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Description: This overview is intended to introduce Elementary School users to the Infinite Campus Walk-In Scheduling Module.  The Walk-In Scheduler allows users to add, modify, and restore an individual student's schedule. 

At the end of this session, the participants should:

• Have a greater understanding of Infinite Campus Scheduling Module

• Know how to complete a schedule for a student

• Have a general understanding of how scheduling changes can affect student attendance

Scheduling Accountability

All students must have a full schedule that is effective on their enrollment start date. A student’s schedule is complete in Infinite Campus when the student has a course scheduled for every period of every day (excluding the Activity period). For Elementary schools, scheduling is completed by the secretary. For Middle and High Schools, scheduling is completed by the school counselor or administrator.  Starting the first day of school, the Walk-in scheduler module is used to schedule students.

The Walk-In Scheduler is accessed through the student's schedule tab. With real time data, by making a change to a student’s schedule, a user has the ability to impact how attendance and grades are entered in other areas of Infinite Campus.

If you are unsure about how to change a student’s scheduled class or classes, you should refer to this document or the Infinite Campus Dashboard.  If additional support is still needed, complete a Campus Support Form.

Certify will notify users when a student enrollment start date is equal to today.  The notification will become a violation when the student does not have any scheduled courses after the enrollment start date. 

To receive your Infinite Campus Scheduling tool rights, you must first take the Infinite Campus Scheduling Knowledge Assessments (Elementary or Secondary) on PublicSchoolWorks (PSW) and pass with an 80% or above proficiency every school year.  If the PSW Assessment is completed after the first day of school, please submit a Support Ticket to have your tool rights activated. 

Infinite Campus Support

There are four main options to obtain support for Infinite Campus users:

Infinite Campus Dashboard - The Infinite Campus Dashboard is our virtual knowledge base of instructions and information. It was created by Columbus City Schools specifically for our users. It includes instructions and guidelines on how to complete tasks specific to our District and is your primary resource for help.  To access the Dashboard, log in to IC, click on the Index tab, click Links, and select Infinite Campus Dashboard. All information found in this document can be found on the Dashboard.

Campus Community – This is the knowledge center that was created by Infinite Campus. It shows instructions on how to use the core product.  There are videos, written instructions and hands-on lab exercises to help users.

Infinite Campus Support Form (Ticket) – This is the fastest and most efficient way to receive support. You can contact the Infinite Campus Support Team with questions or issues by submitting a support ticket including as much detail as possible.

Student Data Specialists (SDS) - The Student Data Specialists are a source of support and guidance regarding student data and its interactions with IC and associated support systems for various building staff.  They visit the schools on a regular basis throughout the school year and can provide on-site training sessions and guidance on the reconciliation of errors identified through Certify and IC reports.

The SDS team represents schools based on their region assignments. All six regions in CCS have a team of two SDS team members assigned.  Check the list of regions and staff to find the SDS for your building.

Viewing a Schedule

The Schedule tab allows users to view and print the student's scheduled courses in multiple formats. The student's schedule can be used to find where the student is during the day, to determine which courses the student should be taking in future years and to print the student's schedule. A calendar must be selected in the school toolbar for schedule information to display. The schedule tab is located: Index > Student Information > General > Schedule

Open

You can view a schedule in either Calendar or Term View.  These options show at the bottom of the screen on the schedule tab. You can view and work on a schedule in full screen mode by clicking on the icon at the bottom of the screen.

Open

Note that when a user chooses to view the student's schedule in a certain way, by choosing one of the options, and then navigates away to a different tab within Infinite Campus, the next time the user accesses the student's schedule, the same view option that was previously chosen displays again.

Calendar View

This view shows the student's schedule by the current Day (standard view), the current Week, or by an Agenda view.  When you click on Calendar, you will see three different options at the top of the schedule:

• Day View – This view displays the name of the Period, assigned Room Number, Course Name and Assigned Teacher and any recorded attendance for that period display. The current period is highlighted in a blue outline to easily determine where the student is. A red line indicates the current time.

• Week View – This view lists the student's courses for the selected week.

• Agenda View – This view lists the student's courses in a planner type of view, with the date, time, and course.

