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Secondary

Scheduling

Infinite Campus

2017 – 2018

2017-1817-1820172018

August 16August 178/16/178/17/17381-4140

Office of Education Technology

Mailing Address: 1126 Russell Cave Rd, Lexington, KY 40505

Physical Address: 701 E Main St., Lexington, KY 40502

Access FCPS Infinite Campus documentation online: Index > FCPS IC Support Site

Table of ContentsMaster Schedule............................................................................................................................................5

Scheduling Overview......................................................................................................................................6

Course and Section Setup...............................................................................................................................7

Updating Course Information.........................................................................................................................7

Course Master Listing / Add New Course.......................................................................................................8

Adding a New Section.................................................................................................................................... 8

Grading Task Descriptions..............................................................................................................................9

Post-Only Grading Tasks...............................................................................................................................10

Adding Grading Tasks...................................................................................................................................11

Adding Standards......................................................................................................................................... 11

Course Rules.................................................................................................................................................12

Course Rule Descriptions............................................................................................................................. 12

Adding a New Primary Teacher....................................................................................................................14

Adding a Secondary Teacher or Section Staff...............................................................................................14

Editing Staff Assignments on Sections..........................................................................................................15

Deleting Staff Assignments on Sections.......................................................................................................15

Adding an Activity Course............................................................................................................................ 16

Lunches........................................................................................................................................................ 16

Teams/Academies/Homerooms/etc............................................................................................................17

Rooms..........................................................................................................................................................19

Creating New Rooms....................................................................................................................................19

Deleting Rooms............................................................................................................................................ 19

Course Error Report.....................................................................................................................................19

Scheduling Students.....................................................................................................................................22

Roster Setup.................................................................................................................................................22

Copying Students from an Existing Section..................................................................................................23

Roster Copy.................................................................................................................................................. 23

Walk-In Scheduler........................................................................................................................................24

Using Walk-In Scheduler to Enter Requests.................................................................................................24

Using Walk-In Scheduler to Load Requests..................................................................................................24

5/17/2017 SecSch-3 document.docxOffice of Education Technology Fayette County Public Schools Lexington, KY

Using the @ Sign.......................................................................................................................................... 25

New Schedule Using Search Mode...............................................................................................................26

Filling a Gap in the Schedule........................................................................................................................ 26

Restore a Schedule.......................................................................................................................................26

Modifying a Student’s Schedule Prior to the Beginning of School...............................................................27

Modifying a Student’s Schedule After a Term Begins..................................................................................27

Scheduling for Specialized Programs............................................................................................................28

Additional Scheduling Tools.........................................................................................................................29

Student Constraints......................................................................................................................................29

Additional Scheduling Tools.........................................................................................................................30

Assigning a Counselor.................................................................................................................................. 30

Schedule Gap Filler.......................................................................................................................................31

Teacher Course Requests.............................................................................................................................31

Student Portal Course Registration..............................................................................................................31

Scheduling for the New Year........................................................................................................................32

Request Wizard and Schedule Wizard Tools................................................................................................32

Request Wizard (Mass enter requests)........................................................................................................32

Schedule Wizard...........................................................................................................................................35

Planning: Course Planner............................................................................................................................ 37

Course Planner Tools are used to mass edit course restrictions..................................................................38

Planning: Staff Planner................................................................................................................................. 38

Building Tools............................................................................................................................................... 39

Additional notes on using the Schedule Wizard...........................................................................................43

Scheduling Reports......................................................................................................................................44

Request Counts............................................................................................................................................ 45

Request Detail.............................................................................................................................................. 45

Requests Satisfied........................................................................................................................................ 45

Activity Eligibility Report.............................................................................................................................. 45

Schedule Gap Report....................................................................................................................................45

Student Gap Scheduler.................................................................................................................................46

FCPS Request Satisfied................................................................................................................................. 46


Master ScheduleEach school has a different way of planning its Master Schedule. To determine enrollment in each grade level, run the following report: Index > Student Information > Reports > --Roll Forward Placement .

It is very important to work with the principal so that staffing is complete and reflects the needs of the school. When actually placing sections in specific blocks, keep in mind you need to spread out the courses that have fewer sections so that as many students as possible can be scheduled into them.

The scheduling overview on the following page can be used as a guide to scheduling. Working through the steps in order will help in successfully building schedules.


Scheduling Overview(Most schedulers will use a combination of the two methods)

Manual Computer (Schedule Wizard)

1. Roll Forward/Course Update 1. Roll Forward2. Index > Scheduling 2. Request Wizard (Mass enter requests)

1. Add new Courses/Sections/ 1. Teams Scheduling rules 2. Ad-hocs2. Update section schedule 3. Grade Level placements 4. Existing Requests3. Attach Teams to sections 5. Roster Data from Previous Year

3. Student Constraints 3. Schedule Wizard NEW YEAR ONLY4. Teacher Request for Future Courses 1. Course Planning5. Student Portal Course Requests 2. Staff Planning6. Enter Course Requests (single student) 3. Student Constraints 1. Walk-in Scheduler/Load 4. Building (Creates courses based on Requests/Create Schedule OR requests, course and staff planning tools. 2. Request Wizard (Mass enter requests) 5. Loading (create schedules)

a. Teams 6. Reportsb. Ad-Hocs a. Master Schedule

c. Grade Level b. Requests Counts d. Existing Requests c. Requests Satisfied e. Roster Data from Previous Year d. Schedule Conflicts

e. Teacher Load7. Roster Set-up/Roster Copy as needed f. Index > KY State Reporting >

KDE Reports > Schedule Gap8. Reports

a. Master Scheduleb. Requests Counts c. Requests Satisfied d. Schedule Conflicts e. Teacher Load f. Index > KY State Reporting > KDE Reports > Schedule Gap

“By failing to prepare, you are preparing to fail”

- Benjamin Franklin


“Give me six hours to chop down a tree and I will spend the first four sharpening the axe”

- Abraham Lincoln

In other words: Spend most of your time preparing for scheduling by updating/adding courses, course preparation, staff section placements, student constraints, etc. PLAN, PLAN, PLAN!


