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Tool Search: Requests & Rosters

Requests and Rosters is a task-based tool that provides the scheduling team (counselors, administrators, etc.) a way to manage student requests and section rosters in one location, such as:

Update course sections to modify student's start and end dates in the section, and indicate whether the student is repeating this course and/or receiving credit for this course.
Create course requests based on a scheduling team, an Ad hoc filter, existing requests, or from previous section rosters.
Remove course requests.
Copy section rosters from one course to another course.
Manually build section rosters for specific courses or grade levels or groups of students.
Copy, add or remove students from a section.

When using Requests and Rosters to perform tasks, ask what needs to be done. First, do you want to work with students or courses? Do you want to modify requests for students or alter rosters (schedules) for students? Do you want to modify requests for courses or alter rosters for course sections?

Screenshot of the Students view of the Requests and Rosters tool, located at Scheduling and Courses, Scheduling. Requests and Rosters

Read - Access Requests & Rosters, select different views, filter display settings, open side panels.
Write - Add and remove student requests, change request types; add and remove student and course rosters.
Add - N/A
Delete - N/A

Additional subrights are also necessary. See the Tool Rights section below for more information.

For more information about Tool Rights and how they function, see the Tool Rights article.

Requests and Rosters eliminates the need for the following tools that will be removed in the Campus.2435 Release (August 2024).

Over the last few years, new scheduling tools have been made available that streamline the scheduling process. See the What's New in Scheduling article for more information.

Submit feedback for Request and Rosters by clicking the Feedback button in the bottom right hand corner. This takes you to the Campus Community Requests and Rosters forum topic where you can add your suggestions for this new tool.


Where do I...? Batch Edit Course Requests Batch Edit Course Rosters Batch Edit Student Requests Batch Edit Student Rosters	Update Course Sections to modify start and end dates Create course requests Copy rosters Build rosters Copy students from other sections	Other Scheduling tools	When to Use Field Descriptions

When to use Requests and Rosters

Requests and Rosters uses the calendar selected in the Context switcher to apply updates to student schedules and section rosters. Pay close attention to which calendar is selected and which trial is active in that selected calendar.

Use Requests and Rosters:

AFTER calendars for the next school year are created.
AFTER rolling student enrollments forward to the next school year.
IN BETWEEN using the Scheduling Board to build courses.
BEFORE using the Course Planner to plan the total number of courses and sections.
IN BETWEEN using Scheduling Board and other scheduling tools to complete the scheduling process.

Depending on what your school's process is for the Scheduling Season, Requests and Rosters can be accessed several times as you complete the course placement and section building for the school. For example, after creating calendars for the next school year and after rolling enrollments into that calendar:

Use Requests and Rosters to add requests for seniors into their Senior Seminar or other singleton course.
Open course registration up to the entire high school.
Schedule the students who are in Band and Choir.
Use the Scheduling Board to build and load the Music Department.
Use Requests and Rosters to add the seniors to their other courses.
Etc.

Where do I?...

The following table lists where these tasks were performed previously and how the same tasks are accomplished in Requests and Rosters.

Task	How task was previously accomplished	How task is accomplished in Requests and Rosters
Update course sections to modify student's start and end dates in the section, and indicate whether the student is repeating this course and/or receiving credit for this course.
Create course requests based on a scheduling team, an Ad hoc filter, existing requests, or from previous section rosters.
Remove course requests.
Copy section rosters from one course to another course.
Manually build section rosters for specific courses or grade levels or groups of students.
Copy, add or remove students from a section.

Requests and Rosters Navigation

When navigating from the Scheduling Board,

View by Students or Courses

View by Students lists all students enrolled in the selected calendar. Screenshot of the Student View of Requests and Rosters with the Detail option set to ON. Requests and Rosters - View By Students (Detail ON)

View by Courses lists all courses that are active in the selected calendar. Screenshot of the Courses View of Requests and Rosters. Requests and Rosters - View by Courses

Show Details

When viewing students, move the Show Details setting to ON to show the course names for the Unsatisfied Requests (also shows the type of Request - R (required,) E (Elected, or A (Alternate) and the course names where the student has a roster record, in addition to the total counts. Move the setting to OFF to display the number of Unsatisfied Requests the student has and the total number of roster records the student has.

Screenshot of the Student view with Show Details On and Off. Show Details Option

Filter

ALWAYS filter the Students and Courses list so changes are only made to a selection of students and courses and NOT to the entire population of students and all courses.

Filtering the result set for both Students and Courses is recommended before performing any action that alters the students' placed sections or list of course requests, or the course section rosters.

When the list of students or courses is filtered, the Filter button displays with a blue dot and a Reset button displays. Click that Reset button to remove all filtered settings.

Screenshot of the Filter Reset display. Filter Reset Display

When working with Students, narrow the results by one or more of the following options.

