Walk-In Scheduler

As of the Campus.1929 Release Pack (July 2019), the new Student Schedule and Walk-In Scheduler available in the Student Information > Counseling > General are also Student Information > General.

PATH: Student Information > Counseling > General > Schedule > Walk-in Scheduler

PATH: Student Information > General > Schedule

The Walk-In Scheduler allows modification of a student's schedule, whether a student needs to drop and add a course, or a new student enrolls in the school at any time during the year. Changes made to the student's schedule occur in real time, which means when a student is added to a course section, the teacher of that course section can see the student was added to the course roster, and can record attendance for that student and begin tracking assignments for that students.

The Walk-In Scheduler is accessed from the Student's Schedule. Click the Walk-In Scheduler button in the action bar at the bottom of the page. Walk-In Scheduler is not available on monitors smaller than 1024 x 768 or on devices due to the amount of information visible in the Walk-In Scheduler.

Walk-In Scheduler

The Walk-In Scheduler may be locked when the Trial associated with the selected calendar is being worked on by another user in the Schedule Wizard. A message displays at the top of the screen indicating this. See the Trials article for more information.

Tool Rights

Users need to be assigned EITHER rights in the Counseling section or in Student Information section. Assignments for both sections is not necessary.

Full access to the Schedule tab requires R rights to the following items:

  • Student Information > Counseling > General > Schedule
  • Student Information > Counseling > General > Schedule > View Attendance
  • Student Information > Counseling > General > Schedule > Grade Book
  • Student Information > Counseling > General > Scheduling Messenger
  • Student Information > Counseling > General > Schedule > Schedule Messenger > User Group Formats
  • Student Information > Counseling > General > Schedule > Additional Enrollment Schedules

In addition, R and W rights are required for overriding strict student constraints:

  • Student Information > Counseling > General > Schedule > Can Override Strict Student Constraints
  • Student Information > Counseling > General > Schedule > Can Overload Sections

R and W rights are necessary for access to the Walk-In Scheduler. D rights allow users to remove (delete) students from a Course Section.

  • Student Information > Counseling > General > Schedule

Note that Calendar Modify Rights take precedence over tool rights. If a user is assigned the recommended tool rights, but not modify rights to the calendar, updates to the schedule are not made.

Tool Rights for Walk-In Scheduler

Walk-In Scheduler Information in Ad hoc

Course requests are available in Ad hoc Query Wizard in the Student > Learner Planning > Course Requests folder (first image) using the Student data type. Course requests and request summary information is available in the Course Section data type in the Course > Course Information > Request Detail and Request Summary folders (second image). 

Student Course Request Ad hoc Fields

Course Request Detail, Request Summary Ad hoc Fields

Navigation of Walk-In Scheduler

The Counseling Walk-In Scheduler has a new look and enhanced functionality. Review the following information for a summary on features of the Walk-In Scheduler.

Watch this video for an overview on the new Walk-In Scheduler.

 Click here to vew navigation tips for the new Walk-In Scheduler.
FeatureImage

Use the Full Screen icon to display just the Walk-In Scheduler in the entire browser window. This removes all tabs, all indexes, all headers, and just displays the Course grid and the Requests and Search panels.

Click the icon again or click the ESC key to return to a non-full screen view.

Opt out of seeing the pop-up modals that display when performing an action by marking the Don't Show Again checkbox.

This applies to any active session (open browser tab), and only works for simple cases (one action per modal).

Access Schedule Reports by choosing the Reports button from the bottom of the page. Available reports display in the side panel. The Current View prints the current Walk-In Scheduler display; the All Terms view prints the courses on the student's schedule for all terms. The reports print in PDF Format.

 

When selecting a course from the Requests or Search Panels, the course grid is considered active and cells where that selected course is scheduled are color-coded. When the grid is active, the Load button, Lock button and Reports button in the Action bar is not accessible.

Access other Scheduling tools from the Action bar.

  • View the student's Schedule by choosing the Calendar or Term buttons.
  • Send scheduling related messages by choosing the Messenger button. Refer to the Scheduling Messenger article for more information.
  • Submit Feedback about the Walk-In Scheduler by choosing the Feedback button. This takes you to the Campus Community Schedule forum topic where you can add your concerns or suggestions for potential future development related to the Student Schedule.

Search for courses to add to the student's Schedule using the Search panel. Search by several different course related options, like Course Name or Number, Period, Term, etc. Up to five search values can be chosen.

After searching for a course, click the right-facing chevron to display sections of the course and assigned teachers.


