Falcon Self-Service - Faculty and Staff

Introduction

Faculty and staff should go to Schedule Builder to create and review schedules for students and/or after reviewing a student's path in Degree Planner. Schedule Builder automatically imports courses from Degree Planner, so all adjustments and course selections should be made in Degree Planner first. Once in Schedule Builder, users can deselect courses to omit them from generated schedules, but they cannot remove the course completely. This infoguide explains how faculty and staff can access and use the various features of the Schedule Builder.

Watch our overview to see some important features and basic navigation. This overview shows the student view of Schedule Builder, but the overall functions are the same. Please refer to the appropriate section below to see how faculty and staff should access Schedule Builder. This video does not include the analytics section. 

Accessing Schedule Builder

1. Log into Falcon Self-Service
2. Click the "NavBar" icon in the upper right, 
3. Select the "Schedule Builder" tab
4. Select "Schedule Builder Student Search" 
5. Enter a student's ID number
6. Click "search" 

Schedule Builder Main Page View

1. Displays the student’s ID photo and name.
2. Favorites: Clicking this button will show the advisor any schedules favorited during previous sessions by themselves or the student.
3. Tips: Displays tips for different buttons and filters.
4. Term: * (Always defaults to the current term)
5. Collapse Filters: Schedule Builder expands all the filters automatically. Filters are optional and will not prevent advisors from building schedules if left unselected, except for the “class status” filter.
   1. Class status: Automatically set to “open,” so Schedule Builder generates schedules with courses open for enrollment. If this is empty, the “build schedule” button becomes inactive.
6. Import Courses: Courses automatically import from Degree Planner.
7. Start Date: Select the date the student’s unavailable times (9) begin
   1. i.e. if a student will be unavailable during the evening for two weeks, enter the start date here.
8. End Date: Select the date the student’s unavailable times (9) end.
9. Unavailable time: Select the time range the student will be unavailable and the days of the week.
   1. You can add multiple time ranges a student is unavailable.
10. Min. Break time: If a student wants breaks between courses. Breaks range from 5 minutes to 120 minutes.
11. Campus: Select campuses the student would like to take courses at. If no Global Filters are selected, Schedule Builder will pull all the course options across all campuses.
12. Session: If left blank Schedule Builder will pull courses offered across all sessions. If you are registering a student for a B semester, especially, you will need to select a filter from the dropdown.
13. Class Status: Automatically set to “open,” but you can include “closed” and “wait list” status classes.
14. Instruction Mode: Select this filter if the student has preferences, if not selected Schedule Builder will pull courses with all varieties of instruction modes.
15. Reset Filters: Removes all filters.
16. All Course Selection Box: Clicking this box will deselect all courses, and Schedule Builder will not generate schedules.
17. Individual Course Selection Box: Clicking on an individual course box will allow the user to deselect the course which will exclude it from appearing on generated schedules.
18. Select Sections: Allows the user to select sections for the course.
    1. This will limit the generated schedules, so we recommend building schedules (19) before selecting sections.
19. Build Schedule: Button is blue when active.

After building schedules, Schedule Builder will display all possible schedules using the preferred filters and courses. Schedule Builder will only display 100 possible schedules at a time. If there are more than 100 possible schedules you will see the notification below. 

* Note: You can proceed despite the notification, or view a series of tips to help narrow down the available schedules. 

Schedules Page View

1. Favorites: Clicking on the "favorites" bar in the top right corner will display any schedules favorited during previous sessions. 
2. Tips: Shows a series of tips to further assist with various functions on the page. 
3. Show Unavailable: Schedule Builder shows a student's unavailable times on the schedule by default. Turning off this button will remove the unavailable times from the schedules page view, but it will not erase the filters set on the previous page. Turning of the button will still only show schedules built around the unavailable times even if it is not marked off on the page itself. 
4. Sort Type: Sorts generated schedules by four different fields. By default, Schedule Builder lists schedules using courses with the most open seats. 
   1. Earliest Average Start Time
   2. Latest Average Start Time
   3. Most Days Scheduled 
   4. Least Days Scheduled
      1. * NOTE: If students are open to taking online courses, sorting by earliest average start time, latest average start time, and least days scheduled will often display schedules with the most online course options first. 
5. Enroll: Enroll button turns blue during active enrollment periods. During inactive enrollment periods, the enroll button turns gray.
   1. * NOTE: If you do not have access to enroll students in PeopleSoft, you can still click the "enroll" button, but the action itself will display error notifications stating you do not have the required enrollment access. 
6. Favorite (heart) Icon: Clicking on the heart icon will favorite a schedule. The heart icon turns blue when a schedule is favorited. Unclicking the heart icon unfavorites the schedule.
7. Compare (bookmark) Icon: Clicking on this icon will add the schedule to the compare view.
   1. * NOTE: To open a compare window, there must be a minimum of 2 schedules selected to compare. 3 schedules to compare at once is the maximum amount. 
8. List View: Changes the schedule view from calendar view (default) to list view. 
9. Calendar View: Default view on Schedule Builder. Displays courses on a calendar. 
10. Other Ribbon: Displays online courses.
11. Course Card: Clicking on the course card will allow faculty and staff to pin the course & view courses details (instructors, campuses, etc.).

Faculty and staff may encounter students that like one of the courses on the schedules, but want to view other options for the rest of the courses. Faculty and staff can pin the student's preferred course(s) to narrow down generated schedules that include this preference. To pin a course, faculty and staff must click on the course card (step 11 of Explanation of Schedules Page) and select the blue "pin" button from the pop-up window. Successfully pinned courses will have a pin icon on the schedules view page. 

