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How do I use the Interactive Student Scheduler?

The Interactive Student Scheduler is a tool that uses course requests to identify the possible sections a student can be rostered into on a schedule. Before a student has been scheduled into classes, it can add students to several rosters at once, as well as adjust existing roster entries, reducing time spent on scheduling. 

This article will explain the required elements needed to utilize the Interactive Student Scheduler, point out the various available data fields, and go through an example of using the Interactive Student Scheduler for both students with and without an existing schedule.

Prerequisites

The Interactive Student Scheduler is driven by course requests. To be able to utilize this tool, course requests must be entered, and preferably, reviewed and approved by an admin.

Navigating the Interactive Student Scheduler

The Interactive Student Scheduler is available from:

  • School Main > Scheduling > Interactive Student Scheduler Beta

Here is a breakdown of the Interactive Student Scheduler page:

  1. Student selector
  2. List of course requests
  3. Number of available sections of the requested course, going from least available to most available
  4. Grading Period
  5. Cycle Day(s)
  6. Daily Period and time of day

When hovering over any of the course requests, all available sections of that course appear on the student’s schedule:

Clicking on any number of the courses will “pin” them to the schedule, showing a preview of multiple sections on the student’s schedule. Clicking on the course request again will “unpin” it. :

Exploring Pinned Classes

When hovering over a pinned class, you will see additional information:

  1. Course number and course name
  2. Instructor name
  3. Available credits
  4. Section number
  5. Room number
  6. Daily period and time frame
  7. Add and Options
  8. Number of seats available compared to maximum number of students, current demographic and IEP information

Rostering students with an empty schedule

To roster a student in one of the sections, hover over the desired section, and click Add ( + ). The class will now appear Green, indicating the student has tentatively been added to the roster:

The corresponding course request will automatically sort to the bottom of the list with a Save icon:

Pinned changes will not formally take effect until the Save button is clicked. After saving, the student will be added to the roster, and the class will change to Blue:

The Save icon next to the course request will be replaced with a blue checkmark after changes are saved:

It is recommended to work from top down: start with the courses with the least amount of sections to ensure the harder to schedule courses are addressed first. After all course requests are satisfied, the student will have a completed schedule:

If you are ever unsure of what status specific colors indicate, click the Key button at the bottom of the page:

Adjusting the roster of existing student schedules

The Interactive Student Scheduler can also be used with students who already have an established schedule, but they need to change courses. Let us look at an example student that needs to move from Honors Language Arts to regular Language Arts. 

Since the Interactive Student Scheduler is driven by course requests, the new Language Arts course needs to be added to their course requests. After selecting the student, use the Edit Course Requests (Pencil Icon) located directly under the student search bar to pull up the student’s current course requests:

After the new course request is added, it will appear in the list of courses with 0 possible sections, since the student already has a full schedule: 

Pinning this will display what sections are available, but they will be displayed as with a warning (Yellow) that other sections are currently scheduled in the same period:

Honors Language Arts is currently scheduled in Period 3, so either Biology or Spanish should be moved to Period 3 to allow Language Arts to be scheduled. Pinning Biology and Spanish will display the other existing sections:

Luckily, there is a section of Biology in Period 3 the student can be moved to. When hovering over the Period 2 section of Language Arts we want to add, the option to Drop/Add (Left arrow) appears:

From the Drop/Add menu:

  1. Exit Date: Select the last day the student is enrolled in the prior class
  2. Optional: Check the box to Hide Roster Enrollment
    • This will keep the record that the student was enrolled in the section visible to admins, but the record will Not be visible to students, instructors, on the report card, or on transcripts
  3. Optional: Add notes
  4. Optional: Check the box next to Corequisite / Next in Sequence to delete any associated courses
    • Use caution: This should only be checked if the course is connected to another course that should also be removed
  5. Entry Date: Add the first day the student will attend the new section
  6. Optional: Add notes
  7. Optional: Check the box next to Corequisite / Next in Sequence
    • Use caution: This should only be checked if the course is connected to another course that should also be added
  8. Apply

Repeat this process with the new Period 3 section of Biology. The schedule will now show pending changes (Green) as well as any sections that should will be deleted:

After saving, the schedule will show the adjustment: