Use the information below as a workflow for scheduling in the upcoming year.
Part 1
| Task | Completed |
|---|---|
Considerations before Scheduling
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| Complete Future Year Setup | |
| Complete New Calendar Setup
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| Create Future Enrollments | |
Assign/Update District Assignments
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Assign/Update Tool/Calendar Rights (User Management > User Groups > Calendar/Tool Rights)
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Part 2
| Task | Completed |
|---|---|
Update Course Information (in the future year calendar only) (Scheduling & Courses > Courses > Add Course)
*Make sure the calendar context is future year. |
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Establish Course Rules (Scheduling & Courses > Courses > Course Rules)
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Establish Student Constraints (Scheduling & Courses >Build Schedules > Student Constraints Setup)
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Part 3
| Task | Completed |
|---|---|
| Add Course Requests
Choose which option to use to add course requests. More than one of the options below can be used to enter course requests. However, if using course plan, the planned courses must be created into course requests before using the other course request tools. *Make sure the calendar context is future year. |
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| Course Plan (Student Information > Academic Planning > Course Plan)
The following should be completed in order when using planned courses for course requests
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Requests & Rosters (Scheduling & Courses > Scheduling > Requests & Rosters)
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Walk-in Scheduler (Student Information > General > Schedule)
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Course Registration (Student Portal > More > Course Registration)
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| Run Reports
Check course requests by using the reports below. Other reports may be used as well.
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Part 4
| Task | Completed |
|---|---|
Scheduling Board (Scheduling & Courses > Scheduling > Scheduling Board)
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| Staff Planner (Scheduling & Courses > Scheduling > Staff Planner)
Use this tool to update individual teachers or in mass. Updating these settings will allow the system to automatically assign teachers to sections with the correct constraints.
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| Course Planner (Scheduling & Courses > Scheduling > Course Planner)
Use this tool to update individual courses or in mass.
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| Build the Schedule (Scheduling & Courses > Scheduling > Scheduling Board)
Use this tool to create trials and build or adjust a schedule. To maximize efficiency, it's recommended to complete all setup preparations, including course planner updates, staff planner updates, and course requests if you're building.
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| Load Students (Scheduling & Courses > Scheduling > Scheduling Board)
Course requests must be added to student's records before using the load tool.
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| Run Reports (Scheduling & Courses > Reports) Use the reports below to see the load results for students' requests.
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Other Helpful Reports (Scheduling & Courses > Reports)
*Make sure the calendar context is future year. |
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Lock Scheduling Board (Scheduling & Courses > Scheduling > Scheduling Board)
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| Fill Student Gaps Run Reports to identify gaps and/or issues
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The following information includes a workflow to assist users on making minor changes to an existing schedule.
NCDPI is still updating options in this article, and it is not recommended to print the article at this time.
Part 1
| Task | Completed |
|---|---|
| Complete Future Year Setup | |
| Complete New Calendar Setup | |
| Create Future Enrollments | |
Assign/Update District Assignments
|
|
Assign/Update Tool/Calendar Rights (User Management > User Groups > Calendar/Tool Rights)
|
Part 2
| Task | Completed |
|---|---|
Update Course Information (in the future year calendar only) (Scheduling & Courses > Courses > Add Course)
*Make sure the calendar context is future year. |
|
Establish Course Rules (Scheduling & Courses > Courses > Course Rules)
|
|
Establish Student Constraints (Scheduling & Courses >Build Schedules > Student Constraints Setup)
|
Part 3
| Task | Completed |
|---|---|
| Add Course Requests
This is optional and can be used if using Teams in the scheduling process. Choose which option to use to add course requests. More than one of the options below can be used to enter course requests. However, if using course plan, the planned courses must be created into course requests before using the other course request tools. *Make sure the calendar context is future year. |
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Requests & Rosters (Scheduling & Courses > Scheduling > Requests & Rosters)
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Walk-in Scheduler (Student Information > General > Schedule)
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| Run Reports
Check course requests by using the reports below. Other reports may be used as well.
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Part 4
| Task | Completed |
|---|---|
| Scheduling Board (Scheduling & Courses > Scheduling > Scheduling Board)
The scheduling board can be used to easily move sections as needed. Sections can also be updated manually in course/sections.
