Scheduling Students Using the Infinite ... - PublicSchoolWORKS

Scheduling Students Using the Infinite Campus Walk-In Scheduler

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Scheduling Students Using the Infinite Campus Walk-In Scheduler The Walk-In Scheduler allows the users to add, modify, and restore a student's schedule. With real time data, any changes made will also display in all other areas, including the teacher's roster, grade book, and attendance. The Walk-In Scheduler is accessed through the student's schedule tab.

In this section are step-by-step instructions on how to move students from one class to another in Infinite Campus after the first day of the school year. Use the Walk-In Scheduler so that attendance and grades remain intact during the process.

In this section you will find step-by-step instructions on how to:

I. Access the Walk-in Scheduler II. Elementary Schools: Add A New Student Schedule III. Middle and High Schools: Add a New Student Schedule IV. End Date the Student’s Current Course(s) V. Change Student's Current Schedule

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IMPORTANT REMINDERS:

Making a change to a schedule will impact how attendance and grades are entered in other areas of Infinite Campus. To minimize errors always use the walk-in scheduler to change schedules after the first day of the school year.

Never use Roster Setup to remove a student from a course after the first day of the school year.

Never use Delete to remove a course from a student’s schedule. The Delete option is disabled from most user accounts after the first day of the school year.

Never use Load or Unload to change a student’s schedule. Do not end date the schedule in Infinite Campus, when a student withdrawals from the

school. If the schedule is end dated, attendance cannot be taken. All students should be marked absent until Central Enrollment end dates the student enrollment. The schedule will be end dated by Central Enrollment using the appropriate withdrawal date.


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I. Access the Walk-in Scheduler The Walk-In Scheduler allows the user to add, modify, and restore a student's schedule. With real time data, any changes made will also display in all other areas, including the teacher's roster, grade book, and attendance. The Walk-In Scheduler is accessed through the student's Schedule tab.

1. Click on Search Tab. 2. Select Student from the drop-down menu. 3. Enter the student’s name, last name first. 4. Click Go. 5. Click on the student’s name in the Search Results. 6. Click on the student’s Schedule Tab.

a. If you do not see the Schedule Tab i. Click the Index Tab ii. Click Student Information iii. Click General

7. Click on Walk-In Scheduler. If you see View Schedule, you are already in the student’s Walk-In Scheduler.


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A Schedule must be selected for Schools with Multiple Calendar Structures to view the Walk-In Scheduler.

II. Elementary Schools: Add A New Student Schedule

Step-by-step guide

Review - Access the Walk-in Scheduler

Create a Schedule Using Search/Student Request Toggle.

1. In the Walk-In Scheduler, on the student’s Schedule Tab, click Search. If you see Student Requests, you are already in Section Search.


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2. Section Search will open on the right side of the screen.

3. In the Start Date field, enter the enrollment start date found on the Enrollment tab.


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4. In the Team field, use the drop-down menu to select the teacher’s team.

5. Click Search.

6. All courses for the teacher's team, including Unified Arts courses, will display.

7. Click on each course to be added to the student’s schedule.

8. Repeat until each course is added to the schedule.

9. The course will now display on the walk-in scheduler with the start date entered.

Note: The schedule is automatically saved.

Student's schedules are complete when the student has courses scheduled for every period on the Teacher's TEAM!


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Searching by Empty

You can also click on the word “Empty”, if available, in one of the periods. A list of courses available during the period selected will display on the right side of the screen under the Section Search criteria fields. Enter the Start Date and click on the course to add it to the student’s schedule,


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III. Middle and High Schools: Add a New Student Schedule

Step-by-step guide

Review - Access the Walk-in Scheduler

Create a Schedule Using Search/Student Request Toggle.

1. In the Walk-In Scheduler, on the student’s Schedule Tab, click Search. If you see Student Requests, you are already in Section Search.

2. Section Search will open on the right side of the screen.

3. In the Start Date field, enter the enrollment start date found on the Enrollment tab.

4. Enter one or more Search criteria.

Course Number Course Name Department Teacher Term Period Schedule


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5. Click Search.

6.

Click on each course to be added to the student’s schedule.

7. Repeat until each course is added to the schedule.

8. The course will now display on the walk-in scheduler with the start date entered.

Note: The schedule is automatically saved.

Student's schedules are complete when the student has courses scheduled for every period of every day!

Searching by Empty

You can also click on the word ‘Empty’, if available, in one of the periods. A list of courses available during the period selected will display on the right side of the screen under the Section Search criteria fields. Enter the Start Date and click on the course to add it to the student’s schedule.


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IV. End Date the Student’s Current Course(s) WARNING !!!! Modifying a course Start Date OR End Date without following the proper instructions will result in the deletion of the student's attendance and grades. It may be necessary to use a date that has already passed; If this cannot be avoided notify the Building Administrator so that the attendance and grades can be reviewed for the student prior to continuing the schedule change.

