Class Enrollment & Scheduling FAQs

Where can I find student schedule conflicts in Axiom?

Schedule conflicts can be found on the "Schedule - ALL" tab of a student record. If there is a conflict present for a class, the "Conflict" column will be checked.

Schedule - ALL tab of a student record. Notice the Conflict column, indicated with a red box.

This query can be modified by clicking the "Open Query" button in the upper-right corner of the embedded query results screen. Useful query examples:

  • This query shows all class conflicts for the current school year, subtotaled by teacher.

How can I see who a student has come into contact with?

You may wish to see who a student has come into contact with at school (in situations such as COVID exposure, for example). Using a bit of creative query building, this information can be easily retrieved using the following steps:

A Class Enrollment query tailored toward searching for Sheila Abbott's classes. Subtotaling has been removed for ease in the copying process.

  1. Run a Class Enrollment query, applying the criteria to the Student field of "is" {Last Name, First Name} of the student in question.
  2. Type in "Ctrl+Shift+C" to bring up the "Copy Results Data" tool. Learn more about copying query results here.
  3. Select Class, All Rows and Copy Display Value, and then click Copy Data to Clipboard.
  4. Begin a completely new Class Enrollment query and paste the value copied during step 3 into the Class field's criteria. Change the criteria operator to "is" and run the query.
  5. This is a list of all students who have classes with the original student.

From here, it's up to you to decide how to proceed with this data, such as exporting this data to a CSV file or beginning a Composer message to email the parents of all students in this list.

Other helpful articles:

Do M-F rotations naturally skip no school days?

It can be difficult to keep track of what is skipped and what isn't during various rotations. No-School days are typically created in response to inclement weather. No-School days do not create any attendance records for students, but still create them for faculty and staff.

Example of a No-School Day. Notice that the Thursday is skipped entirely and Friday picks up exactly where it normally would.

When a M-F rotation encounters a no school day, then the day is skipped. As an example:

  • Let's say that Thursday is a "No-School" day.
    • Wednesday would be a "Wednesday" rotation day.
    • Friday would be a "Friday" rotation day.
    • Friday would not  be a "Thursday" rotation day due to school being closed on Thursday.

You may also find the following articles helpful:

Why aren't some of the rotation days showing up on the school calendar?

You may be in the process of building out rotations and checking them on the school calendar and suddenly worry that some rotation days may not be appearing on your school calendar. Almost always, the cause of this is that rotation days do not display on the school calendar if there are no classes with schedules on those days.

Why is there no Tuesday here?! Likely because there are no classes with schedules that fall on that day!

Some of the reasons it may not be appearing include:

  • the date is outside of the school year
  • there is a no-school day or holiday scheduled
  • there aren't any classes with schedules meeting

How do I create a query to find students' free blocks per school level?

When planning out scheduling, it can be helpful to query students' free blocks. This query is designed to highlight all blocks for students that are blank (free).

This query makes extensive use of function fields; therefore, we highly recommend you only query on small groups of students at a time to reduce the amount of time the query takes to complete.

The Students' Free Blocks query.


How do I choose the colors on the schedule document?

Schedule documents are a handy document that allows users to see where a student should be at any given moment. These are available in two main locations:

  • Groups of schedule documents are available on the Documents homepage in the "Schedules" section.
  • Individual schedule documents can be found on the "Schedule" tab of the student record by clicking on the "Click..." link in the "Schedule" field.

Adjusting the colors used in these schedule documents can be done in one of two ways.

A typical schedule document, colored by Subject.

Color by Subject (Self-Service)

To have the colors of courses on the schedule document be based on what Subject they are a part of, perform the following steps:

  1. Navigate to the Subject List query on the System homepage.
  2. Update the value in the Link Style column using either the built-in color picker or by typing in the hex-code.
  3. Click Update.

Color by Block (Set Up by Veracross)

This is an opt-in customization that needs to be turned on by Veracross. To use this option, please submit a ticket to our client support portal requesting this for your schedule documents. Once enabled, if a subject does not have a color defined in the "Link Style" field, the schedule document refers to the color defined for the block, instead. Block colors can be set by:

  1. Navigating to the Blocks query on the System homepage.
  2. Click into the block record you want to set the color for.
  3. Set the "Color" field accordingly using the built-in color picker or by typing in the hex code.
  4. Click Update.