1. Closes the course modal. 
2. View: Shows the course details (course description). 
3. Pin: Pins the course to the schedule. 

4. Pin Icon: Indicates a successfully pinned course

For step-by-step instructions please review to the video below:

In other scenarios, students may like a particular schedule but aren't ready to enroll, or faculty and staff may want to suggest a schedule to the student. In these scenarios, faculty and staff can favorite the schedule which will save the schedule for future reference. Students may have a total of five favorited schedules at one time. 

1. To favorite a schedule the user needs to click the heart icon. The heart icon turns blue when a schedule is successfully favorited. To unfavorite the schedule, click on the heart icon again. When the heart is white the schedule is unfavorited.

For step-by-step instructions please review to the video below:

Faculty and staff can compare three schedules at once (there must be a minimum of two schedules to compare). Located next to the favorite (heart) icon is a compare (bookmark) icon. The compare icon turns blue when a schedule is successfully selected for comparing. 

1. Compare Bar: This button/bar populates once there are least two schedules selected to compare. Clicking on the button will take the faculty and staff (and students) to a new view page. The maximum number of schedules a user can compare at once is three.
2. Compare (bookmark) Icon: Clicking on this icon adds schedules to the compare view. The button turns blue after a selection is made. 

Compare Schedules view

1. Clicking the blue "Schedules" hyperlink will return the user to the "Schedules" view page which has all of the generated schedules. 
2. Each schedule in the compare view will have a number and a color to help compare similarities and differences between the schedules.
   1. Clicking the ellipses next to each schedule will allow faculty and staff to view a schedule individually, favorite/unfavorite the schedule, and remove the schedule from the compare view. 

For step-by-step instructions please review to the video below:

Faculty and staff can enroll in a schedule (this depends on current access in PeopleSoft) by clicking on the blue "enroll" button. The enroll button is blue during active enrollment windows. If the enroll button is gray/white then it is not an active period of enrollment. 

1. Enroll Button: Click to enroll. Blue during active enrollment periods. Turns gray/white during inactive periods. 
   1. * NOTE: After clicking the enroll button, if there are options to go on a waitlist or select a lab, a modal (steps 2-4) will open. 
2. All Classes: Automatically selected, lets the user enroll in all courses at once. 
   1. * NOTE: If a student does not want to enroll in all courses, faculty and staff can click this button or select/deselect individually. 
3. Individual Classes: Lets the user enroll in single courses.
4. Enrollment Button: Click on the enrollment button to complete the enrollment process.
   1. * NOTE: Enroll button must be blue to use. 
   2. * NOTE: If you do not have registration/enrollment access and notification window will appear after clicking this button notifying you. 

For step-by-step instructions please review to the video below:

Introduction

Faculty and staff should go to Schedule Builder's Analytics to monitor students' behaviors while using Schedule Builder. Schedule Builder's analytics pages include data for complete/incomplete degree plans, course demand, projected graduation reports, and student warnings. 

Accessing Schedule Builder Analytics

1. Log into Falcon Self-Service
2. Click the "NavBar" icon in the upper right, 
3. Select "Menu".
4. Select the "HighPoint" folder
5. Select the "Reporting Module" folder
6. Select "Schedule Builder" folder
7. Click on the desired analytics page (depending on your access you may see more or less pages to choose from)

Course Demand

This page shows the course demand for a current term based off of students' enrollment in Scheduler. This analytics page can be helpful when evaluating if courses need more or less sections. Faculty and staff can filter for particular course prefixes and courses within their academic department of choice. 

1. Duplicate Window Icon: Allows users to open multiple windows. 
2. Hide Filters Button: Collapses and expands the filters from view. 
3. Institution Filter: Required to select "Daytona State College" to activate a search.
4. Career: Required to select an academic career to activate a search.
5. Term: Required to select a term to activate a search.
6. Print Icon: Allows faculty and staff to print the results or save them as a pdf.
7. Available Seats: Adjusts results to show courses with a certain amount of available seats.
8. Bar Graph: This shows a view of the total amount of courses and the range of available, enrolled, and scheduled seats
9. Hover View: Hovering over a bar will show the amount of seats for a course. 
10. Course Card: Shows the course number, description, and seat ratio. 
11. View: Expands a single course to show the enrolled seats for a course's sections.

Course Demand View

After clicking the "view" button (step 11 above), faculty and staff will see details for the selected course. This page shows the available sections for the course and amount of available and waitlisted seats for each selection. Like the main "Course Demand" page, faculty and staff can filter sections by changing the range of available seats and/or waitlisted seats. 

1. Duplicate Window Icon: Opens multiple windows.
2. Available Seats: Adjusts results to show courses with a certain range of available seats. 
3. Available Waitlist Seats: Adjusts results to show courses with a certain range of available waitlist seats. 

Unavailable Times

Schedule Builder's "Unavailable Time" analytics draw from unavailable times students entered and used for the schedules they enrolled in. Schedule Builder gathers results any time a student enters unavailable times. The unavailable times analytics page can give departments a better idea of times Daytona State College students are usually unavailable to take courses for future catalog years.

Usage

Schedule Builder's "Usage" reporting page gathers the percentages of Schedule Builder requests by hours and days of the week. Results are represented in cluster and line graphs for ease. Faculty and staff can use this page to gauge the best times to offer advising sessions to students at Daytona State College. Data from this page currently draws from the overall student population -- not individual academic programs or departments.