Elementary Scheduling Day

On scheduling day, we will:

Or, Automatic Scheduling (separate page)

tinyurl.com/3e57kbzs

Check School Offered Courses (SCRS.100)

Applies to all school years (do once, double check in future years)
Courses & Scheduling -> School Courses and Educational Plans -> School Offered Courses

Check to be sure all required courses are present. Double check that all extensions start with "02"

English Language Arts - Reading K-5 (400_, ext. 02.00.00.00.00)
English Language Arts - Writing K-5 (400_, ext. 02.00.00.00.10)
English Language Arts 3-5 (400_, ext. 02.00.00.00.20)
Math K-5 (300_, ext. 02.00.00.00.00)
Science 3-5 (600_, ext. 02.00.00.00.00)
Social Studies 3-5 (700_, ext. 02.00.00.00.00)
Art K-5 (320_, ext. 02.00.00.00.00)
General Music K-5 (360_, ext. 02.00.00.00.00)
Physical Education K-5 (660_, ext. 02.00.00.00.00)
Health 3-5 (690_, ext. 02.00.00.00.00)
Preschool (2610, ext. 02.00.00.00.00)

Do not edit class names here. This makes sure they match other schools and the state catalog.
Add or correct classes you see as needed.
Remove extra courses from the list by checking No Current Offering (don't delete anything)

Check School Teachers list (STCH.111)

Teachers and Grade Books -> School Teachers

Incoming teachers already in WV: Add by name or email
TBA teachers: ask Scott or Courtney to add TBA teachers for new or vacant positions.
DO NOT change "TBA" to a teacher's name. They must have a new account created.

Check Room configuration

Configuration -> General Configuration -> Buildings, Rooms and Lockers -> Rooms tab

Room ID - Used in Class setup (Teacher Grid)
Description - Long - shown on most reports for students & parents
Description - Short - not used much (keep the same as Long)
Type - Classroom, Gym, etc.
Capacity - set to allowable capacity for the grade level (you can over-fill manually)

Check teacher class assignments in next year's Scheduling Instance (SSCD.500)

(do once, double check in future years)

Courses and Scheduling -> Automatic Scheduling -> Scheduling Instances

NOTE: Use Add, Change, Copy, Delete, Swap any time. The steps below are only ONE way to accomplish the goal (assigning classes to all homeroom teachers)

First, check homerooms & core classes.

Change to NEXT YEAR
Select a scheduling instance
Click Teacher Grid tab
Be sure each grade level teacher has the correct grade Homeroom, ELA, Math, Social Studies, and Science classes assigned. Use the Change, Swap or Copy tools to correct them.
Don't change the related arts classes yet. Just make note of what changes will need to be made.

Recommended period assignments for grade level homeroom teachers:

1. Homeroom

2. English Language Arts - Reading (or Preschool)

3. English Language Arts - Writing

4. English Language Arts (3rd-5th only)

5. Math

10. Social Studies (3rd-5th only)

11. Science (3rd-5th only)

12. Planning

Check Related Arts teachers

Make sure each Related Arts teacher has the right number of grade level classes assigned, all in the same "period".

6. Art (K-5)

7. General Music (K-5)

8. Physical Education (K-5)

9. Health (3-5)

13. Exploratory Language (K-5)

14. Other Exploratory (e.g. technology) if needed

Assign Homeroom teachers as "Co-Teachers" in RA classes.

This will keep the RA class showing in the homeroom teacher's row as well as the RA teacher's row

Click Classes tab
Filter by Department (05 = art/music, 08 = P.E.)
Copy & paste the Teacher ID to Co-Teachers tab
Be sure the Teacher on Classes tab is the RA teacher

Check Special Education teachers & other specialists

To work with IEP's, special educators need a "Coltch-sped" class (8017) assigned.
1. Normally in 1st period.
2. Copy from one teacher to another as needed.
3. You may rename this class for SLP's, etc.
Other specialists (EdTech, Library/Media Specialist, Counselor, etc.) can have classes assigned but this is not normally needed.

Mark all classes as "Keep"

Set "On Click" (green bar) to Keep All
Click any class in the teacher grid
ALL classes should now have a green Keep icon

Manual scheduling: add students to homerooms

Open your Instance Teacher Grid (the top bar should be BLUE)
Set "On Click" to Show Students
Click a homeroom class.
Click Multi-Add on the orange bar in the pop-up.

Check/uncheck students to add & remove them.

Open your Instance Teacher Grid (the top bar should be BLUE)
Check Keep if you will also use the automatic scheduler for other students.
Use the filters on the left to show a limited group of next year's students.
1. The Homeroom filter will show this year's homeroom students to copy lists into next year! (shown in the screen shot below)
2. Tags can help find ELL's, students with IEP's, etc.
3. "Only students with records" shows the current class list to easily remove students.

Check and adjust homeroom lists

Go to Detail Reports tab in your instance
Leave options blank and click Download Printable Report (print if desired)
Change class assignments in Student or Teacher Grids if needed

View, save and print reports

Detail Reports

Teacher Class Rosters (SSCD.520B) - shows all students in all classes by teacher
Student Class Schedules (SSCD.520A) - shows student schedules, including RA teachers (can be run by grade level)

Summary Reports

Students with 0 scheduled classes (WSSCD.521)- locate students without scheduled classes

Next Steps: Before Promotion (the rest of June)

Continue enrolling students for next year
Schedule incoming students in scheduling instance, NOT in student tabs

Next Steps: After Promotion (July and later)

After promotion (July), Scott or Courtney will copy your instance to the permanent schedule.
Once the schedule is "permanent", make changs in all the "normal" places instead of Instances.
Before school starts, make final checks and "loop" students into the rest of their classes (details on Final Elementary Schedule Setup page)

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