Many schools choose to allow students to self schedule for flex time appointments. If this is something your school supports, this page will give you a great deal of control over the student self scheduling process.
Using the features on this page, you can
- Set a "window" during which students can schedule themselves
- Turn off student self scheduling at the school level, effectively "overriding" the self scheduling settings that exist at the student level
Understanding The Scheduling Window
Imagine that you would like to limit how far into the future your students can schedule themselves. For instance, you may currently have students that create their schedule, not just for this week, but assign themselves to courses months in advance. While this may seem "efficient", it may not always be very "effective". What if the student's needs change? What if there are different offering that arise in the second semester that would be better suited to meet the student's needs? This is where it may be helpful to limit or restrict how far out a student can schedule. What if you could define a "block of days" that establishes when a student can self schedule? That's what this option is all about.
As an example, through the highly flexible interface, you can decide that you would like students to always be able to self schedule on the day after the current day (but not the current day), and also for five days into the future (this includes weekend days). So, if it is Monday, students will not be able to self schedule today, but they can self schedule for the remainder of the school week and into Saturday. Of course, the next day will be Tuesday, and when the students arrive, they will notice that they can no longer schedule for Tuesday (now the current day), but they can still schedule 5 days out into the future, now bringing them into Sunday. This "window" of scheduling automatically move across the calendar with each passing day. Now, let's see how this can be accomplished.
Setting the Scheduling Window
Logged in as an admin, go to the Settings page in the navigation. On this page, under 'Manage Staff and Students', select 'Manage Students.' On the Manage Students page, select 'Advanced.'
figure 1: Advanced button under Manage Students
There you'll find a box titled 'Limit Number of Days Students Can Self Schedule'.
figure 2: Limit Number of Days Students Can Self Schedule
You have a variety of options for when to open and close this window. 'today' means the current day. So if today is December 4th, the window opens and closes from there. If it's December 21st, it extends out from there. So, as with the opening scenario, by setting "Self scheduling closes:" drop down box to 'at the end of 5 calendar days from today', it means that, counting from whatever the current day is, the window for self scheduling extends out to include 5 days into the future, but no appointments can be scheduled for days beyond that.
Basically, it creates a sliding window for when students can schedule themselves, in that you do not need to return to the screen tomorrow and recreate the scheduling period again. If you are happy with the number of days into the future that the students can schedule on any given day, you are all set.
* It is important to note that all weekdays, even weekends, are counted when 'calendar days' are referred to, even though students are not able to schedule themselves on weekends. In addition, the window you will create allows you to control self scheduling only at the day level. In other words, you will be able to choose a day or even a range of days, but not a window of 'hours' within a day.
Activate Self Scheduling Checkbox
What if you would like to temporarily de-activate or disable the self scheduling ability for all students at the school level? In other words, even though some students can and some cannot self schedule, the situation arises in which you would like temporarily disable all self scheduling, but have the ability to return the school to the state it was in previously, with the same self scheduling privileges that were in place. That's where the 'Activate Self Scheduling' checkbox comes in.
figure 3: Activate Self Scheduling
At anytime, you can 'un-check' this and self scheduling will be disabled for all students, regardless of their individual settings. Afterwards, when you check this box, the privileges that were in place will still be there, allowing the students to self schedule as before.
Let's consider an example: You allow all but 20 students to self schedule. However, for the next 3 days you would like to remove the privilege of self scheduling for all students. Rather than remove this privilege at the student level, you can remove it at the school lever. Then, after 3 days, you can check the box (re-activate self scheduling), and all of the scheduling permissions that were in place will be reinstated; in this instance the same 20 students will not be able to self schedule, but all of the other students will.
Learn more about this this topic and see it in action in this video: