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.

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.

The Scheduling Center provides an overview of a school's progress towards completion of scheduling-related tasks. It is modeled after this checklist and can be used to track percentages and review tasks that need attention.

Part 1. Calendars and Enrollments, Calendar Rights, Departments

Calendars

Done	Task	Responsible Party
	Configure the next School Year.
	Create a calendar for the next school year using the Calendar Wizard and one of the available options: Create a New Blank Calendar Create New Calendars by Rolling Forward Copy Data into Existing Calendars
	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 times.
	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.

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

Done	Task	Responsible Party
	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 build calendars and courses for this process properly.

Enrollments

Done	Task	Responsible Party
	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.
	Set Next Calendar, Next Grade on the student’s current year enrollment for those who will NOT roll forward by grade sequence or school boundary. Use the Census by School Boundary Report as a planning tool.
	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

Done

Task

Responsible Party

Copy schedule reports, report cards and transcript reports into the new calendar using the Reports 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.

User Security

Done	Task	Responsible Party
	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).
	Add calendar rights and tool rights for select scheduling users and user groups to provide access to the new calendar.

Teacher Assignments

Done	Task	Responsible Party
	Review employment records and ccredentials for teachers, and modify as needed.
	Assign departments, mark necessary checkboxes and other necessary district assignment information for teachers.

Part 2. Preparing Courses, Entering Requests and Generating Reports

Course Preparation

These steps can also be done using the Course Master functionality.

Done	Task	Responsible Party
	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.
	Attach Departments to Courses.
	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.

Request Entry

Done	Task	Responsible Party
	Hand enter requests using the Walk-In Scheduler for special circumstances (students who have particular needs).
	Mass enter student requests through the Request and Rosters.
	Allow students to enter their own requests through Campus Student. In order for students to request courses using the Course Registration process, the following must be done: New School Calendar needs to be created. Students must have enrollments in the next year's calendar. The Portal Option for Course Registration must be selected. Students must have Portal accounts. Students must know their username and password.
	If you are using academic planning functionality: Complete the Academic Planning Process for academic plans. Lock plans. Create Course Requests.
	Have teachers request courses for students.
	Run the Scheduling Request Reports as needed: Request Batch Request Conflicts Schedule Units Report Request Detail Requests Satisfied
	Create Scheduling Groups (Teams) and assign teams on the wlk-in Walk-In Scheduler or use the Fill Teams Wizard.

Part 3. Teacher and Course Planning

Planning the Schedule

Done	Task	Responsible Party
	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.

Scheduling Board

Done	Task	Responsible Party
	Access the Scheduling Board. Understand Scheduling Trials. Review the Course Planner and become familiar with its functions. Review the Staff Planner and become familiar with its functions.
	Create a copy of a Trial based on the previous year's trial. Every time you create a new trial, name it and specify 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 Staff Planner . This can also be done using the Build Constraints or the Course Build Constraints tools.
	Use the Course Planner to build a first run schedule based on requests.
	Build the course schedule. OR
	Manipulate the course schedule by moving sections and manually creating sections. Note that the master course schedule can be built several ways, based on your district needs: Manually build the course schedule using last year's schedule. Auto-build the course schedule by scheduling the singleton courses first, then scheduling other courses. Use a combination of these two options until course requests are met.
	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

Done	Task	Responsible Party
	Load the course requests onto the Scheduling Board.
	Continue moving courses and sections to reach the desired request complete percentage.
	When finished, mark the desired Trial active.

Schedule Cleanup

Done	Task	Responsible Party
	Use the Student Gap Scheduler and the Schedule Gap Filler to complete schedules.
	Use the Walk-In Scheduler to manually modify student schedules.
	Use Request and Rosters 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.

This video provides an overview of the processes involved in completing the master schedule for a school.

Trials are versions of the school's schedule (courses, sections, rosters, teachers, etc.). A trial is created when the school's calendar is rolled and/or the Schedule Wizard is used to build the schedule.

Classic View: Scheduling > Trials

Search Terms: Trials

A trial is a version of a schedule for a school, including sections of courses and rosters for those particular sections. Trials are created when a calendar is rolled over from a previous year or when the Schedule Wizard is utilized. Trials connect the calendar to the course listing and are used in several data tables and reports. See the Scheduling Wizard Trials article for detailed information.

Access to this tool should be restricted. Inadvertently deleting trials causes all data in the selected calendar to be deleted and can only be restored with the aid of Campus Hosting services.

Scheduling Trials

Read - View existing scheduling trials for the selected school.

Write - Modify the Locked checkbox, add a comment, and save changes.

Add - Modify the Locked checkbox, add a comment, and save changes.

Delete - Remove trials for a school.

See the Tool Rights section below for more details on what actions can be performed with each right.

When viewing the Trials from within Campus (NOT from the Schedule Wizard), a list of each trial displays for the selected Year, School, Calendar, and Schedule Structure. These options must be selected in order to display the list of trials.

Context Selection

Tool Rights

For full access to Trials, users must be assigned RWAD rights to Scheduling > Trials.

