Security Permissions 

The Academic Plan page

Graduation Requirements

Setting up Course Sequences

Adding Courses to the Academic Plan

Drag and Drop Courses

Parent/Student Accesss

Academic Plan Approval

The APC table

The APL Table

Importing Course Request


Overview

Navigate to Student Data > Scheduling > Academic Plan


The Academic Plan allows schools to map out a 4-year Academic Plan in High School or a 7-year Academic Plan starting with 6th grade. The purpose is to lay out a plan for each student to meet the Graduation Requirements and track their progress. The page provides a view of the plan that shows past, current and planned future courses, and keeps track of the credits needed to meet the Requirements.  The Courses are color-coded based on Transcripts (HIS), Current Courses (SEC), Academic Plan (APL) and Courses submitted/deleted by Parents through the Portal.  The Academic Plan courses can become Course Requests, by using the Import Course Requests from Academic Plan page.


Student Academic Plan with past, present and future courses


Security Permissions  

TablePermissionDescription
Office Staff
Academic Plan (APC)Read
Update
Insert

Delete
View Academic Plan
Lock and Unlock Courses
Add Courses, Sequences and Packets to the Academic Plan and Drag and Drop 
Drop Courses
Academic Plan Course Sequences (CSQ)Read
Update
Insert
Delete
Add Courses Sequences
Update Course Sequences
Add Course Sequences and Courses
Delete Course Sequences
Classes (SEC)ReadView Current Classes
Transcript (HIS)ReadView Past Classes
Course Request Sheet Table (CRQ)Read, UpdateSelect Courses on the Update Academic Plan Course Options page
Staff/Teachers
High School Graduation (HSG)ReadUtilize the Graduation/College Readiness Dashboard
Academic Plan (APC)Read
Parents/Students
Academic Plan (APC)Read
Update
Insert

Delete
View Academic Plan
Lock and Unlock Courses
Add Courses, Sequences and Packets to the Academic Plan and Drag and Drop 
Drop Courses
Classes (SEC)ReadView Courses


The Academic Plan page

Counselors and Teachers can enter courses individually or multiple courses may be added at one time by utilizing Course Request Packets or Course Sequences.  Students and Parents also have the ability to submit modifications to their Academic Plan when enabled in Portal Options. Changes submitted by Parents and Students require approval by the Counselor before being added to the plan.


Note:  Only courses the student has passed show up on the Plan with the Green 'Transcript' code.


Student Academic Plan with past, present and future courses


Clicking on 'Show Legend' displays the color codes

Legend of color codes


The Show all grade levels checkbox shows/hides the next/previous grade levels.  

Show all Grade levels checkbox


The Show changes by Student/Parent checkbox show scourses the Parent has Added or Deleted from the Academic Plan that need approval by the Counselor.

Show changes by Student Parent checkbox


When this option is checked, two additional color-coding keys appear to identify the changes

Additional color codes for added and deleted


The Select All Changes checkbox is used by the Counselor to Select all Parent submitted changes for Approval or Rejection.

Select all changes checkbox


On the Academic Plan page, separate tabs display the High School Graduation, UC, and CSU Requirement Views. Clicking on each tab changes the view. A Credits Needed/Required column is also displayed. This displays credits that are still needed after accounting for credits from the student's currently scheduled classes, transcript, and from the academic plan.


Note: The Academic Plan looks at the Course (CRS) table to determine the credits for future classes and uses what is in Graduation Requirements (HSG) (or CER) for the past and current totals. Typically the credits in the CRS records are assumed to be Semester credits, so to determine the yearly credit they are multiplied by two. At a 4x4 school, the Course credits might be 10, rather than they usual 5, which would affect calculations.


UC College requirments tab


The Term headings for each grade level are defined by the terms in School Info > School Options.

Term headings



Terms on School options page


Note: The courses in green that represent HIS records normally display under the the Term in which they were taken if it is a Term in School Options and mapped in Transcript Definitions For HIS records with Terms that are not offered at the School such as Hexamesters, Mid-quarters, Trimesters, or Non-traditional Terms such as Supplemental Sessions, these are displayed on a separate row in the Subject Area with the Term name.


Past course displayed on separate line due to term not available at school



Academic Plan Courses are applied to the Plan based on the Terms defined in the Course.  