Student Name
Filter by Ad hoc
Unsatisfied Requests
- Request Type
Special Education (when a student has a locked IEP)
Inactive Students

Calendar
- Schedule Structure
Course Roster
- Section Roster
Grade Level

In the image below, filters are selected to show 10th grade students who have a roster record for Integrated Math II in the selected calendar.

Screenshot of the Filter Options when viewing by Students. Student Filter Options

When working with Courses, narrow the results by one or more of the following options.

Filter by Ad hoc
Course Name
- Section
Department
Teacher

Room Number
Term
Period
Singletons

Multiple selections can be made for many of these fields. For example, when filtering by the Mathematics department, changes need to be made to AP courses within that department. Select the Department first, then select the AP Math courses. Any changes made will be made to those courses only.

Screenshot of the Filter Options when viewing by Courses Course Filter Options

Expand All, Collapse All

Use the Expand All button to open all courses to show the teachers assigned to the sections, the maximum number of students who can be enrolled in the courses, and how many students are currently scheduled into those sections.

Screenshot of Expand All and Collapse All to view courses Expand All, Collapse All

When expanded, the total count of sections for the course displays on the right, along with a plus ( + ) to expand the course. Click > or anywhere in that section row to open the Section Side Panel see which students are enrolled in the section and the Room where the section is scheduled.

Screenshot of the section side panel Section Side Panel

The side panel also includes options to manually build the section roster and modify the start and end dates for students scheduled into that section. See the COURSE SIDE PANEL Section below for more information.

More Scheduling Tools

Access the Scheduling Board, Course Planner or Staff Planner from Requests and Rosters by selecting those options in the upper right corner.

This ONLY displays when navigating to Requests and Rosters from the Scheduling Board. When opening Requests and Rosters from the index, More Scheduling Tools DO NOT display.

Screenshot of the More Scheduling Tools link Link to More Scheduling Tools

Action Bar

Across the bottom of Requests and Rosters is the Action Bar. Available functions are:

Page navigation to scroll through the list of courses and list of students. On the right side of the action bar, a count of total items displays.
Batch Edit options to update Student Requests, Course Requests, Student Rosters, and Course Rosters. Additional Tool Rights are needed to perform these tasks.
Full Screen viewing to expand the viewing window. Press ESC to exit full screen mode.
Feedback to submit suggested updates to Requests and Rosters.

Screenshot of the action bar located at the bottom of the tool. Requests and Rosters Action Bar

Manage Requests and Rosters from the Student View

Filter Students List

First, limit the number of students whose requests and schedules that are modified at one time. All actively enrolled students in the selected calendar are included in any change that is done to student requests and student rosters.

For example, when scheduling the entire senior class into their Senior Seminar, choose 12 in Grade Level(s). Or, students who are scheduled into Concert Choir I also need to be scheduled into Concert Choir II, choose Concert Choir I in Course Roster.

Click Filter. The Student Filter side panel opens.
Enter data to narrow the full list of students to a manageable option using one of the available options. See the Student Filter Descriptions below.
Click Close when finished. Note that the Filter Results tally changes depending on what filter options are chosen.

In the image below, the entered Filter options is returning students who have an enrollment in Grade 12 in next year's calendar and who have a request for Cloud Computing. Now, the list of students who are affected by additional changes is now 33, instead of 878.

Screenshot of a filtered list of students. Student Filter Results

Student Filter Descriptions

Click here to expand...

Select one or multiple Student Names.
Select a previously created Ad hoc Filter.
Unsatisfied Requests returns results for students who have requested the selected course but the student has not been added to that course section's roster.
- Request Type requires a course to be selected in Unsatisfied Requests AND the type of request that course has - Required, Alternate or Elected.
Special Education Flag returns students who have a current and locked IEP.
Inactive Students returns students who do not have an active enrollment in the selected calendar.

The following options return results based on the Calendar

Calendar and Schedule Structure is automatically set to the Calendar and Schedule Structure in the toolbar, but can be changed as needed.
Course Roster lists each course that is active in the school year.
- Section Roster returns students scheduled into the selected section. A course must be selected prior to selecting the section number.
Grade Levels requires the selection of the grade level in which the student is enrolled in the selected calendar.

Batch Edit Student Requests

This option modifies course requests students already have, either through the process of requesting courses or teachers recommending courses, or counselors adding requests for them.

Using the same set of students from above - 12th grade students who have a course request for Cloud Computing, the next step is to modify other requests for these students.

START HERE

Multiple sections at once

1. filter... grade 7 (or team blue)

2. batch edit student rosters.

3. filter to team.

4. select all. add students to teacher select.

5. pick which section to add students to.

total students selected. but the update only updates the students in the teacher's sections.

processing time could be affected.

Requests

1. all students from last year (filter option) who were in 6th grade. now in 7th grade.

