Student Scheduling Dashboard Manual
UniTime Version: 4.3
Last Updated: April, 2018

Table of Contents

Student Scheduling Dashboard Manual

The purpose of the document is to provide a user guide for the functionality contained within the UniTime Student Scheduling Dashboard.  The Student Scheduling Dashboard is available to users with a variety of User Roles within the UniTime system.  The Scheduling Dashboard is only available to users with the following roles:

Depending on the User Role which is used to access the Scheduling Dashboard differing functionality is available.  In general the Scheduling Dashboard allows users to see data in the following broad categories:

Depending on the User Role assigned to a user, access to the data in the above categories may be limited or not available.  This guide will make an effort to point out which data and actions are available to the various User Roles an individual may have.

Note: This documentation will use the terms UniTime Student Scheduling Dashboard, UniTime Scheduling Dashboard, Student Scheduling Dashboard, Online Student Scheduling Dashboard interchangeably.

Accessing the Student Scheduling Dashboard

When a user logs into UniTime, if the users default user role has access to the Scheduling Dashboard in the academic session in which the user is logged in, then a menu item for The Scheduling Dashboard should be visible.  If the Scheduling Dashboard is not visible, then the user may need to switch to a different role or a different academic session.

Student Scheduling Dashboard Manual

The user can see their role listed under their name at the top of the page and see the academic session is listed in the top right hand corner of the page.

Student Scheduling Dashboard Manual

The role listed under the user’s name determines the functionality available to the user in the Scheduling Dashboard.  Before selecting the Scheduling Dashboard menu item, the user should review their user role and academic session to ensure they are accessing the Scheduling Dashboard with the functionality for the role they are operating within and the academic term they wish to work with.

If a user needs to change the role or academic session this can be accomplished by clicking on the label for the academic session.

Student Scheduling Dashboard Manual

This brings up the “Select User Role” page.  The user can then review the combinations of roles and academic sessions available to them and select the one to use.  For purposes of this documentation, the user will select their “Student Advisor” role.

Student Scheduling Dashboard Manual

Once a role is selected, the role listed under the user’s name will be updated to reflect the selected role. The academic session listed in the upper right hand corner will reflect the selected academic session.

Student Scheduling Dashboard Manual

Once the user has determined they are using the desired user role and academic session they can click the “Scheduling Dashboard” menu item.

Student Scheduling Dashboard Manual

This will take the user to the “Online Student Scheduling Dashboard” page.

Student Scheduling Dashboard Manual

Using the Student Scheduling Dashboard Filter

The filter at the top of the “Online Student Scheduling Dashboard” page controls the search criteria used to display data on the page.  When the user accesses the “Online Student Scheduling Dashboard” page for the first time the filter will be blank. Once the user has entered a search criteria in the filter and performed a search the page will remember the last search performed by the user and automatically populate the filter with that search criteria the next time the user accesses the page.

Note: In addition to any search criteria entered into the Filter, the data displayed in the Scheduling Dashboard is also filtered by the access to the data granted by a user’s role.

Note: It is very important for the user to enter search criteria into the filter.

If the user enters no search criteria, the Online Student Scheduling Dashboard will return data for all students and all courses.  This returns a very large volume of data and the user’s browser will struggle or fail to render the data returned.

Student Scheduling Dashboard Manual

Typing into the Filter

If the user knows the data they wish to search for they can type the search criteria directly into the filter and it will begin to show “suggestions” for filter parameters.

Student Scheduling Dashboard Manual

The user can then select an item shown in the “suggestions” or the user can continue to type and press enter.  This will then show the search criteria item with a colored background that indicates the search criteria been added to the filter.

Student Scheduling Dashboard Manual

Typing into the filter also provides the ability to add search criteria that are not available from the Filter Drop Down.  The following tags are the additional tags (search categories) available to the user when typing into the Filter:

In addition to the tags described above, it is also possible to use the following operations by typing into the filter:

The user can repeat this process to add as many search criteria to the filter as desired. The user can also use the Filter Drop Down to add additional search criteria.  When the user is satisfied with their search criteria they press the “Search” button to perform the search.

Using the Filter Drop Down

If the user is unsure of the search they need to use, they can use the drop down within the filter to enter their search criteria.  To access the drop down within the filter the user clicks on the inverted triangle on the right hand side of the filter box.

Student Scheduling Dashboard Manual

This causes the Filter Drop Down to appear.

Student Scheduling Dashboard Manual

The filter drop down lists the various pieces of data available to be used as search criteria for retrieving data within the Scheduling Dashboard.

