Scheduler: How to Review Student Schedules

Request Groups Satisfied

You can begin to get a sense for how well the Scheduler was able to do enrolling students in classes simply by reviewing the Scenarios page and looking at the “Request Groups Satisfied” percentage for your result. The higher this number, the better the quality of your schedule presumably.

Review Students With Unscheduled Requests

To help judge the quality of student enrollments, the next thing to review is students who have at least one unsatisfied course request group. This will allow you to find students who were not scheduled for one of their request groups, regardless of how many choices were listed in each group. You can review unscheduled requests by student or by course.

Review by Student

Reviewing unscheduled course requests by student can be done by clicking on the Students tab to bring up the complete list of students in the Scheduler. From this list, you can see which students have course request groups that were not satisfied and/or have incomplete schedule statuses. Any student that has at least one unsatisfied request group will need to have their schedule reviewed. You can review their schedule from the Student page by clicking on the student’s name.

You can also review unscheduled course request groups by reviewing a report from the Result Details page which lists all students who have at least one unsatisfied course request group.

Start by clicking on the name of the Result you are reviewing from the Scenarios page. On the Result page, click the “View Report” link on the bottom of the Student Enrollment section. This will show you the list of students who have at least one course request that is unsatisfied and all their course request statuses.

Review by Course

If you instead wish to review unsatisfied course request groups by course, rather than by student, click on the “Course Requests” report under the Reports tab. This report orders all unsatisfied course requests by course so you can quickly see which courses students were not enrolled in. If a student has more than one request in their request group (i.e. a second or third choice), the “Other Courses in Request Group” column will list any additional course requests in the group along with their priority in parenthesis.

This report is especially helpful if you are enrolling students by classification and want to ensure all students are scheduled before moving on to schedule the next classification.

You can also see this information on the Courses page under the Configuration tab. This page lists all Courses and the number of unsatisfied course request groups for each. Click on the number of unsatisfied course request groups to see the list of students who were not scheduled for that course, and any other requests they may have had in that group.

Determine Why Requests Are Unscheduled

While reviewing unscheduled requests, it will be important to figure out why student requests were unsatisfied. Requests may not have been satisfied either because classes were not scheduled or all classes are full, or because the student is enrolled in another class that conflicts with unsatisfied request.

Schedule Unscheduled Classes

If many students have unsatisfied requests because some classes were not scheduled, go back and try to schedule those classes. You may want to edit constraints and re-run the Scheduler to build classes a second time, or you could manually try to schedule these classes. See more about Reviewing Unscheduled Classes

Enroll Students Multiple Times

Some students may not have been scheduled in classes because they conflict with classes they were enrolled in. If this is the case, you may want to enroll students a second time in the same result to see if more course requests can be satisfied a second time through.

When enrolling students more than once in the same Result, the Scheduler will preserve any existing enrollment records the student might have. However, the Scheduler may shuffle existing enrollments around between sections to try and satisfy as many of the student’s course requests as possible.

Though the Scheduler can move enrollments around, it will not drop a student from a course altogether if they were already scheduled for it. Therefore, a student can only end up with additional classes in their schedule if they are enrolled multiple times. See more about Enrolling Students

Manually Resolve Conflicts

As you review unsatisfied course requests, you may want to try and manually shuffle student schedules around to see if all their requests can be satisfied. You can easily move a student’s enrollments around to try and satisfy course requests from their Student page. See more about manually resolving student conflicts.

Locking Student Enrollment Records

As you review student enrollments, you may decide you want to keep some of the enrollments in this result and use them for any future results within your Scenario. You can do this by locking the student’s enrollment(s) to the Template Result of your Scenario (see more about Scenarios and Template Results). Locking is an optional feature and does not need to be done to store or save your final student schedules.

To lock any individual student schedules or specific class enrollments, go to the “Course Requests” tab on the Student page. From here, click on the gray lock icon on the course request for the enrollment you want to lock. Locked records only apply to the Scenario the Result is in; it does not lock the enrollment record across Scenarios. Note that locking student enrollments will also keep the student enrolled in this class for future results, even if the class does not end up being scheduled in a future result.

If you want to lock the entire schedule for a single student, click the “Lock All Enrollments” button at the top of the student page to save this student’s schedule for any future results. This option is likely only going to be useful if the classes the student is enrolled in are also locked with a schedule.

A third option is to lock ALL existing enrollments for every student. This is really only necessary if you wish to prevent any changes from being made to the schedules in the Scheduler; it is not required to save or store your final schedule. Start by clicking on the name of the Result whose enrollments you wish to lock from the Scenarios page. When the Result page opens, click the button under the Student Enrollment section that says “Use Enrollments for Future Results”. This will lock all student enrollments so they will be used in any subsequent Result in this Scenario.

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