Define District (Root Organization) Schedule preferences

Define schedule preferences for your district.

To define Schedule preferences:

  1. Log on to the District view.
  2. Select District > Setup.
  3. Click Preferences. The general preferences page appears.
  4. Click the Category drop-down to select Schedule. The schedule preferences page defaults to the Basic sub-tab.

  5. District Security preferences page, showing Basic tab

  1. Use the following table to enter information in the fields:
  2. Field Description

    General

    Enable student online request entry Select this checkbox to enable students to enter their course requests using the Student portal.

    Schedule commit control

    Select this checkbox to be able to define date ranges during which the schedule can be committed, and to track commits done by each school.

    Organization level for catalog

    If you have intermediate organizations, click Search icon. to see the Organization Definition pick list. Select the organization that is responsible for managing the course catalog and its attributes. If you select an intermediate organization here, each intermediate organization will be able to create a course catalog that is a subset of the root organization's catalog, provide each of its schools with appropriate courses, and specify who owns the course attributes.

    Note: If you select an intermediate organization here, you should also do so at the Course Field Ownership fields. Otherwise, they will not be able to modify those scheduling attributes.

    Auto update school course

    Select this checkbox if you want the system to automatically update an intermediate organization or school course when changes are made to a district course. This update will occur if the scheduling field is owned by the district.

    Course Field Ownership

    Select District or School to determine ownership of each scheduling field listed.

    Note: The Course Field Ownership for the Number field must be School, or the system always assigns the district course number to a course.
  1. Click the Advanced sub-tab.

  2. District Security preferences page, showing Advanced tab

  1. Use the following table to enter information in the fields:
  2. Field Description

    Miscellaneous

    Course number mask

    Enter a value that your district uses to enforce a course naming convention when more than one school course within the same school shares the content from the same district course.

    Note: The "d" indicates the district course number, and the "s" indicates the school course number. For example, a value of dddss means that the first three characters of the school course number must be the same as the corresponding district course. If you use intermediate organizations, you could use a course naming convention with characters from this level and the intermediate organization level.

    Fields to copy to schedule change from course drop

    This field enables schools to copy fields to the Student Schedule Change History record. When a course section is dropped from a student's schedule, your school might want Aspen to retain some information from the Student Schedule record before it is deleted, and copy it to the Student Schedule Change History record.

    First, enable a user-defined field on the Student Schedule Change History table in the Data Dictionary for each field on the Student Schedule record you want to copy. Then, enter the fields here using the following syntax:

    Sample syntax

     
    Enable grade data cleanup

    Select this checkbox to give users the option, when a course is being dropped, to delete transcript records and the assessment scores associated with that course in the transcript.

    If the user chooses to keep the transcript record, they must supply a final grade for the course.
    Assessment types to cleanup Click Search icon.. The Assessment Definition Pick List appears. Select the assessment records associated with the student to delete when a course is being dropped. You must select the Enable grade data cleanup checkbox for the selected assessment records to be deleted, along with the course transcript records.

    Elementary Scheduling

    Allow sections being scheduled over required minutes

    Select this checkbox to allow schedulers to add courses to a course program which exceed the total minutes required.
    Enforce Minutes Validation at Student Level

    Select an option from the drop-down to determine how course minutes validation works in the School view:

    • When this preference is set to Warning, School view users are warned when they save a course program with the incorrect number of minutes in the School view, Schedule > Courses > Program Management.
    • When this preference is set to Error, School view users are not allowed to save changes to a course program with the incorrect number of minutes.
    • When this preference is set to None, users are allowed to edit course programs, even if the number of minutes is incorrect.
    Allow edit of school course program directly

    Select this checkbox to allow schedulers in the School view to edit course programs on the course's details page. When it is not selected, users in the School view must edit course programs through the Program Management sub-tab.
    Display warning on schedule changes if teacher or room has conflicts

    Select this checkbox to warn users if they make any changes to the schedule that create teacher or room conflicts.
  1. Click Save.