Dear Scheduling Team,Master Schedule Board is an Excel spreadsheet that was first developed in the mid 1980's

when student information systems (SIS) were in their infancy and didn't provide many of the features of today's current master scheduling systems. Depending on your SIS, the use of Master Schedule Board may be a duplication of effort. The following is a list of the features of Master Schedule Board to help you decide if you want to use this tool:1) This is a ready to fill in, blank master schedule template that will handle up to 4 grade levels and 9 periods of class. If you routinely produce your own version of your master schedule using Excel, independent of your SIS, this tool will save you time in developing the format of your master schedule.2) Once the Master Schedule Board template is filled in with your school's information, a publication master schedule is automatically produced.3) A room assignment by room and a room assignment by teacher is automatically produced through a linked Excel spreadsheet (Room Assignment).4) The main purpose for developing this tool was to assist in balancing the master schedule. Once filled in with the counts from the student course request tally, this tool gives you several ways to examine balance in the master schedule including seat counts by period and grade. This provides you with information on where to move sections to balance the master schedule.5) The impact of mainstreaming is evaluated in terms of the use of the school's staffing allocation. In some cases, with the addition of special education teachers, a school's staffing allocation is enhanced; in some cases, mainstreaming reduces the seats in general education classes such that extra staffing is justified. This information has been used in some districts and extra staffing has been provided as a result.

Happy Scheduling!! Phil Saroyan (jp9@jps.net) & Patricia Clark (patricia510@gmail.com)

Master Schedule Board InstructionsRun this PowerPoint as a slide show so animations will work properly.

When is Master Schedule Board Used?This tool is used at two different times for balancing the master schedule:

• During the building process - there is a point when you have decided on the number of sections of each course you need to place in the master schedule. You also have tentatively decided on the specific period placement of many if not all of the sections through the use of a course conflict matrix. At this point you don’t know for sure if all of the students will be scheduled properly when you submit your schedule to the student information system (SIS) to simulate a match between the student requests and the schedule you developed (a SIM run). The two most common mismatches are conflicts between sections offered during the same period and periods without sufficient sections to accommodate all students – in other words, a problem with balance in the master schedule. The Master Schedule Board tool is used at this time. You input the sections in the period placements you have developed with the counts from the student course request tally. Once this is done, this tool with show you, period by period, if your schedule will accommodate your students. It also provides you with several charts to assist you in balancing your schedule if needed.

• After school starts – when you have “real” students sitting in classes, by inputting actual student counts for each section, the same charts that assisted you in balancing your master schedule with the projected counts from the student course request tally, will assist you in balancing class loads.

A Special Note About the Counts to be Entered from the Student Course Request Tally

There are three procedures to follow when using the student course request tally to enter section counts in the master schedule board:

1. In courses where sufficient student requests have been made to allow for more than 2 sections to be offered, enter the contractual class size maximum as the student count for each section.

2. In courses where the counts are such that only one or two sections will be offered, take the student request count, divide it by the number of sections that will be offered and use that number as the class size. For example – if 40 students requested a course and you decide to offer two sections, use 20 as the student count in each section.

3. In courses where students of multiple grade levels request the course, use “splits” as the counts to enter. For example – if 125 grade 9 students and 162 grade 10 students requested the same course, that would be a total of 287 students. If you had a maximum class size of 32, you would offer 9 sections of this course. Divide each student count by 9 sections to get the count to enter in each section for each grade – 14 for grade 9 and 18 for grade 10. This happens to work out to a total of 32 for each section, but if your particular case does not equal the maximum class size, just equally add numbers to each grade level count to make the sum of the splits equal to the maximum class size.

MASTER SCHEDULE BOARDFILL IN THE YELLOW HIGHLIGHTED CELLS IN THIS SECTION FOR SETUP 2 20 FILL IN THE YELLOW HIGHLIGHTED CELLS WITH

SPECIAL EDUCATION TEACHER CASE LOADS RSP SELF CONTAINED COMBINED FTE IMPACT BY SUBJ ECT AND GRADE

LIST GRADES 9TH 10TH 11TH 12TH 10TH 11TH TOTAL 9TH 10TH 11TH 12TH TOTAL 9TH 10TH 11TH 12TH TOTALLIST PREDICTED STUDENT COUNTS 9TH 10TH 11TH 12TH ENGLISH ENGLISHDistrict Counts 545 460 426 300 1731 SELF CONT TOTAL LH/SC MATH MATHSchool Site Counts 562 470 440 325 1797 HISTORY HISTORYNumber of Regular Ed Teachers 63.0 TOTALS SCIENCE SCIENCE

(FTE) PE PEELECTIVES ELECTIVES

NUMBER OF PERIODS IN A SCHOOL DAY 6TEACHING PERIODS /TEACHER/DAY 5 TOTAL TOTAL

Developed by Phil Saroyan and produced for the NUMBER OF COURSES IN EACH STUDENT'S SCHEDULE RSP SEAT UTILIZATION SELF CONTAINED SEAT UTILIZATION TOTAL FTE IMPACTCollege & Career Academy Support Network (CCASN) (LIST IN TERMS OF A YEAR'S PROGRAM) TOTAL IN IF ALL INPermission is granted for educational use with attribution (LEAVE CELLS BLANK IF N/A) SEATS IN CASELOAD SEATS REG ED RSP/SC

GRADE CASELOAD SP ED REG ED RSP TOTAL INSUBJ ECT 9TH 10TH 11TH 12TH SC RSP/SCENGLISH 1 1 1 1 MAX AV SCHED NET FTE IMPACTMATH 1 1 0.5 0.5 TCHR CLASSCLASS RSP SEATS GAINED TRIPLEHISTORY 1 1 1 1 LOAD SIZE SIZE RSP CHECKSCIENCE 1 1 0.5 0.5 ENGLISH 160 32 30 REG ED LH/SC SEATS LOSTPE 1 1 0.5 0.5 MATH 160 32 30ELECTIVES 1 1 2.5 2.5 HISTORY 160 32 30 TOTAL NET FTE IMPACTCOLUMN SUM-> 6 6 6 6 SCIENCE 160 32 30

PE 190 38 36THE SUM OF EACH COLUMN MUST EQUAL--> 6 ELECTIVE 160 32 30 RSP + SELF CONTAINED TOTALS SEATS IN A Negative Net FTE impact = FTE gained as a result of Special Ed

WORLD LA 160 32 30 TOTAL RSP CASELOAD SP ED REG ED A Positive Net FTE impact = FTE lost as a result of Special Ed

TOTAL SEAT COUNT BY SUBJ ECT, GRADE AND PERIOD

REVISED: 3/17/2014 PERIOD 1 PERIOD 2 PERIOD 3 PERIOD 4 PERIOD 5 PERIOD 6 PERIOD 7 PERIOD 8 PERIOD 9 SEAT COUNTS BY DEPARTMENT AND GRADE PREDICTED Personnel BASED ON PERSONNEL TEACHER LOAD OF DIVISOR OF 27.476191 2 3 4 5 6 7 8 9 GRADE 9TH GRADE 10TH GRADE 11TH GRADE 12TH TOTAL TOTAL EXTRA EXTRA TOTAL EXTRA EXTRA TOTAL EXTRA EXTRA TOTAL EXTRA EXTRA (WITH RSP)

9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH TOTALS 9TH 10TH 11TH 12TH SEATS SEAT SECTS SEATS SEAT SECTS SEATS SEAT SECTS SEATS SEAT SECTSENGLISH smith English 9 rm 5 ENGLISH 56 1 32 1 32 1 32 1 32 1 189 184 5 COUNT BAL COUNT BAL COUNT BAL COUNT BAL PERIOD FTE DEPT

MATH 84 21 25 55 21 11 25 42 24 308 308 -3644 -2320 -427 -323 TOTAL 562 LOAD BAL 1ST 2ND 3RD 4TH 5TH 6TH 7TH 8TH 9TH FTE IMPACT*165 33 32 1 33 32 1 33 32 1 33 32 1 33 32 1 HIST/SOC 4 8 12 24 24 ENGLISH ENGLISH ENGLISH ENGLISH ENGLISH 27 1 326 -236 -7.158 26 -444 -13.47 13 -427 -12.95 2 -323 -9.796 367 470 ENGLISH smith 165 -5 -1 -1 -1 -1 -1 0.00 0.00 ENG 1.27

