Schedule Import
Upload counselor schedule files (.xlsx). The dashboard auto-detects whether each file is a Full-Term Weekly Schedule or an Intersession Schedule and routes it to the appropriate tab. Multiple files supported per upload.
Click to select files or drag and drop .xlsx files here
The parser auto-detects file type. Drop in a mix of full-term and intersession schedules - they'll route automatically.
Paste your expected counselor roster (one name per line). The dashboard compares it against the files you have uploaded and tells you who is still missing, separately for Full-Term and Intersession. The roster is remembered on this computer.
Save the current set of uploaded schedules (and your roster) so you do not have to re-upload every file next time. This dashboard also auto-saves to this computer after each change and offers to restore it when you reopen the file.
Full-Term Department Summary
All uploaded Full-Term counselor schedules. Per the 2026-2029 RCCD Faculty Contract, the scheduled workweek is 30 student contact hours plus 5 office hours (2.5 preparation + 2.5 undefined, with up to 3 of 5 office hours allowed virtually). The 5 institutional service hours are tracked via the annual Institutional Service Plan and are not captured in the weekly schedule. Compliance flags fire when scheduled categories are short of target or FTE exceeds 1.67.
| Counselor | Term | Wks | Student Contact /30 |
Office Hrs: Prep /2.5 |
Office Hrs: Undef /2.5 |
Scheduled Total /35 |
Coun FTE | Teach C | Teach OL | Coun OL | Total FTE | Flags | |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| No Full-Term schedules imported. | |||||||||||||
Full-Term Weekly Coverage Map
Department coverage across all uploaded Full-Term schedules. Red cells indicate gaps; blue indicates remote-only coverage.
The biggest student-facing coverage holes, ranked worst first, across the student-facing window of 8:00 AM to 6:00 PM, Monday through Friday. This reads counselor presence regardless of activity code, so it answers one question: when can a student not reach anyone?
Intersession Tracker
Per Article X.J.4.b: counselors complete 10 additional 6-hour service days (60 hrs total) outside fall/spring semester dates. This tab tracks contract obligation hours, additional paid intersession work, and department coverage across Winter and Summer sessions.
Aggregates each counselor's OBL hours across Summer + Winter intersessions within the same academic year (AY = Jun-May, per RCCD calendar). Summer 2026 and Winter 2027 both belong to AY 2026-27. A counselor's 60-hour obligation is per academic year, fulfilled across any combination of intersessions in that year.
| Counselor | Session | Start Date | End Date | Days Worked | OBL Hrs Progress | OBL Hrs | Paid Hrs | Total Hrs | Status | |
|---|---|---|---|---|---|---|---|---|---|---|
| No intersession schedules imported. | ||||||||||
Day-by-day coverage across all uploaded intersession schedules. Red cells = zero counselors working. Holidays (per RCCD academic calendar) shown in tan. Click a session tab above to filter.
For each week, total counselors scheduled per day broken down by mode. Counselors can vary their mode week-to-week. IP = In-Person; R = Remote (Zoom, Hybrid, or Remote). Red cells = no counselor coverage during a weekday.
Recurring student-facing coverage holes across the whole session, ranked worst first, for the 8:00 AM to 6:00 PM Monday through Friday window. A standing gap that repeats every week is the one to fix first. Holidays are excluded.
Time-slot coverage map matching the actual dates from uploaded intersession schedules. Each cell shows how many counselors are scheduled at that 30-minute slot, broken down by mode. Use the week selector to step through the intersession.
Total overload work (PAID intersession hours + any excess over 60-hr obligation) being requested across all uploaded schedules. Overload is paid hourly per Article X, Sec. H, at 0.00185 FTE/hr.
| Counselor | Session | PAID Hrs Requested | Excess OBL Hrs | OVERLD Grid Hrs | Total Overload | FTE Equivalent |
|---|---|---|---|---|---|---|
| No intersession schedules imported. | ||||||
Which equity / categorical programs have counselor coverage scheduled during the intersession period. Yellow = no coverage.
| Program Code | Description | # Counselors | Total Hours Scheduled | Sessions |
|---|---|---|---|---|
| No intersession data. | ||||
| Code | Meaning | Counts Toward 60-hr Obligation? |
|---|---|---|
| OBL | Contract Obligation day | Yes - all hours that day count toward 60 |
| PAID | Additional paid intersession work | No - paid hourly per Article X, Sec. H |
| OBL+PAID | Crossover day (obligation met mid-day) | Partial - first hours of day count toward OBL until 60 reached, remainder is PAID |
| OFF | Not working | No |
Reference: 2026-2029 RCCD Faculty Contract
Authoritative reference. Values match the counselor schedule builder .xlsx templates.
