Fourth Yearscheduling Process

Fourth Year Scheduling Process

Scheduling Overview * Focus Area Declaration * Senior clinician/course coordinator information sessions/lunch meetings * Associate Dean of Academic Affairs/Clinical Coordinator information session * Clinic Master Schedule Released – CRESS View Only * Random Order Number Distribution * Pick Four * Ranking Required Options/Comments * Student Services enters required blocks * Trading Period * One Course per day registration * Student Services confirms clinic schedules * Schedule Finalized Focus Area Declaration * The first step in Clinic Scheduling process is to declare your Focus Area * Meet with your advisor prior to declaring your focus area * Review Focus Area information * http://www.cvm.ncsu.edu/dvm/focus.html * Complete Focus Area declaration form * http://www.cvm.ncsu.edu/dvm/forms.html * If you are declaring a Dual Focus Area please use the Dual Focus Area Declaration form. * If you need to change your advisor, the Advisor change form is also available of the DVM Forms website. * Deadline: September 15th of third year, if the 15th falls on a weekend the forms are due the next business day. * If you have changed your unity id recently, please let us know so we can make sure we have you set up with the correct unity id in the system. Senior clinician/course coordinator information sessions/lunch meetings In the fall of your third year senior clinicians will hold information sessions during lunch to provide information about their service or course.

Associate Dean of Academic Affairs/Clinical Coordinator information session The Associate Dean of Academic Affairs and the Clinical Coordinator will hold an information session to discuss the scheduling process and answer any questions. Once the information sessions have concluded, the class will receive an email with a link to view the master class listing. This is a listing of all clinical rotations and courses available during your clinic year [CRESS View Only]. Clinic Master Schedule Released – CRESS View Only To view the CRESS View only site, go to the main CVM website www.cvm.ncsu.edu. Once there click on the ‘Full Site Content’ link, scroll down and click on the ‘CRESS View Only’ link. You will need to login with your unity id and password. From the main page of the ‘CRESS View Only’ website, click on the link ‘Students’ Master Class Listing’. The Student Master Class Listing page allows you to see the title of the courses and clinical rotations on the left. The blocks are listed across the screen. If a block is inactive it is gray and it states the block in inactive. Green indicates the number of students a service needs to run effectively and yellow indicates the maximum number of students allowed within the block. This is where you can view the open blocks within courses and decide on ones you would like to select for your Pick 4 process. The Pick 4 process is described later in this document. From the main page of the ‘CRESS View Only’ website, you can also view Course Information by clicking on that link. This page provides you with details on the courses for the current class. You can view course information by clicking on the course website link. This typically takes you to a Moodle course website. You will need the enrollment key located at the top of the ‘Course Information’ webpage. All courses and clinical rotations should have a syllabus available and to view that you would click on the Syllabus link beside the course. From the main page of the ‘CRESS View Only’ website, you can also view Focus Area Requirements by clicking on that link. Once you click that link you will then select the Focus Area and Class Year and hit ‘Submit’. You will be sent to a new screen which will provide you with the focus area requirements. Required rotations are designated with and R and suggested courses with a S. The other required options are also listed and any other pertinent information is listed in the Notes section at the bottom of the page. Random Order Number Distribution Once the information sessions have been completed, the class will receive two sets of random order numbers to be used during the Pick 4 session.

Pick Four The Pick 4 session is held in early October and you will be allowed to choose four courses during this period based on your preference and availability. The first set of random numbers will be used for the Pick 1 and Pick 2 process. You will line up in ascending order for the first pick and then reverse the order for the second pick. The second set of random numbers is used for the Pick 3 and Pick 4 using the same process. Please have many choices ready in the event a service or block fills up Review the ‘Students’ Master Class Listing’ for open blocks. If you need time off for a vacation or other significant event, you should use one of your pick four choices. Once the Pick 4 process has completed, Student Services will verify that all student have four blocks in their schedules. You will receive an email with a link to the Scheduling System where you will rank your required options and add comments.Ranking Required Options/Comments

Click on the Scheduling link in the email and log into the Scheduling System. When you are ready to proceed select ‘ Students rank your options’. You should see your courses selected in the Pick 4 process at the top of the screen. You must rank all courses within each option. If there are 8 courses listed you will need to rank those 1 to 8 based on your preference.

Epidemiology and Clinician Scientist focus area students should list the consecutive blocks they need off for their long term experiences in the comments section. All other students should list blocks you need left open for an externship. The comments section is limited to 300 characters. If you need a holiday block or a three week block off you need to pick this during the Pick 4 process as these blocks fill up quickly.

Review your rankings and comments and hit ‘Submit’. Take your time. You have until the end of the week to complete this process.

Once you press ‘Submit’, you will be allowed to double check your information. If you have any error they will be identified within a red box. Please read the message in the red box. If you need to make a change, please return to the previous page to make your corrections using the link at the bottom of the page. If you rank two options within the same group with the same number you will receive an error. If you neglect to entry a ranking you will receive an error. Once you verify your information and you are ready to continue, click on ‘Finalize Choice’. Student Services enters required blocks After you have ranked your options and provided your comments for scheduling. The system is locked down and Administration/Student Services will begin scheduling the required course rotations. This process can take up to two weeks. When the process is complete, the system will be reopened for viewing and you need to verify that all your required courses are scheduled. If you find any errors, please contact Student Services.

Trading Period After the required block entry is complete the class will begin a trading period. This usually occurs in late October early November. The trading period generally last one week and is led by the class president. You will be provided a form to note the trades. One rule on the trading period: You can‘t take away from or add to a block. These are one-for-one trades. The Student Services office will close the system and enter the trades. Once the trades have been entered the system will reopen for the One Course Per Day Registration. You will receive an email with a link.One Course per day registration The One Course Per Day Registration is TIME SENSITIVE. The system opens during the week at 6am and closes nightly at 11:59pm. It is not open on the weekends. The programmer will be available the first day of this process at 6am via email at [email protected]. Once you have received the email that the required options are enter, you should review the ‘Students’ Master Class Schedule Listing’. You should review the schedule daily prior to registering to verify openings. You will enter one course per day until you have scheduled all 24 blocks. If you miss a day, you will simply register the next day and continue the Scheduling process. Once you are ready to register for your one course per day, click on the ‘Students Enter Your One Course Per Day’ link. On the next screen, click on the red register link. This link is only available during the available times to register. On the next page you should see your rotations scheduled thus far at the top of the page. Simply select a course and block and click ‘Submit’. Note: When scheduling Small Animal Internal Medicine and Zoological Medicine you need to select an odd block since these are two block rotations. The system will automatically schedule you for the consecutive block, if there are openings. Once you have pressed ‘Submit’, please review your message. If the registration was successful there will be a message indicating that. If the registration was not successful such as the block was full the message will indicate that. If you were not successful, please try and register for your next choice. Please read the message carefully.

Final Notes on Scheduling By the end of November clinic schedules for all students should be complete. Student Services will verify that all students have scheduled all 24 blocks. If you do NOT have all 24 blocks filled, PLEASE SEE STUDENT SERVICES

In December, the system is locked down for changes but is available via the CRESS VIEW only screens in early January.

If you have any procedural questions, please email student services - [email protected]

For technical questions, please email [email protected] and specify CRESS/Scheduling Thank you.