Term View

The Term View displays the student's courses for a selected Term and each selected Period Schedule. Choose the Filter at the top of the schedule to select which terms and periods display.  Remove the selected terms by clicking which Term or Period Schedule to not show in the Schedule. Terms and Period Schedules without a green checkmark DO NOT display in the schedule. Click the Reset button to undo any removed terms or period schedules.

Filter Options

When first accessing the Filter, the schedule grid displays all terms and period schedules, both active and dropped courses, and any special days. Some filter options may affect the searching and placing of courses on the grid. Messages display when these options may need to be changed or to remind the user that not all items may be shown in the grid due to filter selections.

Remove selected terms by clicking the ‘x’ next to the name of the Term or Period. Terms and Period Schedules without a checkmark DO NOT display in the schedule.

If changes are made, a Reset button displays. Click this to return all filter options to the original display.

Term View Settings

There is one setting that can be turned on or off when viewing the student schedule in Term view. A short description of that setting displays when clicking the info icon in the Settings side panel. Changes automatically save (i.e., there's no need to click a save icon).

• With the setting on, the course number and section for the currently placed course displays.

With the setting off, the course number and section for the currently placed course does not display, and only the name of the course displays.

Printing a Student’s Schedule

Print the student's schedule in any selected view by choosing the Reports button at the bottom of the page. This prints the student's schedule in the selected view (Day, Week, Agenda, Term) in PDF format. If a user has removed certain terms by modifying the Filter bar selections only those options selected in the Filter bar are included in the print.

Elementary School Students Required Courses

For elementary school students, certain courses are given to every student in the building.  However, there are some courses that are not assigned to certain students, depending on grade level. 

**Some elementary schools will offer additional courses that are not offered in every CCS Elementary School, such as foreign languages or dance courses. 

Chorus and Instrumental music are assigned by student.  Only students in 4^th, 5^th or 6^th grade will have these courses offered to them.  A section can be added to the course 000000 N/A to block these courses on all other students’ schedules.

Course Numbering

Course numbers have a minimum 6-digit length.

• The first digit represents the Grade Level designated for the course.

  • 0 = Kindergarten, 9 = all grades 9-12

• The second digit represents the Content Area.

• If a course is leveled (as in the example screenshot above), the Course Level is represented by the 5th digit.

• The Course Length is represented by the 6th digit.

  • 0 = Year-Long, 1 = Quarter, 5 = Semester

• If the course was previously a year-long course (prior to 2020-21) and has been split into two semester courses, a period (.) is added after the 6th digit, and the 8th character represents the Semester.

• A single-letter Suffix can optionally be added at the end of a course number to further clarify the intended audience (see chart below)

Using the example (521250E):

• 5 - Elementary Grade 5

• 2 - English / Language Arts Content Area

• 15 - Reading sub-content area

• 5 - 5th level in Reading Where applicable, the fifth digit will denote the level of a If there is only one version of a course in a sub-content area, it should be a 0.

• 0 - 120 Seat hours minimum. (typically, a 1-credit course meeting 5 days/week for a year)

• E - Special Education version of this course

For High School courses, all course numbers will start with the number ‘9’.

Course Suffix

Multiple suffixes may be used for courses that meet more than one criterion.  For example, a Special Education Course that is being taught as a Block course. This would have a suffix of EB.

Sections and Section Numbering for Elementary Schools

The Sections tab provides a view screen listing all sections for the selected course and basic identifying information about that section - the assigned primary teacher, where the section meets, in what term and for what period, and how many students are in each section.

Using Teams In Elementary Schools

In order to make scheduling for ES students more efficient, when creating sections for teachers, we assign them a team.  Students in elementary schools will typically travel to lunch, art, music, and gym as a group, and spend the rest of the day in academic classes with the same teacher.  Therefore, we can create a team of teachers to assign to that group of students. Teams are labeled using the section number of the primary teacher.

Adding Sections and Assigning Teachers

The teachers name will show up on the course information.  This shows that the teacher is attached to the course and is able to take attendance and will have their name show up in the Classroom Monitor.  If a teacher’s name is not visible, they must be added as the Primary Teacher on the Staff History Tab for the course section. 

Below are directions on how to create a course section and how to add your teachers to the sections.

1. Select Course/Section from dropdown menu.

2. Type in the name of the desired course and select Go. (You can just click Go to see a list of all courses on your school’s course deck.)

