Create Future Calendar Option A - Multi Phase (Scheduling Board)

The future school year must be created prior to rolling forward calendars. The following process should be completed if using a multiple phase roll forward. If the Single-Phase setup has been used, this process does not need to be completed again.

The Calendar Wizard is used to create new calendars and can be done at any time especially when preparing to begin the scheduling process.  It is recommended to roll calendars in phases if planning to use the scheduling board in the future calendar. Rolling in multiple phases allows users to have the ability to make changes to future calendar information in sections allowing an easier use of the scheduling board.

Before creating a new calendar, review the prep questions on the Scheduling Workflow for Building. Having answers to those questions will help provide better guidance on which steps to take.

Create New Calendars (part 1)

Navigation: Scheduling & Courses > Calendar Setup > Calendar Wizard

• Determine which calendar option to choose - Scheduling Prep: Calendar Setup For Upcoming Year - Study Guide | Infinite Campus
• Create New Blank Calendars - only for new schools - Scheduling Prep: Calendar Setup For Upcoming Year - Study Guide | Infinite Campus
• Create New Calendars by Roll Forward Calendars with selected data - Scheduling Prep: Calendar Setup For Upcoming Year - Study Guide | Infinite Campus
  • Select the Year
  • Choose [Year] [Schoolname] template
  • Start Date 7/1/XXXX
  • End Date 6/30/XXXX
  • Select the calendar(s) to roll forward

• Select the following data to copy: 
  • Calendar Attributes
  • Schedule Structures
  • Term Schedules
  • Period Schedules
  • Section Templates
  • Portal calendar and term settings (optional)
  • Grade Levels
  • Courses

Delete Special Period Schedules

Navigation: Scheduling & Courses > Calendar Setup > Period Setup

• Special period schedules (i.e. Early Release, Delay Schedules) can be deleted to reduce some course setup and scheduling board use.
• Period schedules can be added back once the use of the scheduling board is complete prior to the start of the next school year.

Add or Delete Periods

Navigation: Scheduling & Courses > Calendar Setup > Period Setup

• Delete any periods that will not be offered in the future calendar.
• Add any new periods that will not be offered in the future calendar.

Delete Disabled Courses

Navigation: Scheduling & Courses > Courses > Course Information

• Check the NC Course Code Master List for disabled courses to delete.
• Use the Disabled Course Codes article for more information on filters to find existing disabled courses.

Course Adjustment

Navigation: Scheduling & Courses > Courses > Course Information

• Make non used courses inactive in the future year. (Course Master pushes will not update inactive courses)
• Courses can be deleted in the calendar context as well.

Term Setup

Navigation: Scheduling & Courses > Calendar Setup > Term Setup

• Add the start and end dates for the terms.
• If term dates are not yet available, use the previous calendar's term dates as a reference to enter for the future year.  
• Adjustments can be made when the official term dates are available.

Day Setup

Navigation: Scheduling & Courses > Calendar Setup > Day Setup

• Complete the Day Reset and Day Rotation (if applicable) process to ensure instructional calendar days are populated.
  • Be sure to only run day reset from the first instructional day to the last instructional day of the school year.
  •  Adjustments can be made to the calendar and enrollments if there are any changes to the instructional calendar using the Enrollment Cleanup Wizard.

• Once day reset and day rotation are completed, update the days in the calendar to include non-instructional days. Add corresponding Day Events for non-instructional days. 

• For any day with fewer instructional minutes than the standard instructional day, add a day event using an abbreviated day standard code and enter the adjusted instructional minutes.
  • For more information on day events, see the Day Events article.
• Start and End Times are optional.
  
• Day setup can be completed at one calendar and copied into other calendars using the Calendar Wizard.
• Copy Data into Existing Calendars using the Copy/Append other data elements option.
• The source calendar should be the calendar with the day setup to copy from.
• The destination calendar(s) should be the calendar(s) to copy to.
• When copying day setup, the destination calendar must have one period schedule defined.
• If copying rotation days, the period schedule names must match.

School Months

Navigation: Scheduling & Courses > Calendar Setup > School Month

• Enter School Months for PMR reporting. 
• School Months (North Carolina) | Infinite Campus
• The Name should only be the numerical value of 1-9. 
• The Sequence must be the numerical value of 1-9.
• Months 1 and 2 must be 20 days and months 3-9 must be between 16-26 days.

• School months can be completed in one calendar and copied to other calendars using the Calendar Wizard copy data into existing calendars and the copy School Month data option.

Copy Data into Existing Calendar (part 2)

Navigation: Scheduling & Courses > Calendar Setup > Calendar Wizard

• Copy data into existing calendars | Infinite Campus - Choose Copy Data into Existing Calendar
• Copy/Append - will not overwrite information in new calendar
• Select the remaining data to copy:
  • Sections with Schedule Placement
  • Teacher Assignments
  • Section Staff Assignments
  • Room Assignments
  • Grading Tasks, Credits, Standards (required)
  • Grade Calc Options (required)
  • Categories (recommended)
  • Course Rules
  • Schedule Building Constraints
  • Course Fees
  • Attendance Excuse Codes (required)
  • Scheduling Teams
  • Section Team Assignments
  • Calendar Overrides
  • GPA Calculations

Included elements may vary based on PSU scheduling preferences.

Grade Levels

Navigation: Scheduling & Courses > Calendar Setup > Grade Level Setup

• Review Grade Levels assigned to the calendars.
• Grade levels roll forward from one calendar to the next, when selected.

Online Registration (if applicable)

Navigation: System Settings > Online Registration Setup

• Copy and update OLR templates for future year.
• Information on the NCDPI pleat templates and how to import the pleats can be found: Importing OLR Pleats.
• Review all templates to ensure the most up to date version is used.
• Online Registration - New Configuration Prep Checklist | Infinite Campus