The Academic Plan allows schools to map out a 4-year academic plan for each student at the current school. Counselors 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 modify their academic plan. Changes made by parents and students require approval by the counselor before being added to the plan.
Academic Plan (New)
The Academic Plan feature has two student related pages available: Academic Plan and Academic Plan - Old. The new page will be the focus of this documentation, however, the old page may still be used. 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.
The courses stored along with the Academic Plan can be used as a basis for Course Requests, by using the Import Course Requests from Academic Plan page.
Note: Before beginning to use academic plan, please verify that terms are set up properly on the Transcript Definitions page Terms tab. It is important that Semester Headings and State Term Codes be mapped accurately.
In order for office staff to utilize the Academic Plan, access to the Academic Plan (APC) security area is needed. In order to manage Course Sequences, access to the Academic Plan Course Sequences (CSQ) security area is needed.
For staff to utilize the Graduation/College Readiness Dashboard, permissions to High School Graduation (HSG) and Academic Plan (APC) are required. Access to Teacher Data (TCH) is no longer a requirement.
For Parents and Students to fully utilize the Academic Plan Entry page, full permissions (Read, Insert, Update, and Delete) to should be granted to the Academic Plan (APC) and Read permissions to Classes (SEC) in Portal Groups.
Setting up Course Sequences
Course sequences can be set up for a series of courses a student would typically take over their 4-year high school career. Up to 8 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.
For example, an English 9-12 College Prep course sequence can be created containing four years of English 9-12 courses. Once these are added as a sequence, these courses can be added to individual student academic plans. An unlimited number of course sequences can be created.
This page is accessible from Scheduling Setup | Configurations | Academic Plan Course Sequences in the navigation.
Adding Courses to the Plan
There are multiple ways to add courses to a plan. Courses may be added individually, by multi-year (course sequences), or by grade (course request packets).
To add a single course to the academic plan, select the individual course from the Course drop-down, and click Add To Plan.
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. The Matching Sequences dropdown will be 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 to add, click Apply the Selection to add the courses to the plan.
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. The window will remain open allowing you to add several different packets in one sitting. Only packets applicable to the student's grade level will be displayed.
Courses may be deleted from the plan by hovering over the course in the grid and clicking the x icon.
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.
Parents and students may add courses to the academic plan via the Academic Plan Entry page on the parent/student portal. Parents and students are limited to adding only individual courses which are specified on the Update Academic Plan Options page. For each course, check the box to Allow this course to be selected by parents and students. 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.
In order to update the options on this page, a user must have Read and Update permissions to the Course Request Sheet Table (CRQ) security area.
In addition to specifying which courses are available to students, a 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.
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.
Security must also be set up for parents and students to access. For Parents and Students to fully utilize the Academic Plan Entry page be sure Portal Group permissions are set according to the security section above.
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. After all courses have been added or removed by the student or parent as appropriate, the student should click the Submit My Plan For Counselor Review button. This will mark the plan as Pending Approval which the counselor needs to approve later. If the student forgets to click the button, it will appear to the counselor as Pending Submission.
Academic Plan 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.
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 specific counselors 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 will run a keep query to limit viewing to just those students and take the user to the academic plan page where the counselor can approve each plan.
Check the Show Changes by Student/Parent checkbox to show the changes. Courses added will be displayed in green, and deleted courses will be 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 you would like to reject, and click Reject The Selected Changes. Once the plan is acceptable, click Accept all Changes to accept the plan.
Once the counselor approves the plan, the plan status becomes "Approved".
Importing Course Requests
Course requests from the Individualized Academic Plan can be imported into the Course Requests (SSS) using the Import Course Requests from Academic Plan page. Filter Pages by "import course" or navigate to Scheduling Process > Functions > Import Course Requests from Academic Plan.
Options for filtering the students' course requests are available, including term and grade level, as well as including inactive students.
Click on the Preview Only button. A message will display on the bottom left with the number of records that WOULD be updated and the students will display with the Course Requests to be Updated, giving the opportunity to review the data to be added before it is committed. Once the list of student course requests looks correct, click Update SSS to create the course request records.