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Academic Planning Administration

CONTENTS

Reports on Student Experience

ADVISOR ADMIN | The Reports (bar chart icon) in the Student Experience sidebar include data-driven analytics on actual course and scheduling data. These reports help you advise your students, and they help measure and optimize course offerings at your institution. 

Scheduling Course Demand

Scheduling Course Demand reporting helps you guide students around pitfalls, such as courses that they might not get into because they fill up early in the registration period. 

The reports are run on demand for you to download locally, after you specify what you want to see:

  1. Choose the information you want:

    • Scheduling Course Demand — for the scheduling pressure on a given course (all sections)

    • Section Demand — how many students are desiring a specific section, as indicated by their adding scheduling locks

    • Excluded Sections — how many students are refusing a specific section, as indicated by deselecting it from scheduling

  2. Choose the security level:

    • Summary (no student IDs) 

    • Raw Data (student-level reports)

  3. Choose just the Active Terms or the historical view (All Terms)

Armed with this information, you can make helpful predictions for your affected students. For example, you might determine that a given course or section is at risk of being pulled because too few students are scheduling it.

Sample Workflow

Your student Kendra is counting on taking Intro to Linear Algebra in the Fall, in order to take the last course in the series in the Spring. You suspect that this might be risky, so you run a Scheduling Course Demand report on it, looking at the historical view. What you see is that it is in high demand, especially in Fall semesters, which makes sense when you compare degree programs and see that it's in the critical path of several structured progressions. You warn Kendra to register as early as possible, and you encourage her to Copy her plan and work out an alternative sequence in case she is forced to take it in Spring.

Scheduling Break Demand

Scheduling Break Demand reporting gives visibility into the challenges faced by students and how course sections might need to be redistributed to serve the greatest need.

For example, if additional sections of Freshman Composition are about to be added, the Scheduling Break Demand report could help identify problem time slots to avoid, such as if a significant percentage of commuting students have blocked out early mornings altogether, because of the difficulty of rush-hour transportation. 

Scheduling Student Usage

Scheduling Student Usage reporting gives a set of bar graphs on Scheduling usage that update regularly. These reports reveal how many students are accessing the scheduling application:

  • Logins — The top row of graphs shows how many students in total are logging into their scheduling.

  • New Users — The bottom row of graphs show how many students are logging into scheduling for the first time, which is your window into the success of your rollout initiatives. 

The first graph in each row is month-by-month for the current year; the second is the full year-by-year history, so you can see the larger pattern of adoption.

Plan Configuration

ADMIN | Academic Planning requires only a small amount of setup to prepare it for use at your institution, which you will do with your Civitas deployment team, using the College Scheduler Customization Center.

Setting Term Names

An easy but critical step to setting up Planning for your institution is to define names for your terms. Make sure that you include enough specifics to make them unambiguous, especially if you have students registering for partial and special sessions.

Best practice: Use a naming convention that would work well for automatic sorting and grouping, such as starting with the year:

  • 2020 Winter Term, 2021 Spring Semester, 2021 Summer Term, 2021 Fall Semester

  • 2021 Q1 Winter, 2021 Q2 Spring, 2021 Q3 Summer, 2021 Q4 Fall

  • 2022 Summer I, 2022 Summer II, 2022 Summer I&II

Rebranding the Application

Planning can be restyled to match the branding for your institution. 

Branding for your institution includes a logo and the primary and secondary colors to be matched

For this, you first need to gather a few resources:

Resource

Targets

Default

Requirements

1 • Primary color

Left-side menu

Icons, text buttons

indigo: #3F51B5

Use the darker of your organization's brand colors, for contrast

2 • Secondary color

Top global bar

white: #FFFFFF

Use the lighter of your organization's brand colors

3 • Logo file

Top global left

none

Use transparency if your secondary color is other than white

Use a compressible bitmap format: PNG, JPEG, GIF, TIFF

Provide your colors in hexadecimal format (#123ABC). To convert RGB or another color format into hexadecimal, use the color picker or a conversion site such as convertingcolors.com.

Customizing colors and uploading your logo is a one-time update to the Planner theme, which your deployment team will set through the Scheduler Customization Center.

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