View a list of already requested courses, add more course requests, and see courses the student has dropped on the Requests panel.

Load Course Requests using the Load button in the Action bar. Courses can also be ended en mass, completely unloaded (unless a course is locked), and restored (when a schedule has been ended on one date and the student returns at a later date).

Lock courses or unlock courses as needed using the Lock All button. Locking keeps the courses on the schedule when a schedule is unloaded on the Walk-In Scheduler or in the Schedule Wizard. Unlocking a course allows that course to be removed and another course added in its place.

The Lock All/Unlock All option in the Action bar locks or unlocks ALL courses on the schedule. To lock or unlock an individual course, click the padlock for that course in the grid.

The courses in the grid display the course number and section, the course name and the teacher name. 

See a quick glance at a course section on the student's schedule by hovering over the section - where the course is scheduled to meet (room number), assigned scheduling team, total students in the section who have an IEP, and the total seat count (how many students are scheduled plus how many students can be scheduled).

If there is a student constraint, that information also displays in the hover. This just shows that there is a constraint, not any student specific information.

The second digit of the Seat Count number (in the example to the right, the 25 in 10/25) is determined by the value entered in the Max Students field on the Course editor and/or the Section editor. A course section is only considered full (displays in red) when the Max Student value has been met.

When adding courses, review the information on the modal to ensure the correct course is added, the correct start date is entered, etc. Modals display when any change is done to the student's schedule - when current courses are updated, when courses are dropped, when ending rosters, when restoring rosters, for instance.

Keyboard Shortcuts

The following shortcuts can be used when accessing the Walk-In Scheduler:

  • Arrow through the time slots. Use all four directional arrow keys to highlight time slot cells and scroll through the  courses.
  • Press enter to open courses. Highlight a course using the tab key and press the Enter key to open the Course Side bar.
  • Tab through the courses and non-timed activities. Use the Tab key to move through the courses and click Enter to open the Course Side panel (shows the course name, teacher, period name and time).
  • Arrow through the days. Use the arrow keys to navigate through the schedule.
  • Escape to close side panels and modals. Click the ESC key to close open side panels.
  • Choose the noted letters to perform the following tasks: 
    • R to toggle the Request Panel.
    • S to toggle the Search Panel.
    • F to expand the view to Full Screen.
    • ALT-C to Cancel Selection (when in Request Selection mode).


Certain browser settings (like spell check) may interfere with the use of keyboard shortcuts.

Where do I...?

This table compares where you would complete tasks in the original Walk-In Scheduler and the new Walk-In Scheduler, whether accessed via the Counseling toolset (Student Information > Counseling > General > Schedule > Walk-In Scheduler) or the Student Information toolset (Student Information > General > Schedule > Walk-In Scheduler).

 Click here to find where to perform familiar actions in the new Walk-In Scheduler.
I want to...

Original Student Walk-In Scheduler

New Walk-In Scheduler

Add requests for courses.Enter course numbers to the panel on the right.

From the Requests panel, click the dropdown arrow next to the Add Requests button and select the Quick Add option.

Course requests can be added one of three ways.

  • by clicking the Add Requests button.
  • by entering course numbers using the Quick Add option and clicking enter, which then adds those courses to the list of requested courses.
  • by adding planned courses using the Add Planned Courses option to add requests for courses on the student's Course Plan.
Schedule requested courses.Click the Load icon. Courses listed in the panel on the right are added to the schedule grid.Click the Load button. Courses that can be placed are placed, and the unscheduled course requests become scheduled requests.
Lock a course section so the student remains in the course.Mark the Lock checkbox when entering course requests. Or, select a placed course section and mark the Lock checkbox on the Roster Edit pop-up.

Click the padlock on the scheduled course section. This can also be done by selecting the course section and marking the Lock checkbox on the Roster Update panel.

All courses can be locked by choosing the Lock All button in the action bar.

Find a course to add to a period where no course is scheduled.In the course grid, click a period labeled Empty. A list of courses that meet during that period and term are listed in the search results to the right. Select a course and add it to the schedule.In the course grid, click a period labeled No Scheduled Course. A list of courses that meet during that period display in the Search panel. Select one and update the roster.
Change the date a student began attending a course section.Select the course from the schedule. On the Roster Edit pop-up, enter the new Start Date.Select the course section from the grid. On the Roster Update panel, change the Start Date by entering the new date or choosing a new date.
Drop a course section.Select the course from the schedule. On the Roster Edit pop-up, enter an End Date.

