The Loading Reports allow the scheduling team to review student requests that were scheduled or not scheduled. These reports are used during the building process to adjust the location of sections to accommodate unfilled requests and then are used during the cleanup process to ensure all students are completely scheduled without conflict.
The Courses with Unfilled Requests report displays a list of courses that have unfilled requests.
1. In the Scheduling menu, click Loading Reports.
The Courses with Unfilled Requests tab is opened by default. This report displays the course name, course number, subject, number of unfilled requests, number of sections, number of available seats, and number of requested seats. If the number of unfilled requests equals the difference between the number of requested seats and available seats, that is expected. If there are enough seats, but a lot of requests are still not filled, this indicates an issue with the master schedule. If the number of requested seats is greater than the number of available seats, then the scheduling team needs to determine if more sections are needed or if seat counts should be increased. If there are just a few students with unfilled requests, then their schedules need to be looked at by the scheduling team.
2. Click on the course name link to view the course information in the Courses & Sections screen, opened in a new tab. Add or adjust sections as needed. Close the tab when finished.
3. Click the number of unfilled requests link to view a list of the students with unfilled requests for the course in a new tab.
If the list has more students than the number displayed on the report, this indicates that some of the students entered this request as an alternate. Review the Priority column to determine which requests are alternate requests (priority greater than 1).
4. Click a student's name to view his/her requests.
5. Click Schedule at the top of the screen to view the student's schedule. Reviewing the student's schedule may be helpful in determining possible reasons why the request was unfulfilled.
If you make a change to a student's schedule and then re-run the Scheduler, this will undo the change.
The Overfilled Sections report displays sections where the number of filled seats exceeds the number of available seats. This report helps determine if more sections are needed or if seat counts need to be adjusted within sections. The Scheduler will not overfill sections, so the overfilled seats are as a result of a manual override of a seat limit (students manually scheduled into a section that is full) or the seat count was changed on the section after running the Scheduler.
1. In the Scheduling menu, click Loading Reports.
2. Click the Overfilled Sections tab.
The report displays the subject, course name, course number, section name, number of filled seats, number of available seats, and number of overfilled seats for each overfilled section.
3. Click the course name link to open the course information in the Courses & Sections screen, opened in a new tab. Add additional sections or seats to sections as needed. Close the tab when finished.
4. Click the section name link to open the section information in the Courses & Sections screen, opened in a new tab. Add additional seats as needed. Close the tab when finished.
The Underfilled Sections report displays sections that have fewer than 50% of available seats filled. This report helps determine if the section may need to be moved to a different period in the day or combined with another section of the same course. Students must be removed from a section before deleting a section. The report will not accurately reflect underfilled sections if all requests were not entered when the Scheduler was run.
1. In the Scheduling menu, click Loading Reports.
2. Click the Underfilled Sections tab.
The report displays the course name, course number, section name, section number, total seats, and filled seats.
3. Click a section name link to view the section information in the Courses & Sections screen, opened in a new tab. Modify the period of the section or make any other changes as needed. Close the tab when finished.
If there are students scheduled into the section and the period is changed, this may cause conflicts in the student schedules. The Scheduler will need to be rerun or student schedules manually adjusted.
The Unfilled Requests report displays a list of students with requests that have not been scheduled. This report is most useful once the Scheduler has been run and there are no longer changes being made to the master schedule.
1. In the Scheduling menu, click Loading Reports.
2. Click the Unfilled Requests tab.
3. In the Search Screen, enter search criteria to locate a specific group of students and click Search or do not enter any search criteria and click Search to view a list of all students who have unfilled requests.
See Searching for Students for detailed instructions on the various ways to search for students.
The report displays students with at least one request that has not be scheduled. It includes the student's name, student ID, grade level, course requested, course number, number of available seats, number of sections, the elective priority of the request, whether inclusion was requested, the requested term, and any teacher or period restrictions.
4. Select the Exclude Elective Alternate Requests check box to remove any alternate requests for electives from the report.
5. Click a student's name link to view the student's requests in the Student Requests pop-up window. Modify the student's requests as needed, and close the window when finished.
While in the Student Requests pop-up window, click the Schedule tab to view and modify the student schedule, if needed.
If you make a change to a student's schedule and then re-run the Scheduler, this will undo the change.
6. Click the request link to view the course information in the Courses & Sections pop-up window. Add or adjust sections as needed, and close the window when finished.
The Double-Filled Requests report displays students with two or more of the same course on their schedule, using the logic $extra['WHERE'] .= " AND (select count(*) from schedule sched where sched.course_id=sr.course_id and sched.student_id=sr.student_id)>1".
1. In the Scheduling menu, click Loading Reports.
2. Click the Double-Filled Requests tab.
The report displays the student name, student ID, grade level, and the course title and course number for the course that appears multiple times on the student's schedule.