2. 7th core. select 7th grade core. default is required but can be changed

3. add. if request already existed,it is not changed unless TYPE is changed

REMOVE - change Req Type to blank.

COPY Course from last year

1. filter. last calendar. course and section. finding kids in that roster to place into another or 7 sections

Manage Requests and Rosters from the Courses View

Filter Courses List

First, limit the number of courses that are modified at one time. All active courses in the selected calendar are included in any change that is done to course requests and rosters.

For example, the Social Studies courses that only meet one time during the year need to be scheduled first. Select the Social Studies in the Department dropdown, then mark the Singleton checkbox at the bottom of the Filter options. Course requests or course rosters are updated for only those courses, instead of the complete list of active courses.

Click Filter. The Course/Section Filter side panel opens.
Enter data to narrow the full list of courses to a manageable option using one of the available options. See the Course Filter Descriptions below.
Click Close when finished. Note that the Filter Results tally changes depending on what filter options are chosen, as all well as the Filter button having a blue button indicating filter options are selected and a Reset button displays to remove the filtered list of courses.

In the image below, the entered Filter options is returning courses in the Social Studies department that meet one time during the school year. Now, the list of courses to modify the course requests or the course rosters is 2 instead of 227.

Screenshot of the Course/Section filter populated with Department and Singletons, also showing the Results list with the Filter and Reset button highlighted. Course Filter Options and Results

Course Filter Descriptions

Click here to expand...

All of these filter options return results based on the selected calendar in the toolbar/context switcher.

When an Ad hoc Filter is selected, only courses included in the filter are returned. This list of filters are curriculum filters, or those that use any Filter Type (Filter Designer, Selection Editor, Pass-through SQL Query) with the Course/Section Data Type.
One or multiple Courses can be selected. When your courses are semester-long and named accordingly - e.g., Math 1A for semester 1 and Math 1B for semester 2 - choose both courses so the rosters and/or requests are the same (for example) for both semesters.
- Select or multiple Sections of the selected Course. A course must be selected in order to select a section.
One or more Departments can be selected to work with a particular set of courses. Manage the requests for all Fine Arts courses or all Technology courses, since these courses may be more difficult to schedule.
Search for particular Teachers, in the event that a certain teacher may be out for an extended time and those course sections now need to be taught by another teacher.
Focus on the Room assigned to course sections, making sure all Performance courses meet in the auditorium or all Physical Education courses are scheduled to meet in the Gymnasium.
Choose specific Terms of the school year to manage.
Select one or more Periods to manage.
Singletons are those courses that are scheduled ONCE during the school year - during one term, one period, and one section. These might be specialized courses for AP or Honors students, or a course that has a limited interest or maybe available for a subset of students.

Once the list of courses is filtered to a manageable amount, modifications to the Courses can be done manually for each section or in batch for the courses.

To work with one section, click anywhere in the row for a section to open the Course Section side panel. Here, the Roster, the Roster Builder and the Roster Date Editor can be modified.

Course Section Side Panel

The section side panel provides a summary of the section that includes the Teacher name, the Max Students number, the number of Students in Roster (currently scheduled into the section) and in what Room that section meets. This information cannot be modified in the Requests and Rosters tool.

Screenshot of the section identitiers on the Section Side Panel. Side Panel - Section Identifiers

Roster

Next is the Roster, listing each student currently scheduled into the Section. It includes the Student name, Grade Level, Student Number and Gender, as well as the Start and End Date of the student being scheduled into that section, and whether the student is repeating the course or receiving No Credit for the course. The Roster cannot be edited from this view.

Screenshot of the Section Roster Section Side Panel - Roster List

Roster Builder

However, changes can be made when using the Roster Builder. Here, students can be added to this section by clicking next to the student's name. Those students already scheduled into the section display with a blue checkbox next to their name, and are the same students who display in the Roster list.

Screenshot of the Section Roster and the Section Roster Builder showing the same student names. Section Roster and Section Roster Builder - Students in Section Display with Blue Check

Add or remove students by entering the following in the search fields:

Student Name
Grade Level
Unsatisfied Requests and Request Types

Multiple selections can be added to each of the search fields. When using Unsatisfied Requests, selection of the Request Types can only be added when ONE course is selected.

Newly added students are listed at the END of the roster without a blue check. The students are not added to the section until Save (Save & Next, Save & Stay or Save & Close) is selected and a green toast message displays.

Screenshot of a new student added to the section, displaying at the end of the roster. New Student Added at the End of the Roster

Roster Date Editor

Modify the Start and End Dates for the Section for ALL students scheduled into the section. This is helpful when the section begins AFTER the start of the school year, or when a current section of a course needs to end prior to the end of the term.

Screenshot of the Roster Date Editor Roster Date Editor

Note the following date logic:

The Start Date and End Date cannot overlap.
The dates cannot be prior to the Section Start Date or after the Section End Date.
Students not enrolled for the full date range are not scheduled.