Select the course section from the grid. On the Roster Update panel, enter the date when the student no longer attended the course in the End Date field. This could be the current date, or yesterday's date.

If there are attendance information or assignment information for the course, that information may be deleted.

Determine how full a student's schedule isAt the top of the search panel on the right, note the number of Requested Units.Quickly scroll through the course grid and find any unscheduled courses. Or, check the Scheduling Units totals at the top of the Requests Panel.
Print a report of the student's scheduled courses.Click the Print button or select a report from the dropdown list.Click the Reports button.
Schedule courses for a specific scheduling team.First, assign that scheduling group to the student using the Fill Teams tool. Second, make sure courses have been assigned a scheduling team by viewing the Course Info tab. Third, search for courses by Team on the Search panel, and add those courses to the student's schedule.First, assign that scheduling group to the student using the Fill Teams tool. Second, make sure courses have been assigned a scheduling team by viewing the Course Info tab. Third, search for courses by Team on the Search panel, and add those courses to the student's schedule.

Manage Course Requests

Course requests are managed using the Requests Panel, which opens on the right hand side of the student's Schedule.

Walk-In Scheduler Requests Panel

Here, users can see which requested courses have been scheduled, and how many total scheduling units (periods times terms) the student has filled. Use the Add Requests button to add more course requests. Use the Search panel to find and place additional courses for the student.

Requests Panel and Add Requests Panel Details

 Click here to view details of the Requests Panel and Add Requests Panel

The Requests Panel stores the courses the student has requested. Courses into which the student is already scheduled display in the Scheduled section in a gray table. Courses into which the student has not been scheduled display in an Unscheduled section.

Requests Panel

Requests Panel, Add Requests Panel
ItemDescription
Scheduling Units

The total number of Scheduling Units (potential credits) the student has scheduled displays at the top right. The bottom number indicates how many total units can be scheduled for a complete course schedule; the top number indicates how many units the student currently has requested, including the total already scheduled.

The total number of scheduling units is the number of instructional course periods (set on the Course tab in the Terms field) multiplied by the number of terms in the calendar.

The color of the circle changes depending on the number of units requested, as does the total completion of the circle. 

  • A complete schedule (100%, top number is the same as bottom number) is green.
  • A schedule that is between 67% and 99% completed is yellow.
  • A schedule that is between 34% and 66% completed is orange.
  • A schedule that is between 0% and 33% completed is red.

Decimals are rounded to the nearest whole number. A value of 33.8% rounds to 34 and displays orange; a value of 32.4% rounds to 32 and displays red.

When a student has no requests, the completion circle does not display. Dropped course units are not included in the total scheduling units. When requests are added or removed, the Scheduling Units value changes accordingly.

Effective Date

The entered date determines when the student begins attending the course section.

Entered dates must be within the term dates of when the course meets and are entered in mmddyyyy format.

Team

Teams are created in Scheduling Groups and can be used as a cohort function (often at Middle or Elementary schools), so all students assigned to that team are together in all courses. Teams are assigned to course sections, and when using the Schedule Wizard to create schedules for the next year are included in the logic of loading section rosters. This only appears when Scheduling Groups are created for that school.

A student can only be on one team at a time. If a section of a course has been designated for a particular team, only students on that team may be loaded into that section. However, a student can be manually added to that section, overriding the team feature if needed.

Add RequestsOpens the Add Requests panel where courses can be requested for placement. From the main Add Requests panel, enter either a course name or course number in the Requests Search field. Or, click the down arrow on the Add Requests button to use the Quick Add option, which allows entry of a course number, or the Add Planned Courses option, which adds courses from the student's Course Plan.
Course Types

Requested courses are organized into the following groups:

  • Inactive  - courses that are currently not offered in the selected calendar (the Active checkbox is not marked). These display in red background.
  • No Sections - courses that do not have any course sections created, which means the course cannot be placed on the student's schedule. These display in a yellow background.
  • Unscheduled - courses that were added as requests, but have not yet been added to the student's schedule. These display in a white background.
  • Scheduled - courses into which the student is currently scheduled and attending on a regular basis. These display in a gray background.
  • Dropped - courses into which the student was scheduled at one time during the school year, but the student is no longer scheduled into them. These display in a gray background.

Each group can be collapsed or expanded by clicking the arrow to the left of the header.

For Unscheduled, Inactive or No Sections types, click the red X to remove the course from the list of requested courses.

