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03/29/2017

Summer School Management Just Got a Whole Lot Easier

Tags: Summer School, Course Requests

2017 is bringing big changes to how schools and districts can manage Summer School.  Previously, schools have faced the challenge of how, when, and where to track Course Requests for Summer School and how to build a master schedule and manage students without creating complex procedures for counseling and IT staff.  To solve these challenges, Aeries now has a new "Summer School Course Requests" feature (using the new SSR table) that should help simplify and streamline the process districts undergo to prepare and implement Summer School.  It's important to note that districts are not required to use this new process.  The old method will still work, although this new method will be much easier to implement.

The following is the set of steps customers will be following under this new system:

1. Setup available Summer School Courses using the new "Summer School Terms" and "Summer School Courses" pages.  If you do not want to setup Summer School Terms, right now, just create a "Year" term to use.

2. Enter Summer School Course Requests for students starting now through the end of the school year.  This is available for staff with appropriate permissions on the Course Requests page.

3. IMPORTANT NOTE – The regular Aeries database will now be used to build the Summer School Master Schedule, even if you normally create a new SQL Database for Summer School.  The creation of that Summer School SQL Database can now be delayed until right before Summer School begins at the end of the regular school year.

Items below this point are in the process of being developed and are not yet available in Aeries.  Expected release dates are included.

4. Go into the Summer School School(s) (in the current, regular database) and use the Scheduling Setup page to configure the school to "Use Summer School Course Requests Table (SSR) instead of SSS".  This feature should be available around the first week of April.

5. Run Scheduling Reports as normal in your various Summer Schools.  Scheduling reports will be converted to support the new SSR table starting around the first week of April and it is anticipated that all reports will be complete by May 5.  Check back to this blog for a full list of all scheduling reports and the status of their support for SSR.

6. Build your Summer School Master Schedule using the SMS table in your summer schools.  Also by May 5th, the scheduling pages that allow you to build your Scheduling Master Schedule based on Course Requests will support the Summer School Course Requests table.

7. Run the Schedule All Students process.  Around May 5th, the scheduler will be adjusted to schedule directly against the SSR table.

8. If you normally create a new SQL database for your Summer School, wait until the week before summer school starts to create that SQL database.

9. Copy in your Summer School Students.  A new process will be created that will process the SSR table in the regular Aeries database and copy the students from there into the Summer Schools (even if in a different database) and into the appropriate schools.

10. Late enrollment of students already in your district will be able to be quickly added to the appropriate Summer School by using the Student Add/Transfer process.  This program will be adjusted to support pulling students from the regular DB into the Summer School DB.

11. Adding New Students who have not been previously enrolled in your district can be added directly to the Summer School DB.  The "Next Perm ID" of the student will be pulled from the regular Aeries DB to avoid conflicts with students being added directly to the regular Aeries DB.

12. At the end of Summer School, use the existing "Copy Student Data from Summer School DB" process to pull in newly added students and student-related information from the Summer School DB to your regular DB.

To start schools off, there are resources available on the Summer School Course Request process:

Documentation: http://help.aeries.com/help/Summer_School_Course_Requests

Videos:

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