Audit Master Schedule Seats vs Requests

This report is very useful after the student requests, for the new year's schedule, have been entered. The report will compare the student requests for courses and the number of sections/seats available in the next year's Master Schedule Editor. From here, the user can plan how many course sections are needed, as well as move student requests from one course to another.

The user must run the Audit Request Validity program first and then this program second to identify potential problems BEFORE the Automatic Scheduler runs.

Video How To

Audit Master Schedule Seats vs Requests video

Menu Location

Scheduling > Reports > Audit Master Schedule Seats vs Requests

Setup Options

Year - Defaults to the current year. A prior year may be accessed by clicking in the field and making the appropriate selection from the drop down list.

District - Default value is based on the user’s security settings. The user will be limited to their district only.

School - Default value is based on the user's security settings. If the user is assigned to a school, the school default value will be their school site code.

Master Schedule - Select "Live" to edit the active master schedule records, or select "Oct 1" to edit the October master schedule backup records, or select one of the names of a "copied" master schedule if any exists.

Display SPC Requests - Select to show the Student Progress Center requests.

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 - Select to show the course names with master schedule comments, allowing the program to break down the scheduled requests to sections with the listed comment.

Select Teams - If students and classes are assigned to teams, the user can identify a team to run the request counts against.

Custom Codes - Select the custom codes created in the Custom Code Management to filter the student list.

Special Codes - Leave blank if all special codes are to be included into the report. Otherwise, choose the desired special code.

Grades - Leave blank or select all to include all grades. Otherwise, choose the desired grade.

Exclude Custom Codes - Select Custom Codes created in the Custom Codes Management to exclude to filter the student list.

Exclude Special Codes - Select Special Codes to be excluded to filter the student list.

Show - Select All to run the report for all students. Selections for Opt3 are no longer valid.

Show All Courses - Will show all courses from the Master Schedule Editor.

Show Core Courses Only - Will show only the Core Courses from the Master Schedule Editor that have been previously marked in the Course Catalog. Look in the CTYPE column.

Show - Count all Records - Include requests and scheduled records; Count Only Scheduled Records - Count only scheduled records in the count.

Display Long Course Names - Select this option to display the long course name in the master schedule screen.

Default Language - Select the default language for the long course names.

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. Otherwise, leave blank to display all Transcript groups.

OK - Click to continue.

To find definitions for standard setup values, follow this link: Standard Setup Options.

Main

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. Use the search box to quickly find specific courses. Clicking on the count will reveal the students who comprise the count.

Column Headers

Dis - District in which the student is enrolled.

Sch - School in which the student is enrolled.

Course - Course Name/Course Code--Name(s)/Codes(s) of the course(s) in which the student is enrolled or as listed in the Master Schedule or Course Catalog.

Comments - Comments from the Master Schedule.

Gd - Grade level of the course.

QP - Quality points assigned to a course.

Sec - Number of sections in the next year master schedule.

Seat - 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.

SPC Req - Count of SPC requests that have not been approved.

MS - Course in next year master schedule? A “Y” indicates that the course is in next year master schedule. An “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.

Section S1-S4 Cnt - Number of sections for the course section 1-4.

SAvail S1-S4 Cnt - Number of seats available for the course for semester 1-4.

To find definitions of commonly used column headers, follow this link: Common Column Headers.

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 students requesting a course to other courses. If the user finds that there are only 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.

Bottom

Setup - Click to go back to the Setup box.

Print - This will allow the user to print the report.

M Schedule - Click to display the Master Schedule selection screen.

Help - Click to view written instructions and/or videos.

Top

Search - Click a column header to activate the column for the search box. Then type in the words for which you want to search. Action - Master Schedule - This will allow you to view the Master Schedule information. Help - Click to get connected to written instructions and/or videos.