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| Staff Planner (Scheduling & Courses > Scheduling > Staff Planner)
If you are only adjusting the current existing schedule, this step may be skipped. Use this tool to update individual teachers or in mass. Updating these settings will allow the system to automatically assign teachers to sections with the correct constraints.
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| Course Planner (Scheduling & Courses > Scheduling > Course Planner)
Use this tool to update individual courses or in mass. If sections are only be adjusted in an existing schedule, this step can be skipped.
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| Adjust the Schedule (Scheduling & Courses > Scheduling > Scheduling Board)
Use this tool to create trials and build or adjust a schedule. To maximize efficiency, it's recommended to complete all setup preparations, including course planner updates, staff planner updates, and course requests.
|
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| Load Students (Scheduling & Courses > Scheduling > Scheduling Board)
Course requests must be added to student's records before using the load tool. If course requests were not used, this step can be skipped. Students can be added using Requests & Rosters.
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| Run Reports (Scheduling & Courses > Reports) Use the reports below to see the load results for students' requests. If requests were not used, this step can be skipped.
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Other Helpful Reports (Scheduling & Courses > Reports)
*Make sure the calendar context is future year. |
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Lock Scheduling Board (Scheduling & Courses > Scheduling > Scheduling Board)
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| Fill Student Gaps Run Reports to identify gaps and/or issues
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NCDPI has collaborated with Infinite Campus to incorporate Historical Disabled Course Codes into NCSIS. When a course is disabled, it will have an end date added in the Course Management tool and be added to the NC State Disabled Course Catalog. The information below provides information on where to find the disabled course information. Filters have been provided by NCDPI to help PSUs determine if any disabled courses exist or have sections in the year the course will no longer be available.
Course Management
An end year has been added to each code that is no longer available for use. The end year for the course codes can be found in Course Management.
Scheduling & Courses > Courses > Course Management
- The End Year displays the year the course was disabled.
- Use the Search options at the top of the list to search for specific courses.
Course Masters
Any course master connected to a disabled state course code was moved from the NC Course Catalog to the NC State Disabled Course Catalog. Course Masters for historical disabled course codes were also created and added to the NC State Disabled Course Catalog. This catalog is for NCDPI use only - PSUs should not modify the state disabled course catalog.
Grading & Standards > Grading & Standards Administration > Course Catalogs.
This update allows staff with Transcript tool rights to add grades with disabled course codes as needed for transfer students. This also allows the ability to update/correct active students’ transcript records listed with disabled course codes.
Adding Disabled Transcript Grades
Student Information > General > Transcripts
When adding a new grade with a disabled course number, do not uncheck the Auto-fill box. Leaving the box checked ensures the correct data is placed in the appropriate fields for the state code, state code name, and GPA Weight. The Course Number dropdown will indicate that the course is in the NC State Disabled Course Catalog. Other fields must be completed manually. Course names have been shortened to 30 characters to meet IC's character limit.
Disabled Course Code Filters
NCDPI has provided filters to identify courses that have been disabled but exist in the year the course has been ended. If course section placements were copied to the future year in the calendar roll forward process, the sections will need to be deleted prior to deleting the course code in the future year.
Course codes that have been disabled must be deleted from the course/section list in the first year the course code is no longer available. Use the filters below to identify the disabled course codes.
Disabled Courses: Sections Exist in Calendar
This filter will return disabled course codes in the context selected that have existing sections.
Reporting > Ad Hoc Reporting > Filter Designer
- Select the future year in the context. This filter can be used for All Schools or by individual calendars.
- Expand the State Published folder.
- Select the curriculum Disabled Courses: Sections Exist filter.
- Select Test or Export to see the courses that are active in the future year.
The report will show disabled courses with sections, and which calendar the section is associated with. Use the Export to Excel or Export to PDF to export the data into a file.
Disabled Sections Exist HTML View
Disabled Sections Exist Excel ViewMake sure the context is the future year.
- Select the corresponding calendar in the context.
- Search Course/Section search and search the course that contains sections.
- Expand the sections by clicking the + the course to open section Information.
- Click Delete to delete the sections.
