Manage School Rooms and Spaces

PATH: System Administration > Resources > Resources > Rooms

The Rooms tab houses all rooms in the school building. This includes rooms where students attend classes, the gymnasium, the library, etc. Rooms are attached to sections of courses for scheduling purposes. When this is done, the room number appears on the students’ schedules.

Rooms

Room information is available in the Filter Designer for each of the available Data Types (Student, Census/Staff, Course/Section).

Available Fields

FieldDescription

Name

Required

Lists the room name (Library, Gym, Auditorium, etc.) or the room number (0112, 0113, etc.). This can be up to ten characters in length (alphabetical, numeric, special characters, etc.)
Capacity

Indicates the total number of individuals that the room can hold.

This is a reporting field only and does not impact the number of students who can be scheduled in that room at one time. The maximum number of students is set on the course or the section of the course.

Phone

Lists the contact number of the room. When entered, this displays contact information in the Classroom Monitor and is used one of two ways:

  • Option 1: A phone icon displays on the Classroom Monitor in the Contact column when the phone number of the room is entered as the staff person's Work Phone on the Demographics Personal Contact Information record. A user can hover over the phone icon to display the entered staff person's work number (see the image labeled Option 1).
  • Option 2: The phone number assigned to the room displays when hovering over the section information
  • When hovering over section information on the Classroom Monitor, the phone number associated with the room displays (see the image labeled Option 2).
Room Type

Describes the type of room (gymnasium, class room, auditorium, etc.) for room name.

District users are required to populate the options in the Attribute Dictionary that are available for selection. See the Attribute Dictionary for Room Types for more information.

Option 1: Room, Staff Contact Information

Option 2: Room, Section Assignment

Create New Rooms

  1. Enter the Name or number of the room. This field is limited to ten characters.
  2. Enter the Capacity and Phone Number. (optional)

  3. Click Save.

Delete Rooms

  1. Select the room Name you want to delete.
  2.  Click Delete. A confirmation message displays.
  3. Click OK.

Add Attribute Dictionary for Room Types

To populate the Room Type dropdown list with selections:

  1. Navigate to the Attribute/Dictionary (System Administration > Custom > Attribute/Dictionary).
  2. Locate the Definition folder and expand the Room Type detail. Select the Dictionary for Room Type to display the Dictionary Detail.
  3. Click the Add Row button in the right hand side of the Detail editor. A new row with blank fields displays.
  4. Enter the Code, Name, Sequence, Value and Standard Code for the new item.
  5. Verify the Active checkbox is marked. This allows the option to be available on the Room editor when creating rooms. If it should NOT be available, remove the checkbox.
  6. To add more dictionary items, click the Add Row button and repeat steps 4 and 5 as needed.
  7. Click the Save icon when finished adding dictionary items.

New Dictionary Item for Room Types

From here, you can also modify existing room types - change an active type to inactive (remove the active checkbox) or modify the entries for a particular type. Modifying existing dictionary items changes the information associated with that room type immediately. If the Code or Name for GYM is changed to BBALL Court, the sections assigned to GYM become BBALL instantly. It may be best to deactivate GYM and add a new record for BBALL, and assign the appropriate course sections to BBALL as needed. 

Once the Dictionary item is saved and is marked Active, it can be assigned to the room.The new dictionary item of Auditorium in the example above can be assigned to Room 0111 in the example below.

Room Type Options

Assign Rooms to Courses

After creating the rooms and assigning room types as needed, courses can be assigned preferred room types. This assignment is used in the Scheduling process.

Course Editor and Course Master Editor

A Preferred Room Type can be assigned to the Course/Course Master to guide those responsible for scheduling courses. When populated, it provides a visual indication of where course sections should be assigned.

Course Master Preferred Room Type

Schedule Wizard

A Room Types column displays on the Course Planner. Courses can be assigned a preferred room type. When building the schedule, rooms assigned to that preferred room type are listed first when selecting a room for a course section. If one of the rooms in that preferred room group is selected for a course, that room is considered when the course is built.  

Room Type Assignment on Course Planner

This can also be done for each course by populating the Room Types column (image above), or for each individual course (image below) by adding new Rooms. This editor displays at the bottom of the Course Planner. Rooms are listed in the dropdown list by those assigned Room Types first, then those not assigned Room Types.

Course Planner Room Assignment

Rooms can also be assigned (and are sorted as noted above) when building a section, and when using the Staff Planner.

Section Editor

The Rooms dropdown list is organized by room numbers assigned a Room Type first, then room numbers not assigned a Room Type. 

Room Selection

Scheduling Build Constraints

When adding or removing constraints on a course, teacher, room or period, the Rooms are listed in order of those that are assigned Room Types and those that are not assigned Room Types.

Scheduling Build Constraints

Course Catalog

Preferred Room Type can be marked as locked on the Course Catalog, which means the selection can only be changed on the Course Master.

Preferred Room Type Selection on Course Catalog
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