SCIENCE 50 25 75 75 184 -378 5 -465 -440 -325 189 2 218 -344 -10.43 1 -469 -14.22 219 440 MAX LOAD 22 10 10 0.33 0.33 MATH 0.37PE BOYS 22 25 13 2 55 117 77 25 13 2 MATH MATH MATH MATH MATH 30.8 3 90 -472 -14.32 1 -469 -14.22 91 325 160 2 30 30 0.94 0.94 HIST 2.64

22 22 22 APE BOYS 308 -254 -470 -220 -162.5 308 4 87 -475 -14.41 1 -469 -14.22 88 1797 AVERAGE 1.00 SCI 0.48PE MEDS BOYS HISTORY HISTORY HISTORY HISTORY HISTORY 4 5 53 -509 -15.44 1 -469 -14.22 54 PREDICTED 32 1.00 PE -1.88PE ROTC BOYS 24 -538 -470 -440 -325 24 6 11 -551 -16.71 11 PLUS LH/SC 1.00 FL 0.17

2 2 2 PE GIRLS 55 22 77 77 SCIENCE SCIENCE SCIENCE SCIENCE SCIENCE 25 7 25 -537 -16.29 25 562 1.00 ELECT 0.53APE GIRLS 75 -487 -470 -220 -162.5 75 8 42 -520 -15.77 42 470 1.00 TOTALS 3.57PE MED GIRLS PE-BOY PE-BOY PE-BOY PE-BOY PE-BOY 58.5 9 24 -538 -16.32 24 440 1.00PE ROTC GIRLS 77 25 13 2 117 THESE ARE THE TOTAL SEATS ASSIGNED PER GRADE 921 325 1.00PE TOTAL 77 25 13 2 77 194 154 25 13 2 PE-GIRL PE-GIRL ALL PE-GIRL ALL PE-GIRL ALL PE-GIRL ALL 38.5 876 30 13 2 153.5 1797 1.00FL 22 33 55 55 77 -408 -445 -207 -160.5 77 THESE ARE THE AVERAGE NUMBER OF SEATS PER GRADE ACTUAL SCHOOL 1.00ELECT 33 22 21 76 76 PE-TOTALS 154 25 13 2 194 146.0 5.0 2.2 0.3 COUNT BASED 1.00LIB PE ROTC-B THESE ARE THE SUMS OF THE EXTRA SEATS COLUMNS ON PE (W/RSP) 1.00OFF PRACT/TA PE MEDS-B -3644 -2320 -427 -323 9TH 1.00TOTAL ELECT 55 55 21 131 131 ADAPT PE-B 154 1.00

PE ROTC-G WORKING CNTS 9TH 10TH 11TH 12TH TOTAL USE 10TH 1.00326 26 13 2 218 1 90 1 87 1 53 1 11 25 42 24 PE MEDS-G PRED(W/RSP) 562 470 440 325 1797 SCI/HIST 25 1.00

GRAND TOTALS 367 219 91 88 54 11 25 42 24 ADAPT PE-G W/RSP&LH/SC 562 470 440 325 1797 ELECT 11TH 1.00TOTALS WO RSP&LH/SC 562 470 440 325 1797 ENG/MATH 13 1.00

1 2 3 4 5 6 7 8 9 BOYS* 77 25 13 2 117 WO/MD/AP/ROTC562 470 440 325 1797 PE 12TH 1.00

9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH TOTALS 9TH 10TH 11TH 12TH GIRLS* 77 77 SECTIONS NEEDED BASED ON PREDICTIONS 2 MATH 286 2 -30 11 7 -23 11 21 7 -10 8 0.04 0.04RSP GRAND TOTAL* 154 25 13 2 194 48.50 562 470 440 325 1797 194 MAX LOAD 22 10 10 0.33 0.33LH/SC FOREIGN LANG F-LANG F-LANG F-LANG F-LANG 27.5 CLASS AVERAGE9TH 10TH 11TH 12TH TOTAL LH/SC 160 1.00

55 55 30 18.7 15.7 14.7 10.8 ENGLISH 59.90 9TH AVERAGE 1.00ELECTIVES ELECT W/FL ELECT W/FL ELECT W/FL ELECT W/FL 25.33 30 18.7 15.7 7.3 5.4 MATH 47.15 32 1.00

NUMBER OF SECTIONS PER PERIOD BY SUBJ ECT 76 -431 -470 -1100 -812.5 76 30 18.7 15.7 14.7 10.8 HISTORY 59.90 10TH 1.00TOTALS OFFICE PRACT OFFICE OFFICE OFFICE OFFICE 30 18.7 15.7 7.3 5.4 SCIENCE 47.15 1.00

36 15.6 13.1 6.1 4.5 PE 39.29 11TH 1.00ENGLISH 7 ENGLISH LIBRARY AIDE LIBRARY LIBRARY LIBRARY LIBRARY 30 18.7 15.7 36.7 27.1 ELECT 98.15 1.00

MATH 10 MATH TOTALS 109.3 91.4 86.8 64.1 12TH 1.00HIST/SOC 6 HIST/SOC ELECT TOT 131 -431 -470 -1100 -812.5 131 TOTAL 1.00SCIENCE 3 SCIENCE OVERALL ELECT FTE BASED ON SECTIONS NEEDED70.31 1.00

BALANCE -2814 SECTIONS NEEDED BASED ON PREDICTIONS(Rounded Up) GRAND TOTAL 1.00SUBTOTAL 26 SUBTOTAL 562 470 440 325 1797 9TH 1.00

RSP RSP RSP RSP RSP CLASS AVERAGE9TH 10TH 11TH 12TH TOTAL 154 1.00PE BOYS 2 PE BOYS 30 19 16 15 11 ENGLISH 61.0 10TH 1.00PE GIRLS 2 PE GIRLS LH/SC LH/SC LH/SC LH/SC LH/SC 30 19 16 8 6 MATH 49.0 25 1.00PE TOTAL 4 PE TOTAL 30 19 16 15 11 HISTORY 61.0 11TH 1.00

30 19 16 8 6 SCIENCE 49.0 13 1.0036 16 14 7 5 PE 42.0 12TH 1.00

FL 2 FL 30 19 16 37 28 ELECT 100.0 2 1.00

ELECT 3 ELECT TOTALS 111.0 94.0 90.0 67.0 194 HIST/SOC 12 84 28 28 28 0.88 0.88TOTAL MAX LOAD 8 56 28 28 0.88 0.88

72.40 160 4 28 28 0.88 0.88AVERAGE 1.00

# OF SECT TOTALS 35 TOTAL # OF SECTIONS ACTUAL SECTION 32 1.00# OF PREPS -26 TOTAL # OF PREPS 1797 562 470 440 325 1797 COUNT FROM 1.00# OF TCHRS 9 TOTAL # OF TEACHERS 9TH 10TH 11TH 12TH TOTAL THE MASTER 1.00

1 COUNT OF TEACHER NAMES 9TH DIFF 10TH DIFF 11TH DIFF 12TH DIFF TOTALS 6.1 0.2 ENGLISH 6.3 SCHEDULE 1.00AVERAGE CLASS SIZES W/ VARIOUS SECTION ADDITIONS AND DELETIONS ENTERED ON THE MASTER ENGLISH 184 -378 5 -465 -440 -325 189 10.3 MATH 10.3 7 ENGLISH 1.00

SECTION # SECT NOW "-6" "-5" "-4" "-3" "-2" "-1" NOW "+1" "+2" "+3" "+4" "+5" "+6" SCHEDULE BOARD -COLUMN "D" MATH 308 -254 -470 -440 -325 308 0.8 HISTORY 0.8 10 MATH 1.00ANALYSIS ENGLISH 7 189 94.5 63 47.2 37.8 31.5 27 23.6 21 18.9 17.2 15.7 14.5 HISTORY 24 -538 -470 -440 -325 24 2.5 SCIENCE 2.5 6 HISTORY 1.00

