Scheduling: esd Scheduler User Guide v

Scheduling: esd Scheduler User Guide v. 5.7.0 Copyright 2002-2018 eschooldata, LLC All rights reserved.

TABLE OF CONTENTS Overview... 3 Links... 3 Scheduler Setup Wizard... 5 Mass Update Scheduler Option... 8 Pre-Scheduling Reports... 9 Scheduling Runs... 10 Scheduling Run Reports... 15 Sectioning Run Report... 16 Master Build Report... 16 Master Build Priority Report... 17 Master Schedule Detail Report... 17 Reject List Report... 18 Period Distribution Report... 18 Curve Of The School Report... 19 Rejects By Course Report... 19 Reject Analysis Detail Report... 20 Student Schedule Report... 20 Staff Schedule Report... 21 Class Roster Report... 21 Drag & Drop Scheduling Interface... 22 Load Schedules... 25 Schedule Key... 26 Scheduling Reports... 26 eschooldata, LLC Copyright 2002-2018 2

Overview The eschooldata Scheduling Module provides users with an array of tools and solutions to meet schools scheduling needs. Users can create the Master Schedule and students schedules using any combination of the techniques outlined in the various Scheduling Guides: Course Links, Class Links, and Placeholder Courses; Mass Class Assignment; Course Requests and Course Request Groups, and the esd Scheduler. The esd Scheduler is a powerful web-based scheduling engine that allows users to automate the processes of building the Master Schedule (esd Builder) and scheduling students into the course sections (esd Sectioner). Links The esd Builder determines the optimum placement of Resource Class course sections to fulfill students course requests. The esd Sectioner uses the course requests to automate the process of scheduling students into Class/Resource Class course sections. The esd Sectioner can be used alone, when all course sections are Classes, or used in concert with the esd Builder. Links allow users to tie courses, class sections and/or students together for scheduling purposes. The eschooldata Scheduler uses three different types of links: Course Links, Class Links, and Location Restrictions. Each type of link must be created before it can be applied to courses, classes or students. Placeholder Courses are an alternative to Class Links, eliminating the need to assign class link codes to multiple sections. Instead, Placeholder Courses allow users to create multiple Meeting Times within a section to represent each class within a link. The material presented in this guide assumes the user has a basic familiarity with the esd System. For information on how to access and navigate the system, and select basic user preferences, please refer to the Getting Started User Guide. For more information on Classes and Resource Classes, see the Class or Resource Class? section of the Scheduling: Course Setup User Guide. For more information on creating the various Links, see Course Setup Items in the Scheduling: Course Setup User Guide. Course Links Course Links are used to tie one course to another when using the esd Sectioner. The Sectioner will place students into sections for each linked course based on availability in the student s schedule. Course Links must be applied at the course level. The Sectioner will only apply the course link requirement to students who have requests for EACH course within a link. If the Sectioner is unable to schedule students into each linked course due to conflicts, then the student will not receive any of the courses and they will appear on the course request reject analysis reports within the scheduling run. Example: Course links can be used to tie lectures to labs when they are created as two separate courses within eschooldata. When using the Sectioner, the course link ensures that all students requesting both the lecture and lab courses will receive both courses or, if both are not possible, neither course. For more information on assigning Course Links, see Course Links in the Scheduling: Course Setup User Guide. eschooldata, LLC Copyright 2002-2018 3

