Checklist for Scheduling
Preparing for the scheduling season includes the creating of new school calendars, processing enrollments, reviewing existing schedules, modifying courses, opening the course registration and scheduling students into courses.
- Part 1. Calendars and Enrollments, Calendar Rights, Departments
- Part 2. Preparing Courses, Entering Requests and Generating Reports
- Part 3. Teacher and Course Planning
- Part 4. Scheduling Students
- Scheduling Matrix
This document is aligned with training materials provided during Scheduling Bundle training. If you are interested in this training, have your authorized support contact submit a support case with Scheduling Bundle in the subject line, and the Infinite Campus Training Department will be in contact.
This checklist assumes that all appropriate and necessary parties have been involved in discussions that may have altered calendars and day schedules for the next school year.
Part 1. Calendars and Enrollments, Calendar Rights, Departments
PATH: System Administration > Calendar
Configure the next School Year.
Create a calendar for the next school year using the Calendar Wizard and one of the available options:
Modify Calendar Start and End Dates.
Add extra days at the beginning and end of the year to allow for professional development workshops and emergency days (snow days).
Review the Grade Levels in each calendar.
Review Calendar Schedule Structures.
|Modify Term structure (quarter, trimester, etc.) and Dates on all calendar and/or schedule structures.|
Review existing Period Schedules and determine if additional schedules are necessary to allow for period schedules for Responsive Scheduling days and for days that may have a different schedule (shortened days, final exam testing, etc.)
Review Period start and end dates.
|If necessary (depending on your state), update School Months for the new school year.|
Reset days on all calendars and/or schedule structures.
Rotate days on all calendars and/or schedule structures, if applicable.
PATH: Scheduling > Responsive Scheduling
Before implementing Responsive Scheduling as a part of the school's offerings, review your business processes and discuss this opportunity with the appropriate individuals. This affects all areas of a school, including administrators, attendance clerks, teachers, counselors, curriculum directors, etc. Consider the benefits and consequences involved with the following:
- Calendar changes (new periods, different schedule structures, period length, instruction minutes, etc.)
- New programs/courses to offer
- Course placement
- Attendance tracking
|Review your overall approach to educating students prior to implementing this tool.|
|(If necessary), create a separate period schedule for the responsive courses.|
|Mark which periods in the period structure can be marked as responsive, indicating responsive courses can be scheduled into them.|
|Mark the courses that allow responsive offerings.|
Other tasks are necessary to complete the Responsive Scheduling process. The items above are needed to properly build calendars and courses for this process.
PATH: System Administration > Student > Enrollment Roll Forward; Student Information > General > Enrollments
Communicate to office staff that enrollments will be rolled forward. State Reporting enrollment changes made to the current enrollment record will also need to be made in next year’s enrollment record.
Roll student enrollments forward. Use the first day of school as the start date.
|Remove enrollments for those students who are not returning next year using the Enrollment Cleanup Wizard.|
Reports and Transportation Data
PATH: System Administration > Preferences > Report Roll Forward; System Administration > Transportation > Transportation Roll Forward
Copy schedule reports, report cards and transcript reports into the new calendar using the Report Roll Forward tool.
Any changes needed to these reports should be made in the new calendar.
Copy transportation data into the new calendar using the Transportation Roll Forward tool.
Any changes needed to transportation data should be made in the new calendar.
PATH: System Administration > User Security > Users/User Groups > Tool Rights and Calendar Rights
Add a Scheduling Preparation Tool Right User Group.
Add a Scheduling Wizard Tool Right User Group.
Add a New Year Calendar Group for each school.
Add the schedulers to the appropriate Tool Right Group(s) and Calendar Group(s).
PATH: Census > People > District Employment, Credentials, District Assignments
|Assign departments, mark necessary checkboxes and other necessary district assignment information for teachers.|
Part 2. Preparing Courses, Entering Requests and Generating Reports
PATH: Scheduling > Courses > Course; Grading and Standards > Course Master, Course Catalog
These steps can also be done using the Course Master functionality.
Determine if Section Templates are needed for your period schedule.
If yes, create Section Templates and Template Groups for each term.
Add new courses that will be offered for the year.
Check the number terms, schedules and periods of the Course.
Determine if the course can be requested by students.
Mark the appropriate courses active.
|Mark courses for Section Templates, if applicable.|
Select the desired scheduling priority (if applicable)
Establish Course Rules.
Assign teachers to Departments.
Introduction to the Schedule Wizard
PATH: Scheduling > Schedule Wizard
Access the Schedule Wizard.
PATH: Student Information > General > Schedule > Walk-In Scheduler
Hand enter requests using the Walk-In Scheduler for special circumstances (students who have particular needs).
Mass enter student requests through the Request Wizard.
Allow students to enter their own requests through the Portal.
In order for students to request courses using the Course Registration process, the following must be done:
If you are using multiple year academic planning functionality:
|Have teachers request courses for students.|
Run the Scheduling Request Reports as needed:
|Create Scheduling Groups (Teams) and assign teams on the Walk-In Scheduler or use the Fill Teams Wizard.|
Part 3. Teacher and Course Planning
Planning the Schedule
PATH: Scheduling > Reports; Scheduling > Schedule Wizard > Reports
Use the Requests Satisfied report to determine how many sections will be needed.
Use the Master Schedule Report from a prior year as a guide to pre-clean up the new calendar.
PATH: Scheduling > Schedule Wizard
Access the Schedule Wizard.
Create a copy of a Trial based on the previous year's trial.
Every time you create a new trial, name it specific to what is happening in the trial and add a date. For example, Second Build - 3/31 would be the second time you added courses on the 31st of March.
|Set teacher constraints (rooms, free period, etc.) using the This can also be done using the . or the Course Build Constraints tools.|
|Use the Course Planner to build a first run schedule based on requests. This can also be done using the or the Course Build Constraints tools.|
|Build the course schedule. OR|
Manipulate the course schedule using the White Board by moving sections and manually creating sections.
Note that the master course schedule can be built several ways, based on your district needs:
When using the planning tools, verify the following is in place:
- Rooms are created if using them as constraints.
- Teachers are assigned to appropriate courses.
- Once resources are allocated and constraints are set, space for the course needs to be available in the existing schedule layout.
Part 4. Scheduling Students
Manipulate the Schedule
|Load the course requests into the White Board.|
Continue moving courses and sections to reach the desired request complete percentage.
When finished, mark the desired Trial active.
Use the Walk-In Scheduler to manually modify student schedules.
Use the Roster Copy to place students in one section of a calendar into another section in another calendar.
Use the Fill Teams wizard to assign scheduling teams to students.
|Review the Other Scheduling Tools article, ensuring the Master Course Schedule meets your staff and student needs.|
The following information lists when to use key scheduling tools.