MATH 10 77 61.6 51.3 44 38.5 34.2 30.8 28 25.7 23.7 22 20.5 19.2 AVERAGE CURRENT CLASS SIZE IN ALL CLASSES SCIENCE 75 -487 -470 -440 -325 75 2.1 0.7 0.4 0.1 PE-B 3.3 3 SCIENCE 1.00HIST/SOC 6 #### 24 12 8 6 4.8 4 3.43 3 2.67 2.4 2.18 2 PE 77 -485 25 -445 26 -414 4 -321 132 2.1 PE-G 2.1 2 PE-B LIB + OFF 1.00SCIENCE 3 -25 -37.5 -75 #### 75 37.5 25 18.7 15 12.5 10.7 9.37 8.33 AVERAGE CURRENT ACADEMIC CLASS SIZE ELECTIVES 131 -431 -470 -440 -325 131 1.8 FL 1.8 2 PE-G COUNT 1.00PE BOYS 2 -29 -39 -59 -117 #### 117 58.5 39 29.2 23.4 19.5 16.7 14.6 (ENG, FL,MATH,HIST,SCI) 2.5 ELECT 2.5 2 FL SECT EQ 1.00PE GIRLS 2 -19 -25.7 -39 -77 #### 77 38.5 25.7 19.2 15.4 12.8 11 9.62 6 2 1 1 4.4 TOTAL ELECT 4.4 3 ELECT 1.00PE TOTAL 4 -97 -194 #### 194 97 64.7 48.5 38.8 32.3 27.7 24.2 21.6 19.4 AVERAGE 133 -429 15 -455 26 -414 4 -321 178 28.3 0.9 0.4 0.1 5 TOTAL ELECT 1.00FL 2 -14 -18.3 -28 -55 #### 55 27.5 18.3 13.7 11 9.17 7.86 6.87 TOTAL 29.6 1.00ELECT 3 -25 -38 -76 #### 76 38 25.3 19 15.2 12.7 10.9 9.5 8.44 AVERAGE FTE BASED ON AVERAGE CLASS SIZE5.924 35 TOTAL 1.00TOTAL ELECT 5 -131 ##### 131 65.5 43.7 32.7 26.2 21.8 18.7 16.4 14.6 13.1 11.9 ENG,MATH,HIST,SCI 148 1 -440 -325 149 7 1.00

1.00

SCIENCE 25 7 7 0.24 0.24MAX LOAD 50 14 7 7 0.24 0.24

286 62 62 21 21 25 25 55 55 21 21 11 11 25 25 42 42 24 24 160 1.00AVERAGE 1.0032 1.00

22 22 22 1.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.00

BOYS PE 62 -24 -24 -0.88 -0.88MAX LOAD 55 -17 -17 -0.67 -0.67190 1.00AVERAGE 1.0038 1.00

1.001.001.001.001.001.001.001.001.001.001.001.001.00

AdaptiveMedicalROTC

GIRLS PE 55 -17 -17 -0.67 -0.67MAX LOAD 22 16 16 0.33 0.33190 1.00AVERAGE 1.0038 1.00

1.001.001.001.001.001.001.001.001.001.001.001.001.00

AdaptiveMedicalROTC

HIST/SOC F LANG 55 9 10 -1 0.17 0.17MAX LOAD 1.00

12 4 4 4 4 4 4 160 1.00AVERAGE 1.0032 1.00

8 4 4 4 4 1.001.001.00

4 4 4 1.001.001.001.001.001.001.001.001.001.001.001.001.00

ELECTIVES 55 9 -1 10 0.17 0.17MAX LOAD 1.00160 1.00AVERAGE 1.0032 1.00

1.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.00

21 11 11 0.36 0.36

SCIENCE

25 25 25

50 25 25 25 25

`

COUNTSW/RSP w/o SC

SEAT AND SECTION COUNTS BY PERIOD AND GRADE

STAFF UTILIZATION MATRIX

POSITIVE NUMBERS IN THIS CHART INDICATE UNUSED FTE. NEGATIVE NUMBERS

INDICATE CLASS SIZES BEYOND WHAT IS

SUPPORTED BY THE FTE ALLOCATED IN THE

DEPARTMENT.

UTILIZATION SUMMARY BY DEPARTMENT

562

ACTUAL FTE FROM THEMASTER SCHEDULE

9TH 10TH 11TH 12TH

BALANCE BALANCE BALANCE BALANCE9TH 10TH 11TH 12TH

AVERAGE

TOTAL

SUMMARY OF SEAT COUNTS COMPARED WITH PREDICTED COUNTS9TH 10TH 11TH 12TH

ALL ELECT SUBTOTAL

REG EDSEATS IN

1 1 1 1 1 1 1 1

9 6 2 2 1 1 1 1

2

12-111

2 1

-8 -5 -1 -1

2 2

1 1 1

1 1

1 11 1

8 5 5 2 2 1 1 1 1

2 11 2 32 1 1 1 1 1 1 1 1

Period 9

3 1 1 1 1

Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8

MINUMUM NUMBER OF STUDENTS NEEDED FOR A COURSE SECTION

20

5.0COUNSELOR COUNT

COUNS DIVISOR

TCHR LOAD BASE

CLASS SIZE EQ.

PERSONNEL

DIVISOR

27.5

32.97143

164.8571

346.2

Period 7 Period 8 Period 9Period 6Period 5Period 4Period 3Period 2Period 1 164.8571429

SEATS

TOTAL

26.88

22.9

9TH 12TH

ELECTIVES

ENGLISHMATH

HISTORYSCIENCE

PE

SEATS

SPECIAL EDUCATION

-414 -469

ACTUAL SECTION COUNT BASED ON AVERAGE CLASS SIZE

FTE BASED ON SECTIONS NEEDED(Rounded Up)362.00

351.54

SEATS IN SP ED

325440470

The Big Picture

Page 2 - 17

Page 20

Page 1

Page 18

Page 19

Page 21

Page 22

Page 23

• Page 1 – initial input area• Page 2-17 – schedule board• Page 18 – seat counts by department

and average class size• Page 19 – special education seat

analysis• Page 20 – seat counts by grade and

period• Page 21-23 – staff utilization matrix

This is a much reduced view of the entire spreadsheet on the Master Schedule Board tab. This is intended for orientation only.

Set-up-1 When you open Master Schedule Board for the first time, go to the input area that begins at cell N4; your

yellow shaded cells will be blank. Fill in all the appropriate shaded cells in terms of a year’s schedule.

Leave cells blank that don’t apply.FILL IN THE YELLOW HIGHLIGHTED CELLS IN THIS SECTION FOR SETUP 2 20

LIST GRADES 9TH 10TH 11TH 12THLIST PREDICTED STUDENT COUNTS

District Counts 545 460 426 300 1731School Site Counts 562 470 440 325 1797Number of Regular Ed Teachers (FTE) 63.0 TOTALS

NUMBER OF STUDENT PERIODS IN A SCHOOL YEAR 6NUMBE OF TEACHER PERIODS IN A SCHOOL YEAR 5

NUMBER OF COURSES IN EACH STUDENT'S SCHEDULE(LIST IN TERMS OF A YEAR'S PROGRAM)(LEAVE CELLS BLANK IF N/A)

GRADESUBJ ECT 9TH 10TH 11TH 12THENGLISH 1 1 1 1 MAX AV SCHED

MATH 1 1 0.5 0.5 TCHR CLASSCLASSHISTORY 1 1 1 1 LOAD SIZE SIZE

SCIENCE 1 1 0.5 0.5 ENGLISH 160 32 30PE 1 1 0.5 0.5 MATH 160 32 30ELECTIVES 1 1 2.5 2.5 HISTORY 160 32 30COLUMN SUM-> 6 6 6 6 SCIENCE 160 32 30

PE 190 38 36THE SUM OF EACH COLUMN MUST EQUAL--> 6 ELECTIVE 160 32 30

WORLD LA 160 32 30

MINUMUM NUMBER OF STUDENTS NEEDED FOR A COURSE SECTION

20

5.0COUNSELOR COUNT

COUNS DIVISOR

TCHR LOAD BASE

CLASS SIZE EQ.