Scheduling & Courses > Courses > Section Information
Once sections are deleted, click on the course to open the course information tool. Click Delete to delete the course. Disabled courses that are deleted will not display on the Disabled Courses: Courses Exist filter.
Disabled Courses: Courses Exist in Calendar
This filter will return disabled course codes in the context selected. Run this filter after the Disabled Courses: Sections Exist filter to ensure all disabled courses are deleted.
Reporting > Ad Hoc Reporting > Filter Designer
- Select the future year in the context. This filter can be used for All Schools or by individual calendars.
- Expand the State Published folder.
- Select the curriculum Disabled Courses: Courses Exist.
- Select Test or Export to see the courses that are active in the future year.
The report will show disabled courses, and which calendar the course is associated with. Use the Export to Excel or Export to PDF to export the data into a file.
Disabled Courses Exist HTML View
Disabled Courses Exist Export to Excel ViewMake sure the context is the future year.
- Select the corresponding calendar in the context.
- Search Course/Section search and search the course(s) that have been disabled.
- Select the course to open Course Information.
- Click Delete to delete the course.
Scheduling & Courses > Courses > Course Information
Once all courses have been deleted, generate the filter again to ensure no disabled courses are in the calendar context.
An Elementary School Graduation Program can be created to assist in gathering requests to be used for scheduling. Assigning an Elementary School Graduation Program will allow courses to be placed on a student’s Course Plan that can later be turned into requests. When a student is assigned an NC Graduation Program, it will override any other graduation program assigned to the student.
Please note PSUs Should Not create High School Graduation Programs. An NC Graduation Program must be assigned to high school students.
Grade Level Setup
Navigation: Scheduling & Courses > Calendar Setup > Grade Level Setup
Before adding an Elementary School Graduation Program, Exclude from cumulative GPA/Rank Calculations must be unchecked for each grade level in the graduation program.
- Select the appropriate grade level.
- Uncheck Exclude from cumulative GPA/Rank Calculations
- Click Save.
- Repeat for each grade level that will be included in the graduation program.
Add Graduation Program
Navigation: Student Information > Program Administration > Academic and Graduation Programs
- Select Graduation in the upper right of the tool.
- Click New to add a new graduation program.
Program Details
Enter the program details. Required fields must be populated in order to save. Some fields are read only and cannot be changed.
- Enter a name that is descriptive and unique up to 50 characters.
- If schools offer different courses, consider adding the school's name or abbreviation to differentiate between plans.
- Select ES as the Credit Group.
- Enter a Code (optional).
- Leave Available for Selection on Portal unchecked.
- Leave State Reported unchecked.
- Leave Allow Planning of Alternates unchecked.
- Enter the Academic Start/End Year (optional).
- If a school is selected, the program will only be available to students enrolled at the selected school.
- Check Flagged to display a flag for a student that is assigned the program (optional).
- Enter a description of the program using the HTML Description box (optional).
- Click Save & Stay to update the program information.
Credits Requirements
- Select 1 for "credits" needed to complete the student's schedule for each grade level.
- Even though elementary school courses will not have "credits" this lets the system know how many courses should be included for a student.
- Click Save & Stay to update the credit requirements.
There are not values that need to be entered for the Program Criteria tab.
Course Plan Template
- Select the Course Plan Template tab.
- In the Non-Credit area, select the courses from the dropdown that for each grade level. These courses will be placed on each student's Course Plan when the program is assigned to the student.
- Click Save & Stay when all required courses are added.
Assign Graduation Plans to Students
Assign the newly created graduation program to all students. Courses can be modified at the student level as needed.
Navigation: Menu > Student Information > Program Administration > Batch Program Assignment Wizard
- Select Graduation as the type.
- Select the Elementary School program created in the steps above.
- Select Add Participation mode.
- Enter the Start Date of the current date. Programs are not active and available on a student's course plan if using a future date.
- Choose to add students using a Select Filter or Batch Add.
- Using the select filter can narrow results by Grade, Ad Hoc or Scheduling Group/Team
- Using Batch Add can narrow results by specific students.
- Click Update to add the program to the filtered students.
Assigning the program will assign the corresponding grade level courses to each student.
Grad Plan assignment will not impact the current year student schedule.
A student may only be assigned to one graduation program at a time.