Class Links Class Links are used to tie section(s) of one course to section(s) of another course when using the esd Sectioner. The Sectioner will place students into sections with matching links, or into unlinked sections, of each course based on availability in the student s schedule. Class Links must be applied at the section level. If the Sectioner is unable to schedule students into each linked section due to conflicts, then the unfulfilled request will appear on the course request reject analysis reports within the scheduling run. Example: Class links can be used to tie lectures sections to labs sections taught by the same instructor. The class link will ensure that all students who receive the linked lecture section also receive the linked lab section. For more information on assigning Class Links, see Class Links in the Scheduling: Course Setup User Guide. Location Restrictions Location Restrictions allow users to tie sections of courses to groups of students, in effect creating teams. Users apply the same location restriction to multiple students and to sections of multiple courses. The Sectioner will match the location restrictions assigned to students with those assigned to sections when placing students into classes. Location Restrictions must be applied at the section level. If the Sectioner is unable to schedule students into each linked section due to conflicts, then the unfulfilled request will appear on the course request reject analysis reports within the scheduling run. For more information on assigning Location Restrictions, see Location Restrictions in the Scheduling: Course Setup User Guide. Placeholder Courses Placeholder Courses can be used as an alternative to class links, eliminating the need to assign class link codes to multiple sections. Instead, placeholder courses allow users to create multiple meeting times within a section and link each meeting time to an existing course. When Placeholder Courses are converted (AFTER the Final Scheduling Run has been loaded), each meeting time becomes a new section of the linked course and is assigned the section number of the Placeholder Course section. As part of the conversion, students scheduled into the Placeholder Course sections will be assigned to the new sections of the linked courses. For information on creating Placeholder Courses, see Placeholder Courses in the Scheduling: Course Setup User Guide. For information on converting Placeholder Courses, see the Scheduling: Placeholder Courses User Guide. eschooldata, LLC Copyright 2002-2018 4

Scheduler Setup Wizard The Scheduler Setup Wizard allows users to customize the settings used by the eschooldata Builder and Sectioner. This tool is also used to define the available conditional period ranges that can be used when creating resource classes. Go to Scheduling > Scheduling > Scheduler Setup Wizard. On the Master Schedule Options tab, users can customize the settings used by the eschooldata Builder. When finished selecting settings, click Next to save the information. For a complete explanation and glossary of the Teacher and Rooms fields, please see below. Teacher Assign teachers to Classes: When this option is set to Yes the builder will attempt to assign defined staff members to the applicable resource classes and attempt to assign available staff to resource classes that are missing teacher assignments. Allow teacher free time override: When this option is set to Yes teacher free times set to selectable can be overridden by the builder. The builder will NOT be able to override teacher free times set to fixed, regardless of the setting chosen for this field. Assign Teachers by Department: When this option is set to Yes, the builder will match the department of available staff members with the department of resource classes that are missing teacher assignments. If this option is set to No, the builder will randomly assign available staff members to resource classes, unless staff courses are created. Allow classes without teachers: When this option is set to No the builder will not place resource classes in the master schedule unless a staff member is available for assignment. Maximum consecutive periods per day: Select the maximum number of consecutive periods that available staff members can be assigned to classes. Rooms Assign room to classes: When this option is set to Yes the builder will attempt to assign defined rooms to the applicable resource classes and attempt to assign available rooms to resource classes that are missing room assignments. Allow rooms free time override: When this option is set to Yes room free times set to selectable can be overridden by the builder. The builder will NOT be able to override room free times set to fixed, regardless of the setting chosen for this field. eschooldata, LLC Copyright 2002-2018 5

Assign Rooms by Department: When this option is set to Yes, the builder will match the department of available rooms with the department of resource classes that are missing room assignments. If this option is set to No, the builder will randomly assign resource classes to available rooms, unless room syllabi are created. Allow classes without rooms: When this option is set to No the builder will not place resource classes in the master schedule unless a room is available for assignment. On the Student Schedule Options tab, users can customize the settings used by the eschooldata Sectioner. When finished making selections, click Next to save the information. For a complete explanation and glossary of the Restrictions and Balancing fields, please see below. Users can set the number of Attempts (between 10 and 99999, inclusive). Restrictions Gender Restrictions can be lifted: When this option is set to yes gender restrictions set to selectable can be overridden by the builder. The sectioner will NOT be able to override gender restrictions set to fixed, regardless of the setting chosen for this field. Grade restrictions can be lifted: When this option is set to yes grade restrictions set to selectable can be overridden by the builder. The sectioner will NOT be able to override grade restrictions set to fixed, regardless of the setting chosen for this field. Location restrictions can be lifted: When this option is set to yes location restrictions set to selectable can be overridden by the builder. The sectioner will NOT be able to override location restrictions set to fixed, regardless of the setting chosen for this field. Balancing Course balancing by gender: When this option is set to yes, the sectioner will attempt to achieve an equal ratio of student genders across each course section. Course balancing by ethnicity: When this option is set to yes, the sectioner will attempt to achieve an equal ratio of student ethnicities across each course section. Course balancing by special education status: When this option is set to yes, the sectioner will attempt to achieve an equal ratio of students tagged with a special education status across each course section. This option includes all students with an open Special Ed status, regardless of the status start date. eschooldata, LLC Copyright 2002-2018 6