Course Term selection


Courses placed on plan according to Course Term


Note: Before beginning to use Academic Plan, please verify that terms are set up properly on the Transcript Definitions page Terms tab. In a K-12 District, the Terms and Transcript Terms should be similar between Middle and High Schools. If a Middle School uses Quarters, for example, and in the Transcript Definition they use Terms 1-4,  the High School needs to have  Terms 1-4 mapped.  The same is true for schools in a High School District.  All the terms used at different schools must be mapped at each school for the Academic Plan to show properly as Students move between schools.  It is important that Semester Headings and State Term Codes be mapped accurately.  Additionally, Courses need to have the correct Subject, Department, Credits and Term, and Sections need to have the correct Term.  For Middles Schools using the Academic Plan, courses are normally tagged only by Department rather than Subject, unless the course counts toward Graduation Requirements.


Graduation Requirements

The Credits Needed in the Academic Plan pull from the Graduation Requirements page.  Each school can set up their own 9-12 requirements or they can be configured at the District. If there are no Graduation Requirements set up at a school, the Academic Plan page pulls from the District (SC 0).  For a 7-year Academic Plan, the Middle School would also have to set up the same Graduation Requirements or use District Requirements.  This has the advantage of showing any courses taken in the 8th grade that count toward Graduation Requirements. 


Setting up Course Sequences  

Navigate to Scheduling Process > Configurations > Academic Plan Course Sequences 


Note:  The following configuration and functionality information applies to both a 4-year Academic Plan and a 7-year plan. For a Middle School to use the Academic Plan feature, they would need to create their own Course Sequences and Course Request Packets appropriate to the 6-8th grades.  


Course sequences can be set up for a series of courses for a subject a Student would typically take in their Middle and High School career. Up to 16 courses can be configured in each sequence. Each sequence is associated with a primary subject area, although the sequence may contain courses from any number of subject areas. A beginning grade level must also be assigned. Each school would set up their own Course Sequences for grades 6-8 and/or 9-12. A Default Term and Default Year can be assigned for the courses.  The Default Term chosen must match the Term defined in CRS.TM for the Course (Fall, Spring, Year, Quarter, etc). Concurrent courses can be assigned such as two courses in the Fall and two in the Spring.

Default Year is the Year in the Sequence ie 1st Year, 2d Year, 3d Year.


For example, at a High School, an English 9-12 College Prep course sequence can be created containing four years of English and complimentary courses taken concurrently. In the example below, the Student takes a Year-long course and two Semester courses in the 1st Year of the Sequence.

Once the Sequence is created, these courses can be added to individual Student Academic Plans. An unlimited number of Course Sequences can be created.  These same steps would be followed at a Middle School.


Course Sequences page


Adding Courses to the Academic Plan  

There are three ways to add Courses to a Plan. Courses may be added Individually, by Multi-year (Course Sequences), or by Grade (Course Request Packets).  The Academic Plan assumes students have current courses and only applies Courses, Sequences and Packets for the next Grade level. Depending on your Summer School setup, it is usually part of the current year so Courses cannot be added.


To add a single course to the academic plan, select the individual course from the Course drop-down, and click Add To Plan


Single Course selection


To add a Course Sequence to the Plan, click the Multi-Year button, then select a Course Sequence to add for each subject area displayed. Current Courses are displayed according to the student's current class schedule. When the View only sequences containing current courses is checked, the Available Sequences dropdown is limited to include only those Sequences that contain a matching current course. If there is no current course, any sequence from that subject area may be selected. After selecting the course sequences, click Apply the Selection to add the courses to the plan.  Only future courses are applied, starting with the next grade level.


Course Sequence selection


To add courses from Course Request Packets, click the Grade button. Select a Packet to add for each grade level, then click Apply the Selection to apply the courses to the plan. Multiple Packets can be chosen. Only packets applicable to the Student's next grade level are displayed.


For Middle Schools, Course Request Packets are shown from the school defined in Next School (STU.NS).  For an 8th Grader in a K-12 District, the 9-12 Course Requests Packets from the High School defined in Next School are shown.

Course Packet selection


Courses may be deleted from the plan by hovering over the course in the grid and clicking the Trash Can icon.


Deleting a course using trash icon


Drag and Drop Courses  

Once courses are placed on the Academic Plan, they may be moved around and Courses and Subject Areas may be locked to prevent changes by unauthorized users.  When hovering over a Course that can be moved, the pointer changes to a hand.  