3. Select the desired course by clicking on the name.

4. Click on the Sections tab.

5. Click Add a Section.

6. In the Section Editor, give your section a section number. (You do not need to add the Teacher Display Name here, once you assign the primary teacher this field will populate. You can add a specific display name if you want to use a team name.)

7. Add a Team to this section if applicable.

8. Check the Homeroom box if applicable. It is important to mark sections as 'Homeroom' where applicable.  All students should have one homeroom period during the day.  For MS and HS students, this is not required to enable teachers to take attendance, however, it is important for running certain reports as well as feeding data to third party applications.

9. Select periods in the Section Schedule Placement. This grid is used to mark in which term and period the course section meets.

10. Click the Create Section button at the bottom of the screen. 

Once the section is created, a new list of tabs will display.  One of the tabs will be the ‘Staff History’ tab.  The Staff History tab tracks the history of teachers for a particular course section and lists active primary teachers, additional teachers assigned to the course, and section staff.

Adding a New Primary Teacher

1. Select the ‘New Primary Teacher’ icon from the action row. The Staff History Detail editor appears.

2. Select the primary teacher's Name from the dropdown list.

3. Select the District Assignment from the dropdown list. Do not select Role.

4. If this primary teacher started before the start of the school, do not enter an Assignment Start Date. If this primary teacher started after the start of the school at any point, enter an Assignment Start Date. If you are adding a new primary teacher during the school year, the system will automatically end date the previous teacher.

5. Determine how the Primary Teacher's name should display on the Section Tab.

6. Click the Save icon when finished. The primary teacher will appear in the Staff History list and be viewable on the Course Sections tab.

There may be a time when you will need to add an additional teacher/staff member to a course so that they have access to edit/view information in the course. If you add a staff member you have two options:

• New Teacher: The staff member added to the course section using this tool will have edit rights to the selected section. They can add grades, add comments, and take attendance.

• New Section Staff: The staff member added to the course section using this tool will have view rights only. For staff that needs to be added for

Adding Additional Staff to a Section

1. Click on the ‘New Teacher’ or ‘New Section Staff’ button.

2. Select the name of the additional teacher who will need access.

3. Select their District Assignment.

4. Enter the teacher/staff members start date if applicable.

5. Click Save.

Walk-In Scheduler Tools

Before the first day of school, scheduling staff can use the Roster Setup tab to quickly create rosters by section. However, after the first day of school, the Walk-In Scheduler is the only Infinite Campus module used to schedule, modify, or remove students from/into their courses. When you click on a student’s schedule tab, select Walk-In Scheduler at the bottom of your screen. There are two ways to schedule a student using the Walk-In Scheduler.  You can use the Search Panel or the Requests Panel.  These two options are located on the right side of the schedule when you select the Walk- In Scheduler.

Requests Panel

Typically, this panel will not be used after the start of school. Course requests are frequently used during Master Scheduling while working in the Schedule Wizard. 

Search Panel

Use the Search Panel to find specific courses to add to a student's schedule by entering search criteria.

You can search for courses by entering one or more of the following options:

• Course Name (or part of the course name)

• Course Number

• Teacher's last name

• Term in which the course meets

• Period in which the course meets

• Schedule

• Team Name

• Department

When searching for a course and choosing an option, the cells where that course is scheduled highlight in the background. If you have altered the Filter bar to hide some terms or periods you don't want to see, and attempt to search for a course, a Hidden Section Warning message displays asking if you want to continue with your settings or reset them. Click the Continue button to not make any changes to your schedule display, or click Reset, which causes the hidden Term to display again. 

Click the ‘Add Option’ to add additional search criteria.

 When the course displays, click the arrow next to the Course name to view information about the course section such as:

• Section Number

• Number of students assigned

• Maximum number of seats

• Terms

• Period Section Placement

When using the Walk-In Scheduler your first step should be to enter the effective date of the student's enrollment in the course. You can enter this by typing in the date in mmddyyyy format, choose the calendar icon to select a date, or click the Today button to begin the course on the current date. Entered dates must be within the term dates of when the course meets. The entered date remains after adding a course. During the school year, it is essential that you understand that if the effective date is used incorrectly, it can delete information.

• Select the Search Option from the dropdown list (Term, Course Name, Course Number, etc.) and enter the desired search criteria into the field or select the desired criteria from the dropdown list. To remove a Search Option, click the red X to the right of that option. To add more options, click the Add Option link.