Course NameThe name of the course is listed in bold text, as it was entered into Campus (either in the Course Master or in Courses). The Course Number displays below the course name.
UnitsIndicates the number of scheduling units that course meets. It correlates to the number of terms for which the course meets, and is used in the Scheduling Units calculation.
Type

Each request is assigned a request type - Required, Elected or Alternate. These are used in the Schedule Wizard logic when placing courses sections for students. The assigned types can be changed as desired.

Course requests made by or for a student are assigned a request type of Required, Elected or Alternate. These are request types only, separate from and not related to the types of courses being selected.

  • R - Required: Required course requests are entered by school personnel, not by the student. Requests entered via the Request Wizard display as required requests. Students cannot drop or modify a required request without staff intervention. The Student must have a request for this course. 
  • E - Elected: Elected course requests may be entered by school personnel or students. Students can choose a course they wish to take in the next school year, remove  requests for courses marked as E, and change course requests from E to A. The Student would like to request this course.
  • A - Alternate: Alternate course requests may be entered by school personnel or students. Alternate requests display in the order that they were entered. Alternate requests are not automatically loaded by the Walk-In-Scheduler or Schedule Wizard. Instead, students are manually placed into an alternate course when other course requests could not be met. The Student would like to request this course as a second option if another course request cannot be fulfilled.

Number

Indicates the order in which requests were added, and is used in placing the student into those courses (requests with a number of 1 are attempted to be placed before a request with a number of 4). The count of requests is per Course Type.

Add Requests Detail

This view displays when selecting the Add Requests button.

Add Requests Panel
ItemDescription
Request Search

Allows the searching courses for which to add a request. A course name or a course number can be entered, either in its entirety or part of the name/number.

The search field returns results based on the entered values. If part of a course number is entered, or part of the course name, the list of matching courses changes. For a course number of 123456, if the entered value is 234, any courses that 234 value are returned. A value must be entered.

Course NameThe name of the course is listed in bold text, as it was entered into Campus (either in the Course Master or in Courses). The Course Number displays below the course name.
UnitsIndicates the number of scheduling units that course meets. It correlates to the number of terms for which the course meets, and is used in the Scheduling Units calculation.
Add

Indicates the course can be added to the list of requested courses.

  • Blue plus sign - the course can be added
  • Green check mark - the course already exists on the student's schedule. These courses display in gray background.
  • Red X - the course can be removed from the Request Panel.
  • Red down arrow - the course has been dropped. These courses display in gray background.
DoneCloses the Add Requests Panel.

Add Requests

  1. From the Requests panel, click the Add Requests button. An Add Requests panel displays with a list of active courses in the selected calendar. Courses that are not marked active are not included.
  2. Search for courses by typing in a course number or a course name.
  3. When the desired course is found, click anywhere within the course area to add the course to the schedule (or click the blue plus sign). A green message displays indicating it's been added to the list of requested courses. The added course also displays in a list of Unscheduled courses, meaning the course has not yet been added to the student's schedule.
  4. Repeat steps 1-3 as needed.
  5. When finished adding course requests, click the Done button in the Add Requests panel. The Add Requests panel closes.

Quick Add Requests

This option allows for entry of memorized course numbers to the Requests panel. This is a useful option when a new student enrolls in the district, for example. A counselor can quickly add courses that the student must take, then use the other request options for filling in the schedule.

  1. From the Requests panel, click the down arrow next to the Add Requests button and select the Quick Add option. A Quick Add panel displays within the Add Requests panel.
  2. Enter a Course Number in the search field. Matching courses display with the name and the number of units.
  3. Hit the Enter key to add the course to the Unscheduled Course Requests list.
  4. Repeat steps 1-3 as needed.
  5. When finished quickly adding course requests, click the Done button in the Add Requests panel to close the panel.

Quick Add Requests

Add Planned Courses

This option only displays when the student has a Graduation Program assigned and courses added to their Course Plan, and no other courses listed in the Requests panel. Courses planned for the 11th grade year are added when the student is enrolled in 11th grade (e.g., current year planning).

  1. From the Requests panel, click the down arrow next to the Add Requests button and select the Add Planned Courses option. All courses for that planned year are added to the Request panel. 
  2. Modify the requests by changing the course type as needed. 

It may be helpful to generate the Course Plan Report prior to adding the courses.

Add Planned Courses

Remove Non-Scheduled Course Requests

It is possible that some requested courses could not be placed on the student's schedule after requests were loaded. This could be due to the requested courses being full, or the courses didn't fit into available periods for the student. These requests become Unscheduled requests, and can be left alone. Or, to keep the Request panel clean (perhaps after the next year's schedule process is complete), these requests can be removed.