You may also find the following articles helpful:

Can the Scheduler tool help identify conflicts for faculty that teach in Middle and Upper School?

Sometimes, teachers teach in both the middle school and upper school so identifying conflicts for these individuals through scheduler can be brought into question.

Each scheduler configuration record has required fields for:

  •  rotation
  • grading period group
  • block group
  • school level

If the school levels are currently using two different scheduler configurations, then no, the conflicts will not be recognized.  To recognize class schedule conflicts for a faculty member teaching in Middle and Upper, each level would have to have all of their classes scheduled into the same grading period, with blocks that are in the same block group, and onto days in the same rotation.

 If the school levels are not already using the same grading period, additional engineering involvement will be required.

Can I use the class migrator tool to migrate more than one class into my new class?

Sometimes, typically between school years when you're restructuring classes, you may want to migrate more than one class into a single new class. Because the class migrator tool is additive, you can use it to migrate multiple classes into one class. A common example where you may see this is:

  • If you want to copy the pages from one class and the assignments from another,  you can run a migration for each class into the new ones — this adds all of the assignments, lesson plans, and pages from both classes to the new class. From here, you can delete any that you do not need.

To begin using the class migrator tool, click on the "My Library" link from the facutly potal.

Follow these steps to run a migration: 

  1. Navigate to My Library from the Faculty portal.
  2. Click on the Setup Classes tab.
  3. Click on the Start a New Migration button.
  4. Select a source (the class you want to copy materials from).
  5. Select a destination (the class you want to copy materials to).
  6. Adjust any of the assignment dates if applicable.
  7. Click on Start Migration to complete the process.

To perform this with multiple classes, run the procedure again and define a different source than the first time, but the same destination.

You may also find the following article helpfl:

How do the Batch Add queries determine which class to enroll a student into?

Occasionally, when batch adding students to classes using the batch add queries, students may end up being enrolled in the wrong class or the wrong year. This can usually be traced to the Scheduler School Year system parameter.

The Scheduler School Year system parameter controls what school year's class record students are added to.
Since class records are year-specific and Class IDs can be used year-over-year, the Batch Add People to Class/Team/Program query relies on the Scheduler School Year system parameter to know to which year’s class record the students should be added.

 If you set that parameter to the school year for the class into which you’re trying to place students, that should resolve the issue as long as the class is not completed (in which case an engineer will need to add those enrollments).

Not all of my classes have meeting times, but they all have class schedules. What should I check?

When you run a Find Classes query, if you notice that classes don't have meeting times, but they do have class schedules:

  1. Go to the Active Grading Periods query on the System homepage 
  2. Ensure that the correct Active Grading Period is checked. 
  3. If the correct Active Grading Period is not checked, make the necessary adjustment, refresh Axiom and then you should see the class meeeting times populated.

Is historical data affected when I change the name of a course?

Sometimes, the name of a course adjusts from year-to-year so you may want to change the name of it. This solution may work for you under certain circumstances, but there are considerations you should be aware of.

To adjust a course name, navigate to the course record through the Course List query, change the value of the "Course Name" field. and click Update.

Courses are not year-specific; therefore, changing a course’s name affects it everywhere the course is used, e.g., on historical report cards. If you want to prevent historical information from being changed, create a new course with the new name and archive the old one, which maintains it in historical reporting but will hide it from current and future use.

To archive a course, perform the following steps:

  1. Begin on the query design screen of the Course List query.
  2. Click the check box next to the Archive field to make this field visible in the query results screen.
  3. Find the course you wish to archive in the query results screen and check the Archive field.
  4. Click Update Records

Why aren't assignments duplicating across all versions of a class?

Teachers can create assignments that apply to multiple classes at once. A couple things need to be set up for assignments to carry over to other classes that a teacher instructs:

  1. The teacher needs to be the primary teacher for all the classes that are sharing assignments.
  2. The classes must share the same course, otherwise, each set of assignments need to be made for each course or they will need to share an assignment group to link them together.
    • In Veracross, a course is a collection of curriculum that is taught year over year, e.g. "Physics." A class is a year/teacher specific section of a course with a roster, room, schedule, etc. 

If the above is true, when creating the assignments in the grade book, the 'Applies to All Sections' flag must be turned on for the assignments to copy to all sections of the class.