To move a Course, click and hold the tile and drag it up to the Grade Leveheading that matches the Course term - Quarter, Semester or Year Long.  All the available Term Headings darken when you start dragging the course.  When the course is held over the desired Term heading, the Term highlights in blue and can be dropped on the column.  The Course appears in the proper column aligned with the Subject Area.  Courses need to be unlocked to be moved.


Moving a Year Long English Course from 11th Grade to 12th Grade:

Selecting a course to move


dragging a course to the grade level heading


dropping the course on the desired grade level


When a course is moved, the existing APC record is deleted and a new record is created.


Any changes made to delete or add Courses are automatically logged to the Academic Plan Log (APL) table for reference. This table can be queried to view this information.


Clicking on the Lock/Unlock icon prevents a Course from being moved by unauthorized users.  

Lock Unlock icon


Clicking on the Lock/Unlock icon for the Subject Area locks all Courses currently in the Subject Area.  However, new courses can be added to that Subject Area by users with the appropriate permissions.

Locking a subject area


When Parents and Students log in to the Portal, they can see which courses have been locked and are not able to change them.


Parent/Student Access

Parents and students may add Courses to the academic plan via the Academic Plan Entry page in the Parent/Student portal. They are limited to adding only individual courses which are specified on the Update Academic Plan Course Options page. For each course, check the box to Allow this course to be selected. This options page also allows specifying a preferred term for non-yearlong classes. For example, Marching Band might be first semester, but Concert Band might be second semester. Preferred term is not required.


Update academic plan course options page


In addition to specifying which courses are available to Students, date ranges must be specified in Portal Options on the scheduling tab. A separate date range for each grade is available. If the current date is outside of this window, the Academic Plan Entry page for Parents/Students becomes read-only, regardless of security permissions set. There is also a free text field available for Directions for Students and Parents. This displays as an information box instructing the Parent or Student what they should do.


Academic plan update options in Portal Options


In addition to the date ranges, two check boxes can be set to allow Parents and Students to add Multi-Year Course Sequences and Course Request Packets to their plan.


Portal Options checkboxes to allow parents and students to add Course sequences and course packets


Once Security, Academic Plan options, and Portal Options have been set up correctly, Students and Parents may add and remove individual courses from their plan. However, any Courses/Subject areas that have been locked cannot be changed. After all courses have been added or removed by the Student or Parent as appropriate, they should click the Submit My Plan For Counselor Review button. This marks the plan as Pending Approval which the Counselor needs to approve later. If the Student forgets to click the button, it appears to the Counselor as Pending Submission.  The submitted courses appear with the 'Added Item' color coding.


Academic Plan Approval  

Counselor Approval

Once the Parent or Student submits their plan, it is available for Counselor review. The Academic Plan Status Summary widget is available to Counselors on the Home page. This displays any pending or approved submissions which the Counselor should review.


NOTE: When a new Scheduling editing window is opened in Portal Options under Scheduling > Date Ranges for Allowing Stu/Parent Updates to Update Individualized Academic Plan, the 'Approved' plans move to 'No Action' for the new window, as each new editing window starts a new approval process.


Academic Plan Status summary widget for the counselor


The widget shows total count to the Counselor of the following:

  • Approved - These plans have had changes made by the Parent or Student, and have been approved by the Counselor.
  • Pending Submission - The Student or Parent has made some changes to the Academic Plan, however, they did not click the Submit to Counselor button
  • Pending Approval - The Student or Parent has made some changes, and clicked the Submit to Counselor button.
  • No Action - These plans do not require any action by the Counselor. They were most likely plans manually entered by the Counselor, or they are Students who do not have an academic plan.


Note: The Academic Plan Status Summary is linked to the Students' Counselor via the currently logged in user's Staff ID. If unexpected counts are displayed here, be sure the Staff ID is properly entered into Security Users (UGN), Staff (STF), and Teachers (TCH).


The Counselor can click on a number, and it runs a KEEP query to limit viewing to just those students and take the them to the Academic Plan page where the Counselor can approve each plan.


Check the Show Changes by Student/Parent checkbox to show the changes submitted by Parents or Students.  Courses added are displayed in grey, and deleted courses are displayed in red. The Counselor has the opportunity to Reject any change or Accept all Changes. To reject a change, check the box next to the course to reject, and click Reject The Selected Changes. Once the plan is acceptable, click Accept all Changes to accept the plan.