Student Scheduling Dashboard Manual

When known, next to each item that can be selected is a count of records that will be returned as a result of using that item as a search criteria in conjunction with the other items already selected in the search criteria.

Student Scheduling Dashboard Manual

At the bottom of the filter is a text box for entering “Course” search criteria (e.g., COM 11400) and a text box for entering “Student” search criteria (e.g., John Doe).

Student Scheduling Dashboard Manual

To build a query the user selects items from the Filter Drop Down.  As the user selects items in the Filter Drop Down, the possible items to select within the drop down change dynamically to reflect the restrictions placed on the search.

Student Scheduling Dashboard Manual

When the user is done building their search criteria they click outside of the Filter Drop Down to return to the Filter Box.

Student Scheduling Dashboard Manual

The user can then type in additional search criteria if they wish.  When the user is satisfied with their search criteria they press the “Search” button to perform the search.

Clearing the Filter

The search criteria entered in the Filter can be cleared by either backspacing over the criteria or by pressing the x icon on the right hand side of the filter box.

Student Scheduling Dashboard Manual

In addition to backspacing over a search criteria item it is also possible to remove a single search criteria item by click the x icon on the right side of the item.

Student Scheduling Dashboard Manual

Using the Student Scheduling Dashboard

The data retrieved by doing a search using the criteria entered in the Filter is available to the user in a set of tabs.  Each tab provides a specific view into the data.  The Enrollments Tab shows the data organized by Course Offering.  The Student Tab shows the data organized by Student.  The Change Log Tab, which is not available to all users, shows the change log data associated with the information retrieved by the search criteria.  The user can switch between the Enrollments Tab, the Students Tab and the Change Log Tab by clicking the desired tab name.

Student Scheduling Dashboard Manual

The data displayed on the selected tab of the Student Scheduling dashboard may be exported in comma separated format by pressing the “Export Button” to the right of the Filter.

Student Scheduling Dashboard Manual

Using the Enrollments Tab

The Enrollments Tab provides a course centric view into the student scheduling data displayed in the Dashboard.  This tab displays the data grouped by course.

Student Scheduling Dashboard Manual

The data on the Enrollments Tab can be sorted by any column listed on the table.  To do this click on the column label for the column to sort.  The first click on the column sorts the table by the data in ascending order.  The second click on the column sorts the table by the data in descending order.  It is also possible to use the drop down menu on the “More” button to select the column to sort.

Student Scheduling Dashboard Manual

If the user clicks on the plus icon (Student Scheduling Dashboard Manual) next to a course it will expand the data displayed to include each class section that makes up the course.

Student Scheduling Dashboard Manual

Once the class data is expanded, if the user clicks on the minus icon (Student Scheduling Dashboard Manual) next to a course it will hide the class section data.

Interpreting the Data on the Enrollments Tab

The Enrollments Tab was designed to display a large amount of data in a compact format.  The following is a description of each data column displayed on the page:

Student Scheduling Dashboard Manual

Drilling Down into the Student Data in the Enrollments Tab

Depending on the permissions granted to a user by their user role, a user may be able to drill down deeper into the data displayed on the Enrollments Tab.

The Enrollments Pop-Up

When the user clicks on a course or class that is listed on the Enrollments Tab an Enrollments pop-up window listing the students retrieved by the search criteria in the Filter is displayed. Note: This pop-up may not display all students enrolled in the course or class if the search criteria in the Filter has restricted the set of students returned.

Student Scheduling Dashboard Manual

The Enrollments pop-up lists the following basic information about the students enrolled in the course or class the meet the search criteria in the Filter.

Note: The data in this pop-up can be sorted by clicking on any column label displayed.

The Classes Pop-up

From the Enrollments pop-up depending on the privileges granted in the user’s role, the user may be able to click on an individual student listed in the Enrollments pop-up and drill down to see the student’s course requests and/or schedule.

Student Scheduling Dashboard Manual

The Classes has multiple tabs and various buttons that may be displayed to a user depending on the permissions granted by their user role.  The possible tabs and buttons that may be displayed are as follows:

The Change Log Pop-up

From the Classes pop-up depending on the privileges granted in the user’s role, the user may be able to click the Change Log button in the Classes pop-up and drill down to see the change log associated with a student’s course requests and/or schedule.

Student Scheduling Dashboard Manual

The Change Log pop-up lists the following information about the changes associated with a student:

Note: The data in this pop-up can be sorted by clicking on any column label displayed.

To get more detailed information about a change the user can click on the change which will bring up the Change Message pop-up.