PERSONNELDIVISOR

27.5

32.97143

164.8571

346.2

Special Note:Throughout this tool,

input information only in cells that are

highlighted in a shade of yellow. The cells with formulas are not locked in order for you to

inspect the function of this tool. Be

careful, if formulas are changed or

deleted, this tool will not function properly.

Set-up-2

Next, go to the Special Education input section area that begins at cell

AF4. Your yellow highlighted cells will be blank. Fill in the teacher

names and student counts by grade for your

Special Education classes. Leave cells blank where

there is no information to input.

FILL IN THE YELLOW HIGHLIGHTED CELLS WITHSPECIAL EDUCATION TEACHER CASE LOADS

SELF CONT9TH 10TH 11TH 12TH5 7 3 2 176 3 7 1 177 7 14

18 17 10 3 48 TOTAL LH/SCRSP

9TH 10TH 11TH 12TH11 6 17

9 9 18

11 6 9 9 35 TOTAL RSP

J onesSmithWilson

TeacherAdams

Washington

Teacher

REVISED: 3/18/2014 PERIOD 1 PERIOD 2

ENGLISH Boyd English 9 Rm 5 English 9 Rm 5

195 160 32 32 32 32

Dunn English 10 Rm 7 Prep

5 160 32 32Fisk English 11 Rm23 (French 1) Rm 18

4 128 32 32J effords English 12 Rm 101 English 12 Rm 101

5 160 32 32 32 32

Schedule Board Data Entry

PERIOD 6

The rectangle highlighted in pink is an enlarged view of a typical period block that will normally appear without the cell borders like the example on the right. This information input area is really 12 Excel cells- given letters A-L here for explanation purposes. Special Note: Cells I, J, K, and L are the only cells that can contain numerical values. Entries in cells A-H must begin with an alphabetical/non-numerical character (numbers in cells A-H must be preceded by letters, an asterisk or quote marks. Do not use parentheses – Excel will treat a number in parentheses as a negative number yielding inaccurate results.Cells A, B, C – Enter course title here – input in cell A and the title can extend through cell CCell D – Reserved for room number only. Always enter the room number with an alphabetical/non-numerical character first, for example: Rm 5 or C7 or *12 or “27”Cells E, F, G, H – These cells can be used for any information you want – as long as the entry begins with an alphabetical characterCell I – Reserved for student counts in the grade entered in cell R5 (most likely 9th grade)Cell J – Reserved for student counts in the grade entered in cell S5 (most likely 10th grade)Cell K – Reserved for student counts in the grade entered in cell T5 (most likely 11th grade)Cell L – Reserved for student counts in the grade entered in cell U5 (most likely 12th grade)

A B C DE F G HI J K L

REVISED: 3/24/2014 PERIOD 1 PERIOD 2

ENGLISH Adams English 9 Rm 1 English 9 Rm 2

215 160 32 32 32 32

Saroyan English 10 Rm 2 Prep Rm 1

5 160 32 32Fisk English 11 Rm 3 (French 1) Rm 18

4 128 32 32J effords English 12 Rm 4 Science Fict Lit Rm 101

6 162 32 32 34 8 12 14

Schedule Board Data EntryData entry in the schedule board area is by department. Shown below is a portion of the first department, English. The other department input areas are Math, History, Science, Boys PE, Girls PE (there is no need to separate by gender if your classes are coed – just use one input area), Foreign Language, Electives, Student Teacher Assistants, Resource and Self-Contained Special Education. Data entry in all of these department areas is identical except for Resource and Self-Contained students. We will explain the regular education method of entry first. Keep clicking and we will explain the input for the schedule board you see below.

English is the title of this department input area. All sections of English are input in this area.

These are teacher names entered only in the yellow highlighted cells of column D.

These are the course titles of the sections being taught by each teacher

English teacher Fisk also teaches French. The parentheses around the course title is to set this off as not an English department section. Fisk would also be listed as a teacher in the Foreign Language department with French 1 listed in period 2.

This sample schedule has been set up with 4 grade levels – 9th, 10th, 11th and 12th.

This is the location to input the student course request counts for the grade level entered in cell R5 in the beginning setup section – in this example 9th grade.

This is the location to input the student course request counts for the grade level entered in cell S5 in the beginning setup section – in this example 10th grade.

This is the location to input the student course request counts for the grade level entered in cell T5 in the beginning setup section – in this example 11th grade.

This is the location to input the student course request counts for the grade level entered in cell U5 in the beginning setup section – in this example 12th grade.

Notice that there are no counts entered for this section. The counts for a French section would be entered in the Foreign Language department. The course is listed here to fill in the schedule as a reminder that this teacher cannot teach a section of English this period.

This is where room numbers are entered. Remember to start this entry with a letter of the alphabet or an asterisk or quotation marks.

Other non-course information can be entered in place of the course title like the teacher’s preparation period.

Numbers in these cells are the sum of the counts entered in each individual section. If counts for students from different grade levels are entered, the sum for the individual period would appear here.

This is the total count of students for all sections for each teacher.

This is the total number of sections entered for each teacher in this department.

This is the total number of English sections entered in the English department input area.

Notice that this period total count appears highlighted and in red. This happens when the class size total is over the average class size limit. This happens in all departments except Student Teacher Assistants , Resource and Special Education.

This total will appear highlighted and in red when the total student count exceeds the maximum case load for the teacher.

If the number of sections assigned in one row is over the maximum for an individual teacher, it will appear highlighted and in red.

FILL IN THE YELLOW HIGHLIGHTED CELLS WITHSPECIAL EDUCATION TEACHER CASE LOADS

SELF CONT9TH 10TH 11TH 12TH5 7 3 2 176 3 7 1 177 7 14

18 17 10 3 48 TOTAL LH/SCRSP

9TH 10TH 11TH 12TH11 6 17

9 9 18

11 6 9 9 35 TOTAL RSP

J onesSmithWilson

TeacherAdams

Washington

Teacher

Back on slide 6 of this PowerPoint, we entered this sample information for the Self Contained Special Education and Resource teachers. When the teacher names are entered here, they are also automatically entered in the proper location of the master schedule board. On the next slide we will look at the data entry for the RSP teacher, Adams. The same procedure is used for the data entry for all Self Contained and RSP teachers.

SP ED Adams English 9 RSP Rm 23 English Support Rm 23 English 10 RSP Rm 23English

RSP 34 11 11 17 11 6 6 6Math RSP Rm 23 Math Support

Math34 17 11 6 17 11 6

History

Science

PE

Elective68

Period 1 Period 2 Period 3 Period 4 Period 5

This is the data entry area just for one special education teacher, in this case the Resource teacher, Adams. The only difference in the data entry in this area from the regular education teacher area is because Special Education teachers teach multiple subjects. This view is too small to show the details, so it will be broken into pieces for explanation purposes. Click once to proceed. SP ED Adams English 9 RSP Rm 23 English Support Rm 23 English 10 RSP Rm 23

English

RSP 34 11 11 17 11 6 6 6Math RSP Rm 23 Math Support

Math34 17 11 6 17 11 6

History

Science

PE

Elective68

SP ED Adams English 9 RSP Rm 23 English Support Rm 23 English 10 RSP Rm 23English

RSP 34 11 11 17 11 6 6 6Math RSP Rm 23 Math Support

Math34 17 11 6 17 11 6

History

Science

PE

Elective68

Here you see that Adams’ name is already entered and there are rows for the entry of student counts by subject. Since Adams teaches both English and Math, student count entries are made in two rows.Click again to proceed.