Seat balancing intensity: When this option is set to high, the sectioner will attempt to place an equal number of students in each course section. Seat loading factor: Select the percentage of the maximum seats value to which the sectioner should attempt to fill each section. Alternates can be scheduled: When this option is set to yes, the sectioner will attempt to schedule the student in alternate course requests when the primary request cannot be fulfilled. Partial schedule can be retained: When this option is set to no the sectioner will not place students into sections unless all course requests can be satisfied. Attempts to schedule period conflict: Enter the number of attempts (between 10 and 99999, inclusive) to resolve a period conflict during a scheduling run (defaults to 99999). A larger value will result in greater processing times, but improved results for more complicated schedules. On the Conditional Period Range tab, users can define the available conditional period ranges that can be used when creating resource classes. Select a From and To period from the corresponding drop down menus to define a period range. When finished defining ranges, click Next to save the information. Minute Block periods are not listed on the Conditional Period Range From/To menus, since resource classes cannot be assigned to Minute Blocks. The DEFAULT range must always reflect the total periods scheduled in a regular school day. The DEFAULT range is used to identify the periods that a resource class can be scheduled when a period has not been assigned. eschooldata, LLC Copyright 2002-2018 7

Mass Update Scheduler Option Go to System > Scheduling > Mass Update Scheduling. The Mass Update Scheduling tool allows users to assign Scheduling Priorities and Location Restrictions to students en masse. Scheduling Priorities are assigned to students, and determine the order in which students course requests are sent to the esd Sectioner. Location Restrictions are assigned to both students and course sections, allowing users to tie specific sections of courses to groups of students, in effect creating teams. Location Restrictions and Scheduling Priorities can also be assigned to individual students from the Edit Portfolio tab in the Student Portfolio. View Scheduler Option By Grade Click View Scheduler Option By Grade to view the Location Restrictions and Scheduling Priorities for each student in an Excel report. The Incoming Schools menu lists all schools that have the currently selected school as part of their Scheduling Schools (District > Schools > School Information), but defaults to the currently selected school when the school is included in its own list of Scheduling Schools. When Incoming Schools is set to All, then the list includes students from each school that has the current school as part of its Scheduling Schools. Set Scheduler Options From the Filter Options tab, select Mass Update Scheduler Option. Enter search criteria to filter available students and click Next. eschooldata, LLC Copyright 2002-2018 8

From the Select Students tab, click a student name in the Source Students list to move them to the Selected Students list. Users may also move all students between lists by clicking the corresponding All buttons. Alternately, click Upload Students to import a list of students to the Selected Students list, using a CSV file where column A contains the selected students ID Numbers. When finished, click Next to proceed to the Update Students tab. From the Update Students tab, select the Scheduling School and Scheduling Location (i.e., Location Restriction) from the corresponding drop down menus. Users may also assign students a scheduling priority from this screen using the Priority drop down menu. If students are not assigned a scheduling priority, they will be scheduled using a default priority of 9. When finished, click Submit to update the selected students. Click Start Over to return to the Filter Options tab. esd recommends assigning Scheduling Priorities using the values 3 through 9. This reserves Priorities 1 and 2 for any last-minute scheduling difficulties. Pre-Scheduling Reports Go to Reports > Scheduling. There are two scheduling reports that should be run prior to generating any scheduling runs, the Potential Conflict Matrix report and the Preschedule Edit report. These reports are used to identify potential conflicts, identify discrepancies between the number of requests and available seats for each offered course, and modify the total number of requests and available seats for each course listed. For more information about these two reports, please see the Scheduling Reports User Guide. eschooldata, LLC Copyright 2002-2018 9