Graduation plans can be updated manually or in batch if/when a student needs a different plan.
Changing the student's graduation program does not change recorded data regarding things such as classes taken and grades earned.
Plans must be turned into requests in the future year. Use the Course Plan Administration | Infinite Campus tool to convert planned courses to requests.
Once planned courses are converted to requests, updates to requests can be completed using Requests & Rosters or Walk in Scheduler for individual students.
A Middle School Graduation Program can be created to assist in gathering requests to be used for Master Scheduling. Assigning a Middle School Graduation Program will allow courses to be placed on a student’s Course Plan that can later be turned into requests. When a student is assigned an NC Graduation Program, it will override any other graduation program assigned to the student.
Please note PSUs Should Not create High School Graduation Programs. An NC Graduation Program must be assigned to high school students.
Grade Level Setup
Navigation: Scheduling & Courses > Calendar Setup > Grade Level Setup
Before adding a Middle School Graduation Program, Exclude from cumulative GPA/Rank Calculations must be unchecked for each grade level in the graduation program.
- Select the appropriate grade level.
- Uncheck Exclude from cumulative GPA/Rank Calculations
- Click Save.
- Repeat for each grade level that will be included in the graduation program.
Add Graduation Program
Navigation: Student Information > Program Administration > Academic and Graduation Programs
- Select Graduation in the upper right of the tool.
- Click New to add a new graduation program.
Program Details
Enter the program details. Required fields must be populated in order to save. Some fields are read only and cannot be changed.
- Enter a name that is descriptive and unique up to 50 characters.
- If schools offer different courses, consider adding the school's name or abbreviation to differentiate between plans.
- Select MS as the Credit Group.
- Enter a Code (optional).
- Leave Available for Selection on Portal unchecked.
- Leave State Reported unchecked.
- Check to Allow Planning of Alternates (optional).
- Enter the Minimum Number of Alternate Credits that should be selected (required if allowing alternates)
- Enter the Academic Start/End Year (optional).
- If a school is selected, the program will only be available to students enrolled at the selected school.
- Check Flagged to display a flag for a student that is assigned the program (optional).
- Enter a description of the program using the HTML Description box (optional).
- Click Save & Stay to update the program information.
Credits Requirements
- Select the Credit Requirements tab.
- Enter the appropriate number of "credits" needed to complete a student's schedule for each grade level.
- Even though middle school courses will not have "credits" this lets the system know how many courses should be included for a student.
- Click Save & Stay to update the credit requirements.
There are not values that need to be entered for the Program Criteria tab.
Course Plan Template
- Select the Course Plan Template tab.
- In the Non-Credit area, select the courses from the dropdown that for each grade level. These courses will be placed on each student's Course Plan when the program is assigned to the student.
- Click Save & Stay when all required courses are added.
Courses with HS Credit Type will not be available to select for this plan. Consider using a placeholder course for students to select in place of Middle School for High School credit courses. These placeholder courses can be replaced with the correct code using the Requests & Rosters tool.
Assign Graduation Plans to Students
Assign the newly created graduation program to all students. Courses can be modified at the student level as needed.
Navigation: Menu > Student Information > Program Administration > Batch Program Assignment Wizard
- Select Graduation as the type.
- Select the Middle School Program created in the steps above.
- Select Add Participation mode.
- Enter the Start Date of the current date. Programs are not active and available on a student's course plan if using a future date.
- Choose to add students using a Select Filter or Batch Add.
- Using the select filter can narrow results by Grade, Ad Hoc or Scheduling Group/Team
- Using Batch Add can narrow results by specific students.
- Click Update to add the program to the filtered students.
Assigning the program will assign the corresponding grade level courses to each student. Alternate options are available based on the program details information.
Grad Plan assignment will not impact the current year student schedule.
A student may only be assigned to one graduation program at a time.
Graduation plans can be updated manually or in batch if/when a student needs a different plan.
Changing the student's graduation program does not change recorded data regarding things such as classes taken and grades earned.
Plans must be turned into requests in the future year. Use the Course Plan Administration | Infinite Campus tool to convert planned courses to requests.
Once planned courses are converted to requests, updates to requests can be completed using Requests & Rosters or Walk in Scheduler for an individual student.