Course and Section SetupUpdating Course InformationThe Course tab is used to update existing course information or to add information if new course. For more information, access KDE’s Course Data Standard here: Index > FCPS IC Support Site > Manuals > KDE’s KSIS Data Standards 1. Department – Identify which department is

responsible for the course 2. For Course Requests and Schedule Wizard

Functions: a. Max Students –suggested to put the

max here and not on the section tab.b. Terms – The number of Grading

Periods a course meetsi. High Schools – Always 1. All

classes last one semester.ii. Middle Schools – This value will range from 1-4. The value represents the number of

quarters the course is taught. For example, a PE course taught for one quarter would be entered as “1”. A Language Arts class taught year round would be entered as “4”.

c. Schedules – This value will always be “1” unless your school has a rotating schedule (A/B, Mon/Wed/Fri, etc). For example, if your school has an A/B rotation, and the course will meet A days as well as B days, Schedules would be set as “2”. If your school has an A/B rotation, and the course will meet on A days only, Schedules would be set as “1”.

d. Periods – Enter the number of consecutive periods/hours a course meets3. GPA Weight – Credit amount earned. This will match the credit on the Grading Task.

a. 0.25 – Value entered for a school on Quartersb. 0.5 – Value entered for a school on Semestersc. 0.33 – Value entered for a school on Trimesters

4. Transcript – Indicates if the course will appear on student transcripts5. Difficulty Level – Selected for high school AP, IB and Dual Credit courses only. The Course Name will

contain: AP, IB or Dual Cr.6. Attendance – Check for all courses scheduled into an instructional period7. Teaching Method – Methods used for instruction. Refer to the KDE Data Standard for detailed descripts;

path at the top of the page. Default is Direct Instruction. Make changes as needed. For example, students taking courses at BCTC and receiving dual credit would be marked as: Dual Credit – College Offered.

8. Instructional Setting – Location where instruction takes place. Default is Onsite Classroom. Make changes as needed. For example, Vocational Courses at the high school must be marked as Offsite Vocational.


Course and Section SetupCourse Master Listing / Add New Course PATH: Index > Scheduling > Reports > --Course Master

If requested, courses from the previous year will be rolled in for each school to modify as necessary for the new year. If you need to schedule a course that was not offered the previous year, run the Course Master Listing report which lists the courses you can use. Then follow the directions below.

1. Go to: Index > Scheduling > Add Course 2. Highlight the course to be added

a. To select multiple courses at one time, hold the CTRL key while highlighting the desired courses.

3. Click “Select this Course Master” to add one course or “Batch Add these Course Masters” for multiple courses

a. If one course was added, update course information as needed and click Save

b. If multiple courses were selected, a popup window will confirm the number of courses added. Click OK. Look up each new course to update course information.

If adding a course not found in the steps above, please follow the district’s standard operating procedure for adding a new course.

Adding a New Section1. Click the Search tab; search Course/Section2. Enter the name of the course; click Go3. Select the appropriate course4. Go to the Sections tab and click Add a Section5. Enter the following:

a. Section Numberb. Max Number of Students – Enter if different than the value

on the Course tabc. Room Number – Optional, see page 20 for setupd. Team – Optional, see page 18 for setup.e. Highly Qualified – Select Highly Qualifiedf. Check the Section Schedule Placement checkboxes that

correspond with the period/s the section will be taught6. Click: Create Section7. Follow steps for adding a New Primary Teacher


Course and Section SetupGrading Task DescriptionsThink of Grading Tasks as those times when teachers are asked to post grades. Grading Tasks must be entered correctly for each Course in order for teachers to set up their Assignments and Grade Book.

Some Grading Tasks have been renamed. Categories should only be created under Grading Tasks with the word “Grade” in the name. If you have Ad Hoc Filters based on Grading Task names, please be sure to update the filter to include the new name.

Active Grading Tasks to be used in the 17-18 School Year

Schools on Quarter Terms (Middle Schools)Graded courses must have Progress and Quarter Grade Grading Tasks only.

Schools on Trimester Terms (Very few Middle Schools)Graded courses must have Progress and Trimester Grading Tasks only.

Schools on Semesters (High Schools)Graded courses must have Progress 1, Progress 2, and Semester Grading Tasks only.

Inactive Grading Tasks that should never be used!Original Name Updated Name

1st Nine Weeks (07-08) Z(IA)1st Nine Weeks (07-08)

1st Progress (07-08) Z(IA)1st Progress (07-08)

2nd Nine Weeks (07-08)

Z(IA)2nd Nine Weeks (07-08)

2nd Progress (07-08) Z(IA)2nd Progress (07-08)3rd Nine Weeks (07-08) Z(IA)3rd Nine Weeks (07-08)3rd Progress (07-08) Z(IA)3rd Progress (07-08)4th Nine Weeks (07-08) Z(IA)4th Nine Weeks (07-08)4th Progress (07-08) Z(IA)4th Progress (07-08)


Original Name Updated Name (if any)Progress Grd ProgressProgress Grd 1 Progress 1Progress Grd 2 Progress 2Progress Grd 3 Progress 3Final Grade FinalQuarter Grade Quarter GradeSemester Grade Semester GradeTrimester Trimester Grade

Course and Section SetupPost-Only Grading TasksA new feature in IC allows us to mark a Grading Task as “Post Only.” If the Post-Only checkbox is checked, a teacher cannot create a category under that Grading Task. This is an exciting update as it should make Grade Book maintenance much more straight forward. Post-only Grading Tasks are for posting grades only, not for aligning student work.When adding a Grading Task to a course, the “Post-only” checkbox should be checked for any Grading Task that DOES NOT contain the word “Grade” in the name: Progress, Progress 1, Progress 2, Progress 3 and Final.

The “Post-Only” checkbox should not be checked for any Grading Task that DOES contain the word “Grade” in the name: Quarter Grade, Semester Grade and Trimester Grade.


Course and Section SetupAdding Grading Tasks

1. Search for the course; click the appropriate course and go to the Grading Tasks tab2. Click: Add3. Select the following:

a. Grading Task – See description of Grading Tasks.b. Score Group – FCPSc. Secondary Schools

Score Group – Most courses use FCPS. Exceptions: The Adv/AP/IB, Dual Credit and BCTC groups are weighted. BCTC also has a different grading scale. Virtual Courses use the Virtual Score Group.

For Quarter and Semester Grading Tasks ONLY

Term GPA – Usually 1 unless the course meets for multiple periods

Credit Type – The group of credit the student receives when credit is given

Credit – The amount of credit the student receives when posted on a transcript. This should match the GPA Weight on the Course tab. (Continued on next page)

Term Mask – Indicate where the task will be graded. For schools on quarters with courses lasting all year, check all terms. If the course only meets during certain terms, only check those terms.

Active Mask – Do NOT check Default Grade Book Task – Check for Quarter, Trimester and Semester Grading Tasks ONLY

4. Click: Save

Adding StandardsIf your school is using Grading Standards for grading, use the steps below to attach Standards to the course.

1. Search for the course; click the appropriate course and go to the Standards tab2. Click: Add3. Click on all the standards that apply to the course. A check will appear next to each standard selected.4. Click: Save


Term Type GPA Weight on Course Tab Term GPA

Quarters .25 1Semesters .5 1Semesters 1 2

Course and Section SetupCourse Rules Scheduling rules tie courses together in a variety of ways, affecting the flexibility of the Schedule Wizard. The rule only takes effect if a student has requested both courses during the same scheduling year. When a rule is applied to a course, its complement is applied to the course’s pair. For detailed information about each rule, see next section.