Scheduling Runs Go to Scheduling > Scheduling > Scheduling Runs. The Scheduling Runs interface enables users to generate a master schedule and place students into existing classes. If Resource Classes were created, users must select the Build and Section tab from the interface. Alternately, if the master schedule was created using only Classes, then users must select the Section Only tab from the interface. All Resource classes should be defined PRIOR to using the Build and Section tool. The esd Builder places ALL resource classes in the master schedule during EACH run, in the order defined within the Build & Prioritize tool, whether or not students have requested that course. Resource classes are assigned optimal meeting times based on a number of variables, including staff and room availability, course requests (from students included in the run), period blackouts (singleton courses requested by all students in a grade level) and bell times. Once resource classes have been placed on the master schedule by the Builder, students are sectioned into each available class based upon student priority. Within each student priority, a difficulty matrix is generated, based on the number of singleton and doubleton requests, to determine the order in which students are sectioned. For each student, course requests are fulfilled based upon the associated request priority. Within each request priority, the esd Sectioner will place singleton and doubleton requests first, and all remaining requests are fulfilled based upon the defined course request sort priority. Users can create as many runs as needed to achieve optimal student schedules, but should load only ONE run, as subsequent loads will delete previously loaded schedules. Users have two options, if they want to use the automated Build tool AND schedule students by grade level: Run the Builder for all or desired grade levels and load the results; lock the student schedules for the desired grade level(s); and use the Sectioner to schedule all subsequent grade levels. Run the Builder by grade level WITHOUT loading the results, convert the resource classes for that grade to classes and lock the class rosters for those classes; repeat the run, convert and lock process for each additional grade level; then do a final run for all grades and load that run. The Scheduling Dashboard consolidates and simplifies the tasks commonly performed during the scheduling process. It provides district staff with graphical analyses of pre and post-run scheduling data. For more information, please refer to the Scheduling Dashboard User Guide. The esd Sectioner will allow students to be placed in multiple classes associated to the same Minute Block period, since Minute Blocks do not have defined Start/End Times. eschooldata, LLC Copyright 2002-2018 10

On both the Section Only and Build and Section tabs, users can run the scheduling engine for All grades or for individual grades by selecting the corresponding checkboxes. Users can also View or Delete existing scheduling runs on each screen. To generate a new scheduling run, click Section (on Section Only tab) or Build (on Build and Section tab). To generate a new scheduling run AND prioritize the order of courses within the new run, click Prioritize & Build (on Build and Section tab). eschooldata can store a maximum of 15 scheduling runs. If additional runs need to be generated, older runs must be deleted to make room. At the beginning of each scheduling run, the Red Light/Green Light process checks the status of all recommended scheduling tasks to ensure that the scheduling engine produces optimal results. If an action has not been completed, the Red Light/Green Light message window will report the number of red lights (incomplete tasks). When users click Section or Build, or Prioritize & Build when no prior scheduling runs exist, the Red Light/Green Light message window will display only the OK and Cancel buttons: When users click Prioritize & Build and prior scheduling runs exist, the Red Light/Green Light message window offers users the option to utilize the Previous Build Priority or the Default Build Priority: With either message, click on the number hyperlink to open the Red Light/Green Light Dashboard in order to resolve the red light tasks (see top of next page). Users can also click any OK button to skip the Red Light/Green Light Dashboard and continue to the sectioning run (see middle of next page). The Default Build Priority is ascending by number of sections, then Course Number. eschooldata, LLC Copyright 2002-2018 11