Remove a Single Non-Scheduled Course Request

Click the red X next to the course request that is to be removed. A confirmation that the course request was removed displays.

Remove a Single Unscheduled Course Request

Remove All Non-Scheduled Course Requests

Click the red X in the Unscheduled Course Types. A pop-up displays indicating this is the desired action - that all courses from the list of Unscheduled Requests should be removed. Click OK to continue. A confirmation that the course requests were removed displays. 

Remove All Unscheduled Course Requests

Change Request Types

For each course request, it is assigned a Type of R (required), E (elective) or A (alternate). Requests marked as R or E are given a higher priority in placement on a student's schedule, and tend to indicate the student would like to take those courses more than course requests marked as alternate. Note that these request types do not indicate a certain course is required for graduation. Those courses are set in Graduation Programs and are given even higher priority in the scheduling process.

Any request type can be changed to another request type by choosing the arrow next to the type and selecting a different option. A green checkmark indicates that is the currently selected type. The change is automatically saved and the list of course requests is updated.

Request Type Selection

The number associated with the course request may change. Since required and elective requests are given priority when loading the schedule, a request marked as Required that is in position 1 may change to position 2 if the type is changed to Elective, and it might change to position 5 if the type is changed to Alternate.

Assign a Student to a Team

Teams need to be created in Scheduling Groups in order to assign a team and for this option to display.

Select the desired Team from the dropdown list. A green checkmark indicates that team is selected. The update is automatically saved. As noted above, a student can only be assigned to one team at any given time, and the student is only scheduled into course sections where that team is assigned.

Change Team Selection

If a student is already scheduled into a course section for one team, and their team changes, those courses need to be manually changed (dropped, rescheduled) to keep the student with the appropriate team.

Add Requested Courses Using Manual Mode

Course requests can be added to the student's schedule without loading the requests. This is called the Manual Mode, and allows counselors or other staff to schedule an individual course.

Add an Unscheduled Course

  1. Select a course from the list of Unscheduled Courses Request by clicking on it. The course is placed on the schedule in cells highlighted in green. This action also closes the Requests panel.
  2. To place the unscheduled course into a period, click into one of the highlighted periods. A pop-up message displays confirming the addition of the course.
  3. Enter the Effective Date in mmddyyyy format, or click the calendar icon to choose a date, or click the Today button to add the current date as the effective date. This is the date the student BEGINS attending the course and is actively scheduled (on the roster) into that course section. The date can also be added to the Request Panel and applied to all added course requests. Entered dates must be within the term dates of when the course meets.
  4. Click the Save button on the pop-up message. The course is added into the chosen period and term, and the course request moves to be within the list of Scheduled courses.

Manually Adding a Course Request

When adding requested courses, the course grid removes extraneous course information in an effort to display the entire schedule without needing to scroll. Depending on the calendar layout (amount of periods, terms, etc.), this may not happen. Currently scheduled courses only list the course name. For periods where there is no course currently scheduled, the words "No Course" display (instead of "No Scheduled Course"). After canceling the selection, or after adding a requested course, the full details of the course return. This also happens when placing a searched for course.

Search Panel

Use the Search Panel to find specific courses to add to a student's schedule by entering search criteria, or do a full course search by not entering any search criteria (this option is not recommended).

Walk-In Scheduler Search Panel

Search for courses by entering one or more of the following options:

  • Course Name (or part of the course name)
  • Course Number
  • Teacher's last name
  • Term in which the course meets
  • Period in which the course meets
  • Schedule
  • Team Name
  • Department

If you have altered the Filter bar to hide some terms or periods  you don't want to see, and attempt to search for a course, a warning message displays asking if you want to continue with your settings or reset them. For example, in the image below, Term 1 is not marked for display.

Filter Bar Options - Term One Does Not Display

When searching for a course and choosing an option, the cells where that course is scheduled highlight in the background, along with a Hidden Section Warning, which states that not all sections for the selected course display because of the modified filter. Click the Continue button to not make any changes to your schedule display, or click Reset, which causes the hidden Term to display again. 

Reset does a full reset on the filter bar, and terms and period schedules and types of courses must be selected again.

Hidden Section Warning

Click the Add Option to add additional search criteria.This adds an additional Search criteria fields. In the example below, the search criteria is currently looking for Course names that begin with "eng" and are scheduled into Term 4. A third option could be added to narrow the results to courses that begin with "eng", scheduled into Term 4, and meet during Period 2.

