Audit Master Schedule Seats vs Requests

Audit Master Schedule Seats vs Requests

This report is typically done after requests for New Year scheduling have been entered. The report will show a count of requests for a course and the number of sections / seats available in the next year master schedule. From here, the user can plan how many sections of a given course are needed, as well as move requests from one class to another.

How-to

1. On the left navigation pane, go to Scheduling, Lists, then Audit Master Schedule Seats vs Requests.
2. At the setup box, set the Year (make sure to set for next school year!), District, and School.
3. Other options are described below:
   • Flag Blue if Under 10 Requests?: By default, this is checked. If a class has under 10 requests for a class, the cell will be highlighted in blue. If unchecked, no cell highlighting will occur for this condition.
   • Flag Red if Requests Exceed By: By default, this is checked and set to 005. If a class has 5 or more requests than the max number of seats available in the master schedule, the cell will be highlighted in red. The user can set this count of 005 to a higher or lower number if desired. The user can also choose to deselect the option altogether in which no shading for classes that are high in count will show.
   • Show Master Schedule Comments: If selected, the comment field from the master schedule will show for the course.
   • Select Teams: If students and classes are assigned to teams, the user can identify a team to run the request counts against.
   • Show: Select All to run the report for all students. Selections for Opt3 are no longer valid.
   • Transcript Groups: Select a desired transcript group(s) to limit the report to the selected type of courses. Example: Select “English” to limit the report to just English classes.
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4. Click the OK button to obtain results. It may take a minute or two to display.
5. The report will show the number of sections for a course currently in the master schedule, as well as the number of requests, also broken down by grade level. Clicking on the count will reveal the students who comprise the count. Columns shown on the screen are described below:
   • Course: Name of course
   • Gd: Grade level of the course
   • Sec: Number of sections in the next year master schedule
   • Seats: Number of seats available in the next year master schedule. {Computed by taking the number of sections multiplied by the max seat count for each section from next year master schedule}
     • TIP: If you find the max seat counts are too high, adjust in the next year master schedule by changing the “Max” column of the course.
   • Req: Number of requests for the class. A user can click on the count to see a listing of students requesting the course.
   • MS: Course in next year master schedule? A “Y” indicates that the course is in next year master schedule. A “N” indicates that the course is not in next year master schedule.
   • S Avail: Seats available for the class based on next year master schedule. {Computed by taking the number of seats (from Seats column) and subtracting the number of requests for the course.}
   • 09, 10, 11, etc… : These are grade level columns which show counts of students requesting the course by grade. The user can click on these counts to see the students being counted. For example, to see which 10th graders are requesting Algebra I, click on the count under the grade 10 column.
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6. Print button: Click to print the results shown on screen.
7. MSched (Master Schedule) button: Click to see the master schedule.
8. Using the information shown on screen: The user goes over the information for several purposes:
   • The count of requests per course helps the user plan on how many sections of each course are needed in planning the New Year master schedule.
   • Identify requests that may be for classes not offered in the master schedule, and as a result, either need to be added to the master schedule, or the students need to be moved to request a different course.
   • Move all or some of the student requesting a course to other courses. If the user finds that there are 3 ninth graders requesting Physics, the user can click on the count of 3 students and move them to a request for a more appropriate course.
9. ''''Move Students to Request a Different Course: This can be done by clicking on the count of requests. A list of students will appear as shown below. The user will see that there is a Select box checked by each student. 2012-05-27_20h54_51
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    • Select or deselect the desired students to move to request a different course.
    • Click the MV STUS button. A set of directions will appear on screen. After reading over, click the OK button.
    • A listing of courses will appear. Courses with teachers and periods/sections are associated with the master schedule. At the bottom, make sure “Load Requests” item is selected.
    • Browse the listing to the desired course to move the students to. Click on the desired course row.
      • Note: If the user wishes to move the student from a request to a scheduled class, change the selection from Load Requests to Load Scheduled Requests. Then pick a specific class from the listing (a course with a teacher, period, and section number). With this option, the student(s) will actually be scheduled, not requested, for this specific course.
    • After selecting the desired course, a confirmation dialog will appear. Click “Yes” to process, or “No” to cancel the operation.
    • After the move is complete the program will automatically perform the audit again to refresh the numbers on the main screen.