Student Scheduling Dashboard Manual

The data displayed on the Change Message pop-up for a change log entry will vary based on the change that occurred.  If the change log entry is associated with a student’s schedule, the entry will contain detailed information about the schedule before and after any changes were made.  The change log entry will also contain the JSON Proto Buffer of the message used to make the change.

Using the Students Tab

The Students Tab provides a course centric view into the student scheduling data displayed in the Dashboard.  This tab displays the data grouped by student.  In addition, depending on the permissions granted to the user by their user role, it allows the user to perform actions on selected students listed in the dashboard.

Student Scheduling Dashboard Manual

The data on the Students Tab can be sorted by any column listed on the table.  To do this click on the column label for the column to sort.  The first click on the column sorts the table by the data in ascending order.  The second click on the column sorts the table by the data in descending order.  It is also possible to use the drop down menu on the “More” button to select the column to sort.

Student Scheduling Dashboard Manual

Interpreting the Data on the Students Tab

The Students Tab was designed to display a large amount of data in a compact format.  The following is a description of each data column displayed on the page:

Student Scheduling Dashboard Manual

Drilling Down into the Student Data in the Students Tab

Depending on the permissions granted to a user by their user role, a user may be able to drill down deeper into the course data for a student.  The user may be able to click on an individual student listed on the Students Tab and drill down to see the student’s course requests and/or schedule.

Student Scheduling Dashboard Manual

This is the same Classes Pop-up that can be reached from drilling down into the Enrollments Pop-up from the Enrollments Tab.

Using the Students Tab to Perform an Action

Depending on the permissions granted to a user by their user role, a user may be able to take an action on a select student or set of students.

In order to see the actions available to take on a student the user can select the checkbox in the leftmost column next to the student’s name and then click the icon at the top of the column of checkboxes. This will bring up a menu that lists the actions the user can take.

Student Scheduling Dashboard Manual

Another option to see the actions available to take on a student is to select the checkbox next to the student’s name and then click the “More” button to the right hand side of the Filter at the top of the page. This will also bring up the menu that lists the actions the user can take.

Student Scheduling Dashboard Manual

There are six basic actions that can be performed from the Students Tab.  They are as follows:

Note: The actions available to a user depend on the permissions granted to the user by their user role.

Request Update

Selecting the “Request Update” acton allows a user to send a message to Banner requesting an update message be sent from Banner to UniTime containing the data for the selected students.

Student Scheduling Dashboard Manual

The update message may take a few seconds to be received and responded to by Banner.  The next time the user presses the search button after the message and its response have been processed, the data displayed to the user should contain the latest information about the student from Banner.

Check Override Status

Selecting the “Check Override Status” action triggers UniTime to send a message to the Special Registration system for each known override request of the selected students requesting the current status of the override request.

Student Scheduling Dashboard Manual

Validate Overrides

Selecting the “Validate Overrides” action triggers UniTime to send a message to the Special Registration system for each of the selected students that revalidates whether the request overrides are still needed.

Student Scheduling Dashboard Manual

Change or Set a Student’s Scheduling Status

Three options are available for setting the Scheduling Status of the student or set of students that have been selected.

The first option is to select the “Change Status to …” option that corresponds with the status that the user wishes to set on the students.

Student Scheduling Dashboard Manual

The second option is to select the “Set student status …” option.

Student Scheduling Dashboard Manual

This will open the “Set student status…” dialog.  The “Set student status…” dialog provides more detailed information about each status available when the user selects the status in the “Status” drop down.

Student Scheduling Dashboard Manual

The “Set student status…” dialog provides the following information about each status:

The “Set Status” button in the bottom right hand corner of the dialog is used to update the selected students with the selected Status.  The “Close” button in the bottom right hand corner of the dialog exits the dialog without making any changes to the selected students.

The third option is to set the status at the same time a note is added to the student or group of students.  This is described later in this document under the “Set a Note on a Student” section.

Add a Student To or Delete a Student From a Student Group

The user can click on either the “Add to Group” or “Remove from Group” action to add the selected students to a Student Group or remove the select students from a Student Group.

Note:  A user can only add or remove students from a Student Group if the user has permission to take that action on the selected students.

Student Scheduling Dashboard Manual

Clicking the “Add to Group” or the “Remove From Group” actions brings up of a list of groups available to the user to assign to the student.  Clicking a Group makes the change.

Student Scheduling Dashboard Manual

Set a Note on a Student

Clicking the “Set student note…” action brings up a dialog where the user can add or edit a note that is displayed in the Scheduling Dashboard for the selected students.  The dialog also allows the user to set the Scheduling Status for the selected students.