Add Search Criteria

Click the dropdown arrow next to the search field to change the search option, and select specific values (Terms, Periods, Schedule Names, Department Names). Searching by Course Number, Course Name or Teacher Name requires entry of a value.

Search Value Selection

Click the arrow next to the Course name to view information about the Course Section (e.g, the Section Number, how many students are in the section, the assigned teacher, and the terms, period schedules, and periods in which the section is scheduled) display this information for all courses in the search set, click the arrow in the Course Name header.

Course Section Information Display

Courses added to the student's schedule from the Search list are added as a Request and are visible on the Requests panel.

Search Course Added to Schedule Displays on Requests Panel

Search for a Course

  1. Enter the Effective Date of the student's enrollment in the course (when the student BEGINS attending the course). Enter this in mmddyyyy format, choose the calendar icon to select a date, or click the Today button to begin the course on the current date. Entered dates must be within the term dates of when the course meets.
  2. Select the Search Option from the dropdown list (Term, Course Name, Course Number, etc.) and enter the desired search criteria into the field or select the desired criteria from the dropdown list. To remove a Search Option, click the red X to the right of that option. To add more options, click the Add Option link.
  3. Click the Search button for matching results to display.

Add a Searched Course to the Schedule

  1. Select the desired course from the search results by clicking the name of it. Doing this highlights its location on the student's schedule, and closes the Search Panel. Reopen the panel by clicking the Search option. If this is done, notice that the selected course now has a checkmark next to it.
  2. Or, click the arrow to the right of the course name to display the course sections and select a specific section.
  3. If the course meets during a period where a course already exists, the row for that new course displays in green. In the Schedule Update pop-up that displays:
    1. If the course should be "skinnied" with the currently scheduled course, move the Drop/Keep option to Keep and enter an Effective Date to indicate when the student begins attending the course. Entered dates must be within the term dates of when the course meets.
    2. If the course should not be skinnied with the currently scheduled course (current course is dropped), move the Drop/Keep option to Drop and enter the Effective Date to indicate when the student begins attending the course. Entered dates must be within the term dates of when the course meets.
  4. If the course is being added to an empty period (that cell currently reads No Scheduled Course), select the course and notice that the cell now has the course section highlighted in green.
    1. Click the cell where the course was added and modify the Effective Date (defaults to the current date) to add the student to the section roster on the section modal.
  5. Upon saving the effective date and any other information in the modal, the course is added to the schedule.

Search for and Add Course to Schedule

Depending on the options selected in the action pop-up, the following may occur:

  • If the course was skinnied with another course, the newly added course is added to that period with the entered Effective Date displaying as the Start Date. 
  • If the course was not skinnied with another course, meaning the existing course enrollment ends, the new course is added with the entered Effective Date as the Start Date and the existing course is dropped with an End Date of the previous day. 

Add a Searched Course to the Schedule in an Empty Period

  1. Select the desired course from the search results by clicking the name of it. Doing this highlights its location on the student's schedule, and closes the Search Panel. Reopen the panel by clicking the Search option. If this is done, notice that the selected course now has a checkmark next to it.
  2. Click the Select button. In the action pop-up, review that the correct course is being added to the schedule, and enter an Effective Date. Entered dates must be within the term dates of when the course meets and are entered in mmddyyyy format.
  3. Click the Save button to schedule the course.

Adding Course to Empty Period

Add a Course to the Schedule in an Empty Period that is at Capacity

When creating courses and course sections, a maximum number of students can be indicated. This value is used in the Schedule Wizard to properly balance course sections and indicate when a new course section is necessary. Counselors can overload those filled course sections on the Walk-In Scheduler. While this process should be kept at a minimum, it may be necessary at times.

Overloading a course requires the tool right of Overload Sections.

  1. Select the desired course from the search results by clicking the name of it. Doing this highlights its location on the student's schedule in red (indicating it is a full course), and closes the Search Panel. Reopen the panel by clicking the Search option and notice that the selected course now has a checkmark next to it.
  2. Select the course in the Schedule Grid. In the action pop-up, review the message that indicates the section is full. To continue with adding the course to the schedule, enter an Effective Date. Entered dates must be within the term dates of when the course meets and are entered in mmddyyyy format.
  3. Click the Overload button to schedule the course.

Add a Full Course Section to a Schedule

Add a Course to the Schedule in an Empty Period when the Student has a Constraint

Scheduling Constraints can be added between students to limit interactions as needed. There are two kinds - Strict Constraint, where the student DOES NOT get placed into the same course, and a more fluid Constraint, where the student SHOULD NOT be placed in the same course. There is logic in the Schedule Wizard to build course sections and pay attention to these constraints; in the Walk-In Scheduler, these constraints can be overridden.