1. Search for the course; click the Course Rules tab2. Click: New Scheduling Rule3. Verify the desired course appears as Course 14. Select the following:5. Rule – Rule to tie the courses together6. Course 2 – Select the course to link to Course 17. Click: Save8. Read the rule setting once selected. Additional rules can be added as needed.

Course Rule DescriptionsRule DescriptionBefore Students take Course 1 before Course 2. This rule limits the terms into which a student

can be scheduled into a course. For example, Math 100 is before Math 101. If Math 101 is placed in term 3, students in Math 100 can only be scheduled in term 1 or 2

After Students take Course 1 after Course 2. This rule limits the terms into which a student can be scheduled into a course. This is the complement of Before. For example, Math 101 is after Math 100. If Math 100 is placed in term 1, students in Math 101 can only be scheduled in terms 2, 3 or 4.

Precedes Students take Course 1 before Course 2 in consecutive terms (Course 1 happens in Q1, Course 2 happens in Q2). This rule is a stricter version of the Before rule, with the addition that the courses must be in consecutive terms. For example, Math 10A precedes Math 10B. If Math 10B is scheduled in term 4, Math 10A can only be scheduled in term 3.

Follows Students take Course 1 after Course 2 in consecutive terms (Course 1 happens in Q2, Course 2 in Q2). This rule is the complement of the Precedes rule. For example, Math 10B follows Math 10A. If Math 10A is scheduled into term 1, Math 10B can only be scheduled in term 2.

Consecutive Students take Course 1 and Course 2 in consecutive terms, but not in any order. Math A is scheduled in term 1 and Math B is scheduled in term 2 or Math B is scheduled in term 1 and Math A is scheduled in term 2.

Same Teacher

Students take Course 1 and Course 2 from the same teacher. This also works for team teaching if the same team of teachers teaches both courses. For example, Spanish A has the same teacher as Spanish B. If Spanish A is taught by Ms. Hernandez, then Spanish B can only be in a section taught by Ms. Hernandez. Same teacher will not be confused by


teachers with the same name. If team teaching is used with the same teacher rule, errors may be encountered when different combinations of the same teachers are used with the rule.

Same Section NumberPreviously called Same Section

Students take the same section number of Course and Course 2.This rule states that both courses must be scheduled into sections that have the same section number. This is the strictest rule and takes precedence over all others. For example, Math 10A is the same section as Math 10B. If a student is scheduled into section 1 of Math 10A, the student can only be scheduled into Math 10B section 1.

Same Period Students must take Course 1 and Course 2 during the same period but in different terms. This rule states that both courses must be scheduled into a section that meets during the same period number during different terms. For example, English 10A is the same period as English 10B. If a student is scheduled into a section of 10A that meets term 1, period 2, and English 10B must be scheduled into term 2, 3 or 4 during period 2.

Same TermPreviously called Same

Students take Course 1 and Course 2 in different periods of the same term.This rule states that both courses must be scheduled into different periods of the same term. For example, English 100 is the same term as Literature 101. If a student is scheduled into a section of English 100 during term 1, he must be scheduled into a section of Literature 101 that meets during term 1, but not during the same period.

Different TermPreviously called Not Same

Students take Course 1 and Course 2 in different terms. This rule states that both courses must be scheduled into different terms. This rule is common for Phy Ed classes. Phy Ed 10 is in a different term than Fitness 11. If Phy Ed 10 is scheduled into a section that meets term 2, the student can only be schedule into a section of Fitness 11 that meets terms 1, 3 or 4.

Skinny Students take both Course 1 and Course 2 in the same period/same term without it causing a conflict. This rule states that both courses are scheduled during the same period and the same term. For example, Career is skinnied with Chorus during 3rd hour term 1. The student goes to Career half of the hour and Chorus the other half of the hour; OR if the courses meet every other day or every couple weeks. Skinny takes precedence over many of the others.

Combined Students take Course 1 and Course 2 in the same classroom at the same time without it causing a conflict. This rule states that two courses can be taught in the same classroom by the same teacher. This will have the scheduler ignore those teacher and room conflicts.

Bind Students take both Course 1 and Course 2, or neither course can be scheduled. This rule states the student must be scheduled into sections of both courses or neither course. English 10A binds to English 10B. If the load finishes and the student is only scheduled into a section of 10A and not 10B, then the loader will unload the section of 10A. Using bind can result in increased conflicts. Some users prefer to have every section of a course sequence scheduled or none at all. In this situation, bind will free up seats for guidance counselors to start hand scheduling the remaining conflicts.


Course and Section SetupAdding a New Primary TeacherThe primary teacher is a certified teacher who has been assigned the lead responsibility for the students’ learning in a subject/course.

1. Find the appropriate section; go to the Staff History tab2. Click: New Primary Teacher3. Select the following:

a. Name – Select the appropriate teacherb. Start and end date fields should remain blank unless the staff member begins working after the

first day of the term or stops working prior to the last day of the school yearc. Teacher Display Name on Section – This section does not require a change. Making a change

here will update the Teacher Display Name on the Section tab.4. Click: Save

Adding a Secondary Teacher or Section StaffThe New Teacher and Section Staff options allows the addition of certified teacher(s) who have been assigned the responsibility to provide additional services that support and increase the students’ learning.Staff added with the New Teacher option will have access to the primary teacher’s Grade Book and Attendance roster.

Staff added with the New Section Staff option do not have access to the primary teacher’s Grade Book and Attendance roster, but will be included in the LEAD report.

1. Find the appropriate section; go to the Staff History tab2. Click the appropriate option:

a. New Teacher – Allows the staff member access to the primary teacher’s Grade Book and Attendance roster.

b. New Section Staff – Allows the staff member to be included in the LEAD report, but does not allow access to the primary teacher’s Grade Book or Attendance roster.

3. Select the following:a. Name – Select the appropriate teacherb. Start and end date fields should remain blank unless the staff member begins working after the

first day of the term or stops working prior to the last day of the school yearc. Teacher Display Name on Section – Use the “Continue using the current Teacher Display Name

from the Section Tab” option4. Click: Save


Course and Section SetupEditing Staff Assignments on SectionsIf the assignment of staff members has changed during the school year, follow the steps below.

1. Find the appropriate section; go to the Staff History tab2. Click the appropriate staff name to edit3. Make changes as needed to dates4. Click: Save5. If the primary teacher has been end dated, follow steps on adding a primary teacher.6. All sections must have a primary teacher at all times.