If a student has attended or was marked absent in the class even once, it is critically important to preserve any and all data associated with that roster entry, such as grades in the teacher grade book and attendance data. Preserving this information will be done if a drop date is added to the section the student is dropping and a start date is put on the course they will be attending.

Prior to changing a student’s schedule you should always print their current schedule, grades (including grades from the teacher grade book) and the attendance period detail report.

To manually add an end date for a student for a section:

1. Click the section number in the student’s schedule. This will open a new window where these dates can be entered.

a. When selecting an End Date that has already passed all attendance and grades for the course will be deleted. For Example, If the schedule is being changed on November 15, AND the entered End Date is November 10, the schedule will be ended on November 10; all attendance and grades already entered for November 10 through November 15 will be deleted.

2. When finished, save the date by clicking Save.

Note: If the Start Date field is blank, the student schedule starts on the first day of the school year.


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End Every Active Course on the Schedule

To end date all courses of a student’s schedule at one time:

1. Enter the Effective Date field.

2. Click End above the Effective Date. A message will open stating ‘All active and future rosters will be ended as of (mm/dd/yy). Do you want to continue?’ Click OK.

All courses will now display on the walk-in scheduler with an end date.

Effective Date Remember that courses are ended as of the day before the entered Effective Date. When selecting an Effective Date that has already passed all attendance and grades for the course will be deleted. For Example, If the schedule is being changed on November 15, AND the entered Effective Date is November 10, the schedule will be ended on November 9; all attendance and grades entered for November 10 through November 15 will be deleted. It may be necessary to use an Effective Date that has already passed; If this cannot be avoided notify the Building Administrator so that the attendance and grades can be reviewed for the student prior to continuing the schedule change.


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V. Change Student's Current Schedule WARNING !!!! Modifying a course Start Date OR End Date without following the proper instructions will result in the deletion of the student's attendance and grades. It may be necessary to use a date that has already passed; If this cannot be avoided notify the Building Administrator so that the attendance and grades can be reviewed for the student prior to continuing the schedule change.

If a student has attended or was marked absent in the class even once, it is critically important to preserve any and all data associated with that roster entry, such as grades in the teacher grade book and attendance data. Preserving this information will be done if a drop date is added to the section the student is dropping and a start date is put on the course they will be attending.

Prior to changing a student's schedule you should always print their schedule, grades (including grades from the teacher grade book) and the period detail report.


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TIP: Don't know the course number? To have a handy reference for course numbers on the screen, click on the Search tab on the Index pane, Change the selection to Course/Section and click Go (with nothing in the search box). This will display a list of the courses on the left side of the screen. DO NOT CLICK ON THE COURSE IN THE SEARCH RESULTS or this will close the Walk-In Scheduler.

Step-by-step guide

Drop and Add mode Using Schedule Requests

1. Verify that the year is correct.

2. Click on Student Requests. If it says Search, then you are already in the Student Requests.

a. The Requested Units will display on the right side of the page. b. If requests have not been entered for the student, enter them on the right side of

the screen.

3. In the Course # fields, type the course number for the course you want to add to the student’s schedule.

4. Save Reqs a. An @ symbol will display to the left of the course numbers once saved

1. Select the course to be added to the student’s schedule from the requests list. a. Click the @ symbol to the left of the course number to schedule the student in that

course. The selected course is highlighted in yellow.


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Effective Date Remember that courses are ended as of the day before the entered Effective Date. When selecting an Effective Date that has already passed all attendance and grades for the course will be deleted. For Example, If the schedule is being changed on November 15, AND the entered Effective Date is November 10, the schedule will be ended on November 9; all attendance and grades entered for November 10 through November 15 will be deleted. It may be necessary to use an Effective Date that has already passed; If this cannot be avoided notify the Building Administrator so that the attendance and grades can be reviewed for the student prior to continuing the schedule change.

2. Enter the Effective Date

3. Select a Manual Mode: Drop and Add from the Drop Down list

a. Add - To Add a course without changing what is currently on the Schedule Use this mode if adding a full day blocker such as IPASS, Columbus Global Academy, or Columbus Gifted Academy

b. Replace - To replace the course currently on the schedule. NEVER choose replace after the first day of school.

c. Drop & Add - to End Date the current course and add the selected course

4. Select the available section to be added in the schedule grid.

Green - a section exists during that time and has open seats. Open sections also have a triangle in the lower right corner that when hovered over will indicate that the section is open.

Red - a section exists during that time on the schedule, but is at capacity. This may also indicate that the student has a student-to-student constraint in the section. If the constraint is "strict" the students may not be placed in the same section. If the constraint is not marked as strict, the students may be placed in the same section only if there are no other course section options available.

Yellow - the student is currently scheduled into the course at that time.

Repeat steps 1 – 4 above to schedule the student into each of the applicable requested courses

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Scheduling Students Using the Infinite ... - PublicSchoolWORKS