The faculty workweek aligns with the general 40-hour framework: 30 student contact hours, 5 office hours, and 5 institutional service hours. Only the first two categories (35 hours total) are captured on the weekly schedule. The 5 institutional service hours are documented annually via the Institutional Service Plan and remain flexible at the faculty member's discretion.
| Category | Target hrs/wk | Captured in Scheduler? | Notes |
|---|---|---|---|
| Student Contact | 30.0 | Yes (activity grid) | Direct student-facing counseling and teaching activities (COUN, DEPTMTG, GUI/CLSPREP, COUN-CHR, equity/categorical program codes, reassignment) |
| Office Hours: Preparation | 2.5 | Yes (OFFPREP code) | Defined as preparation time within the 5 office hours |
| Office Hours: Undefined | 2.5 | Yes (POH code) | Professional responsibilities at the faculty member's discretion: emails, preparation, research, collaboration, and related duties. Up to 3 of the 5 office hours may be virtual; hours may be rescheduled as needed. |
| Scheduled Subtotal | 35.0 | Yes | The portion of the workweek captured by the weekly schedule builder |
| Institutional Service | 5.0 | No | Per Article X.O. Documented via the annual Institutional Service Plan; tracked at the faculty member's discretion and not placed into rigid weekly scheduling structures. |
| TOTAL WORKWEEK | 40.0 | Sum of all four categories |
| Requirement | Value | Notes |
|---|---|---|
| Additional service days | 10 days | Counseling, library, student activity coordinators |
| Hours per day | 6 hours | Standard intersession workday |
| Total obligation | 60 hours | Compensated prorate, included in base pay for STRS |
| Eligible windows | Winter and Summer Intersessions | Outside fall/spring semester dates |
| Guaranteed break | 6 consecutive weeks free | Between spring/fall or fall/spring (except by mutual agreement) |
| Hours beyond 60 | PAID overload | Paid hourly per Article X, Sec. H, at 0.00185 FTE/hr |
| Session | Start (Mon) | End | Weeks | Holidays |
|---|---|---|---|---|
| Summer 2026 | Jun 22, 2026 | Jul 30, 2026 | 6 (session) / 9 (full) | Jul 3 (Independence Day Obs.) |
| Winter 2027 | Jan 4, 2027 | Feb 11, 2027 | 6 | Jan 18 (MLK) |
| Summer 2027 | Jun 21, 2027 | Jul 29, 2027 | 6 (session) / 9 (full) | Jul 5 (Independence Day Obs.) |
| Winter 2028 | Jan 3, 2028 | Feb 10, 2028 | 6 | Jan 17 (MLK) |
Per Article X, counselor intersession hours must fall outside fall/spring semester dates. The 6-week summer session is followed by a "pre-fall" window (through approx. Aug 22) where counseling coverage may continue.
| Course Type | GUI hrs/wk | CLSPREP hrs/wk | FTE |
|---|---|---|---|
| None | 0 | 0 | 0.0000 |
| 1 (1-unit) class (GUI-45 or 46) | 1.0 | 1.0 | 0.0666 |
| 2 (1-unit) classes (GUI-45/46 x2) | 2.0 | 2.0 | 0.1333 |
| 3 (1-unit) classes (GUI-45/46 x3) | 3.0 | 3.0 | 0.2000 |
| 3-unit class (GUI-47/48) | 3.0 | 3.0 | 0.2000 |
| Category | Maximum FTE | Action on Exceed |
|---|---|---|
| Contract FTE (Counseling + Teaching Contract) | 1.0000 | Warning |
| Overload FTE (Teaching OL + Counseling OL combined) | 0.6700 | ALERT - per Article X.V |
| TOTAL FTE | 1.6700 | HARD LIMIT - red alert |
The schedule builder uses these activity codes. Institutional Service activities are tracked separately via the annual Institutional Service Plan, not on the weekly schedule.
Student Contact codes (count toward the 30-hour student contact target)
| Code | Category | Description |
|---|
Office Hours codes (count toward the 5-hour office hours target: 2.5 prep + 2.5 undefined)
| Code | Category | Description |
|---|
Overload and Non-Counted codes
| Code | Category | Description |
|---|
| FTE Component | Formula |
|---|---|
| Counseling Contract FTE | (sum of Duty hrs excluding GUI and CLSPREP) / 30 |
| Teaching FTE Contract | Per course type (see mapping table above) |
| Teaching Overload FTE | Sum of overload course FTEs |
| Counseling Overload FTE | OVERLD hrs/wk x semester weeks x 0.00185 |
| Total Contract FTE | Counseling Contract FTE + Teaching Contract FTE |
| Total FTE | Total Contract FTE + Teaching OL FTE + Counseling OL FTE |