Deleting Staff Assignments on SectionsIf a staff member was assigned to a section incorrectly, please follow the steps below. If the teacher was appropriate for at least one instructional day, please follow steps for end dating primary teacher and adding a primary teacher.

1. Find the appropriate section; go to the Staff History tab2. Click the appropriate staff name to delete3. Click: Delete4. If the primary teacher has been deleted, follow steps on adding a primary teacher.5. All sections must have a primary teacher at all times.


Course and Section SetupAdding an Activity CourseAn activity course can be beneficial in many ways: Allows a coach/sponsor/advisor to run in-progress grades at any time using the Activity Eligibility Report.

This report can be used to monitor academic grades to determine participation eligibility. Allows a coach/sponsor/advisor to check on attendance and/or behavior at any time. Can be used to keep a roster of sports teams, clubs, advisor/advisee programs, etc. Can be created for a gifted teacher, special ed. Case manager, social worker, counselor, etc. or any staff

member that has a valid reason to monitor a group of students.

1. Go to: Index > Scheduling > Add Course 2. Highlight the appropriate Activity course, click Select this Course Master3. Click: Save4. Add sections as needed, following steps for Adding a New Section, found in this manual. Activity

Course/Sections should be scheduled into the “Activity” period only.

LunchesThe Lunch Editor allows a school to list different lunch names that can be assigned to students for scheduling purposes for a school that has multiple lunch periods.

Creating Lunches1. Go to: Index > Scheduling > Lunches2. Click: New3. Enter a time and/or name4. Click: Save

Adding a Lunch Period to a Section1. Search for the appropriate

Course/Section2. On the Section tab, select the

appropriate lunch period3. Click: Save


REMEMBER For Activity courses, do not check the

boxes for Transcript or Attendance.

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Course and Section SetupTeams/Academies/Homerooms/etc.The Team feature allows creation of teams for use in scheduling students in appropriate courses. The team is assigned to the student on the Schedule tab and is assigned to Course/Sections. This could be used for academies, homerooms, grade levels, etc. This will also be beneficial when trying to run reports.

Creating Teams/AcademiesTeam names may be copied from one year to the next, and maintained as needed. Middle and High Schools can create team names at their own discretion.

1. Go to: Index > Scheduling > Scheduling Group2. Click: New3. Name – Enter the Team name 4. Click: Save

Deleting a TeamYou may only delete a Team that has not been associated with a student or Course/Section in the selected school year. Because teams are associated with a calendar year, they can be deleted from one year without affecting another.

1. Go to: Index > Scheduling > Scheduling Group2. Highlight the name of the Team you wish to delete3. Click: Delete

Assigning a Team to an Individual Student1. Search for the student; go to: Index > Student Information

> General2. Click the Schedule tab3. Click: Walk In Scheduler if it is not already visible4. Select the appropriate Team from the drop down menu and click: Save Reqs


Course and Section SetupAssigning a Team to a Course/Section

1. Search for the appropriate Course/Section2. Team – Select the appropriate Team name3. Click: Save

Fill Teams The Schedule Wizard application may be used if the school chooses to randomly assign students to Teams. When all schedules are complete, students’ team name can be added to the header which will appear when viewing student information.

1. Go to: Index > Scheduling > Fill Teams2. Team Assignment Options

a. Overwrite All Team Assignments – All existing team assignments will be deleted and new teams will be inserted depending on the Course/Sections into which the student is scheduled.

b. Fill Empty Team Assignments Only – Teams will be assigned to students who do not currently have an assigned team. All existing team assignments will remain as is. The chosen team will depend on the Course/Sections into which the student is scheduled.

3. Click: Run


When loading a section for the first time using Schedule Wizard, if the section already has a team attached, those students will automatically be assigned to the team associated with the section. This is also true when using Roster Setup/Copy.


RoomsCreating New Rooms

1. Go to: Index > System Administration > Resources > Resources2. Click the Rooms tab3. Click: New4. Enter the following:

a. Name – Enter the name or number of the roomb. Capacity – Optionalc. Phone – Optional

5. Click: Save

Deleting Rooms1. Go to: Index > System Administration > Resources > Resources2. Click the Rooms tab3. Click the room name you wish to delete4. Click: Delete5. Click: OK

Course Error ReportBefore you begin to schedule students and especially before posting grades to the Grades tab and the Transcript tab, it is imperative to clean up course errors. At the high school level, these errors can affect the student’s Term GPA, Cumulative GPA and KEES GPA. The errors are usually fixed by correcting information on the Course Tab, Section Tab or on the Grading Task Tab. See below for a listing of commonly found errors. Use the screenshots for reference.

PATH: Index > Scheduling > Reports > --Course Errors

Important Notes: GPA Weight refers to what the course is worth and is the same as the Grading Task Credit. AP/IB/CAI Courses need to have a Difficulty Level selected. Dual Credit Courses need to have a Difficulty Level selected.

Common Errors and Fixes: The matching symbol can be found on the screenshots on the next couple of pages.


Screenshot #1

For more detailed documentation regarding the Course Error Report or how to fix these errors, please go to: Index > FCPS IC Support Site > Custom Reports > Course Error Report


For additional information, see Course and Section Setup and Grading Tasks.


Screenshot #2

Scheduling Students Once you have finished preparing all courses, you are ready to begin scheduling students. You can do this with the following tools or you can use the Request Wizard and Schedule Wizard. (pg. 49) It is beneficial to use a combination of both.

Roster Setup and Roster Copy are tools specifically used BEFORE the start of a new year or new term. See the section for New Year Scheduling for directions on how to schedule prior to the next school year. High school counselors generally begin the scheduling process for the next year in December while middle school counselors begin this process in April/May. A separate section is included, Scheduling for the New Year, page 36. This section focuses on scheduling students mainly through Walk-In Scheduler.

Roster SetupThe Roster Setup tab lists the students who are currently in the section and also allows staff the ability to quickly create a roster for the section by selecting a student’s name from the list or by copying from another section within the same calendar. This tool should only be used before the start of the school year or before the start of the actual course (ex: to build the roster of students taking a 4th nine week elective such as Art or Specialized Programs).

Manually Adding Students to the Section using Roster Setup1. Search for the Course/Section; click on the appropriate Section2. Click the Roster Setup tab

a. The left column displays students currently scheduled into the selected section. The right column displays a list of students available to schedule into the section. To narrow the list a grade level can be selected.

3. Click on a student’s name in the right column to add them to this section’s current roster. To remove a student added in error, click on the student’s name in the left column.

4. Click: Save Student List and/or Copy Section


Scheduling Students

Copying Students from an Existing SectionThis option is beneficial when moving an entire group of students from one course to another, such as an S1 roster to S2.