How do I remove an unenrolled student from the gradebook of a class?

Students are still displayed in teachers' gradebooks for seven (7) days after they are unenrolled from a class (but they are removed immediately from the attendance). This gives teachers time to finalize any grades after a student is withdrawn. If you want to remove them right away, you can exclude the particular class enrollment from the report card. This flag is connected to the student being displayed in the gradebook.

To do this:

  1. Navigate to the the enrollment record and click into it. You could:
    • Run a Find Enrollments query.
    • Navigate to the Schedule tab of a student record.
    • Navigate to the roster on a class record.
  2. Ensure that the "Exclude From Report Card" flag is set to "Yes" and click "Update."


Original:

To remove a former student from the Student Detail page in a class' gradebook, go into the student's record and confirm that the enrollment has been excluded from Report Card. If this is not the case, set the flag from 'No' to 'Yes' to remove the student from these pages. You can do this by accessing the enrollment record from the class tab in the Student Record, or by opening up the list of classes from the Classes tab and adding the 'Exclude from Report Card' field to the result.

Why aren't new students appearing on class lists?

If a new student is not appearing in a class in a portal, double-check their "Late Date Enrolled" value on the class enrollment record. You can find the "Late Date Enrolled" value in a few places:

  • Run a "Find Class Enrollments" query.
  • Check the "Classes" tab on the student's record.
  • Check the roster on the class record.

The student will only display in the class if it is on or after the "Late Date Enrolled."

Can the Student or Faculty schedule document show an alternate block schedule?

Alternate block schedules are extremely useful for changing class schedules to account for situations — like school delays and early dismissals — where an alternate schedule is used. Unfortunately, the student/faculty schedule document cannot show alternate block schedules.

The Schedule Document — while useful — cannot show alternate block schedules.

If a student or faculty member wants to see the alternate block schedule for the day, this can be found on the Daily Schedule page of their Portal.

You may also find these articles useful:

How do I switch to a different rotation mid-year?

Sometimes, situations arise where you need to a different rotation in the middle of a school year. In these situations, it is important that you follow the proper steps.

A Calendar Day record with the "hamburger menu" indicated. This opens the panel on the left where you can select the Rotations tab.

Example Scenario: It is the middle of the school year and your school is running on a Hybrid or In-Person schedule, but you need to switch to a fully remote schedule. Luckily, you've thought ahead and built out a fully remote schedule on a different rotation and you now want the system to look to use the new remote rotation instead of the old one.

Part 1

  1. Start at the System Homepage > Configuration Section > Scheduling Header > Rotation Calendar. Click into the day that you'd like the new rotation to start and click on the Rotations tab in the "hamburger" menu.
  2. Click “Add Record” to add a new rotation. Select the new rotation that you are switching to for the Rotation field and the day of the rotation you would like it to start in the Day field. Click into the new record you've created using the Open Record button.
  3. On the Calendar Day Rotation record, click on the Action Menu and run the “Initialize Rotation from this Date Forward” procedure. 

Part 2

  1. Start with a blank Calendar Rotation Day query and pull in the “Calendar Date” field to the query design page.
  2. Set the criteria for the Calendar Date field to be "date is on or after” the date in which the new rotation is starting.
  3.  Set the Rotation field to be the rotation that is no longer going being used.
  4. Run the query and look at the results to confirm that the results are the dates and rotation days that are no longer needed or are not taking place.
  5. Click on the Action Menu and run the Batch Delete procedure to delete these records which are no longer needed. 
  6. Go back to the Rotation Calendar and review it to confirm that the old rotation ends and the new one has begun.
  7. On the day of the switch, go to the System Homepage > Configuration Section > General Header and click into the School Levels query.
  8. Update the Primary Rotation field to be the new rotation that the system is using for the appropriate school levels. This allows Schedule Documents to show the correct rotation.

How do I create a new Block Group?

The Block Groups query on the System homepage. Block Groups are used with scheduling setup.

Block Groups are exactly what they sound like: a set of of blocks that are used in a particular schedule. To create a new block group, please submit a ticket to Veracross Support stating that you'd like a new block group created. To expedite the process, please include what you would like to name the Block Group in the initial ticket that you submit.

SysAdmin access is required to edit block groups once they are added.

How can I view a teachers schedule on a day that we use an Alternate Block Schedule?