On the Red Light/Green Light Dashboard, incomplete tasks are identified by a Red Light icon. Users can review and resolve those tasks by clicking View in the column to the right of a task. When finished, click the Close icon to close the Red Light/Green Light Dashboard and return to the Red Light/Green Light message window. On the Red Light/Green Light message window, click OK to continue to the run. If users clicked Build or Section, clicking OK will open the Scheduling Engine Status screen (skip to page 14). If users clicked Prioritize and Build, clicking OK will open the Priority Drag & Drop window. In the Priority Drag & Drop window, the initial run will display the default build priority (ascending by number of sections, then Course Number), while subsequent runs will display the build priority selected in the Red Light/Green Light message window. Click a column header to Sort Ascending by that column. Click the column header a second time to Sort Descending. When previous runs exist, users will have the option to select OK (Previous Build Priority) or OK (Default Build Priority). If a user selects a previous run, the run will retain any previously defined priority order, but the courses will no longer be pinned nor highlighted. Before resorting a previous run, users will need to repin any courses that they don't want moved. The sorted column header will be highlighted, with a Sort icon indicating Sort Ascending or Sort Descending. eschooldata, LLC Copyright 2002-2018 12

Enter search criteria in the Search field and click Search to return any matching results at the top of the list, with all non-matching records listed below in the previous sort order. Hover over a course to highlight it and display the Move to Top / Move to Bottom icons. Users can drag a course to the desired position in the list, or click the Move to Top / Move to Bottom icons to move the course to the top/bottom of the list. Click the Pushpin icon (before the Course Title) to pin a course and maintain its position in the list across sorting and dragging options. If a user selects a previous run, the run will retain any previously defined priority order, but the courses will no longer be pinned nor highlighted. Before resorting a previous run, users will need to repin any courses that they don't want moved. eschooldata, LLC Copyright 2002-2018 13

Reordered courses are highlighted in light blue, and pinned courses are highlighted in red. Once all courses are in the desired order, click Build to open the Scheduling Engine Status screen. Click Reset Order to un-pin all courses and restore the default sort order (Course Number). On the Scheduling Engine Status screen, click Refresh to monitor the progress of the scheduling engine. When the status bar reaches 100%, the run is complete and the window may be closed. Refresh the Scheduling Runs screen to view the results of the scheduling engine. Scheduling runs details include the description of the run (with grade level specifics, if the run is not all grades), the user that created the run, and the date/time of the run. eschooldata, LLC Copyright 2002-2018 14

Scheduling Run Reports Go to Scheduling > Scheduling > Scheduling Runs. The Scheduling Runs screen allows users to access a number of reports pertaining to the scheduling run results. Hover over the View icon to display basic scheduling run statistics temporarily. Optional Course Requests are NOT included in any Scheduling Run statistics. Click the View icon to open the Scheduling Run Reports window. There are twelve (12) Scheduling Run Reports, detailed on the following pages. Sectioning Run Curve of the School Master Build Report Rejects By Course Master Build Priority Reject Analysis Detail Master Schedule Detail Student Schedule Reject List Staff Schedule Period Distribution Class Roster Optional Course Requests are NOT included in any Scheduling Run Report results or percentages. eschooldata, LLC Copyright 2002-2018 15

Sectioning Run Report The Sectioning Run report displays the Sectioner options selected in the Scheduler Setup Wizard and the percentage of students fully scheduled by grade. This report also provides a list of students who were partially scheduled by the Sectioner. Master Build Report The Master Build Report only provides information if the scheduling engine is run from the Build and Section tab. It displays the Builder options selected in the Scheduler Setup Wizard and a list of resource class results. If the Builder is unable to place a resource class in the master schedule, the Reject Reports will indicate the reason for the failure. eschooldata, LLC Copyright 2002-2018 16