1. Search for the appropriate Course/Section to copy students into2. Click the Roster Setup tab

a. Select the following: Copy student from this section – Select the section from which to copy students. In the example, students in Semester 1 of Algebra 2 will now be copied into Semester 2 of the same course.

3. Click: Save Student List and/or Copy Section

It is important to remember that the course at the top of the page is the Destination course. Key word here is FROM: Copy Student from this section. This would be the source or class the students are already scheduled in. The wizard uses the terminology “Source” and “Destination”. The Source is the course the students are already in and the Destination is where you want students to be in the new school year.

Roster CopyGo to: Index > Scheduling > Roster CopyThe Roster Copy Wizard allows the placement of students from a section in one calendar to a section in another calendar. If the student already exists in the destination class, the student will not be duplicated, and students who have dropped the source class will not be copied. Only students who are enrolled in the destination calendar will be copied.


Walk-In SchedulerThe Walk-In Scheduler allows the user to add, modify and restore a student’s schedule one student at a time. The Walk-In Scheduler can also be used to add student requests for scheduling prior to the school year start date. In addition, you can load requests in the Walk-in Scheduler. Keep in mind that you can mass enter requests using the Request Wizard. Please refer to the Request Wizard section in this manual.

Using Walk-In Scheduler to Enter Requests1. Search for the student; go to: Index > Student Information > General 2. Click the Schedule tab3. Click: Walk-In Scheduler4. Enter the Course #’s for the student and click: Save Reqs

a. Directly above the Student Requests users will see: Requested Units: (xx/xx). This refers to the number of requests entered compared to how many requests it would take to fill the student’s schedule. This may reflect different units if schools have a zero hour.

Using Walk-In Scheduler to Load RequestsOnce requests have been added, a new schedule can be loaded based on the requests. Loads can be done for the entire year, or just a portion, such as modifying a schedule for second semester only. The Walk-In Scheduler loader will attempt to give the student the most complete schedule based on requests. It will select sections based on constraints such as balancing gender, the number of IEPs, and teams similar to the Schedule Wizard. It will also take into account the constraints set up on the Course tab. The load feature will not overload any section.

1. Search for the student; go to: Index > Student Information > General 2. Click the Schedule tab3. Click: Walk In Scheduler if it is visible4. If requests are not visible on the right hand side of the screen,

click: Student Requests5. Review the list of requested courses6. Uncheck any terms that should not be filled or changed7. Click: Load8. A pop-up message will appear to verify if you wish to use load requests into the checked terms9. Once the OK button is selected, the Walk-In Scheduler will add available sections to the student’s

schedule. There is no additional Save button.


If the schedule has been loaded and is not full, manual options can be used to fill the gaps in the schedule. Courses that were on the request list that did not get placed may be due to full sections or sections that were conflicting, such as two courses offered during first period. The Load feature will not load any course requests that were marked as Alternates.

Using the @ Sign1. After entering student requests, click the @ symbol. All section choices for this course will display on

the schedule in one of the following colors:

lPINKl – Shows a section exists during that time on the schedule, but it is scheduled to capacity

lGREENl – Shows a section exists during that time and has open seats

lYELLOWl – The student is currently scheduled in the Course/Section at that time

2. Click on the Section to place this Course/Section in the student’s schedule3. After all requests have been saved and Courses Sections have been placed on the student’s schedule it

is best practice to Lock requests. This is especially beneficial for Courses Sections with specialized populations.


The Load option should only be used when adding new course sections to a schedule. When the Load option is chosen and the schedule contains end-dated sections, continuing with the Load process removes grades, roster and attendance information for the selected course periods.


Walk-In SchedulerNew Schedule Using Search Mode

1. Search for the appropriate student; go to: Index > Student Information > General 2. Click the Schedule tab3. Click: Walk-In Scheduler if it is visible. If not, continue to the next step.4. Click: Search5. In Section Search, select the following:

a. Start Date – The first day the student will attend the new courseb. Other choices as appropriate.

6. Click the appropriate Course/Section. The Section will appear on the student’s schedule. There is no Save button to finalize the selection; as soon as the Course/Section is clicked, the schedule has been updated.

7. Repeat steps 5 – 6 until the schedule is complete.

Filling a Gap in the ScheduleTo fill empty periods in a student’s schedule, click on the word “EMPTY” and IC will do an automatic search for Course/Sections meeting during the period. The results will show in the Section Search area on the right hand side of the screen. Click on the appropriate Course/Section to add it to the student’s schedule.

Restore a ScheduleIf a student has left the school, the schedule will be ended with the enrollment end date. If a student returns to school within that school year and the school wishes to restore their schedule, the Restore option will place them back into their previously scheduled courses, even if they have since been overloaded.

1. Search for the student; go to: Index > Student Information > General 2. Click the Schedule tab3. Click: Walk-In Scheduler if it is visible. If not, continue to the next step.4. Enter the Effective Date 5. Click: Restore6. Click: OK. There is no further Save button.


When scheduling prior to the first day of school, remove the Start Date from the Section Search. A Start Date is only necessary AFTER the first day of school.


Walk-In SchedulerModifying a Student’s Schedule Prior to the Beginning of School

1. Search for the appropriate student; go to: Index > Student Information > General 2. Click the Schedule tab3. Click: Walk-In Scheduler if it is visible. If not, continue to the next step.4. Click the course number of the appropriate Course/Section to edit5. Make changes as needed, including Delete if necessary6. If changes were made, click: Save

Important: The Delete button will not be available until a signed form is submitted. Access the form here: Index > FCPS IC Support > Forms > Walk-In Schedule Delete Rights/Roster Setup Form . This is to ensure that no accidental deletes happen therefore protecting you from making a mistake.

Modifying a Student’s Schedule After a Term BeginsIf a student has attended a class at least once, it is critically important to preserve all data associated with the student including grades and attendance. This is done by adding start and end dates to Course/Sections.

Follow the steps below closely. Add the new course prior to end dating the existing.

1. Follow steps 1-6, New Schedule Creation Using Search Mode, to add the new Course/Section.2. Click the course number of the Course/Section the student is no longer attending3. Enter the appropriate End Date. Always use the date before the student was assigned to the new

Course/Section.4. Click: Save


Under no circumstances should a school other than those listed above add one of these Activity Courses. These courses will be used solely for those schools

offering one of the Specialized Programs. FCPS will identify and monitor students in the Specialized Programs by using these courses. The goal is to have

the most accurate data possible.

If any school with a Specialized Program is not listed, please contact [email protected].

Scheduling for Specialized ProgramsIf your school participates in one or more of the Specialized Programs listed below, an Activity Course must be added to your Course Master. In addition, each student participating in the Specialized Program must be scheduled into the corresponding Activity Course.

For instructions on adding courses, see page 8, Adding a New Course. For instructions on adding an Activity course, see page 17, Adding an Activity Course. For instructions on Roster Setup, see page 24, Roster Setup.