You can view how a teacher's schedule is affected by an alternate block schedule by using a "Class Calendar Day" query. The Find Class Calendar Day query isn't listed in Axiom by default, however, you can create this query from scratch using the following steps: 

  1. Start with this link to a generic "new" query.
  2. In the query design of this blank query choose the Class Calendar Day query template. 
  3. Pull in all of the fields within the General section of the Available Fields column. 
  4. Run the query. Recommended: Save it to your workspace to avoid having to run through these steps again!

In the results, the Block Schedule field will be populated with the ABS being used for that day and the Start and End Time fields will update to reflect the class times for that day.

Which security role can update the enrollment level fields on a class enrollment record?

  • For academic classes: SysAdmin
  • For athletic "classes": SysAdmin, Athletic_Program
  • For Other Programs: SysAdmin, Other_Programs

Do the M-F Day Schedule flags on the Schedule tab of a class enrollment record reflect that child's schedule on the schedule document?

The answer to this depends on the rotation that your school utilizes. The flags only affect classes scheduled on a M-F rotation by default. However, if your school uses a different rotation and needs these flags to update the student's schedule document, reach out to Veracross Support and this can be adjusted for your specific needs.

Why are late enrollee schedules showing their classes as "unscheduled" on their schedule document?

If someone's class schedule is not displaying what you expect, the first thing to check is the Scheduling Reference Date parameter. This parameter determines which class enrollments show on the schedule document. You want to make sure that the date set on this parameter is both within the correct grading period and also is after a student’s “late date enrolled” value. 

  • For example, say your grading period starts on 9/1/20 and ends on 10/31/20, and your current “Scheduling Reference Date" is set to 9/10/20. 
  • If you have a student whose “late date enrolled” is 10/1/20, then you’ll want to update the “Scheduling Reference Date” to something like 10/2/20 for their document to show up as expected. 

To help avoid issues like this, it is recommended to set the “Scheduling Reference Date” to a date near the end of the grading period so that class changes are reflected without needing to adjust it.

Are class statuses updated automatically to ‘Completed’ at the end of a class?

The system will automatically update a class status to ‘Completed’ four weeks after the end date of the class. There is intentionally a delay of four weeks to allow teachers time to finalize assignments and grades in the class while it still shows in their active ‘My Classes’ list. Once the status has been set to ‘Completed,’ teachers will need to navigate to the ‘Completed’ tab in their class list in order to access the class:

Though the class status will not upate automatically for four weeks, the status can be updated manually at any time should you want to move a class to a ‘Completed’ status sooner.

How do I add an alternate block schedule to my rotation calendar?

To add an alternate block schedule to a day on your rotation calendar, perform the following steps:

  1. Open the Rotation Calendar query from the System homepage.
  2. Click on the calendar day you want to change.
  3. Once opened, click on the Rotations tab (click the menu button in the top left to display the tabs).
  4. From here you can assign a “Block Schedule” to the rotation day you want to change.
  5. Click Update Calendar Day.

What are the implications of adding a Date Withdrawn and a Late Date Enrolled to a student enrollment record?

Because the system does not have a good way of handling this kind of workflow where a student might have been enrolled, withdrawn and then re-enrolled again, having both values filled will likely cause complications on the record.

It is advised to simply remove any values present for a Date Withdrawn and a Late Date Enrolled should the student be expected to be enrolled in the class. If you need to track that a student was withdrawn and re-enrolled, you should store that data in the Notes field on the Other tab of the Class Enrollment record.

Can we edit or change rotations that have been previously used?

We cannot edit or change descriptions on rotations that have previously been used because doing so would affect all historical grades that used this rotation in the past. If you wish to adjust an existing rotation, your only option is to create an entirely new rotation that meets your needs exactly.

Creating a new rotation reuired Veracross Engineering to set this up for you, so, submit a ticket through the client support portal to begin this process.

How do I adjust the start time and/or end time reflected on the schedule document?

If classes are beginning earlier or going on later into the day than the parameters defined in the document and you need the schedule document start/end times adjusted, please submit a ticket on our Client Support portal, as only Veracross can adjust the start and end time parameters for the schedule document.

How do I designate the colors of blocks on the schedule document?

The colors of the blocks on the schedule document are determined by the color entered in the link style field on the Subject List query on the System homepage, provided the class within that subject has scheduled periods.

