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Next Year Setup: Tracks, Days, Periods - SchoolLogic

Overview

Setting up Tracks, Days, Periods in SchoolLogic.

Creating a Next year environment is a required process each year, regardless of whether your school uses the SchoolLogic scheduler. A critical piece of the Next Year environment is the school track(s), which are used for the following purposes:

  • Assigned to students
  • Linked to classes
  • Allows students to be available for the Next Year scheduling process for student and staff timetables

It is imperative this process be completed using the Next Year Scheduler's Create Next Year command and not by using copy tracks or add a new track. In a multi school environment, creating a Next Year must be processed at the school level for each school. Once the Next Year is created, you must review and adjust your Tracks, Days and Periods.

Adjusting Tracks

Review the newly created tracks which will be indicated with a NYR  prefix. Each Track will be a copy of the current track, plus one year. Review and adjust as required. 

NOTE: If you do not yet have the specific dates for next year, just get close for now. You do not have to enter the exact dates until a day or two before the School Year starts, but it is critical that all adjustments to Next Year Tracks be completed prior to the first day of School. Adjustments made after the start of a school year will impact your school database significantly. And not in a nice way.
Begin here: Setup > Tracks

Tracks

  1. Highlight desired track in the Group Manager at right. Click Tracks hyperlink in the top, left corner
  2. Adjust name and all dates to reflect the upcoming school year
  3. To ensure the Track knows whether you will be taking Daily -- or twice daily (same thing for our purposes here) -- Attendance vs. Period Attendance, answer either Yes or No for Will Attendance be taken on a per class basis. (Period Attendance = Yes). If this Track uses an Effort Legend (which usually occurs in elementary schools), choose one from the picklist. 
  4. Choose an Effort Legend, if desired.
  5. Click Submit

Term

1. Highlight the first Term within your Track. Click Terms  hyperlink in the top, left corner
2. Adjust all dates to reflect the upcoming school year.
See Note above, regarding specificity. Terms can be added or deleted at this point
3. Term dates must be within the Track date range
4. Click Submit

Report Periods

1. Click Report Periods hyperlink in the top, left corner
2. Adjust dates to reflect the upcoming school year. Report Periods can be added or deleted at this point
3. Report Period dates must be within the Term date range
4. Click Submit

Repeat for all Terms and Report Periods within the Track.
If there are multiple Tracks, repeat for all Next Year Tracks.

Adjusting Periods, Days & Calendar

Periods

1. Highlight the desired NYR Track
2. Click Setup Periods (period attendance) or Setup Daily Periods (for daily or twice-daily attendance)
3. Adjust times to reflect the upcoming school year. Periods can be added or deleted at this point
4. Click Submit

Days

1. Click Setup Days
2. Days can be added or deleted at this point. NOTE: Day Number sets the order of the days for the calendar and timetable.
3. Click Submit

Calendar
1. Open it by clicking Calendar.

2. Set holidays first, one at a time, by clicking on desired day, then:

A. Make that day's Day in Cycle Not Assigned

B. Uncheck Instructional  (meaning: instructional day)

C. Click Submit  to lock that day as a vacation day. 

D. Repeat for each vacation day for as far into the school year as you intend to calculate in Step 7.

3. Click the first School Day of  your month

4. Set day in cycle to the correct scheduling day for that day. Ex: Day 1 or Day 2 etc.
5. Set Periods to Use to Main -- unless alternate bell schedule has been created

6. Mark the day as Instructional by checking the box. 

7. Calculate to end of: Day, Month, Semester, Track
    User choice of which selection to use -- you're just choosing how far into the school year you're setting your day rotation. 
8. Holidays are numbered:

    -- Selecting will mean that non-instructional days (PD day etc.) will count as a day within the schedule. Suppose you have a three-day schedule, Friday is Day 1 and the following Monday is a holiday. That next Tuesday will be Day 3. 
    -- Not selecting will mean that non-instructional days (PD day etc.) will not count when the calendar is activated and therefore no days in the schedule will be missed. Suppose you have a three-day schedule, Friday is Day 1 and the following Monday is a holiday. That next Tuesday will be Day 2. 

9. When your ducks are in a row, Click Submit, which executes the Day assignment as deep into the school year as you specified in Step 7.

The above example shows:

A five-day timetable (Day 1, 2, 3, 4, 5)

A PD day on Monday the first.
A vacation day on Friday the 26th.
Holidays are not Numbered, which is why the 29th is Day 4 and not Day 5.

10. Click Submit to lock in your changes, and then close this form by clicking on the red x at top, right.

 

Need help? Contact our Support Desk.

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