Student Scheduling Dashboard Manual

The “Set student note…” dialog provides a text box for the user to enter or edit a note that will be displayed for the selected students on the Scheduling Dashboard.  If the user does not select a “Status” (a Status of ‘-’) and clicks the “Set Note” button then the Note will be stored and no changes will be made to the scheduling statuses of the selected students.  If the user selects the “Close” button no changes will be made.

Student Scheduling Dashboard Manual

If the user selects a “Status” the dialog will show the same information about the selected Status as is shown in the “Set student status…” dialog.  If the user clicks the “Set Note” button with a Status selected, the Note and the Scheduling Status for the selected students will be updated.  If the user clicks the “Close” button, then no changes will be made.

Student Scheduling Dashboard Manual

Using the Change Log Tab

The Change Log Tab provides users with an administrative role the ability the view the change log for the student scheduling data displayed in the Dashboard.  This tab displays the data grouped by change.

Student Scheduling Dashboard Manual

The data on the Change Log Tab can be sorted by any column listed on the table.  To do this click on the column label for the column to sort.  The first click on the column sorts the table by the data in ascending order.  The second click on the column sorts the table by the data in descending order.  It is also possible to use the drop down menu on the “More” button to select the column to sort.

Student Scheduling Dashboard Manual

Interpreting the Data on the Change Log Tab

The Change Log Tab was designed to display a large amount of data in a compact format.  The following is a description of each data column displayed on the page:

Student Scheduling Dashboard Manual

Drilling Down into the Change Log Data in the Change Log Tab

A user can drill down deeper into the change log data for a student.  The user can click on an individual student listed on the Change Log Tab and drill down to see the detailed information for the change listed.  Clicking on a change brings up the Change Message pop-up.

Student Scheduling Dashboard Manual

The data displayed on the Change Message pop-up for a change log entry will vary based on the change that occurred.  If the change log entry is associated with a student’s schedule, the entry will contain detailed information about the schedule before and after any changes were made.  The change log entry will also contain the JSON Proto Buffer of the message used to make the change.

User Roles and the Student Scheduling Dashboard

The documentation above mentioned many times that the data and actions available to a user are governed by the user role used to access the Student Scheduling Dashboard.   The roles covered are as follows:

The goal of this section it to provide some guidance on what data and actions should be available for various roles listed above.

Administrative Roles

Users who access the Student Scheduling Dashboard with one of the various Administrative roles defined in the system have access to all data and functionality available within the Dashboard.

Student Advisor

Users who access the Student Scheduling Dashboard with the Student Advisor role will have access to the Enrollments and Students tabs.  Users with the Student Advisor role can see data for all students.  They have the ability in the filter to restrict the data to “My Students”.  The Student Advisor role users will be able to drill down into the data on both of these tabs and can perform a subset of the actions available.  They can set the scheduling status for a student to any scheduling status that has been marked as usable by advisors.  If no scheduling statuses of this type are available, then Student Advisors cannot change a student’s scheduling status.  Student Advisors can add or remove their students from any student group that is of a type that is manageable by advisors.  If no student groups of this type exist, then functionality to Add or Remove Student Groups is not available.  Student Advisors can see the change log for individual students.

Department Schedule Manager

Users who access the Student Scheduling Dashboard with the Department Schedule Manager role will have access to the Enrollments and Students tabs.  Users with the Department Schedule Manager role can only see data for the courses in the subject areas they manage and for the students enrolled into those courses.  The Department Schedule Manager role users are able to drill down into the data on both of these tabs but cannot perform any actions on the students.

Instructor

Users who access the Student Scheduling Dashboard with the Instructor role will be able to see the Enrollments and Students tabs of the dashboard but may not see any data unless they are listed on a course as a coordinator at the offering level.  If the user is listed on a course as a coordinator at the offering level, then they can only view data for that course.  Users with the Instructor role cannot drill down to see a individual student’s schedule.  Users with the Instructor role cannot perform any actions on the students.

View All

Users who access the Student Scheduling Dashboard with the View All role will have access to the Enrollments and Students tabs.  Users with the View All role can see data for all students.  The View All role users are able to drill down into the data on both of these tabs but cannot take any action on the students.

View Department

Users who access the Student Scheduling Dashboard with the View Department role will have access to the Enrollments and Students tabs.  Users with the View Department role can only see data for the courses in the subject areas for their department and for the students enrolled into those courses.  The View Department role users are able to drill down into the data on both of these tabs but cannot perform any actions on the students.