Summer School Management Just Got a Whole Lot Easier

Tags: Summer School, Course Requests

Note: Updated May 30, 2017 to reflect changes released.

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.

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".

5. Run Scheduling Reports as normal in your various Summer Schools.

6. Build your Summer School Master Schedule using the SMS table in your summer schools.  The scheduling pages allow you to build your Scheduling Master Schedule based on the Summer School Course Requests (SSR) table.

7. Run the Schedule All Students process.  The scheduler  has been adjusted to schedule directly against the Summer School SSR Course Requests (SSR).

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 with the new "Copy Student into Summer Schools" process. The process will copy the students with Summer School Course Requests (SSR) into the regular Aeries database into the Summer Schools (even if in a different database) and into the appropriate schools.

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

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

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

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