  1. Select the desired course from the search results by clicking the name of it. Doing this highlights its location on the student's schedule in red (indicating the student has a constraint), and closes the Search Panel. Reopen the panel by clicking the Search option. If this is done, notice that the selected course now has a checkmark next to it.
  2. Select the course in the Schedule grid. In the action pop-up, review the message that indicates the section has a scheduling constraint. To continue with adding the course to the schedule, enter an Effective Date. Entered dates must be within the term dates of when the course meets and are entered in mmddyyyy format.
  3. Click the Override button to schedule the course.

When a course is both full and has a scheduling constraint, the warning message and action are combined.

Full Section with Student Constraint

Modify Student's Schedule

When the Enable Scheduling Validations System Preference is set to Yes, any action/change to the student's schedule that results in a gap in the schedule displays a warning message.

Load Requests

This process loads courses included in the Requests panel.

  1. Choose the Load button from the action bar. A Load Rosters confirmation message displays.
  2. Review the information in the confirmation message, specifically the indication that unlocked courses (rosters) in the schedule are deleted from the selected terms, and with that, any recorded attendance, grades and course section information is also deleted.
  3. Click the Load button in the confirmation message to continue.

The student's requested courses are added to the schedule.

Load Student Course Requests

Loading courses uses a complicated algorithm that follows these steps to assign a course placement for students:

  1. If the student is assigned to an Academic Plan where a requested course is included on a Course Requirement that is marked as Priority, those courses load first.
  2. Remaining courses are sorted by Schedule Load Priority set on the Course/Course Master editor and loaded in order.
  3. Courses in a given priority with only one available section (singletons) are loaded before other courses of the same priority.
  4. Remaining courses are loaded in a manner that attempts to balance section rosters equally on the same criteria as the Schedule Wizard (see the Section Balancing Configuration information on the Loading Tools article for this logic). 

If a student is associated to a Scheduling Team, the student can only be loaded into sections that match their assigned team or have a null team assignment. The Load functionality does not load a student into a section that is assigned to a different team.

Unload Requests

  1. Click the arrow next to Load button and select Unload. An Unload Rosters confirmation message displays.
  2. Review the information in the confirmation message, specifically the indication that unlocked courses (rosters) in the schedule are deleted from the selected terms, and with that, any recorded attendance, grades and course section information is also deleted.
  3. Click the Unload button in the confirmation message to continue.

When completed, the student's schedule displays No Scheduled Course for the terms where scheduled courses were unloaded.

Courses in all selected terms (all terms in the calendar are automatically selected) are unloaded (deleted). Remove the checkboxes from the confirmation message to unload courses for specific terms.

Unload Scheduled Courses

End Entire Schedule

This option is used to end the student's schedule as of the entered date when the student is choosing other courses to attend, or needs to rework their schedule for a specific need. This process assumes the student has attendance the current courses for at least one instance (a day, a course meeting, etc.).

  1. Click the arrow next to the Load button and select End. An End Rosters confirmation message displays.
  2. Enter the Effective Date for the day prior to when the student is no longer attending the course. This date defaults to the current day. Click the Calendar icon to choose a different day or enter a different date in mmddyyyy format. For example, if the student is enrolling in new courses on January 15, the entered effective date would be 1/15/2018; the student's enrollment in existing courses is through January 14. This date (1/14/2018) is the Drop date.
  3. Click the End button in the confirmation message to continue. Entered dates must be within the term dates of when the course meets.

The student's schedule is ended the day prior to the entered date. New courses can be added for the current term and future terms beginning with the entered date, in this example for January 15. 

End a Student's Schedule

Restore Entire Schedule

Use this option if the action of ending a student's schedule was done incorrectly, or if a recently dropped course needs to be restored.

  1. Click the arrow next to the Load button and select Restore. A Restore Rosters confirmation message displays.
  2. Enter the Effective Date for the day the schedule should be restored. Entered dates must be within the term dates of when the course meets and are entered in mmddyyyy format.
  3. Click the Restore button in the confirmation message to continue.

The student's schedule is restored as of the entered date. Courses for the term in which the date falls becomes the start date.

Restore Student's Schedule

Modify Section Rosters in Student's Schedule

Changes can be made to existing courses on the student's schedule that affect the Course Section Roster list, and modify the list of students the teacher may see in their class roster. The Roster Update panel displays when existing courses are selected.