SP ED Adams English 9 RSP Rm 23 English Support Rm 23 English 10 RSP Rm 23English

RSP 34 11 11 17 11 6 6 6Math RSP Rm 23 Math Support

Math34 17 11 6 17 11 6

History

Science

PE

Elective68

Here you see the 5 sections that Adams teaches – the three English sections are listed in the English row with the student counts by grade for the English sections. The two math sections are listed in the math row with the student counts by grade for the math sections. All the rest of the totals are the same as in the regular education section. You will notice that there is no count for the total number of sections taught for special education teachers. Sometimes multiple courses are taught in the same period so you might see both an English and a history class taught during a single period for example. The critical thing to remember here is to be sure to account (through the counts you enter) for all students each period they are taking classes with their special education teachers. These counts are used to determine the influence of your special education program on your staffing allocation. This will be explained later in this document.

At this point you are ready to enter all of the data into the schedule board.

Teams, Linked Learning Cohorts and Academies

A very simple and effective method of indicating special clusters of sections is through highlight colors and name labels. Here is an example:

Long English 12 Rm 30 English 11 Rm 30Green Academy Green Academy

160 32 32 32 32Marsh English 9 Rm 27 English 10 Rm 27

BioMedical Academy BioMedical Academy160 32 32 32 32

This highlight color and labeling would be followed for all cohort sections throughout the schedule board area. Printing this out for those who schedule students and participate in class balancing after the school year begins is very helpful in keeping cohort purity.

PERIODENGLISH Zero 1 2 3 4 5 6

Acac (Leadership) Rm 58 Eng 10 HP Rm 58 Eng 10 HP Rm 58 Eng 9 Support Rm 58Aikins Eng 11 HP Rm 483 Eng 11 HP Rm 483 Eng 11 Rm 483 Eng 11 Rm 483 Eng 11 SDAE Rm 483

Brumer Eng 12 Rm 201 Eng 12 Rm 201 Eng 12 Rm 201 (Drama) Rm 201 Sci Fi/Multi Cult Rm 201Chaney Eng 9 Support Rm 482 Eng 9 Rm 482 Eng 9 Rm 482 Eng Lit/Cmp AP Rm 482 (Yearbook) Rm 73Charvez Eng 12 SDAIE Rm 62 ELD 3 Rm 62 Eng 12 SDAIE Rm 62 Eng 12 Rm 62 Eng 12 Rm 62Cowgill Eng 10 Rm 65 Eng 10 Rm 65 (WEEP ROP) Rm 65 (WEEP ROP) Rm 65 (WEEP ROP) Rm 65Crowe Eng 10 Eng 10 Eng Exit Exam Eng 10 Eng 10 SDAIEBoyd Eng 11 Rm 202 Eng 11 Rm 202 Eng 11 Rm 202 Eng 11 SDAIE Rm 202 Eng 11 Rm 202Dominguez Eng 9 ELD IntensRm 485 Eng 9 ELD Supp Rm 485 ELD 2 Rm 485 (Anthro) Rm 485 (French 1) Rm 485

J arvis Eng 9 Rm 67 Eng 9 HP Rm 67 Eng 9 Rm 67 Eng 9 Rm 67 Eng 9 Support Rm 67Lammon Eng 9 Rm 50 Eng 9 Rm 50 Eng 10 Rm 50 Eng 10 Rm 50 Eng 10 Rm 50Larsen Eng 10 SDAIE Rm 52 Eng 10 Rm 52 (J ournalism) Rm 52 Eng 10 Rm 52 Eng 10 Rm 52Morris Eng 9 Intensive Rm 93 Eng 9 Support Int Rm 93 Eng 11 Rm 93 Eng 11 Rm 93 Eng 11 Rm 93Nelson Eng 12 Rm 61 Eng 12 Rm 61 Eng 12 Rm 61 Eng 11 Rm 61 Eng 11 Rm 61Phillips Eng 9 HP Rm 53 Eng 9 Rm 53 Eng 9 Rm 53 Eng 9 Support Rm 53 Eng 9 Rm 53Rosenmann Eng 9 SDAIE Rm 484 ELD 2/9 Rm 484 (MW Hist SDAIE)Rm 484 (MW Hist) Rm 484 (MW Hist SDAIE)Rm 484Strom ELD 3 Rm 94 Eng 12 Rm 94 Eng 12 Rm 94 Eng Exit Exam Rm 94 Eng Exit Exam Rm 94

MATH

Barnett Alg 2 Rm 473 Alg 1 Rm 473 Alg Support Rm 473 Alg 1 Rm 473 Alg 1 Rm 473Decker Alg Support Rm 70 Geometry Rm 70 Geom HP Rm 70 Pre Calc Rm 70 Pre Calc Rm 70Duncan Alg 2 Rm 63 Calc BC Rm 63 Alg 2 HP Rm 63 Calc HP Rm 63 Calc HP Rm 63Lambert Alg Support Rm 98 Alg 2 Rm 98 Alg 2 Rm 98 Alg 1 Rm 98 Alg 2 Rm 98Long Geometry Rm 99 Geometry Rm 99 Bus Math Rm 99 Bus Math Rm 99 Bus Math Rm 99Patrick Alg 1 Rm 101 Geometry Rm 101 Geometry Rm 101 Geometry Rm 101 Alg 1 Rm 101Sharp Alg 2 Rm 91 Geometry Rm 91 Geometry Rm 91 Alg 2 Rm 91 Geometry Rm 91Staff 2 Alg 1 Rm 478 Alg 1 Rm 478 Alg 1 Rm 478 Alg Support Rm 478 Alg 1 Rm 478Thorpe Math Exit Rm 59 Math Exit Rm 59 Math Exit Rm 59 Alg Read Sup Rm 59 Alg Read Sup Rm 59Traub Math Modeling Rm 77 Math Modeling Rm 77 Math Modeling Rm 77 Statistics Rm 77 Pre Calc Rm 77Reese Alg 1 Rm 90 Alg Support Rm 90 Alg 1 Rm 90 Alg 1 Rm 90 Alg 1 Rm 90Staff 4 Alg 1 Rm 92 Alg Readiness Rm 92 Alg Readiness Rm 92 Geometry Rm 92 Geometry Rm 92

Eng 12 Rm 201Phillips

Once the schedule board is filled in, click on the Print Copy tab to find this short version of the master schedule. It is currently set to print 6 pages on legal sized paper in landscape orientation. The printing parameters are easily changed to meet your needs by changing page breaks or by using the Print Area function of Excel. The enlarged section at the bottom shows the information provided: the teacher name with the course taught and room number for each period. This version of the master schedule is organized by department.

Getting BalancedOnce all the information is input into the schedule board, 5 different charts are generated to analyze the balance in your master schedule.

• Total seat count by subject, grade and period• Section count by period and subject• Seat count by department and grade• Summary of seat counts compared with predicted counts• Seat and section counts by period and grade

In each of the following examples of these 5 charts, only the English department counts have been filled in on the schedule board to simplify viewing.

Total seat count by subject, grade and period

1 2 3

9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12THENGLISH 96 64 64 64 96 96 96 64 96 96 64 64

MATHHIST/SOCSCIENCE

Period 3Period 2Period 1

This enlarged portion of the table shows just 3 of the 9 periods. When balancing a schedule, you look for sections that can be moved from one period to another. This chart helps you see the department, grade and period where there are high and low seat counts. The bottom of the chart provides totals by grade and period.

