Scheduling Setup

Scheduling setup enables schedule managers to establish sets and rules that can be used to better organize courses and schedules into days and meeting times. Schedule managers can add scheduling sets and rules using tasks in Academics.

  1. From the persona menu, choose Academics.

  2. Select Scheduling followed by Schedule outline, and then Schedule sets.

  3. Use the dropdown menus to choose the appropriate academic year, group type, and school level.

  1. Select + Add set.

  2. On the General tab:

    • Enter a Title for the schedule set (e.g., Upper School Schedule).

    • Check off the days that the schedule meets. Typically this is Monday - Friday.

    • Enter the Begin Date and End Date of the schedule set. These dates typically correspond to the first and last day of school.

      Tip: To see the start and end dates for your school's existing terms, select View Group Term Dates.

    • Under Access Dates, enter the dates on which members of the community can view the schedule.

    • Under Date Span, fill out the following fields:

      • Max Days determines the number of days in your rotation of schedules.

        For example, if your school has a different schedule each day of the week Monday through Friday, then enter 5. If you are creating an A/B schedule set, enter 2. If the schedule is the same every day, enter 1.

      • Max Weeks determines the number of weeks in a rotation cycle. It controls how many weeks will display in the Rotation tab of the Add Schedule Set window.

        If a schedule should be one set of blocks one week, and then another set of blocks a second week, enter 2. If the schedule remains the same each week, enter 1.

      • Start Day indicates which day of the week a term starts.

        If the term starts on a Monday, enter 1. If it starts on a Tuesday, enter 2, and so forth.

      • Start Week indicates which week of the rotation the term starts in.

        If you entered 1 for Max Weeks, enter 1 for Start Week. If you set up a multi-week rotation, enter the week number that applies to the first week of the term. For example, if you have a two-week rotation and would like the first week of the term to follow the Week 2 pattern, enter 2 for Start Week.

  3. On the Meeting Times tab:

    • For each pattern, enter the # of Times.

      Note: For example, if Mondays have 5 periods, this pattern will have 5 for the # of times.

    • Select + Add Pattern.

    • Choose which days of the week will follow this pattern.

    • Enter the begin and end times for each meeting time.

    • Add additional patterns as needed.

    For information on the third tab, Rotation, choose from the subheadings Create a block rotation or Create a random rotation below.

Create a block rotation if your schedule follows a repeating pattern. In order to set a block rotation, blocks must be set up and will be tied to course sections.

  1. Choose the Rotation tab of the schedule set.

  2. Enter a day label- for example, Day 1 = Green (optional). This day label will appear on the Master Schedule and in the schedule channel above the day's obligations.

  3. Choose a block from the dropdown next to each meeting time. Depending on the schedule, not every meeting time will have a corresponding block.

    Note: To see the times for the meeting times, switch to the Meeting Times tab.

  4. Select Save & Exit.

Create a random rotation if your schedule follows no set pattern.

  1. Choose the Rotation tab of the schedule set.

  2. Select per section. This will automatically create a "Random" block. which you will tie to each section.

  3. Select Save & Exit.

You can now set each section's meeting times individually under Section Schedule.

  1. From the persona menu, select Academics.

  2. Select Scheduling then choose Schedule outline.

  3. Make sure Year is set to the school year needing schedule sets.

  4. Select Import Set.

  5. From School Year - Make sure this is the school year you wish to copy.

  6. Uncheck any set you do not wish to import/copy. Edit the title if applicable.

  7. Finally, select Save & Close.

  1. From the persona menu, select Academics > Scheduling > Schedule outline .

  2. Select Schedule rules.

  3. Optional: Select edit settings to determine the minimum number of minutes consecutive meetings must be apart. This setting influences the Immediately Before and Immediately After scheduling rules.

  4. Select Add rule to begin.

  5. Enter the Name.

  6. Select Active, or select Inactive if the rule should not yet take effect.

  7. Under Rule details, schedule managers are able to set rules as to how courses are scheduled.

    Options include:

    • being able to bundle courses into the same or different terms,

    • whether or not the same teacher is used,

    • if the rule is active for when enrolling students in classes along when the class schedule is created, and,

    • if a course should appear immediately before or after another course that takes place in the same term.

    Courses should have enables further customization with selecting whether or not courses should have the same or different Teacher, Room, or Block.

  8. Finally, course pairs can link two or more courses to this newly created rule. For example, if Immediately Before or Immediately After is selected, then select which course precedes and follows another course (ex. Art 1 occurs BEFORE Art 1 Lab).

  9. Select Save, once finished.

  10. Options to edit or delete existing rules can be found here as well.

Note: Pairing a course with a rule can also be set or viewed directly on the course record as well.

There are a few things to keep in mind when Scheduling rules are created:

  • By default, when Courses should be in <Same/Different> terms under Rule details is used, the rule values are set to Same and Teacher. These values can be changed or deleted if needed.

  • Course pairs enables the user to select the same course more than once. However, the same two courses can't be related in the same rule more than once and a course cannot be related to itself. Both courses are required.

  • Any existing tiled and linked course setups appear here as well as on the course record schedule rule as well.

Tip: Scheduling rules are used in conjunction with Generate Master Schedule and Generate School Schedule. Additional information on both can be found here.