Roster Update Panel

Roster Update Panel

This panel varies by state, as information in these fields may be used for state reporting purposes. See your specific state reporting product content for information on those fields.

ItemDescription

Course Name

Course Number

Section Number

Indicates the selected course. The course name displays in bold, followed by the course number and then section number.
Start Date

Indicates the date the student began enrollment in the course. If blank, it is assumed the student began enrollment in the course on the first day of the term.

Entered dates need to be within the selected term dates. Warnings display on the Roster Update panel when dates fall outside of the term for the selected section, outside of the student's enrollment or outside of the calendar dates.

End Date

Indicates the date the student began enrollment in the course. If blank, it is assumed the student is (1) currently enrolled in the course section, and (2) was still enrolled in the section at the end of the term.

Entered dates need to be within the selected term dates. Warnings display on the Roster Update panel when dates fall outside of the term for the selected section, outside of the student's enrollment or outside of the calendar dates.

Lock

When marked, the course section remains on the schedule, even when the Unload option is used to remove all scheduled sections.

This applies when unloading a course from the Walk-In Scheduler or from the Schedule Wizard.

No CreditWhen marked, indicates the student received no course credit for the selected course. 
RepeatedIndicates the student has taken the course previously. This is a label that is noted on the student's transcript.
Modified By

Lists the last staff person who made changes to the selected course section, along with the date and time.

When a section is deleted from a student's schedule or when an end date is added to a course section on the student's schedule and attendance data is deleted, a record of this action is recorded in the Audit Attendance table.

If you are changing the dates for a course that is scheduled in the fourth term, entered dates can only be within the dates of that term.

Add a Start date to a Scheduled Course

When a student begins enrollment AFTER the start of the term, enter the date the student began attending the course. The start date may be different because the student's enrollment started after the start of the term, or the student switched course sections after the start of the term, or it's a temporary class that doesn't follow the standard term dates.

  1. Select the appropriate course from the student's schedule. The Roster Update panel opens.
  2. Enter the Start Date in mmddyy format, or use the calendar icon to select a date, or click the Today button to enter the current date. To remove the date, click the Clear button.
  3. Click the Save button when finished. The entered start date displays with the course.

Changing start dates may affect assignments that have been entered or historical attendance data.

Add an End Date to a Scheduled Course

When a student ends enrollment in a course (dropping a course, rather than ending enrollment in the school), enter the date the student stopped attending the course.

  1. Select the appropriate course from the student's schedule. The Roster Update panel opens.
  2. Enter the End Date in mmddyy format, or use the calendar icon to select a date, or click the Today button to enter the current date. To remove the date, click the Clear button.
  3. Click the Save button when finished. The entered end date displays with the course as the Drop date.

When the student drops the course on the last day of the term, the Drop Date displays on the course section, and that course that is scheduled in future terms is removed.

Delete a Student Completely from a Roster

Only delete a course completely if the student has NEVER attended any instance of the course.

  1. Select the appropriate course from the student's schedule. The Roster Update panel opens.
  2. Click the Delete button when finished. A warning message displays indicating that ALL attendance and grading information is removed.
  3. Click the OK button to continue. The course is removed.

Lock a Student's Course Selection

  1. Select the appropriate course from the student's schedule. The Roster Update panel opens.
  2. Mark the Lock checkbox.
  3. Click the Save icon. Notice on the Schedule that the course now displays a locked padlock icon.

If the student's schedule is unloaded, this locked course remains in the scheduled period.

To remove the lock, select the course from the schedule, and remove the selection from the Lock checkbox.

Lock a Course Section

Documents

Upload previous student schedule reports from other schools, or other schedule-related information, for a particular student. This uses the Digital Repository futures. There is no limit to the amount of documents uploaded here, but be aware your district may have set a maximum file size value.

Only documents uploaded from the Schedule tool and Walk-In Scheduler tool display here. Other type of uploaded documents do not display. To see other types of uploaded documents, view them on the Person Documents tab.

Mark the Consent statement (files cannot be saved if this is not marked), and click the Select File button to locate and upload documents. File names must be unique. Click the Save button when finished. A successful upload displays a Done checkmark next to the Select Files button. Close the side panel by clicking the Cancel button.

Schedule Document Upload


Uploaded files can be sorted by Newest (most recently uploaded) or Oldest. To remove an uploaded document, click the red X next to the file name.

Delete Uploaded Documents

For more information on document upload, see the Managing Document Attachments article.




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