Parameters: Scheduling Reference Date

Overview

The Scheduling Reference Date (SRD) is a system parameter that controls two major features within the system: Class Schedule Documents for students and teachers and Schedule Reports within Axiom.

The SRD indicates which grading period will display on a student’s or teacher’s PDF schedule document. It also affects schedule reports, such as Find Student Schedules and Find Teacher Schedules.

Note: The Scheduling Reference Date does not control which classes appear on a student’s ‘Schedule’, ‘Schedule – All’ or ‘Classes’ tab.

Changing the Scheduling Reference Date (SRD)

The SRD system parameter can be found on the System homepage under System Configuration -> System Parameters or on the School Level homepages under Today -> System Parameters.

Public and Private SRD

The public value is the one used by the system, and automatically updates the user value when it is set. The user value is used to override the public value for internal Axiom reports for the user currently logged in. It does not impact the schedule documents.

Leave Public SRD Blank to Indicate {Today}

If the public value of the SRD is left blank and updated, the system will display today’s date once the parameter screen is closed and re-opened. This indicates that a blank Public Value means {Today} for this parameter. This is the recommended setting for many schools to use for much of the school year, as it means that documents will always display the information relevant for “today.”

Semi-Dynamic SRD

Set the public SRD to one, two, or three weeks out from {today}.The system will keep the value set to one, two, or three weeks out from {today} each night. This can be especially helpful for international schools that share upcoming student schedules with mid-year enrollees.

Note that the date must be exactly 1/2/3 weeks from {today}. If a school specifies a SRD date that is exactly 1/2/3 weeks out from {today}, the nightly scripts will increment the SRD by one day each night to keep the date 1/2/3 weeks out.

Choosing a SRD for Schedule Documents

The SRD system parameter must be set to a date within the grading period that you wish to see a schedule for. For example, if you want the schedule document for students and teachers to show the Semester 1 class schedule, you must set the SRD to a date within the S1 grading period.

The SRD will also determine which classes to display for a student.

  • The schedule document looks at student enrollment records to determine which classes they are enrolled in as of the SRD. If a student enrolls late to a class, the class will only appear on the student’s schedule document if the SRD is set to a date after the student’s “Late Date Enrolled” (set on their Class Enrollment record).
  • Similarly, if a student withdraws early from a class, the class will only disappear from the student’s schedule document if the SRD is set to a date after the student’s “Date Withdrawn” (set on their Class Enrollment record).

Because of these scenarios, it is recommended to set the SRD to a date near the end of the grading period so class changes are automatically reflected on the schedule document.

SRD With Schedule Reports and Documents

Choosing a SRD if Only Schedule Reports are Used

The schedule reports will display classes that meet on the SRD. If a school uses the Find Student Schedule or the Find Teacher Schedule reports, the best practice is to remove the Public Value SRD. The system will then always show the schedule for “Today” whenever the query is run.

Choosing a SRD if Schedule Documents and Reports are Used

If a school uses both Schedule Documents and Schedule Reports (Find Student Schedules or Find Teacher Schedules), schools can change the Scheduling Reference Date accordingly. For example, the system parameter can be set to “Today”, so that Schedule Reports can be run on a daily basis, then on the day that schedules need to be printed, for students and teachers for the next Trimester or Semester, the Scheduling Reference Date can be manually changed to a date within the next grading period, schedules can be printed and then the Scheduling Reference Date can be manually changed back to “Today” by removing the date when printing is complete.

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