3. Click the student's name to open the Student Schedule screen for the student.
The Percentage of Students Scheduled report displays the percentage of students fully scheduled (all periods are filled for the semester or year) based on the periods marked as "Required for Scheduling" and that have Length (minutes) set in Setup > Periods. If the setup is incorrect for periods, the percentage of students scheduled will not be correct. This report allows the district to review how close each school is to being 100% scheduled.
1. In the Scheduling menu, click Loading Reports.
2. Click the Percentage of Students Scheduled tab.
The report displays the school name, the number of fully scheduled units, the number of students enrolled at the school, the number of underscheduled students, the percentage of students fully scheduled, and the percentage of students scheduled for semester 1 (or semester 2, depending on the marking period selected at the top of the screen).
3. To view specific grade levels on the report, select one or multiple grade levels from the Gradelevels pull-down.
4. Click Go to regenerate the report.
The report now displays the information for students of the selected grade level(s).
The Students with Incomplete Schedules report displays students who have one or more periods in which no courses are scheduled. This report is used once the Scheduler is no longer being run and student schedules need to be manually completed. After manually adjusting student schedules, re-running the Scheduler will override any individual changes made to student schedules. This report is also useful if continuing to run the Scheduler to see trends by period per grade level and determine if any courses may need to be adjusted or changed.
Individual students can be hidden on the report. This may be useful if certain students (such as juniors and seniors) do not need to have all periods scheduled to be considered “fully scheduled.” This is controlled by the permission “Allow User to Dismiss Students on Loading Reports” in Users > Profiles.
1. In the Scheduling menu, click Loading Reports.
2. Click the Students with Incomplete Schedules tab.
3. On the Search Screen, enter search criteria to locate a specific group of students and click Search, or do not enter any search criteria and click Search to view all students who have incomplete schedules.
See Searching for Students for detailed instructions on the various ways to search for students.
4. The Effective Date defaults to the first day of the marking period selected at the top of the screen. Adjust the Effective Date as needed to see incomplete schedules for semester 2.
5. In the Periods to Check section, select the periods to display on the report. If you have periods set up for after school activities or for other purposes, do not select those periods.
6. Click Update to regenerate the report.
The report displays the student name, student ID, grade level, and a column for each period. A red X displays in a column if the student is not scheduled into a course for that period as of the effective date for the marking period selected.
7. If the school uses rotation days, select the rotation day to display on the report in the Rotation Day pull-down.
8. If you have the profile permission “Allow User to Dismiss Students on Loading Reports,” you can hide students on the report by selecting the Dismiss Student check box next to each applicable student and clicking Save Dismissed Students.
The selected students are hidden on the report. The total number of students with incomplete schedules indicated above the report will not change since the students are not permanently removed from the report, just hidden.
9. To re-display the students that were hidden, click Show Dismissed Students.
The dismissed students are re-displayed on the report.
10. Click Hide Dismissed Students to hide the dismissed students again.
11. Click the student name link to open the student's schedule in the Student Schedule tab. Adjust the student's schedule as needed, and close the tab when finished.
Any unfilled requests are displayed at the bottom of the Student Schedule pop-up window.
The Students with Conflicting Schedules report displays students who have more than one couse scheduled into a single period during any period of the school day. This report is used once the Scheduler is no being longer run and student schedules need to be manually completed.
1. In the Scheduling menu, click Loading Reports.
2. Click the Students with Conflicting Schedules tab.
3. In the Search Screen, enter search criteria to locate a specific group of students and click Search, or do not enter any search criteria and click Search to view all students with conflicting schedules.
See Searching for Students for detailed instructions on the various ways to search for students.
4. The Effective Date defaults to the first day of the marking period selected at the top of the screen. Adjust the Effective Date as needed.
5. In the Periods in the School Day section, select the periods in the school day to display on the report. If you have periods set up for after school activities or for other purposes, do not select those periods. Click Update to refresh the report.
6. To include sections that do not take attendance on the report, select Include Sections That Do Not Take Attendance.
The report displays the student's name, student ID, grade level, and a column for each period. A red X displays in a column if the student is scheduled into more than one course during that period as of the effective date for the marking period selected.
7. Click the student name link to open the student's schedule in the Student Schedule tab. Adjust the student's schedule as needed, and close the tab when finished.
The Percentage of Requests Scheduled report displays the percentage of requests that were scheduled (the total number of requests fulfilled/the total number of requests entered) by school. The Gradelevels pull-down can be used to view specific grade levels on the report.
1. In the Scheduling menu, click Loading Reports.
2. Click the Percentage of Requests Scheduled tab.
The report displays the school name, school number, number of students, number of requests fulfilled, number of requests submitted, the percent scheduled (number of requests fulfilled/number of requests submitted), the number of requests fulfilled for semester 1, the number of requests submitted for semester 1, and the percent scheduled for semester 1. The report displays this information for semester 1 or 2, depending on the marking period selected at the top of the screen.
3. To view specific grade levels on the report, select one or multiple grade levels from the Gradelevels pull-down.
4. Click Go to regenerate the report.
The report now displays the information for students of the selected grade level(s).