Select all changes checkbox

Accept all changes button


Once the Counselor approves the Plan, the Plan status becomes "Approved" and the new courses change color to dark blue.


Plan status is approved



Parent Approval

Parent Approval of the Academic Plan can be requested by using the 'Send Request for Parent Approval' button on the Academic Plan page. 


Send Parent Approval request button


The Parents receive a notification in the Parent Portal that links to the Academic Plan page. They can review the Plan and respond to the Alert. 

Notification bell

Parent view of notification for academic plan approval


Clicking on the Alert takes the Parent to the Academic Plan page where they can approve or disapprove of the Plan. They may add any comments. If they Decline the Plan, they are required to give a reason. 

Parent responding to request for approval


After the Parent has responded, clicking on the Notification Bell shows the response and status.

Notification bell

Parent response and status

The Parent's response can be viewed on the 'My Action Alerts' tab of the Review Alerts page in the Alert Hub.

Parent response on the Review Alerts page


The APC table  

The TRN and TRS fields are used when Parents/Students submit Academic Plan changes through the Portal.  Any Counselor changes leave these fields blank.
TRN records what the Parent/Student wants to do with a particular class: Add or Drop
TRS records the Status of the Portal Request: Pending Approval, Denied, Approved

Here the Parent has submitted to Drop some English Courses and Add a Spanish Course. The Status in the upper right is 'Pending Approval'.  Note the codes in SQL for these courses.  The D to Drop some courses and the A to Add a course.  The P is Pending Approval for each request. We have checked one of the English course Drop requests and disapproved the Drop by clicking on Reject the Selected Changes.


APC table showing Add Drop and Pending codes for parent changes



Here is the result.  The English class stays on the Plan and the TRN (Portal request) of D(rop) this class gets a code of because we Rejected the request.


APC table showing R code for a rejected course




I accepted all the other changes and this is the result in SQL. All the rest get a TRS of A(pproved) for the TRN's of D(rop) and A(dd) for each course change submitted.


APC table showing Approved and Rejected courses


Querying the TRS field can show if there are any Pending approvals.  Also, the Counselor Dashboard shows the changes that have not yet been submitted by the Parent/Student, the changes submitted and the ones Approved.


The APL Table  

When a Parent/Student makes a change to their Plan through the Parent Portal, this is what happens behind the scenes.


The change is made but not yet submitted:

Status of Pending submission


This appears as GR = 99 with no Inclusion Date (SD) and is Pending Approval in APC.TRS

APL table showing a Pending submission




When the change is submitted it is Pending Approval for the Portal:

Status of Pending Approval


And now there is an Inclusion Date and Time (SD, ST).  APC.TRS is still for Pending Approval

APL table showing Pending Approval submission


And the Counselor sees the submission:

Counselor view of Pending approval status



When the Counselor approves the changes:

Status of Approved after Counselor confirms changes


There is now a Drop Date and Time (ED,ET) for the Submission and APC.TRS is now A for Approved.

APL table shows updates status of Approved


And User action information on the Submission:

APL table showing user who completed approval



Importing Course Requests  

Navigate to Scheduling Process > Functions > Import Course Requests from Academic Plan.

Course requests from the Individualized Academic Plan can be imported into the Course Requests (SSS) using the Import Course Requests from Academic Plan page. 


Options for filtering the Students' Course Requests are available, including Term and Grade level, as well as including inactive students. Choose the Terms, Locations and Students to be imported. The Locations refers to schools other than the Home school where the student has chosen to take a course. If other schools are included, they are imported along with the Students' home school requests. If there are no course requests at other Locations, leave this blank.


Import Course Requests from Academic Plan page


Change Students in the Following Grades and Additional Options can be used to limit the Student requests imported. 

Limit by Student Group with Query opens a Query window where a KEEP statement can be used.


At the bottom of the page, the last time the Import process was run is shown.


Last run notification



Click on the Preview Only button. A message displays on the bottom left with the number of records that WOULD be updated and the Students display with the Course Requests to be Updated, giving the opportunity to review the data to be added before it is committed. 

Preview of Course Requests to be updated

Notification at bottom of page of number of requests to be updated

 


Once the list of student course requests looks correct, click Update SSS to create the Course Request records.


There is an 'Updating...' message while the process is running. When the process is completed the User receives an email notification indicating the number of records updated. It is not necessary to stay on this page while the process runs.


Updating in process message


Email indicating completion of process and total records updated