students' Schedule Setup pages. Required fields for students are: Next Year
Grade, Schedule This Student, Next School. Set up Student Request screens to allow students to input requests, Mass Add requests in PowerScheduler, or import
requests using the Quick Import function.
72
Load Errors from PowerSource Article 10981
Error The Student requests multiple times of the same course, but the course does not allow repeating requests. The
student name is Danger, Nick, and the course is XXXX00. The student has more than one request for the same course, and the course is
not currently set up to accept multiple requests. If students are not permitted to repeat the course, delete the extra request(s) from the student's Request
page in PowerScheduler. If students are permitted to enroll in a course more than once in the same term, select Allow Student Repeats in the Same Term
on the Course Information page.
If students will be permitted to enroll in a course in more than one term, select Allow Student Repeats in Different Terms.
Error The Constraint file contains an invalid section. The constraint type is StudentPref, the course number is XXXX, the
section number is 9. This constraint was ignored.
The course is not marked as Schedule This Course on the Course Information page or the section number defined in the Student Preference constraint is
incorrect.
Error Invalid Student Preference constraint: The student is not requesting this course. The student is Firefly, Rufus T. and
the course is 1325.
A Student Preference constraint has been created for a student who is not currently marked as Schedule This Studenton the Scheduling Setup page.
Navigate to PowerScheduler > Students, select the student named in the error message, select the Schedule This Student checkbox on the student's
Scheduling Setup page, and click Submit.
73
Load Errors from PowerSource Article 10981
Error Invalid balance type found in the Course file. The course is [Course Number]: [Course Name], the invalid balance
type is 0.
1.
2.
3.
4.
Look up the course in the ScheduleCourseCatalogs (107) table in DDE, and confirm that the Sched_BalancePriority field value is 0.
Check the course in Start Page > PowerScheduler > Courses, and confirm that its Balance Priority is set to 'Section'.
Click Submit on the Course information page.
Verify that the Sched_BalancePriority field changes from 0 to 'Section' for the course in the ScheduleCourseCatalogs (107) table.
Error The File Schedule does not contain any valid data.
When validating the load, selecting both Validate only AND Balance under Load Type results in this error. Running again and select Validate Only. The error
should no longer appear.
Data Error Student has a request for an invalid course (unknown course number). Student ##### (ID=#####); Course is
AAA111 (Request ignored)
This occurs because there is a request for a course that is not available in the scheduling year. If you go to Start Page > PowerScheduler > Courses
You'll notice that AAA111 is not listed.
To fix: Start Page > PowerScheduler > Course Catalogs > Edit Course Catalog > Unavailable Courses Check box next to AAA111 and click
Submit button. Start Page > PowerScheduler > Courses > AAA111 > Preferences tab > Schedule This Course: checked. Click Submit button
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Load Errors from PowerSource Article 10981
Error The Constraint File contains an invalid section. The constraint type is [Type], the course number is [Course
Number], the section number is [Section Number]. This constraint was ignored. This occurs when a constraint is improperly
configured such as an incorrect section number. Navigate to Start Page > PowerScheduler > Load Constraints > Constraint type from the error above >
Correct the invalid information. Rerun the load and verify that the error is now gone.
Error Invalid Team code found in the Student file. The student is Test,Student and the invalid code is [xxx]. This error occurs
when the team code entered on the student's Scheduling Setup does not match the predefined Teams in PowerScheduler. This can include a space in front
or behind the code. To Resolve verify that the two match exactly and rerun the load.
Error The Request file contains an invalid student. The course is [xxx], the student is [xxx]. The request was dropped.
This error occurs when there are requests submitted for students that have not been set to be scheduled. To mass update the field is Sched_Scheduled and
the value is true.
Error The Term file contains a duplicate term (two different names referring to the same term). The first term is
[Storecode] [Name], the other term is [Storecode] [Name].
This happens when, within PowerScheduler > Years and Terms, the terms were created out of order.
Example: Q1 and Q2 were created before S2.
To resolve this error remove the affected parent term and all child terms and re-create them.
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Questions??????
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Regional Schedule for Load and Build and Load WORKshops
These workshops will give you the
opportunity to work on your schedules with
your team. We are there to help with errors
and functionality in order to get as far as
possible in the scheduling process. This is a
true WORKshop and not a training session.
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Weekly schedule will be:
Monday and Tuesday 2 day Build and Load Workshop
Wednesday 1 day Load ONLY workshop
Thursday and Friday 2 day Build and Load Workshop
Space is limited once registration opens the first of March.
1 School per LEA with 4 people per school may attend. Only
the Coordinator needs to register. Be sure to review what
is needed to be completed for each workshop here:
http://www.nc-sis.org/Files.html
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Workshop Dates
April 24 - 28
May 1 - 5
May 8 - 12
May 15 - 19
*Locations to be announced
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