Master Build Priority Report The Master Build Priority report only provides information if the scheduling engine is run from the Build and Section tab. It displays the order in which resource classes were placed by the builder. Master Schedule Detail Report The Master Schedule Detail report shows the number of course requests that were fulfilled for each class in the master schedule. It also provides class information, restrictions and enrollment gender ratios. Users can export or print this report. Excel export reconfigured to standard format (one record per row). eschooldata, LLC Copyright 2002-2018 17

Reject List Report The Reject List report displays all students who were partially scheduled and provides details for each unfulfilled course request. Select a value from the Counselor menu (All or a specific counselor s name) then click View Report. This report can be exported or printed. The results include only the grade levels selected when the run was created. Excel export reconfigured to standard format (one record per row). Period Distribution Report The Period Distribution report provides a breakdown of enrollment by period and grade. Users can export or print this report. The results include only the grade levels selected when the run was created. Excel export reconfigured to standard format (one record per row). eschooldata, LLC Copyright 2002-2018 18

Curve Of The School Report The Curve of the School report gives details of student class enrollment by period, broken out by Grade, by Grade and Day Code, and by Grade, Semester and Day Code, with tallies in each breakout for the Total Seats Assigned, Total Seats, and Total Seats Available. This report can be filtered by Semester Patterns, and can be exported or printed. The results include only the grade levels selected when the run was created. Excel export reconfigured to standard format (one record per row). Rejects By Course Report The Rejects By Course report gives details for each unfulfilled request by course, and can also be exported or printed. The results include only the grade levels selected when the run was created. Excel export reconfigured to standard format (one record per row). eschooldata, LLC Copyright 2002-2018 19

Reject Analysis Detail Report The Reject Analysis Detail report presents a grid view of unfulfilled course requests and available sections, and can be exported or printed. The results include only the grade levels selected when the run was created. Excel export reconfigured to standard format (one record per row). Student Schedule Report The Student Schedule report lists the schedules for students who had course requests satisfied, and can be exported or printed. The results include only the grade levels selected when the run was created. Excel export reconfigured to standard format (one record per row). eschooldata, LLC Copyright 2002-2018 20

Staff Schedule Report The Staff Schedule report provides all staff member schedules, and can be exported or printed. Excel export reconfigured to standard format (one record per row). Class Roster Report The Class Roster report provides a list of all section rosters based upon the selected scheduling run. Select a section from the Document Map to navigate to the class roster. Users can export or print this report. Excel export reconfigured to standard format (one record per row). Click the Document Map icon to show/hide the Document Map. eschooldata, LLC Copyright 2002-2018 21

Drag & Drop Scheduling Interface The esd Drag and Drop interface is a virtual scheduling board that allows the modification of the master schedule using live data. Section meeting times can be viewed and updated directly from this interface. Go to Scheduling > Scheduling > Scheduling Runs. To open the Drag and Drop interface, click View next to the desired run. Course requests on the latest scheduling run can be locked to maintain class assignments in subsequent scheduling runs. The Drag and Drop interface will load the results of the chosen run. To populate the virtual scheduling board, select criteria from the Filter fields. All courses associated with the chosen filtering options appear in the Course field. Filter for individual courses by selecting/deselecting the checkboxes next to each course number. When finished, click Update to post the selected courses to the virtual board. eschooldata, LLC Copyright 2002-2018 22

After classes are posted to the board, they can be sorted using the available dropdown filters. Each course can be color coded by department, and users can modify the information displayed on each class chip by using the tool bar at the top of the board. View additional class information by scrolling over a chip. Users can click on a staff name to launch the Staff Contracts, Free Time, and Staff Courses information. Course names will display only the first twelve (12) characters, to allow for proper display of other symbols on the chip. Class chips are highlighted with a purple border when a teacher assignment has been removed during the build process due to a conflict. Class chips are highlighted with a red border when there are other changes between the run results and the section information, as well as when the class has been edited manually. Each class chip shows basic information such as meeting time and section. The section number appears in the upper left corner of the chip, while the number of students assigned to the class appears in the upper right corner. The day pattern meeting time for the section displays in the lower left corner. A red R indicates a room conflict for the class, a red T indicates a teacher conflict, while a red N indicates a new section that was added after the scheduling run. A Builder icon indicates that the section is a resource class and was placed in the master schedule by the Builder. The shaded areas of the chip represent the semesters that the class is offered. Class sections scheduled in the same Minute Block period will NOT display Teacher/Room conflict icons, since Minute Blocks do not have defined Start/End Times. eschooldata, LLC Copyright 2002-2018 23

