This lesson will guide you through the process of setting up Online Course Requests. This will allow students to submit course requests online via the Student Portal.
Online Course Requests are a feature that must be enabled by your Illuminate implementation manager and requires student portal accounts.
Our Online Course Request tools will be fabulously updated this Winter 2017! With the changes being made, we do NOT recommend using this feature until the new releases. Please contact your Implementation Manager if you just cannot wait to start Online Course Requests until the newest additions. We can promise that the upgrades will increase efficiency and functionality, making it worth the wait.
Where to Start
First, you must create Student Groups.
To begin creating Online Course Requests:
1. Select the Scheduling tab.
2. Under Course Requests, click Packages.
3. Select Create Package.
Setting up your Online Course Requests
1. Give your package a name.
2. Select the student group you wish to allow to use this set of Online Course Requests.
3. Click Submit.
Setting up Course Request Choices
1. Select the Student Choices tab.
2. Click on the dropdown menu.
3. Select Add Choice.
4. Click on the arrow button.
To setup your choice:
1. Give the choice a name. The choices will automatically arrange themselves in alphabetical order. If you have a particular order you want the requests to be listed in, use numbering. ex., 1. Math 2. English.
2. Courses- Select the courses you would like to give students the option to choose.
3. Select a priority for this choice. Remember priority only give the mass student scheduler an order to start.
Priorities: They matter. However, the scheduler considers all course requests regardless of their priority and a higher priority is never a guarantee that a course request will be placed. We use course priorities to break ties if/when the the scheduler gets stuck while shuffling students and looking for a solution. Priority helps the students scheduler determine an order to work through all requests.
A cloud Icon on the Student Course Request screen will indicate it originates from an online source.
4. Select the term this applies to if the request is only offered to a specific term, otherwise leave blank.
5. Is required? Is this a choice students have to make?
6. Allow 2nd Choice? Do you want to give students the option to choose a second option if the first request cannot be met. When second choices are added the student scheduler logic sees this as an "either" option.
7. Click Save.
One you have set up your choice(s), they will show up in list form on the Student Choices Tab. You can come back here to edit/delete these at any time.
1. Select the checkbox next to the choice you wish to add an exclusion to.
2. Via the dropwdown menu, click Add Exclusion.
3. Click on the Arrow button.
4. Select the Student Group you would like to exclude.
5. Click Exclude.
Excluded groups will show under the Exclusions column. You can remove these at any time by selecting the checkbox next to the group, and selecting Remove Exclusion from the dropdown menu. Then, click on the Arrow button to remove.
Once all of your online course request student options are setup you will need to enable the window of time that students will be allowed to make these selections in the portal. This option is located in the sub navigation of the Course Request Package List.
NOTE: There may be a delay between setting up the window and coures requests actually displaying in student portals for the first time.
What Online Course Requests will look like in the Student Portal
Click the following link to a short video overview of what students will see in the Student Portal while registering for courses: https://vimeo.com/118626876
- Online Course requests can be used in place of or in combination with other course request options such as mass packages. Keep in mind that students will not see course requests assigned to them while in the portal. So for example if you have opted to use mass packages for math class but online course requests for all other courses students will wonder what their math class is.
- While online course requests can be acesed from the portal at home,most schools still prefer to guide students through the process of selecting courses. Many sites opt to have students select courses in their homeroom or English class under the guidance of the counselor.
- Parent involvement is key to student success so many schools opt to send home the paper course request form in advance so that students and parents can work together to make selections. This also allows districts to collect a parent signature and have a backup paper copy if needed.
- You never know what can go wrong with technology... always have backup forms on hand.
- Make sure students are able to login to the portal prior to any massive online course request entry day. Have a plan in place for resetting portal passwords.
- How will your incoming 9th, or 7th grade students be handled? Do these grade levels present different logistical challenges at your sites? Have a plan in place for these students.
- Once a student saves their online course request choices they will not be able to make any changes UNLESS their course request details are edited by a school staff member to allow a resubmission.