Check List for Secondary Schools

This outline lists the steps necessary to prepare a secondary school for a new school year.  Please note that you do not have to complete all steps although they are recommended.  The fundamental concept is to finish off completely your school year before transferring to current.  Once you have transferred to current you will be working in the next school year.

Initial Preparation

  Initialize Scheduling

  Make changes to next year’s Courses file and publish for students

  Add new students for next year

  Change enrolment status and next year’s grade for specific students (i.e. junior students who are not returning and students
      repeating a grade

  Make changes to the staff records (new staff and staff not returning next year)

  Make changes to next year’s Room/Homeroom File

Student Choices

Enter the students’ choices

Print students with duplicate or invalid choices

Print choice verification lists

Make changes to individual students’ choices

Print a Course Tally

Make changes for cancelled courses

Print another Course Tally

Set up the Next Year’s School Structure

Specify the number of semesters, terms, days and periods for the next year

Set up the semester and period patterns for next year’s courses

Set up lunch periods (if desired)

Set up Classes File

Create and/or edit the Classes File based on the numbers reported in the Course Tally

Build the Timetable

Use Master Builder to build the master timetable

Examine the resulting timetable

Load the students into the classes

Print information to help analyze the resulting information

Repeat this process until the timetable is complete

Final Details

Make timetable changes to individual students

Assign remaining rooms and teachers to classes

Assign students to homerooms

Print student timetables, teacher timetables, room timetables, class lists, homeroom lists

Close off the Last Year and Implement the New Year

Print all necessary lists and reports (Report Cards, Monthly Attendance Registers, Individual Attendance Cards, Transcripts)

Backup the completed school year and store in a safe place

Transfer the scheduling information to this year

Create a new school calendar. The new calendar should be created by choosing File, School Setup, Calendar (this only needs to be done if one wasn't created during the transfer to new year process).