TOTAL SEAT COUNT BY SUBJ ECT, GRADE AND PERIOD

1 2 3 4 5 6 7 8 9

9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH TOTALS 9TH 10TH 11TH 12THENGLISH 96 64 64 64 96 96 96 64 96 96 64 64 96 96 64 64 96 64 64 64 96 64 96 32 1856 576 480 448 352

MATHHIST/SOCSCIENCEPE BOYSAPE BOYSPE MEDS BOYSPE ROTC BOYSPE GIRLSAPE GIRLSPE MED GIRLSPE ROTC GIRLSPE TOTALFLELECTLIBOFF PRACT/TATOTAL ELECT

96 64 64 64 96 96 96 64 96 96 64 64 96 96 64 64 96 64 64 64 96 64 96 32GRAND TOTALS 288 352 320 320 288 288

1 2 3 4 5 6 7 8 9

9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH 9TH 10TH 11TH 12TH TOTALS 9TH 10TH 11TH 12THRSP 11 11 6 6 11 6 11 6 68 44 24LH/SC

Period 7 Period 8 Period 9Period 6Period 5Period 4Period 3Period 2Period 1

This is a view of the entire table that begins at cell BA32

Section count by period and subjectSECTION COUNT BY PERIOD AND SUBJ ECT

TOTALS

ENGLISH 58 ENGLISHMATH MATH

HIST/SOC HIST/SOCSCIENCE SCIENCE

SUBTOTAL 58 SUBTOTAL

PE BOYS PE BOYSPE GIRLS PE GIRLSPE TOTAL PE TOTAL

FL FL

ELECT ELECT

# OF SECT TOTALS 58 TOTAL # OF SECTIONS12 COUNT OF TEACHER NAMES

Period 9

9 11 10 10 9 9

Period 1 Period 2 Period 3 Period 4 Period 5 Period 6 Period 7 Period 8

9 11 10 10 9 9

11 10 10 9 9

ALL ELECT SUBTOTAL

9

This is a view of the entire table that begins at cell BA64

SECTION COUNT BY PERIOD AND SUBJ ECT

ENGLISHMATH

HIST/SOCSCIENCE

SUBTOTAL

PE BOYSPE GIRLSPE TOTAL

FL

ELECT

# OF SECT TOTALS

9 11 10

Period 1 Period 2 Period 3

9 11 10

11 10

ALL ELECT SUBTOTAL

9

This enlarged portion of the table shows just 3 of the 9 periods. This is another way of looking at balance – by section count in each period.

Seat count by department and gradeSEAT COUNTS BY DEPARTMENT AND GRADEGRADE 9TH GRADE 10TH GRADE 11TH GRADE 12TH TOTAL

COUNT BAL COUNT BAL COUNT BAL COUNT BAL

ENGLISH ENGLISH ENGLISH ENGLISH ENGLISH 32576 25 480 16 448 17 352 36 1856

MATH MATH MATH MATH MATH-551 -464 -215.5 -158

HISTORY HISTORY HISTORY HISTORY HISTORY-562 -470 -440 -325

SCIENCE SCIENCE SCIENCE SCIENCE SCIENCE-562 -470 -220 -162.5

PE-BOY PE-BOY PE-BOY PE-BOY PE-BOY

PE-GIRL PE-GIRL ALL PE-GIRL ALL PE-GIRL ALL PE-GIRL ALL-580 -487 -225 -164

PE-TOTALSPE ROTC-BPE MEDS-BADAPT PE-BPE ROTC-GPE MEDS-GADAPT PE-GTOTALSBOYS*

GIRLS*GRAND TOTAL*FOREIGN LANG F-LANG F-LANG F-LANG F-LANG

ELECTIVES ELECT W/FL ELECT W/FL ELECT W/FL ELECT W/FL

-580 -487 -1125 -820OFFICE PRACT OFFICE OFFICE OFFICE OFFICE

LIBRARY AIDE LIBRARY LIBRARY LIBRARY LIBRARY

ELECT TOT -580 -487 -1125 -820OVERALL ELECTBALANCE -3012

RSP RSP RSP RSP RSP44 24 68

LH/SC LH/SC LH/SC LH/SC LH/SC

9TH 10TH 11TH 12TH AVERAGE

TOTAL

This is a view of the entire table that begins at cell CV33

SEAT COUNTS BY DEPARTMENT AND GRADEGRADE 9TH GRADE 10TH GRADE 11TH GRADE 12TH TOTAL

COUNT BAL COUNT BAL COUNT BAL COUNT BAL

ENGLISH ENGLISH ENGLISH ENGLISH 32576 25 480 16 448 17 352 36 1856

9TH 10TH 11TH 12TH AVERAGE

TOTAL

The enlarged portion below shows only the English department. Seat counts by department and grade is another way to look at schedule balance. Here it also shows you the total seats compared with the number of students at each grade level. Here it shows 25 extra seats at the 9th grade level – since there are 18 sections of English 9, this is just over 1 extra seat per section – a very tight schedule. With 36 extra seats at the 12th grade, English 12 may be a candidate for cutting a section if needed.

Summary of seat counts compared with predicted countsThis is a view of the table that begins at cell CV81

This summary chart provides a quick overview of seat counts (again, only English is shown here). It will differ from the previous chart because of the inclusion of Resource and Self-Contained Special Education students in the calculations. The DIFF (difference) column is the seat count minus the predicted count. A positive number indicates extra seats, a negative number would indicate a shortage of seats.

PREDICTED 1797

9TH DIFF 10TH DIFF 11TH DIFF 12TH DIFF TOTALSENGLISH 598 36 492 22 448 8 352 27 1890

MATH -18 -580 -17 -487 -20 -460 -6 -331 -61HISTORY -18 -580 -17 -487 -10 -450 -3 -328 -48SCIENCE -18 -580 -17 -487 -20 -460 -6 -331 -61

PE -18 -580 -17 -487 -20 -460 -6 -331 -61ELECTIVES -18 -580 -17 -487 -4 -444 -1.2 -326.2 -40.2

325440470

9TH 10TH

The counts in this chart include Resource and Self-Contained Special Education students in the calculations

COUNTS562

SUMMARY OF SEAT COUNTS COMPARED WITH PREDICTED COUNTS

11TH 12TH

Seat and section counts by period and grade

This chart, beginning at cell DG32, has been found to be the most useful in balancing a master schedule. The total seat count for each period is shown by grade in the first column of each grade level. The second column shows the seat balance. A positive number means extra seats for the grade in the period, a negative number means a shortage of seats. The third column in each grade level is the seat balance in terms of sections. In first period, in the 9th grade there are 610 seats available which is 48 over the projected count of 562 (in this example) and this equals 1.539 sections. Don’t get too worried about 48 extra seats ; 562 students would need about 18 sections of class per period. This works out to be about 2.5 extra seats per section – a fairly tight schedule. Go on to the next slide to see more about balancing from this chart.

9TH 10TH 11TH 12TH

PERIOD SEATS SEATS SEATS293 381 381 244

1 610 48 1.539 500 30 0.962 472 32 1.026 358 33 1.0582 544 -18 -0.58 508 38 1.218 481 41 1.315 357 32 1.0263 597 35 1.122 530 60 1.924 462 22 0.705 344 19 0.6094 559 -3 -0.1 511 41 1.315 490 50 1.603 363 38 1.2185 600 38 1.218 482 12 0.385 433 -7 -0.22 358 33 1.0586 653 91 2.918 585 115 3.687 549 109 3.495 345 20 0.6417 632 70 2.244 543 73 2.341 513 73 2.341 363 38 1.2188 594 32 1.026 482 12 0.385 501 61 1.956 356 31 0.9949 588 26 0.834 509 39 1.25 471 31 0.994 357 32 1.026

SEATS SEAT SECTS SEATS SEAT SECTS SEATS SEAT SECTS SEATS SEAT SECTS

9TH 10TH 11TH 12TH

BALANCE BALANCE BALANCE BALANCE

9TH 10TH 11TH 12THTOTAL EXTRA EXTRATOTAL EXTRA EXTRA TOTAL EXTRAEXTRATOTAL EXTRA EXTRA

PERIOD SEATS SEATS SECTSSEATSSEATSSECTSSEATS SEATSSECTSSEATS SEATS SECTS293 381 381 244

1 610 48 1.539 500 30 0.962 472 32 1.026 358 33 1.0582 544 -18 -0.58 508 38 1.218 481 41 1.315 357 32 1.0263 597 35 1.122 530 60 1.924 462 22 0.705 344 19 0.6094 559 -3 -0.1 511 41 1.315 490 50 1.603 363 38 1.2185 600 38 1.218 482 12 0.385 433 -7 -0.22 358 33 1.0586 653 91 2.918 585 115 3.687 549 109 3.495 345 20 0.6417 632 70 2.244 543 73 2.341 513 73 2.341 363 38 1.2188 594 32 1.026 482 12 0.385 501 61 1.956 356 31 0.9949 588 26 0.834 509 39 1.25 471 31 0.994 357 32 1.026

Seats Seat SectsBalance

Seats Seat SectsBalance

Seats Seat SectsBalance

Seats Seat SectsBalance

Seat Balancing by Grade and Period

The red boxes indicate periods where seat counts are negative or low enough to cause concern. Twelve seats are a concern because the 10th grade class of 470 needs about 15 sections of class per period – this gives less than one extra seat per section. In an exceptionally balanced master schedule you should have at least 1 extra seat; most of the time we shoot for at least two extra seats per section.The green boxes indicate periods where seat counts may be excessive and where sections could be reduced and relocated into periods with shortages.

