UniTime

Student Scheduling

Assistant

User's Manual


The Student Scheduling Assistant

The Student Scheduling Assistant was created to help students quickly build a workable class schedule.  It takes a list of courses a student is interested in and determines the class sections the student needs to take in order to get as many of the courses being requested as possible.  The Student Scheduling Assistant tries to calculate a schedule for the student based on the following criteria:  

Once the assistant has suggested a schedule a student can make changes to the schedule until she finds a combination of time for the classes that meets her needs.

Note:  Many sections only have one or two spaces available in them at any given time, if the Student Scheduling Assistant suggests one of these sections, it is a good idea to register for it in Banner quickly.  This is because the spaces may be taken by another student since the assistant does not block other students from registering for a suggested section.


Using the Student Scheduling Assistant

To log in to the Student Scheduling Assistant students should enter their career account name and password into the log in screen and press the ‘Log In’ button.


Once successfully logged in, a student should select the ‘Scheduling Assistant’ from the menu.


If a student has not previously registered for any courses, then the Student Scheduling Assistant will present the student with a grid to fill in their course request.


If a student has an existing schedule, she will be shown her current list of classes.  When adding additional classes the scheduling assistant tries to retain existing time placements; however, it will move class times in order to provide a more complete schedule.  If a student wishes to guarantee that a time is retained on a particular class, she should select the ‘Lock’ checkbox next to that class.  Once the student has finished reviewing her existing schedule, she can then go to the course request edit grid to make changes to her schedule by pressing the ‘Requests’ button.

Note:  It is recommended that learning community students lock all courses associated with their lerning community to ensure the assistant does not try to move them into a different section.


For a student who has previously registered for one or more courses, the course request edit grid will contain a list of the courses the student is enrolled in.  The student can make changes to this list by adding courses, removing courses, changing priorities or submitting free time requests.


Students should enter all courses they wish to take in the course request edit grid.  They should enter the courses in descending order from their highest priority to their lowest priority.  If there is an alternative to any specific course a student wants to take, she can enter that information on the same line to the right of that course.  Also, if a student wants to take a specific number of courses needed to make progress toward a degree, she may request a set of alternative courses that are acceptable if any course in the prioritized list is not available.


From the course request edit grid a student can add courses to their list by using the search button ().  This brings up a window that allows the student to search for courses.  The student can enter a course number or a set of words that may be found in the title of the course.  The search window will display a set of courses that match the search and the student can click on each course to see more details about it from the course catalog.  Once the student has found the course they are looking for, they can double click the course to select it.  This then closes the window and populates the appropriate field in the course request edit grid.


In addition to using the search button, the student can type their search into an input box and it will show them a drop down list of the courses that match their search criteria.  The student can then select a course from the drop down.

Note:  The Student Scheduling Assistant may suggest multiple suffixed course offerings for a course number.  These are different variations of the same course.  These suffixes will not be shown in Banner.  The student should pay attention to the suffix to make sure they select the correct version for their needs.  For example, a student wanting to take an honors version of a course would pick the one with an H suffix and the word “Honors” in the title.  


Students can also use the search button () to enter free time requests.  Please note that a high priority free time request may prevent the Student Scheduling Assistant from placing the student into a lower priority course if that course meets during the requested free time.   To use the course search to enter a free time, click on each half hour grid square that should be free and a free time request will be built in the text box.  Clicking on a grid square a second time will de-select it.  Press the “Select” button or use the enter key to insert the free time request into the course request grid.

 

It is also possible to enter free time requests by typing them into the input box and selecting a suggestion.


Once the student has entered their courses and free time requests she can press the ‘Schedule’ button to get a suggested schedule.  


The student is then presented with a suggested schedule.  The student should note the number of available spaces in the classes.  If a class is filling up and the time is acceptable to the student, she may want to register for the class in Banner quickly so another student does not get the space.

Note:  If a class requires consent of instructor or department, then it will be noted in the ‘Requires’ column for that class.


The student can also view their suggested schedule as a time grid by selecting the ‘Timetable’ tab.


