Define room preferences

Before building your schedule, define preferences for each room.

To define room scheduling parameters:

  1. Do one of the following:
  • To define parameters for a room:
    • Log on to the Build view. Click the Rooms tab, then select the room.
    • Log in to School view. Select Schedule > Rooms, then select the room.
  • To add a new room, log on to the School view. Select Schedule > Rooms. Then select Options > Add.
  • Note: Aspen carries room parameters set in the School view into the Build view for scheduling purposes.

    The Rooms Details page appears.

    • Rooms details page.

      Note: All of the data on this page is current and live. You can make changes to these fields for next year's schedule.
  1. Use the table to enter information in the fields:

  2. Field

    Description

    Number

    Type the room number.

    Department

    Select the department that uses this room.

    Building Code

    If your school is partitioned by building, select which building this room is in for informational purposes.

    Location code

    If your school is a large or multiple-wing school and defines location codes, select the location of this room. The system uses the location code to ensure that staff members do not have to travel too far or too many times during a schedule day.

    The system attempts to schedule teachers in rooms in their preferred location, which you define in the staff scheduling preferences. If no rooms in their preferred locations are available, the system schedules teachers in rooms in other locations.

    Use the Room Location Codes reference table to maintain your locations.

    Max capacity

    Type the maximum number of students that can occupy this room. The system does not schedule a course with 41 students in a room that can only hold 25.

    Note: The system looks for the smallest room to accommodate the number of students in a particular section. If the maximum enrollment defined for a course is 25, and the system schedules that course in a room defined with a maximum capacity of 30, the system restricts the number of students to the maximum enrollment on the course; it does not schedule more than 25 students in the course.

    Include in scheduling

    Select this checkbox if you want the system to attempt to schedule classes in this room. For example, if you list a supply closet as a room and select this checkbox, the system will schedule a class there.

    Note: If you do not select this checkbox, you can still manually assign a course to this room on the Workspace.

    Schedule use type

    If you want to limit or open the use of this room, select one of the following:

    • Department Only: The system can schedule only courses associated with the department in this room.
    • Always Free: The system can schedule many classes in this room at one time. For example, the gym can hold several classes of Physical Education at the same time.

    Otherwise, select the blank space.
  1. Click Save.
Note: If you made room changes in the School view, you can see the changes by selecting Options > Refresh in the Build view, Rooms tab.