In the next slide we will balance the seat count in the 9th grade.

9TH 10TH 11TH 12THTOTAL EXTRA EXTRATOTAL EXTRA EXTRA TOTAL EXTRAEXTRATOTAL EXTRA EXTRA

PERIOD SEATS SEATS SECTSSEATSSEATSSECTSSEATS SEATSSECTSSEATS SEATS SECTS293 381 381 244

1 610 48 1.539 500 30 0.962 472 32 1.026 358 33 1.0582 544 -18 -0.58 508 38 1.218 481 41 1.315 357 32 1.0263 597 35 1.122 530 60 1.924 462 22 0.705 344 19 0.6094 559 -3 -0.1 511 41 1.315 490 50 1.603 363 38 1.2185 600 38 1.218 482 12 0.385 433 -7 -0.22 358 33 1.0586 653 91 2.918 585 115 3.687 549 109 3.495 345 20 0.6417 632 70 2.244 543 73 2.341 513 73 2.341 363 38 1.2188 594 32 1.026 482 12 0.385 501 61 1.956 356 31 0.9949 588 26 0.834 509 39 1.25 471 31 0.994 357 32 1.026

Seats Seat SectsBalance

Seats Seat SectsBalance

Seats Seat SectsBalance

Seats Seat SectsBalance

Seat Balancing by Grade and Period

610 48 1.539544 -18 -0.58597 35 1.122559 -3 -0.1600 38 1.218653 91 2.918632 70 2.244594 32 1.026588 26 0.834

9th Grade class from

6th

6th

7th

9th Grade class to

4th

2nd

2nd

123456789

1 610 48 1.5392 606 44 1.4113 597 35 1.1224 591 29 0.935 600 38 1.2186 591 29 0.937 600 38 1.2188 594 32 1.0269 588 26 0.834

Enlarged view of 9th gradeSections to move for

balancing the 9th grade Balanced 9th grade

Moving SectionsMoving sections is accomplished by going back to the schedule board section of the Master Schedule Board tool and deleting the section information in the period to be moved and then re-entering the section information in the period where you need it. Click to see an example of moving a 9th grade English section from period 2 to period 3

PERIOD 2 PERIOD 3

English 9 English 9

32 32 32 32

Rm 9 Rm 9

Remember, only change information in the yellow highlighted areas. The seat count totals for each period are automatically calculated. After this change, the 9th grade seat count in the Seat and Section Counts by Period and Grade table will be 32 less in period 2 and 32 more in period 3.

Seat count total

WORKING CNTS9TH 10TH 11TH 12TH TOTAL USEPRED(W/RSP) 562 470 440 325 1797 SCI/HIST W/RSP&LH/SC 580 487 450 328 1845 ELECTWO RSP&LH/SC551 464 431 316 1762 ENG/MATHWO/MD/AP/ROTC580 487 450 328 1845 PE

SECTIONS NEEDED BASED ON PREDICTIONS562 470 440 325 1797

CLASS AVERAGE9TH 10TH 11TH 12TH TOTAL30 18.4 15.5 14.4 10.5 ENGLISH 58.730 18.4 15.5 7.2 5.3 MATH 46.3

30 18.7 15.7 14.7 10.8 HISTORY 59.930 18.7 15.7 7.3 5.4 SCIENCE 47.236 16.1 13.5 6.3 4.6 PE 40.430 19.3 16.2 37.5 27.3 ELECT 100.4

TOTALS 109.6 92.0 87.3 63.9TOTAL

FTE BASED ON SECTIONS NEEDED70.58SECTIONS NEEDED BASED ON PREDICTIONS(Rounded Up)

562 470 440 325 1797CLASS AVERAGE9TH 10TH 11TH 12TH TOTAL

30 19 16 15 11 ENGLISH 61.030 19 16 8 6 MATH 49.030 19 16 15 11 HISTORY 61.030 19 16 8 6 SCIENCE 49.036 17 14 7 5 PE 43.030 20 17 38 28 ELECT 103.0

TOTALS 113.0 95.0 91.0 67.0TOTAL

73.20FTE BASED ON SECTIONS NEEDED(Rounded Up)366.0

352.91

There are a few more charts in this tool that are helpful. The Sections Needed chart beginning at cell DH53 gives you an estimate of the sections needed in each subject area based on predicted student counts. At this point in the master scheduling process, you most likely have a pretty good idea of these counts already, so this can serve as a double check.

SECTIONS NEEDED

The Actual Section Count Based on Average Class Size starting at cell DH87 gives you an idea of the effect of not being able to limit all sections to the average class size when compared with the Actual Section Count From the Master Schedule chart beginning at cell DQ87. If you were able to keep all sections of 9th grade English at the class average of 30, you would need 17.1 sections of class. The actual number of 9th grade English based on the class size maximum of 32 is 15.2 sections(487/32=15.2)

YOU HAVE FEWER SECTIONS PLACED ON THE SCHEDULE BOARD THAN YOUR STAFFING

ALLOCATION

487 432 367 344 16309TH 10TH 11TH 12TH TOTAL 54 ENGLISH17.1 14.9 12.8 12.8 ENGLISH 57.6 MATH

MATH HISTORYHISTORY SCIENCESCIENCE 5 PE LIB + OFF

1.1 1.1 0.9 1.8 PE 4.9 8 CTE COUNT0.8 0.3 CTE 1.1 2 WORLD LANG SECT EQ0.5 1.5 0.9 0.9 ELECTIVES 3.7 4 ELECT0.0 0.1 0.5 1.3 WORLD LANG 2.0 14 TOTAL CTE, WORLD LANG & ELECT1.3 1.9 1.4 2.2 TOTAL CTE+ 6.8 SECTIONS FTE19.5 17.8 15.1 16.9 ELECT+WLANG 73 14.6

TOTAL 69.3 272 54.4FTE BASED ON AVERAGE CLASS SIZE 13.86 199 39.8

ACTUAL SECTION COUNT FROM THE MASTER SCHEDULE BOARD

<---SCHEDULE BOARD TOTALS---><---STAFFING ALLOCATION--->

<---BALANCE--->

ACTUAL SECTION COUNT BASED ON AVERAGE CLASS SIZE

This sample comes from a master schedule in the early building stage where only the English sections and a few others have been placed. The message above in RED confirms the status of section placement and will change to indicate balance or over allocation of sections beyond the staffing allocation.

Personnel BASED ON PERSONNEL TEACHER LOAD OF DIVISOR OF 26.63077

DEPTLOAD BAL FTE 1ST 2ND 3RD 4TH 5TH 6TH 7TH 8TH 9TH FTE IMPACT*

ENGLISH Adams 158 2 1 4 -4 2 0.01 0.01 ENG 0.05MAX LOAD Saroyan 160 1 0.00 0.00 MATH160 Fisk 156 4 1 1 3 0.02 0.02 HISTAVERAGE Jeffords 160 1 0.00 0.00 SCI32 Smith 156 4 1 -1 5 0.02 0.02 PE

Clark 162 -2 1 -2 -0.01 -0.01 FLJ ones 160 1 0.00 0.00 ELECTKey 158 2 1 2 0.01 0.01 TOTALS 0.05Boyd 160 1 0.00 0.00Dunn 160 1 0.00 0.00Long 160 1 0.00 0.00Marsh 96 0.6 0.00 0.00

1.001.001.001.001.001.001.001.001.00

MATH 1.00MAX LOAD 1.00160 1.00AVERAGE 1.0032 1.00

1.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.00

HIST/SOC 1.00MAX LOAD 1.00

160 1.00AVERAGE 1.00

32 1.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.00

SCIENCE 1.00MAX LOAD 1.00160 1.00AVERAGE 1.0032 1.00

1.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.00

BOYS PE 1.00MAX LOAD 1.00190 1.00AVERAGE 1.0038 1.00

1.001.001.001.001.001.001.001.001.001.001.001.001.00

AdaptiveMedicalROTCGIRLS PE 1.00MAX LOAD 1.00190 1.00AVERAGE 1.0038 1.00

1.001.001.001.001.001.001.001.001.001.001.001.001.00

AdaptiveMedicalROTCF LANG 1.00MAX LOAD 1.00160 1.00AVERAGE 1.0032 1.00

1.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.00

ELECTIVES 1.00MAX LOAD 1.00160 1.00AVERAGE 1.0032 1.00

1.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.001.00

POSITIVE NUMBERS IN THIS CHART INDICATE UNUSED FTE. NEGATIVE NUMBERS

INDICATE CLASS SIZES BEYOND WHAT IS

SUPPORTED BY THE FTE ALLOCATED IN THE

DEPARTMENT.