A student should review the suggested schedule.  If they are happy with the schedule, they can enter the CRNs listed on the ‘List of Classes’ tab into Banner to register for the classes.  The CRN is the first 5 digits of the number listed in the CRN column.  The three digits after the ‘-’ are the three digit section number used by Banner.

Note:  In UniTime the same CRN may be listed multiple times for a course.  If a CRN is listed multiple times, it only needs to be entered into Banner once.

Once a student has registered for courses in Banner, that information will flow back into UniTime and after a short delay, should be reflected in the Student Scheduling Assistant.  The student should be able to see this update by pressing the ‘Student Scheduling Assistant’ menu item or refreshing the page.


If a student wishes to make changes to the suggested schedule, she should first decide if there are any classes she wants to keep at the suggested time.  Any such classes should be locked.  This can be done on the ‘List of Classes’ tab by clicking the ‘Lock’ checkbox next to a class.  The student does not have to lock any of the classes.

It is also possible to lock a class on the ‘Timetable’ table by clicking the lock icon.

Classes can be unlocked at any time by unchecking the ‘Lock’ checkbox or by clicking the lock icon a second time.


After the student has reviewed their classes, then they can click on a class whose time they wish to change and the Student Scheduling Assistant will provide the student with a list of suggestions  for changes that can be made to move the class.  This list may contain suggestions that shuffle one or more classes in addition to the individual class that was selected.  If the student does not like any of the suggestions they can just click outside the window and no changes will be made to their suggested schedule.  If the student likes one of the suggestions, they can click on it and their suggested schedule will be updated to reflect the change.

Note:  If a class is offered at the same time in multiple rooms, the first suggestions will be for room changes for that class followed by time changes.

Note:  The best suggestion for any relocation of a class is shown, not all possibilities.  The assistant does not show multiple rooms for a time move

Note: If a class become unassigned as a result of a suggestion, it is shown in red.

Note:  The filter can be used to change the list of suggestions shown.  A student can hover her mouse over the filter field to see instructions on how to use the filter.


If the student mouses over a suggestion a pop-up of the schedule grid showing the complete schedule with the change will be displayed.


Once the student has selected a change she is returned to the ‘Timetable’ tab or the ‘List of Classes’ tab, and her suggested schedule will be updated with her selection.

 


If a student who is already registered for classes makes changes to their suggested schedule they can see both the added and removed classes in the ‘List of Classes’ tab.  The added classes have no icon in the last column.  The unchanged classes have a disk icon() in the last column.  The removed classes are in greyed italic font and have a red ‘X’ icon () in the last column.  The student can use these indicators to determine which CRNs to add and drop when updating their registration in Banner.

If a student wants to have a printed copy of her suggested schedule, she can press the ‘Print’ button and it will print to the local printer.  If a printed copy is not needed she can log out of the system.


The print output formats the students suggested schedule grid and class list into one document.


Any time a student wants to change the courses in her suggested schedule, she can press the ‘Requests’ button and go back to the course request edit grid.

If a student wants the Student Scheduling Assistant to create a completely new suggested schedule, she can press the ‘Start Over’ button.  This will cause the Student Scheduling Assistant to create a completely new schedule for the student based on her course requests, completely ignoring any existing schedule the student may have.


Student Advisor Information

The Student Scheduling Assistant is available to be used by student advisors.  A person set up in UniTime with a ‘Student Advisor‘ role can use the Student Scheduling Assistant to look at a student’s schedule.  To use this tool the advisor should click on the ‘Student Scheduling Assistant’ menu item.


Once on the Student Scheduling Assistant screen, the advisor can view a student’s schedule.  To do this the advisor should click on their name at the top of the screen.

This brings up a login screen that has a ‘Lookup’ button.  To find a student the advisor would click the ‘Lookup’ button.


This will bring up a people lookup window in which the advisor can enter a student’s name.  Once the advisor has found the student he or she would double click the student’s name to display their schedule.


The name displayed at the top of the page will now be the student’s name and advisor will see the student’s schedule. The advisor can now work with the student’s schedule in the same ways a student can.  Any action taken by an advisor will be logged in the system.

To change to another student the advisor would click the student’s name and repeat the lookup process.