Specialized Program School Name Corresponding Course

Academy of Informational Technology

Bryan Station High School 5160 Informational Technology

Accelerated ClusterAshland Elem, Meadowthorpe Elem, Tates Creek ElemTates Creek Middle, Winburn Middle

5162 Accelerated Cluster

International Baccalaureate Tates Creek High 5164 International BaccalaureateJROTC Bryan Station High, Henry Clay High 5166 JROTCLiberal Arts Academy Henry Clay High 5168 Liberal Arts Academy

MagnetDixie ElemLexington Traditional Magnet

5170 Magnet Program

MSTC PL Dunbar High 5172 MSTC

Pre-EngineeringLeestown MiddleLafayette High

5174 Pre-Engineering

SCAPASCAPALafayette High

5176 SCAPA

Spanish Immersion ProgramMaxwell ElemBryan Station MiddleBryan Station High

5178 Spanish Immersion

Station Arts Bryan Station High 5182 Station Arts


mailto:[email protected]


Additional Scheduling Tools Student ConstraintsPATH: Scheduling > Student Constraints

The Student Constraints tool allows users to limit a student's interaction in classes with another student, or with multiple students. Constraints are used when loading course requests in the Schedule Wizard, and can be either a strict constraint (student will not be placed) or a not strict constraint (student should not be placed).

Not Strict (should not be placed with) vs Strict (will not be placed with)

A. Not Strict: Donald and Mickey do not get along. They should not be placed in the same course/section. However, both have requested Spanish and it is only offered in one period. They will be placed in Spanish but will not be together in other courses if their requests are for courses offered more than once.

B. Strict: Donald and Pluto have had problems in the past both at school and away from school. Parents have asked that they not be together next year. The Strict constraint guarantees that they will not be placed in the same course/section when scheduling for next year.

Student Constraints can be entered:1. Manually by going to Scheduling > Student Constraints and creating a new

constraint.2. Through the Planning menu in Schedule Wizard.3. Can be rolled forward into the next calendar year.

Walk-In Scheduler and Student ConstraintsWhen viewing student requests, click the @ symbol to highlight where that section meets. When a student constraint exits, that section will display in red. Hovering will indicate a constraint exists but will not tell you the other student(s) involved. See screenshot below. In order to learn who this constraint involves, go to Scheduling > Student Constraints and enter part of the student’s name in the Student 1 column.


Duck, Donald Mouse, Mickey

Duck, Donald Pluto

.

Additional Scheduling Tools Assigning a Counselor

Fill CounselorThis tool will mass assign students to a particular counselor. Use the Fill Counselor function when assigning all students a counselor before the start of the school year. Assignments can be made by grade level, name ranges, Ad Hoc Filter or a combination of these criteria. Using this tool will also display the counselor’s name in the header when viewing student information.

1. Go to: Index > Scheduling > Fill Counselor2. Select the following:

a. Grade or Ad Hoc Filterb. Enrollment Effective Date – The current

date will default. Counselors will not be added or modified for those students who were not enrolled as of the Enrollment Effective Date.

c. Last Name – Optional. Select a Last Name range if desired.

d. First Name – Optional. Select a First Name range if desired.

e. No Active Counselor – Check this optionf. Click: Search Studentsg. Click on any name in the Search Result window to remove the student from the listh. Counselor – Select the appropriate Counselor name to assign

3. Click: Fill Counselor


Do not check the End existing counselors checkbox if assigning a new counselor prior to the end of the current school year.


Assign a Counselor to an Individual Student1. Search for the student; go to: Index > Student Information > Counseling > General 2. Click the Team Members tab3. Click: Find & Link New Team Member4. Select the following:

a. Role – Counselorb. Counselor Staff – Select the appropriate Counselor

5. Click: Add Team Member

Additional Scheduling Tools Schedule Gap FillerThe Schedule Gap Filler tool searches for students missing a scheduled Course/Section in the specified period(s) and then fills the gap with the selected Course/Section chosen in the editor. Only Course/Sections having open seats are available for selection. Caution: This tool will fill all empty terms with the selected course.

When a Course/Section is selected all available sections will display. Users can eliminate sections to fill by unchecking sections. The available periods are automatically checked when users select or unselect sections. After filling the students’ schedule gap, a report is generated to list actions taken.

1. Go to: Index > Scheduling > Schedule Gap Filler2. Select the following:

a. Grade or Ad Hoc Filterb. Enrollment Effective Date – Must be the date the term beginsc. Which course would you like to fill in the schedule gap? – Select the desired Coursed. Available Section(s) – Select any or all of the sections needed

3. Click: Fill Schedule Gaps & Generate Report

Teacher Course RequestsPATH: Campus Instruction > Course Requests

This tool allows a teacher to make course requests for next year for their students in their current class. This will eliminate the need for the paper process of a student gaining approval for moving to the next course available or to an advanced placement course. For more information, please go to Campus Community.

Student Portal Course RegistrationPATH: Student Portal > Course Requests

This tool allows a student to select courses for the next year. Students will log on to their Student Portal account and go to Course Registration. From here, any required courses selected by the teachers, counselors,


or administrators, will be listed in the Required Courses list. Students cannot change any course listed here. But they can select their electives or alternate courses. This saves the counselor time by not having to enter all requests. For more information, please go to Campus Community.


Scheduling for the New YearRequest Wizard and Schedule Wizard ToolsThis section of the handbook will focus on scheduling for the upcoming year. High school counselors begin this process in the fall. Middle school counselors begin working on schedules in late spring. This section is intended to be a series of steps counselors can follow when they begin scheduling for the new year assuming counselors have taken care of the Roll Forward.

Course Requests can be entered using the Request Wizard and/or the Walk-In Scheduler (page 26). You can use one or the other, but it is more beneficial to use a combination of both. This section will focus on the Request Wizard.