The colors are configurable by schools. Unscheduled periods are always be white.

Can I use the Scheduler mid-year for the next grading period?

The Veracross Scheduler is not designed to be used for the current school year, so this is not supported.

The recommended workflow for this situation would be to use the  the Class Schedule Import Type to set up schedules for the next grading period.

How can we access student schedule documents from previous years?

Student Schedule documents are configured to only show the schedule from the current academic year. While you cannot access the schedule documents, you can build a 'Find Class Enrollments' query and configure the print results so that the enrollments for each student are printed on one page.

  1. Filter the 'Find Class Enrollments' query by Student, Class and School Year and Subtotal by student.
  2. Run the query and from the Action menu, choose 'Print Results Grid'.
  3. In the 'Print Results Grid' window, toggle "Page Break For Subtotal Headers" to Yes.
  4. Print.

How does the system determine what to display on the schedule document when classes have conflicting schedules?

When two classes are in conflict, the class with a scheduled start time will display before a class that does not. Otherwise, it is sorted by:

  • Day ID
  • Start Time
  • Period Type
    •  scheduled
    • universal
    • unscheduled
  • Subject Sort Key
  • Class Description

How can I display course requests for students in the portal?

The Course Request document is a dynamically-updated pdf that can be displayed in the portal. The information displayed on the document is controlled by the Course Request link under Configured Documents on the Documents homepage.

To display course requests for students in the portal, perform the following steps:

  1. Submit a ticket to through the client support portal and request to have a Portal Link added for the course request document.
  2. Once added, navigate to the Portal Link query on the System homepage, locate the Course Request portal link and set the Status to "enabled".
  3. Navigate to the Portal Admin homepage and click into the Student Portal.
  4. From the Component Screens tab, click the "Edit" link for the portal home page.
  5. '+Add' the Personal component 'Portal Links'
  6. Publish the page.

How can I schedule a student back into class they were previously transferred from?

Because the system is not prepped to handle swapping back and forth with enrollments, we do not have a standard workflow for these kinds of changes.

To do this, you'll need to perform the following steps on General tab the student's class enrollment records:

  1. Populate the ‘Withdrawn Date’ field for the class the student was initially transferred into, but is now leaving.
  2. Remove the 'Withdrawn Date' from the first class they were enrolled in but are now returning to.
    • This tells the system that the first class this student was enrolled in is now the current one while acknowledging that they are no longer enrolled in the second class they were moved to before.
  3. Toggle the ‘Exclude from Report Card’ and ‘Exclude from Transcript’ flags from ‘ON’ to ‘OFF’ for the class they are moving back into so that the grades appear on the grade report documents as expected.

When should I update class assignments when a staff/faculty member’s employment ends mid-year?

We recommend you update all classes assigned to the departing faculty member prior to populating their Termination Date field.

When a faculty or staff member leaves mid year, some additional workflows must be enacted.

We recommend updating all classes/homerooms assigned to the departing faculty member prior to updating their termination date. If this information is not updated before their termination date passes, the system updates each record to clear the teacher’s name during the overnight scripts. 

This article provides more information about updating employee records with a termination date: 

Why didn’t a qualitative grade move over after a student was transferred to a different class?

Qualitative grades are not brought over when transferring a student between classes. This is because qualitative grades (rubrics) often vary from class to class.

The recommended course of action to take in this circumstance is to create a new qualitative grade record for the student in their new class. This can be done by running one of the relevent Create Missing Grade Records procedures from the System homepage.

Why is my student's homeroom changing after I've set them up in a new homeroom?

There could be a number of reasons why a student's homeroom is changing after they've been enrolled in a new homeroom. Some of the most common things to look out for are:

  • the Homeroom listed on the Student detail must match the homeroom in which they should be enrolled
  • double-check that there is only one homeroom populated on the Schedule tab
  • make sure that all steps were followed in the Late Enrolls/Withdraws from Classes workflow

If none of these seem to resolve the issue, please submit a ticket through our client support portal for further assistance.

We recently changes schedules, but this change isn't reflected on our schedule print outs. How can we fix this?

The default rotation for the schedule document is driven by the school level's primary rotation. This can be found on the School Levels query in the Primary Rotation column. 

Once the Primary Rotation in this query is set to the correct rotation, you should see that change reflected on the schedule documents.