Read rights allow users to view the list of Trials.
Write rights allow users to view the list of Trials, edit Comments for the Trial and modify the Locked checkbox.
Add rights allows the same access as Write rights.
Delete rights allows users to delete the selected Trial. Note that deleting an active Trial is not allowed, and a Trial cannot be deleted when it is locked.

Trials Tool Rights

Trials Navigation

This Trials tool should be considered read only. Most of the information tied to Trials is managed in the Schedule Wizard and changes to courses and related information is done there.

Use the Search Trials filter to locate a specific trial without searching through a long list of trials. The list of trials is filtered to match the entered text.

Search Trials Filter

Select a Trial and view details about it. A side panel displays with the following information:

The Name of the trial. The name can be simple, like Trial 1, or 1A, etc. It can also provide information on what was done to the courses, like Math First or Re-Organizing Activities.
The Trial ID, which cannot be modified but is used to address any issues with the trial behind the scenes.
Any Comments that were entered for the trial - e.g., what school it applies to, why it was created.
Modified By information, which lists the staff person who created it and when it was created. (date and time)
Indication of the trial being the Active trial. Active trials display in the list of trials in bold with the word 'Active' in parentheses, and cannot be deleted as those trials hold all of the course information for the selected school year.
Indication of the trial being Locked, meaning changes cannot be made to it as someone is currently working in that trial.

Trials Side Panel

Locked Trials

When users are working in the Schedule Wizard, those with access to view Trials in Campus can see who is currently working in trials. The name of the user displays next to the trial and the Locked checkbox is marked. No other users can access this trial when it is locked.

Locked Trial Display

If the person who was in the trial forgets to unlock it (save trial changes) or does not exit the Schedule Wizard, an administrator can unlock the trial from here by removing the Locked checkmark and clicking Save. This opens the trial up for additional changes in the Schedule Wizard.

When creating a new schedule, the Staff Planner tool allows users to set up teacher to course, teacher to room, and teacher placement constraints. This video demonstrates how to do so.

This video explains how to use the Staff Planner grid to edit a teacher's course load information as well as what the different fields of the grid represent.

The course planner allows users to mass edit values, restrictions and constraints in the Scheduling Wizard. This video demonstrates how to use the course planner tools to set values, restrictions and constraints.

The Course Planner allows the user to view and manage all the course data, requests from the walk in scheduler, section information and constraints that exist. This video demonstrates how to use the course planner.

The rules and constraints on the course planner allow users to select specific rules, teachers, rooms or to block out periods where course sections should not meet. This video demonstrates how to manage rules and constraints for a selected course.

The Student Constraints tool is used to create restrictions between students. This video demonstrates how to prevent students from being scheduled in the same section with both strict and non-strict constraints.

The Builder Configuration tool in the Schedule Wizard helps to determine how course sections will be built when we run a full build in the Wizard. This video explains how to use this tool.

This video explains how to use the Autoloader configuration tool in the Schedule Wizard, which gives users the ability to configure preferences for loading student requests prior to running the Schedule Wizard.

Schedule Wizard: Mass Schedule Students - Study Guide

Scheduling Process and Checklist

Part 1. Calendars and Enrollments, Calendar Rights, Departments

Calendars

Responsive Scheduling

Enrollments

Reports and Transportation Data

User Security

Teacher Assignments

Part 2. Preparing Courses, Entering Requests and Generating Reports

Course Preparation

Request Entry

Part 3. Teacher and Course Planning

Planning the Schedule

Scheduling Board

Part 4. Scheduling Students

Manipulate the Schedule

Schedule Cleanup

Trials

Trials (Schedule Wizard)

Trials

Tool Rights

Trials Navigation

Locked Trials

Staff Planner

Set Values, Restrictions And Constraints

Edit Teacher Course Load

Course Planner

Values, Restrictions, Constraints And Parameters

Rules, Constraints And Placement Restrictions

Constraints On Selected Course

Student-to-Student Placement Restrictions

Configure Loading Preferences

Schedule Builder Configuration

Request Loading And Preferences

Section Balancing Configuration

Build And Load

Build And Retain Sections

Load And Retain Sections

Other Scheduling Tools

Schedule Wizard: Mass Schedule Students - Study Guide

Scheduling Process and Checklist

Part 1. Calendars and Enrollments, Calendar Rights, Departments

Calendars

Responsive Scheduling

Enrollments

Reports and Transportation Data

User Security

Teacher Assignments

Part 2. Preparing Courses, Entering Requests and Generating Reports

Course Preparation

Request Entry

Part 3. Teacher and Course Planning

Planning the Schedule

Scheduling Board

Part 4. Scheduling Students

Manipulate the Schedule

Schedule Cleanup

Trials

Trials (Schedule Wizard)

Trials

Tool Rights

Trials Navigation

Locked Trials

Staff Planner

Set Values, Restrictions And Constraints

Edit Teacher Course Load

Course Planner

Values, Restrictions, Constraints And Parameters

Rules, Constraints And Placement Restrictions

Constraints On Selected Course

Student-to-Student Placement Restrictions

Configure Loading Preferences

Schedule Builder Configuration

Request Loading And Preferences

Section Balancing Configuration

Build And Load

Build And Retain Sections

Load And Retain Sections

Other Scheduling Tools

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