Batch Edit Course Requests

Use Batch Edit Course Requests to modify the requests that already exist for the selected course(s). This screen contains the same search options as the Roster Builder section, but focuses on the Request Type.

In this example, course requests for Concert Band 1A and 1B are being added for those students who have unsatisfied requests for those courses. First, filter the Courses view to display only those two courses.

Screenshot of active courses being filtered to just two to modify the course requests. Batch Edit Course Requests - Filtering Courses

Add the course requests using the Batch Edit Course Requests option. This displays a side panel where requests can be added or removed for the selected students. When the specific student names are known, search by their names or grade levels. In this example, search for the Concert Band courses in the Unsatisfied Requests field to return all students who have a request for the Concert Band courses that have not been added to their schedule. Once the student names display, click Select All. This adds a blue checkmark next to their names and populates the Request Type field with R (Required), the default Request Type.

Instead of selecting all students, manually click next to the student name to select them. The Request Type field still populates automatically. The Request Type can be changed to E (Elected) or A (Alternate), if desired. Asher's counselor knows he wants to be Concert Band, so the request type for him remains as R. For Brynn, she would rather take a Sociology course but she did enjoy Concert Band last year, so the request type for her is changed to an Alternate, meaning she'll be placed in Band if her schedule isn't filled with the Sociology course. And for Callie, her request type is changed to an E because she doesn't need another Fine Arts requirement but the ban director has asked her to participate again.

Screenshot of the Batch Edit Course Request with unsatisfied requests. Adding Course Requests to Concert Band

Now, click Add. A message displays indicating that the course requests are being added for BOTH Concert Band courses listed for the six students selected. A total of 12 requests are being added (6 students x 2 courses). Click Continue. This might not be the total number of requests added; when the student has an existing request for the course, another request for the same course is not added. Or, they may have a request for the course with a different Request Type, so a second request is not added.

A message displays indicating the total number of requests that were added. In this example, out of the 12 course requests to be added, only 7 were added. Close that message, and the screen returns to the filtered Courses view.

To verify requests were added for the students, navigate to their Walk-In Scheduler. The newly added requests are listed under Unscheduled. Or, generate one of the many Scheduling Reports, like the Request Batch Report or the Schedule Conflicts Report.

Screenshot of the student's Walk-In Scheduler with unscheduled course requests. Walk-In Scheduler - Unscheduled Course Requests

Batch Edit Course Rosters

Batch Edit Course Rosters updates - adds or removes, depending - the selected course(s) rosters with the selected students. Unlike the Batch Edit Course Requests, this option updates the Section Rosters. Because of this, additional tool rights are needed. See the Tool Rights section below for more information.

For the Concert Band courses, those students who had course requests created are now being added to the section rosters. First step is to filter the course list to just the Concert Band 1A and 1B courses.

Screenshot of active courses being filtered to just two to modify the course requests.

Batch Edit Course Requests - Filtering Courses

START HERE

Update the course rosters using the Batch Edit Course Rosters option. This displays a side panel where students can be added or removed to the rosters of the selected courses. When the specific student names are known, search by their names or grade levels. In this example, search for the Concert Band courses in the Unsatisfied Requests field to return all students who have a request for the Concert Band courses that have not been added to their schedule. Once the student names display, click Select All. This adds a blue checkmark next to their names.

Add or Remove students from a section.

1. Filter - choose course, choose section. close.

2. roster.

3. Roster Builder. add or remove students.

save and close

this is a delete from section. be careful after section starts and student has attended. same functionality.

Add/Remove students from many sections at a time

1. filter. to team. returns all sections assigned to selected team.

2. batch edit course rosters.

3. add students by marking names. or searching for student with teams, etc.

4. add. students added to all selected course sections

Courses. for modify roster for start and end dates or repeat/no credit like roster batch edit

1. filter to sections.

2. repeat/no credit.

3. date... Roster Date editor. affects ALL students in section roster

4. note selected icon.

localized fields... not part of this project

Requests: prior to sched board/course/staff... prior to building

Result set from filtering displays.
- "find all students for calendar enrollment last year in first grade homeroom to put into second grade homeroom"
- create request
- batch edit. Add.
  - unsatisfied requests. change R to E.
  - Add is add or an update if it is there
- removing
  - set Type to blank.
  - if set to E or R, would only remove the E or R.
- Batch edit student rosters. prior to loading sections.
  - roster copy process..
  - LOCK

Course View

Batch Edit Student Requests/Course Requests

Batch Edit Student Rosters/Course Rosters

Full Screen

Side Panels

Additional Information for Requests and Rosters

Tool Rights

SAMPLE IMAGE. REMOVE BEFORE PUBLISHING. NEED DETAILS ON THIS.

SME test Requests and Rosters