Create an Elementary Schedule (Step by Step, From Start to Finish)

You must Rollover students to the new school year. To do this, you must first create the new:

• Session (school year)
• Terms
• Timeblocks, and Timeblock Occurrences

Once complete, make sure to follow the steps in the Rollover School Year lesson to complete this essential process.

NOTE: You'll want to rollover both Staff and Students. If you don't roll over students, they will not have enrollment in the new year. If you don't roll over staff, you won't be able to tie them to sections, courses, timeblocks, etc.

When you rollover students, they will be Enrolled in the new school year. However, if a student should exit your school before the next school year:

1. You will need to first delete the next school year Enrollment record.
2. Then, you can exit them from the current year.

• K-6 districts: If you are an elementary school and will be graduating 5th or 6th graders, please contact Illuminate for assistance (help@illuminateEd.com). We will assist you in graduating/promoting those students.
• In general, if you are graduating/promoting students to a grade level that is not offered by your district (e.g. you are a K-6 and your 6th graders are going to 8th in another district), please contact illuminate and we will assist you (help@illuminateEd.com).

For certain grade level students, grade level promotion is handled by using a field called 'Next School' to promote your students. This applies to scenarios like:

• 5th graders moving from elementary to jr. high.
• 8th graders moving from jr. high to high school.

Please contact Illuminate and we will assist you (help@illuminateEd.com) with promoting your students.

VERY IMPORTANT: When working with a new schedule, it is important to login to the appropriate year. Click on the Control Panel and select a date from the correct year. For example, if you are working on next year's schedule, then use the Calendar to select a date from next school year. This is important to ensure your course requests apply to the correct year.

After students have been rolled over, you can login to the new school year.

Courses must be set up at the DISTRICT level for the new academic year.

1. Click Scheduling, then under Course Management, click Course Details.

NOTE: You do not need to visit the Course Details page unless new courses are required for the new academic year. If no new courses need to be created, skip to Set Teacher Course Availability.

2. To view a list of your currently created courses, select District Courses or All Courses from the Filter drop-down menu. Then click the Search button. To create a new course select Create New Course (as shown above).
3. To view or edit a particular course, click the view and/or edit icon to the right of the course name. Set the course grade level by clicking on the Course/Grade Levels subtab.

After creating your courses you must define which teachers are teaching which courses. Setting Teacher Course Availability must be done at the SITE level.  

1. Click Scheduling, then Schedule Constraints, then Teacher Course Availability.

2. Choose the Course(s) from the list on the left.
3. Apply the course(s) to the Teacher(s) that will be teaching that course on the right, by clicking the check box next to their names.
4. Be sure to click Save after assigning each/all teacher(s) to a course. Repeat this process until all teachers have been linked to one or more courses.

Once Teacher-Course Availability has been updated/reviewed, you will want to review and setup appropriate Teacher Timeblocks or Time Availability.

1. Click Scheduling, under Schedule Constraints, then Teacher Time Availability.

2. Click the Select all option (empty check box) to assign all Teachers to the Full Day or All Day time block.

3. Click Save.

Begin by creating a draft schedule.

1. Go to Scheduling.
2. Under Draft Schedule Management, select Draft Overview.
3. To create a draft or template schedule from scratch, click Select A Draft.
4. Select New Draft to begin a new draft schedule

RECOMMENDATION: Since you can create many drafts, a good naming convention is helpful. For example: Draft 1 2-27-13.

To learn how to create a draft schedule visit our Create a Draft Schedule lesson for more details.

Once your teacher constraints (timeblock and course availability) have been set you can now begin scheduling students. To manually schedule your students:

1. Click Scheduling.
2. Under Draft Schedule Management, select Elementary Scheduling.

2. Use the drop-down menu and select the Grade Level of students you wish to view, and then click Filter.
3. Select the students that you would like to schedule using the check box to the left of their name.
4. 4. Select the teacher that will be assigned to these students using the Assign Student User drop-down menu.
5. 5. Select the Course that the student will be taking using the Course drop-down menu.
6. 6. Click Save. Repeat this process for every student in each grade level.
7. Note: Grade level lists of students will shrink as they are added to teachers' rosters.

There are a variety of reports that an be helpful after a schedule has been published and is live. All of the following reports are located under Scheduling:

• The Board Your best report to view the overall schedule, filter and make direct changes.
• Schedule 2.0 To spot check individual student schedules and make changes/edits.
• Edit Sections To edit existing sections, make new sections, and more.
• Incomplete Live Schedules To find students who do not have a complete schedule.
• Master Schedule List To see a break down of all teachers, the courses they will teach, class occupancy, and more.

Visit Reports: Live Schedule for additional details and information.

There are a variety of printing options when wanting to print schedules and/or rosters:

• Print Individual Schedules Go to Student > Locator > select the Download Locator option
• Mass Print Schedules Go to Schedule > Locators > Select the options you want to generate for students' schedules
• Mass Print Rosters  Go to Attendance > Select Class Roster PDF > Select the options to mass print class rosters
• Roster for Posting  Go to Reports > Type in the Search bar Class Rosters for Posting > Select the report, using filters to generate desired class rosters