PATH: Index > Scheduling > Request Wizard

Request Wizard (Mass enter requests)1. Create/Remove Requests for entire grade

level(s)a. Go to: Index > Scheduling > Request Wizardb. Select the following:

i. Select Modeii. Select Grades

iii. Select Additional Method to Filter Students – Leave these options blank

iv. Select Courses for Requestsc. Click: Run

2. Create/Remove Requests for a Team or Ad Hoca. Go to: Index > Scheduling > Request Wizardb. Select the following:


iii. Select Additional Method to Filter Students – Filter on team or ad hoc setiv. Select Courses for Requests

c. Click: Nextd. Select Ad Hoc Filter and/or Select Scheduling Groups/Teamse. Click: Run


Example 1: The Request Wizard will add a request for PE 1st semester and Health 2nd

semester for all 9th graders:

Example 3: The Request Wizard will add a request for Art-1 S1/S2 for 9th graders with a request for PE and/or Health:

3. Remove Requests based on Existing Requestsa. Go to: Index > Scheduling > Request Wizardb. Select the following:


iii. Select Additional Method to Filter Students – Filter on existing requests

iv. Select Courses for Requestsc. Click: Nextd. WHERE students have a request for – Select the course(s) the students currently have a

requeste. Click: Run


Example 2: The Request Wizard will add a request for IT Adv English for 9th graders in the IT Students Ad Hoc:

Example 4: The Request Wizard will add a request for Geometry S1/S2 for 9th

graders rostered into Algebra 1 in the selected calendar:

4. Create/Remove Requests based on Roster Data from a Prior or Current Year

a. Go to: Index > Scheduling > Request Wizardb. Select the following:


iii. Select Additional Method to Filter Students – Filter on Roster data from a prior year

iv. Calendar – Select the appropriate calendar

v. Select Courses for Requestsc. Click: Nextd. WHERE students have a Roster for – Select the course(s) the students are rostered intoe. Click: Run


Scheduling for the New YearSchedule Wizard

Path: Index > Scheduling > Schedule Wizard

After al l pre-scheduling tasks have been done; the Schedule Wizard can place course sections and complete student schedules. This is a complex tool designed to encourage creative schedule building. A TRIAL is basically a master schedule with students scheduled into the courses. One tr ial can be totally different than another tr ial . However, only one trial can be made Active. This active tr ial wil l become the f inal schedule . ALERT: Once a user has opened a tr ial in Schedule Wizard – all scheduling tools wil l be locked and no other scheduler in your school wil l be able to access scheduling tools. This includes Walk-In Scheduler, Roster Set-up, Roster Copy, etc. I f a user tries to open a scheduling tool, there wil l be a pop-up box that includes who is currently working in Schedule Wizard. See box below.

Accessing the Wizard1. Select the Schedule Wizard Option

2. Click: Launch3. Enter the login name and password as you would use to log into Infinite Campus4. Click: Login5. Click the key sign next to the name of the Calendar6. Select the new school year7. Select Main8. Select Rolled-in9. Select COPY in the upper right corner10. Click the key next to Rolled-in11. Click: New Trial12. Name your trial. Add comments such as time and date.13. Select Load Student Requests and Scheduled Courses14. Select Open

Please see screenshot on the next page


The Schedule Wizard opens in a separate window in a program called Java. Sometimes, users have the wizard opened and they do not know it. ALWAYS look at the bottom of your screen for a green box with a white C in the middle. This is the Schedule Wizard so you don’t want to re-launch. Just click on this box.

The following pages detail the scheduling tools in Schedule Wizard. Schedulers can use the wizard to plan courses and staff, build the master schedule based on requests, and to load schedules. The Schedule Wizard will be used prior to the first day of school and never after!


Scheduling for the New YearPlanning: Course Planner

1. Courses - lists the names of courses and departments. Here you can make changes to the Course Information tab. You can also add room numbers and teachers can be assigned to each section.

Terms: total number of terms a section of the course meets Schedules: number of the total period schedules that the

course meets Periods: total number of periods a section of the course meets Seats: the maximum number of students that can be placed in

each section.

2. Requests – user can see how many new course sections they may need.

Last Year: total number of student requests for the course for the active school year. Scheduling for 17-18, last year would be 16-17.

Current: total number of requests for the course in the upcoming school year.

Change: Difference between the active year and the upcoming year.

3. Sections – defines the items listed for each column available for Sections on the Course Planner.

Last Year: number of sections last year. Needed: number of sections needed in the upcoming school

year. Change: difference between last year and needed for new

year. To Build: number of sections that will be built. No Auto: sections of the courses marked as No Auto will not be

created. These sections will need to be built manually. Placed: total number of sections placed. Avg Size: average number of students in each section. Remaining: once all courses are built and loaded, this is the

total number of seats still available.


4. Constraints: defines items available for the sections. Rules: number of rules associated with the course. Teachers: number of teachers assigned to the course. Rooms: number of rooms assigned to the course. Placement: when checked, indicates a restriction exists for

the placement of courses sections.

Scheduling for the New YearCourse Planner Tools are used to mass edit course restrictions

Planning: Staff PlannerStaff Planner Tools are used to set up teacher to course constraints, room constraints, and teacher placement constraints.

Define who can teach what and where Identify planning periods Assign teachers to rooms

Student Constraints can also be added while in the Schedule Wizard. See page 32 for information regarding Student Constraints.


1. Mass Set Course Values: allows the setting of course information for more than one course at a time. Ex. terms, schedules, and periods.

2. Mass Set Placement Restrictions: allows user to select periods and terms that a course should not be placed or built.

3. Replace/Append/Remove Constraints: allows user to make changes to constraints that were placed on a course in the previous year.

Course Rules can be added while using the Course Planner. See page 13 for Scheduling Rules definitions.

Scheduling for the New YearBuilding ToolsThe Building menu uses the information entered in the Course and Staff Planners to create a master schedule. This can be useful to determine how many sections are needed, staffing needs, etc. The Building Tools do not load student requests. Student requests are added in the Loading Tools of Schedule Wizard.1. Builder Configuration: Set this first even though it is the last option under the Building tools. These options will determine how the course sections will be built.

a. Builder Search Depth: Determines how far the builder will look in the planning tools to build the master schedule. Recommended search depth is a 3.b. Automatically fix builder conflicts: Ex. builder will attempt to find another teacher when the first teacher has a conflict.c. Automatically assign teachers/rooms when possible. Not recommended.d. Periods taught for 100% FTE: A teacher may have a planning period in a seven period day. 100%FTE would mean the teacher is assigned to six course sections.e. Max different courses taught per day: Maximum number of courses a teacher can be assigned during the term.


f. Max consecutive periods taught per day: Maximum number of periods the teacher is allowed to teach without a planning period.g. Min% used in sections needed calc (default 60%): Minimum % of seats filled to consider the creation of another section.


h. Course Filter: Determines what order course sections are built.

Not filtered – no preference 1 (Singletons) – the course section is only scheduled

one time during the school year. 2 or less sections – the course sections is scheduled

for 2 or less times during the school year. 3 or less sections - the course sections is scheduled

for 3 or less times during the school year. 4 or less sections - the course sections is scheduled

for 4 or less times during the school year.

2. Run a Full Build : It is best to manually place special sections or singletons prior to running a Full Build. When you run a Full Build, review the placement of sections and then lock departments, courses or sections. When you lock one of these, the name appears in bold.

3. Run a Full Unbuild: The wizard will remove all placed course sections unless the courses were locked or manually moved. If you lock a section prior to running a Full Unbuild, the section will remain unaffected.

