Webinar: Scheduler, Part 3: Enrolling Students in Classes and Balancing Class Schedules

Tue Mar 17, 2020

In this webinar, we'll cover enrolling students in classes and balancing class schedules.

Webinar: Enrolling Students

Webinar Outline

Q: When enrolling students, can I prioritize a certain set of course requests to be filled first?

  • To enroll students, you will click into the result and select the enroll students option
  • From the surface it looks like you can only enroll by grade level
  • The scheduler does not give you the ability to enroll students by course classification like you may use when scheduling classes
  • However, there is the "Use only approved course request" global constraint found under the "gear" icon.
  • Some schools have batch updated this field by subject - enrolled students - and then batch updated the next level of requests to prioritize a set over another.
    • For example, they may mark all Humanities, Math, and Science course request as approved
    • Enroll students into classes
    • Then go back and batch update all Fine Arts options to approved
    • Enroll students again

Q: How can I efficiently review student schedules to confirm that they have all the core requirements?

  • My very first step would be to take a look at the "Course Requests" report for the list of unsatisfied course requests
    • Here you will be able to see two different scenarios
      • If you are seeing a ton of open seats across a lot of sections, and a high volume of unsatisfied course requests... this may mean that the sections are not scheduled during the "right" times. Maybe they are conflicting with other high interest or required classes.
      • If you are seeing a ton of open seats across a number of sections w/ little course requests, this may mean that you should take a look at the number of sections you plan on offering.
      • The key is to start to identify patterns for why students may not have been enrolled into certain classes.
  • My next step would be to go to the students tab and look at the satisfied v. unsatisfied course requests.
    • If a student has a very high number of unsatisfied course requests.
      • It may simply be due to an incorrect course request grouping.
        • Meaning that courses were split out into different request groups instead of the same group.
    • You may notice after clicking into a student that they conflicted out of a number of options.
      • You may need to massage their schedule a bit to free up a time that is required for one class
        • We may also need to move some classes around to get more students into sections if that's the case.
  • By taking a look at these two columns though you are able to roughly assume how successful your first or first few results were.
  • When you need to start and take a look at absolute specifics - I would strongly recommend committing data to Axiom and using the reporting tools there.
    • We will talk more about committing later in the webinar

Q: Is there a quick way to see what class schedule would work best when trying balance sections?

  • Falling in line with what you may see on the students tab or in the course request report - you may find that some classes need to be moved around in order to  enroll more students into those sections
  • To be honest, before I used Veracross, I would sit down with couple pieces of paper and write out the domino effect I was about to create.
    • If I moved this class to this period - I'd be able to enroll 5 more students, but I'd end up having to kick out the 7 already enrolled....
  • In Veracross, you may use our "Schedule Suggestions" tab on the class record to see how a schedule adjustment may affect the students already enrolled.
    • The Schedule Suggestions are generally displayed for blocks that the teacher is currently available for.
  • All being said, the students affected would include just the students that would now have a scheduling conflict.
    • It does not tell you that this new time would work for X students who requested this course
    • That's why I would recommend taking at the students who did not receive this course request - either via their student page or the course request to see if there is a common period that would have worked for them.
  • Ideally, you would want to find a common time that would work for the students who did not get enrolled in the course - and find that a minimal amount of students currently enrolled would be affected.

Q: When should I commit the scheduling data into Axiom? Can I do this multiple times?

  • Although the messaging surrounding the "Commit" procedure is relatively strong - you may run the "commit" procedure whenever you want to start to use the reporting tools in Axiom.
  • This means you may also choose to continue to "recommit" data as you continue massaging enrollments and section numbers.
  • I personally would start committing data when I needed to start producing reports for my department heads, grade deans, etc.
  • The important note in all of this is that even though you may be committing the data into Axiom, and you are seeing that you can edit the data, do not make any changes in Axiom until you are completely done with the functions present in the scheduler.
  • The "Commit" procedure will delete the data in Axiom for the scheduler school year and then bring over what is in the scheduler
    • This means if you are makings schedule changes in Axiom AND the Scheduler - once the data is committed from the scheduler - everything you manually did in Axiom would be reversed (unless you also made that same change in the scheduler.)

Q: Is there a way to see teacher and room conflicts, especially for cross divisional teachers and rooms?

  • This would be another reason why you'd want to "Commit" data into Axiom from the scheduler.
  • If you are using two different scheduler environments, this would be the only way to successfully identify if there are conflicts for cross divisional teachers.
    • I'd recommend building a query from starting from a Find Staff/Faculty query using the "Teacher Schedule" function field
  • If you are using a single scheduler environment you may also look at the "Schedule Conflicts" report found under the "Reports" tab.