To edit a section s period or teacher, click on a class chip and drag it to a new cell. Edited class chips are highlighted with a red border. Class sections scheduled in Minute Block periods CANNOT be dragged to other periods, since Minute Blocks are defined by length and not by Start/End Times. Users can right click on a class chip to modify meeting time information, add a new class, convert a resource class to a class, show potential conflicts, and view or lock the class roster. The Potential Conflict Matrix will display the number of requests for singletons and doubletons that conflict with the section meeting time. Click a number in the Matrix window to view students with conflicting requests. Class sections scheduled in Minute Block periods do NOT list Show Potential Conflicts on their rightclick menu, since Minute Blocks do not have defined Start/End Times. Convert Resource Class(es) Users can right-click an individual resource class chip to Convert to Class, or convert all displayed resource classes using the Convert All Resource Classes Below button. The original Resource Class sections are maintained, when converted to classes using either method. eschooldata, LLC Copyright 2002-2018 24

Lock Class Roster(s) Right clicking on a class chip also allows users to Lock Class Roster of an individual class section. This allows users to maintain the current roster of students during future scheduling runs. Users can also click the Lock All Class Rosters / Unlock All Class Rosters buttons to lock/unlock all displayed classes. Class sections with a locked roster will display a lock icon on the chip. Class sections with a locked roster cannot be dragged to a new location. Users must unlock the roster in order to move the section. During future runs, if space is available, other students may be scheduled into a class section with a locked roster. If users wish to lock these additional students into the previously locked roster, they must unlock and relock the roster. Load Schedules When an acceptable scheduling result has been achieved, through the scheduling engine alone or the scheduling engine in combination with the Drag and Drop interface, schedules can be loaded from the Scheduling Run Reports window. Click the View icon open). to open the Scheduling Run Reports for the desired run (if not already When a scheduling run has been loaded, the Fully Scheduled checkbox on the Schedule Tab in the Student Portfolio will be selected for students who received ALL requested courses (primary OR alternate course requests). The same checkbox will be deselected for students who did not receive all requested courses. Click Load (top left of screen) from any report screen within the Scheduling Run Reports window, then click Load (middle of screen) to confirm and apply the results of the scheduling run to the scheduling year. Using the Fully Scheduled dropdown menu on Student > Profile, counselors can filter the list to identify students who did not receive all requests. The Load button is removed for any scheduling run completed prior to the last loaded scheduling run. eschooldata, LLC Copyright 2002-2018 25

Schedule Key The Schedule Key tool allows users to lock/unlock loaded student schedules. Locked student schedule(s) cannot be overwritten by changes made in future scheduling runs. This tool can prevent changes to student schedules when loading scheduling runs by grade. Go to Scheduling > Scheduling > Schedule Key. From the Schedule Key screen, users can lock/unlock schedules for A Single Student or en masse for Enrolled Students. Use the filters Scheduling Grade, Homeroom, and/or Counselor to narrow the list of students. Users may also lock/unlock schedules By Period or Requests Satisfied. When finished, click Lock Student Schedule or Unlock Student Schedule. Use the Last Name filter to Search for A Single Student, then select the student by clicking their name in the Select Student list. Scheduling Reports Go to Reports > Scheduling. There are a number of scheduling reports available once a scheduling run has been loaded. These reports can be used to review schedules, resolve conflicts, and update class information. For more information on the scheduling reports, please see the Scheduling Reports User Guide. eschooldata, LLC Copyright 2002-2018 26