Loading ToolsThe Loading menu adds the student's requested courses into the placed courses and sections.

1. Full Load populates all entered student requests into a course section that best meets the needs of the student.

Student requests are added to placed course sections using the Full Load option. This option, when selected from the Loading menu, populates all courses and sections for which there are requests on the white board. A load can also be done for a selected group of courses, sections, terms, departments or periods. If there is a certain set of courses that should be loaded first, load requests from one of those areas and then lock the results when satisfied. Any further changes to the load will not affect those locked.

When it's finished, sections may be color-coded depending on entered preferences. Review the placed sections and note the


percentage of requests met and schedules completed in the upper left corner.

The load can be locked when the section placement meets the desired results. This can be done by right-clicking on the Department header, the section itself or the course name. Locking a section means that at that moment, students currently in the section are prevented from moving out of the section. This does not limit future students from being added to a locked section or course. When new students are added, the section will need to be relocked to prevent the new students from being removed.

2. Full Unload removes all entered student requests for course sections. Student course requests will be removed from the course

sections. This does not delete course requests, it simply removes them from a course section. It is recommended that you lock any roster that will need to remain the same when you run the Full Unload. See next page.Locking a Roster

1. Right click on the Department, Course or Section.2. Select the Loading Options and then Lock Rosters. Once

locked, you can now continue loading and unloading and the locked rosters will remain the same.

3. Click: Save.Note: Saving a trial does not make it active. It just updates any changes. Please remember to copy a trial and rename it each time you launch the Wizard.

3. AutoLoader Configuration tool sets the requirements for how the wizard will schedule.

Full Load Search Depth: This tool tells the Wizard how many tries to satisfy student course requests before giving up. 5 is recommended.

Default Course Priority: For courses you want to load first, you will set the priority at 1 or 2 on the individual course information tab.

Autoload Loading Configuration Options:a. Autoload Search Depth: 3 is recommended.


b. Autoload when a new Section is created or deleted: If you want control over the master course list, do not check this.

c. Autoload when a Section is moved: If you want control, do not check this.

Loading/Unloading Filters: This allows you to load one grade level at a time. This is recommended.

Course Filter: Set this if you want to do singletons or doubletons first.

a. Singletons: the course section is only scheduled for one time during the school year.

b. Doubletons: the course section is scheduled for 2 or less times during the school year

4. Section Balancing Configuration tool places certain weights on specific factors that may be needed in course sections such as gender balance.

The Section Balancing Configurations allows you to define weights on five factors that tell the Wizard how hard to work to achieve balance between sections of a course based on five factors. The degree to which the Wizard seeks balance in each area is governed by a % slider.

1. Student Balance: Favors putting students into the section with the lowest number of students.

2. Gender Balance: Favors putting students into the section with the lowest number of students of their gender.

3. Minority Balance: Favors putting students into the section with the lowest number of minority students.

4. Discipline Balance: Favors putting students into the section with the lowest number of total behavior events.

5. Special Education Balance: Favors putting students into the section with the lowest number of IEP’s. This number is based on locked IEP’s.

Example: If the course section needs to have a male/female balance, the Gender Balance slider would be placed at 50.


5. Manual Roster Builder tool allows users to create rosters for selected sections while in the wizard as opposed to leaving the wizard to go to Roster Setup.


Additional notes on using the Schedule WizardThe Save icon changes to red anytime a change is made. Data does not automatically save and the user should ensure that every time a change is made, be sure to click on the red SAVE button.

The View option lets a user decide how sections display. Conflicts may show in red while missing data in green. It is not necessary for all of these options to be selected. Choose which viewing option is best for you.


Scheduling Reports Path: Index > Scheduling > Schedule Wizard > Reports

The Schedule Wizard contains certain reports that can also be found under Index >Scheduling > Reports. It’s just easier to run the reports while inside the wizard as opposed to closing the tool and then having to re-launch the wizard later. Not all of the reports listed in this section can be found in the wizard. Follow the paths listed.

Scheduling Reports


Request Counts (not available in the Schedule Wizard)Go to: Index > Scheduling > Reports > Request Counts The Request Counts Report looks for students who have not requested enough courses to fill a schedule. Periods marked as non-Instructional are not counted.

Request Detail Go to: Index > Scheduling > Schedule Wizard > Reports or Index > Scheduling > Reports > Request DetailThe Request Detail Report lists the students who have requested a course in the chosen department or course. The report can be sorted by student last name or by grade of enrollment, then alphabetical by last name.

Requests SatisfiedGo to: Index > Scheduling > Schedule Wizard > Reports > Request Satisfied Summary or Index > Scheduling > Reports > Requests SatisfiedThe Requests Satisfied Report counts the requests made and the requests satisfied per grade, per course. This report will show maximum number of students per section and indicate number of additional sections needed to fulfill the request made by students.

Activity Eligibility ReportThis report can be used to monitor academic grades to determine participation eligibility.

1. Go to: Index > Student Information > Reports > Activity Eligibility 2. Select the following:

a. Grade Level or Ad Hoc Filterb. Grading Termsc. Activity Courses – Use the Ctrl key to select more than one coursed. Grade Optione. Sort Optionf. Grading Tasks – All Grading Tasks is most commong. Grading Scores

3. Click: Generate Report

Schedule Gap ReportUse this report to find gaps in the instructional day in a student’s schedule. This report should be used throughout the school year.

1. Go to: Index > KY State Reporting > Edit Reports > Schedule Gap Report2. Click: Generate Report


Scheduling ReportsStudent Gap SchedulerUse the Student Gap Scheduler report to find gaps before a term begins. This report will allow running by specific terms/periods, however it should not be used to find gaps in a term already in session.

1. Go to: Index > Scheduling > Student Gap Scheduler2. Select the following:

a. Grade or Ad Hoc Filterb. Enrollment Effective Datec. Term(s), Schedule(s) and/or Period(s)

3. Click the desired report type:a. Find Students – List student names in the Search window for ease in making corrections. By

clicking on a student’s name, IC will take you directly to the Walk In Scheduler. Other tabs found under Index > Student Information > General will not be visible.

b. Generate Report – Printed report

FCPS Request Satisfied1. Go to: Index > Ad Hoc Reporting > Data Export2. Click the plus sign beside “-Scheduling”3. Click the filter named: FCPS Requests Satisfied4. Pick an Export Format – Select the desired format. Delimited values (CSV) to open in Excel and PDF

report are most common.5. Click: Export

Ad-Hoc Reporting may be used to yield the same results as some of the reports listed above. The advantage to Ad-Hoc Reporting is that the data can be exported to Excel to be manipulated. For more information regarding Ad-Hoc Reporting, please refer to the instructions in the Ad-hoc Reporting manual or section in the Counselor Handbook.


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