Process Name:
Last Updated:
Initial Author:
Last Updated by:
Time period(s) most often
used:
Building Articulated K-5 Schedules
05/06/2017
Mary-Jo MacRae
Mary-Jo MacRae
During Scheduling May, June, July, August
Building Articulated K-5 School Schedules
1. Background Information
Elementary schools or schools with K-5 students should articulate student/teacher schedules for the
2017-18 school year. Articulated means that course sections should be created at an accurate term
length (Full-year, semester etc…) and should be scheduled on the day and period in which they occur.
The majority of K-5 course sections are full year courses and will continue to be scheduled as they have
in past year(s).
At the K-5 level, with few exceptions, usually semester length terms will only be required for English
Prime students in grade 5 and those grade 4 students in a combined 4/5 students who participate in the
Intensive French Block. For these students scheduling it is recommended that:


Art, Homeroom, Intensive French, Mathematics, Music, and Physical Education are scheduled as
full year courses;
English Language Arts, Science, Social Studies, and Personal Wellness are scheduled as Semester
length courses;
PLEASE NOTE: INTENSIVE FRENCH IS A FULL YEAR COURSE not TWO SEPARATE SEMESTERS.
The following guidelines for Intensive French should be followed:




Intensive French is a full year course;
The number periods that occurs in a week and when they are scheduled will have to be adjusted
in the office when the semester changes;
There is a large intensive block 980-1000 minutes a week in one semester and 150 minutes a
week in the other semester.
When scheduling permits the large block of Intensive French should be offered in the first half of
the school year Semester 1 and these semester length courses should be scheduled in Semester
2.
1
2. Creating Semester Length Terms
In order to schedule a course section for a semester length, schools will first need to create Semester 1
and Semester 2 in the Years and Terms. The Full Year for 2017-18 has already been created for all
schools by the Department. To access Years and Terms follow this path:
Start Page>Set Up>School>Scheduling>Years and Terms>Edit Terms
The 2017-2018 has had the dates of 07/10/2017 – 06/29/2018 set by the department. These dates
facilitate summer scheduling and year end procedures.
Following this pattern, Semester 1 should be set to start on 07/10/2017 matching the 2017-18 start date
and Semester 2 should be set to end on 06/29/2018 matching the full-year end date.
At the elementary school level, the transition date between the two semesters can be determined at
the school level unless otherwise advised by the district.
This generally should be the half point in the school year somewhere at the end of January or start of
February.
PLEASE NOTE: All K-12 schools should follow the high school provincial turn over dates for semesters.
Separate Semesters should not be created for K-5.
To Create Semesters click on Edit Terms:
On the Term Setup Screen click on the New button to open the Edit Term screen:
Please Note: Terms can be created and dates set at the school level during scheduling in the spring for
the next school year. After the year end rollover in July, schools will no longer have access to this
function. Creation of new terms or changes in dates of existing terms will have to be requested via the
Help Desk and completed by the SIS District Administrator.
2
On the Edit Term Screen:
Follow the naming convention exactly as
shown Semester 1 and S1. Enter the first
day and last day of term and assure the
portion of the year is set at ½ and Submit.
Click New again and create Semester 2,
assure you leave no gap between end
date of S1 and start date of S2. The start
date of Semester 2/S2 will 1/31/2017
With Semester created in Years and
Terms they will be available when
creating sections and setting term length
PLEASE NOTE: Even if your school only
offers semester courses in one of the
possible two semesters, both Semester 1
and Semester 2 must be created.
Return to the Years and Terms Screen, you will now see a full year and two semesters.
PLEASE NOTE: Districts or Schools may choose to start Semester 2 on a Monday instead of a
Wednesday. This is often the preference in a K-5 School or K-12 School who want new Grade 5 classes
to begin at the start of the week. When this is done in a school with high school students, the two
turn around days are set at the office with the attendance not required code.
In all ASD-E Schools with semesters, Semester 2 start on a Monday. The semester dates are set as
Semester One: 07/10/2017-01/28/2018 and Semester Two: 01/29/2018-06/29/2018
3
3. Creating Semester Length Course Sections
With the required term lengths created in Years and Terms, you are ready to begin building course
section. To access sections follow the path:
Start Page>Set Up>School>Scheduling>Sections
From the list of possible courses available at your school,
Choose the one of the semester length grade 5 or 4/5
courses you need to schedule (ELA, Science, SS or Personal
Wellness) to open the Edit Section page.
Choose can be sorted by course code number or by course
names.
TIP: You can be quickly located by type crtl f which open a
find box where you can starting to type the name of the
course. The list will highlight those courses that match.
After selecting the course, click on the New button to create a section and open the Edit Section page.
4
One of the required information to enter about the
section is the Term length. It will default to full year
2017-18. For your semester length courses, the pulldown menu will have to be opened to choose the
appropriate semester as shown below.
Term length is just one of the many pieces of information you will complete about each course section.
When everything is completed, click on Submit at the bottom of the page.
Setting a tem length to Semester will cause the course to display in both the teachers and student
schedules with S1 or S2.
PLEASE NOTE: It is very important to set the term length before enrolling students. If it is necessary to
adjust term length or dates after students have already been enrolled in a course section, each
individual student enrollment dates will also have to be adjusted. Contact the Help Desk for
assistance with the correction.
The Intensive French Block Section Schedule will have to be adjusted at the semester change to maintain
the accuracy of the student and teacher schedules.
5
The screen capture below shows the scheduling of the large block of instruction time during the first half
of the school year. On January 31 or school assigned start of Semester 2 the Administrative Assistant
would adjust the check marks to reflect the reduction of time spent in this course.
4. Creating Reporting Terms
Final Grade Reporting Terms are used to set the dates and terms that appear in the PowerTeacher Pro
gradebook. This step cannot be completed until Year End procedures are completed in July but should
be done before the start of the 2017-18 school year. Follow this path:
Start Page>Set Up>School>Grading>Final Grade Reporting Term Set Up
You will see the terms that have been built in Years and Terms, they will all need to be assigned Final
Grade Report Terms for the PT Pro Gradebook and Report cards.
6
K-8 reports in Trimesters so T1, T2 and T3
reporting terms will need to be created for
both full-year and semester length courses.
This will be displayed in PowerTeacher Pro.
Click on NEW to Create reporting term. For
2016-17 the Terms Dates will be established by
school or district. For Semester 1 the T2 Term
will have to have an end date matching the
end date of S1 and the for Semester 2 the T2
term will have to start on the same date as the
first day of S2.
Please Note: The Final Grade Reporting Term dates will need to be entered by the SIS Administrator. A
helpdesk request including the reporting term dates should be made by late August.
Please refer to the Live Side Scheduling Guide - May 2017 on DataConnect for more detailed scheduling and final
grade set-up directions.
7