UTILIZATION SUMMARY BY DEPARTMENTSTAFF UTILIZATION MATRIX

159.784615411.6

Personnel BASED ON PERSONNEL TEACHER LOAD OF DIVISOR OF 26.63077

DEPT

LOAD BAL FTE 1ST 2ND 3RD 4TH 5TH 6TH 7TH 8TH 9TH FTE IMPACT*ENGLISH Adams 158 2 1 4 -4 2 0.01 0.01 ENG 0.05MAX LOAD Saroyan 160 1 0.00 0.00 MATH160 Fisk 156 4 1 1 3 0.02 0.02 HISTAVERAGE J effords 160 1 0.00 0.00 SCI32 Smith 156 4 1 -1 5 0.02 0.02 PE

Clark 162 -2 1 -2 -0.01 -0.01 FLJ ones 160 1 0.00 0.00 ELECTKey 158 2 1 2 0.01 0.01 TOTALS 0.05Boyd 160 1 0.00 0.00Dunn 160 1 0.00 0.00Long 160 1 0.00 0.00Marsh 96 0.6 0.00 0.00

1.001.001.001.001.001.001.001.001.00

STAFF UTILIZATION MATRIX

159.784615411.6

The Staff Utilization Matrix shown in full on the left and enlarged below inside the red box (showing only the English department), begins at cell DX36. It is most useful after school begins and real student seat counts are input in the schedule board area. The negative numbers show where class sizes are over the maximum limit and the positive numbers show where students can be added to a section. If you want an additional way to keep track of FTE you can enter the values in the yellow highlighted column DZ, but it is not required for this table to function. The two columns of numbers on the right are just calculations for the table on the next slide.

This Utilization Summary by Department begins at cell EO36. With actual section counts input in the schedule board area of this tool, the numbers indicate the degree of staffing utilization by department. Getting numbers close to zero is a great thing!! Positive numbers mean that sections in the department are not filled to capacity and may indicate the need to reduce sections in the department; negative numbers mean that the entire department is overloaded and may indicate the need for additional sections in the department.

0.65

If one FTE has a case load of 160, then multiply the department utilization number by 160 to see the number of student seats not utilized. In Math, with a 0.65 utilization, this equals 104 student seats and at 32 seats per section, this is about 3 sections of class. In a school with 1800 students taking Math, there would be about 56 sections of Math. This is just under 2 seats per section, so this is probably not an issue to fix. As the utilization numbers get over a value of 1.0, it is time to start looking for sections to collapse. Negative numbers need to be addressed.

0.25-0.150.470.510.73

2.51

In some situations, the seats gained from resource students in resource classes is less than the seats utilized in regular education classes from the mainstreaming of special education students. If this is the case for your school, once all of the seat counts are entered in the schedule board section, this set of calculations will result in a positive number. A negative number means that your regular education FTE is not impacted. Go to the next slide to see the results of the calculation.

Special EducationThis calculation area begins at cell DB1

RSP SELF CONTAINED COMBINED FTE IMPACT BY SUBJECT AND GRADE

10TH 11TH TOTAL 9TH 10TH 11TH 12TH TOTAL 9TH 10TH 11TH 12TH TOTALENGLISH 12 34 18 17 10 3 48 ENGLISH -0.17 -0.09MATH MATH 0.14 0.13 0.08 0.02HISTORY HISTORY 0.14 0.13 0.08 0.02SCIENCE SCIENCE 0.14 0.13 0.08 0.02PE PE 0.14 0.13 0.08 0.02ELECTIVES ELECTIVES 0.14 0.13 0.08 0.02

34 48TOTAL TOTAL

TOTAL FTE IMPACTRSP SEAT UTILIZATION SELF CONTAINED SEAT UTILIZATION TOTAL IF All

IN IN TOTAL INSEATS IN CASELOAD SEATS REG ED RSP/SC RSP/SC

CASELOAD SP ED REG ED 102 RSP 1.32 1.58 0.26Adams 17 34 68 102 SC 1.80 2.16 0.36

Washington 18 108 84 NET FTE IMPACT 1.55RSP SEATS GAINED TRIPLE

34 CHECKREG ED LH/SC SEATS LOST

240TOTAL 35 210 34 176 NET FTE IMPACT

RSP + SELF CONTAINED TOTALS SEATS IN A Negative Net FTE impact = FTE gained as a result of Special Ed CASELOAD SP ED REG ED A Positive Net FTE impact = FTE lost as a result of Special Ed

83 82 416 336

SPECIAL EDUCATION

1.55

48

SEATS IN SP ED

1717

J ones

108

22

SEATS102

48

9TH 12TH

1.55

-0.260.360.360.360.360.36ELECTIVES

ENGLISHMATH

HISTORYSCIENCE

PE

14

546 48 240SEATS

TOTAL

SmithWilson

5410284

REG EDSEATS IN

COMBINED FTE IMPACT BY SUBJECT AND GRADE

9TH 10TH 11TH 12TH TOTALENGLISH -0.17 -0.09MATH 0.14 0.13 0.08 0.02HISTORY 0.14 0.13 0.08 0.02SCIENCE 0.14 0.13 0.08 0.02PE 0.14 0.13 0.08 0.02ELECTIVES 0.14 0.13 0.08 0.02

TOTAL FTE IMPACTTOTAL IF All

IN IN TOTAL INREG ED RSP/SC RSP/SC

RSP 1.32 1.58 0.26SC 1.80 2.16 0.36

NET FTE IMPACT 1.55RSP SEATS GAINED TRIPLE

34 CHECKREG ED LH/SC SEATS LOST

240NET FTE IMPACT

A Negative Net FTE impact = FTE gained as a result of Special Ed A Positive Net FTE impact = FTE lost as a result of Special Ed

1.55

1.55

-0.260.360.360.360.360.36

TOTAL

There is no input necessary for this calculation other than all the counts in the schedule board area. If your projected counts are fairly accurate you may be able to use these figures to negotiate additional FTE (provided your totals in purple are positive numbers). You may have to enter actual student counts in the schedule board before you are able to argue for extra FTE.

There are three calculations just to make sure the calculations are correct. The first looks by department and grade, the second in terms of FTE and the third in terms of seat counts.

Keys to a SIM Run with a High Percentage of Scheduled Students • Having a completely accurate Student Course Request Tally with all

students requesting courses that will be offered and all students in correct courses (not part of this tool, but mentioned here as a reminder)

• Utilizing the Course Conflict Matrix (not part of this tool, but mentioned here as a reminder)

• Balancing seat counts• Accurately inputting the master schedule into your Student Information

System (not part of this tool, but mentioned here as a reminder)

Master Schedule Board is provided to you free of charge. If you like it and want to make copies to pass on to others, please do so. If you need assistance, please feel free to contact us. Happy Scheduling!! Phil Saroyan (jp9@jps.net) & Patricia Clark (patricia510@gmail.com)

Visit us on the web and find a wealth of resources at:http://casn.berkeley.edu