• Click the Search button for matching results to display.

Scheduling New Students

Central Enrollment does not contact each individual school to inform them of a new student.  It is up to the school to run the New Enrollment Notification report to view all newly enrolled students in their building.  This report is found in Infinite Campus with the following path: Index > Student Information > Reports > New Enrollment Notification.

Certify will also send a notification that a student’s enrollment start date is equal to the current date.  You will receive this notification as a reminder that the student needs to be given a full schedule as of the enrollment start date.

A student must have a schedule the first day they are enrolled. The scheduler must view the student's enrollment history to determine the appropriate start date. For example, if a student’s enrollment begins on 8/29/2023, but the student does not attend school until 9/06/2023, the schedule start date MUST be 8/29/2023. The scheduler must then ensure that all absences between 8/29 and 9/06 are entered on the student's attendance tab.

To schedule a new student, use the Search feature and select courses to add to the schedule. For Elementary School students, search for courses by Team.  This will quickly fill in a student’s schedule based on grade level and the teacher they are assigned to. 

To create a schedule for a new student:

1. Search for the student.

2. Check the Enrollments tab if you need to know the start date if it is after the first day of school. In our example, the student did not start the first day of school, but on 9/5/23. If it is before school starts, a date is not required.

3. Navigate to the student’s schedule tab.

4. Click on the Walk-In Scheduler button at the bottom of the screen.

5. Click on the Search option on the side panel.

6. Enter the effective date (This must be the date of enrollment at your building).

7. Search for the course you want to add by any of the available search options.

   • For elementary schools, change the search option to Team (not Term) and select the desired Team from the dropdown list. A green checkmark indicates that team is selected.

8. Hit Search.

   1. For elementary schools all the courses associated with that team will display.

9. A list of courses based on your search criteria will display in the Search panel. Click the plus sign (+) next to the name of the desired course to expand it.

10. Click on the section listed under the course that you want to add to the student’s schedule.

11. The ‘Schedule Update’ dialog box will appear. Verify that the correct course, section, and start date are indicated. If all the information is correct, hit save.  (DO NOT CHECK THE DON’T SHOW AGAIN OPTION.  It is important that this box appears each time you add a course to prevent unintentional mistakes.)  
    If the information is not correct, press ‘Cancel’ or ALT-C to exit placement mode

12. The course is now saved automatically. Repeat the steps to add additional courses until the schedule is complete.

If there are empty periods that need a course scheduled, the scheduler can quickly view all courses available to be placed in that empty period. Click on the ‘No Scheduled Course’ text. This will automatically provide a list of courses and sections available to fill the gap.

This will change your search options.  Click the red ‘X’ next to the additional search options to remove them.

For elementary schools, add each course that showed up under the team search.  Typically, teams do not include such periods as Chorus or Instrumental Music.  For students that do not attend these courses, an appropriate N/A blocker course should be added.

Adding CH/IM Blocker Courses for Elementary

1. Check your effective date to ensure it is correct. If before the first day of school, no date is required.

2. Click on the ‘No Scheduled Course’ option in the CH period.

3. The search will display available courses that can be added to that period.

4. In the search results, click the (+) sign next to the course ‘N/A’.

5. For KDG – 3^rd grade students – select section 5555 (CH & IM) to block both the Chorus and Instrumental period.

6. For 4^th - 6^th graders – select section 3333 to block the Chorus period only.

7. The ‘Schedule Update’ dialog box will appear. Check the information to ensure it is correct and hit save.

8. If 4^th – 6^th grade, repeat these steps for the IM period and add section 4444 to block that period.

The empty period is now scheduled.

Activity Periods

The Activity period is used during the school year for various reasons such as sports or after school activities.  The Activity period has been added to all CCS Elementary Schools as of 23/24 SY. One new important use of the Activity Period will be to add the Educational Access course to students foster placed by Franklin County Children Services (FCCS). The Educational Access course allows FCCS staff members, that have permission to work with our foster placed students, access to their educational information. 

This course has been added to every school by the Infinite Campus Support Team, and every student in the District who is Foster Placed will be scheduled into this course. All scheduling into and out of this course will be handled by Central Enrollment Staff ONLY.

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