This “Scheduling” Help manual will provide you with a step-by-step approach to scheduling. However, you will find there are multiple ways to approach scheduling, as well as some repetition in the process, so there is definitely some flexibility and you may need to return to particular steps/lessons more than once.
Construction of each schedule is done first as a draft schedule. Many draft schedules may be built, but only one may be “published” as the final schedule. Making copies of a draft is a way to "save" your work prior to making any changes.
Note: Multiple drafts can NOT be merged into one so if multiple people are working on the schedule communication is critical so that all work is created in the correct draft.
Where to Start
1. You must be logged in under the school year and site for which you are impacting scheduling. Note (in the upper-right corner of your screen) that you are now logged in under the upcoming school year. I.E., if you are working on schedules for the 2013-14 school year you must be logged into a date that falls in that school year. Many people choose to log into the first day of school for the upcoming school year.
2. If you are not, use the Change Student Set/Site in the upper corner of your screen to log in under the upcoming school year.
1.Click the Scheduling tab near the top of your screen.
2. Then under Draft Schedule Mgmt, click Draft Overview.
The Draft Overview is 'home base' to all scheduling steps.
In the upper left corner click on the "Select a Draft" drop down menu.
This menu allows for the following 3 options:
- Open an existing draft schedule with which you would like to work.
- Create a new draft schedule.
- Import a published live schedule into a draft
These options will lead you to possibilities like duplicating, deleting, or publishing the draft.
Option 1 of 3: Open Existing Draft Schedule
Once you select a draft you will see the title of the draft you are working on in blue at the top of the page with an percentage indicator of how close your draft is to being complete.
Note: While this number will most likely never equal 100% the closer it is to 100% the better. The percentage is based off of any sections that have been created for timblocks that have been flagged as primary.
Option 2 of 3: Create New Draft Schedule
To create a new blank draft schedule:
Click Draft Options (1), click New Draft (2), then enter the name for the new draft schedule in the pop up box when prompted and click OK(3).
Note: Complete descriptive naming conventions that include the date the draft was created as part of the name is helpful later in the scheduling process.
Option 3 of 3: Import Live Schedule to Create Draft Schedule
From the Draft Overview Page click on the 'Select a Draft' drop-down and chose Import Live Schedule (1). Name your draft and select the previous year's session to import from (2). In order to use an existing/live schedule (e.g., the current year) to create a draft schedule (e.g., of the upcoming year), both academic years/schedules must already possess the same number of timeblocks. Click Import (3).
Note: If you want to check to see the number of timeblocks for an existing/live schedule, click the Administrative cog icon tab. Next, under the School sub-navigation tab, click Timeblock Management. You can then look up any year's schedule.
Draft Overview Options
You will see some overview information that describes the progress made in building the draft schedule. You also have a drop-down menu called 'Draft Options' that allows you to duplicate, delete, or publish your draft. For example:
1. The Publish button converts your draft schedule into the live schedule. This operation cannot be undone! Once you publish a schedule, you will no longer be able to make schedule changes in the draft scheduling area. All changes must then be made through the live schedule pages.
2. The Delete button allows you to delete the entire draft schedule.
3. The Duplicate function allows you to create a copy of this draft schedule under a new name, which you can then manipulate without altering this original version.
4. The Draft Overview provides simple counts and percentages of some important draft schedule components. Each of the items listed in blue are links that allow you to quickly navigate to that area of scheduling. For example IF you need to add another scheduling group instead of using the main navigation simply click on the words 'Scheduling Groups.'
TIP: Use tab browsing to navigate to another scheduling area while keeping the Draft Overview page open in the orignal tab.
The Quick Nav feature allows you to easily access the most used areas of Scheduling. A comprehensive list of all options can be found in the main Scheduling tab.
Proceed to the next lesson in this manual for support with the next step.