Scheduling Help for Career Academies and SLCs

The Agenda 1. Introduction 2. Workshop Goals 3. Scheduling Guide 4. Group Activity 5. Software Options and Features 6. Resources 7. Question & Answer

Workshop Goals To make you aware of the scheduling process, related difficulties, how SLCs/ Academies complicate this process, and what can be done about it To critique your own school’s processes, looking at challenges as well as best practices

The Scheduling Guide Chapters – I. Why – II. Who – III. What and When – IV. Potential Conflicts – V. Related Software Appendices – Alternative Bell Schedules – Software Matrix – Glossary – Bibliography

Why Scheduling Is So Important Fundamental need of SLC/ Academy Most frequent problem/ complaint If done wrong, causes teacher frustration Not to mention students and parents It is hard to do well -- very complicated Bottom line: It is possible

Who Should Be Involved Traditional Method: – A single administrator or counselor, often working behind a closed (and occasionally locked) door – Students and teachers receive their schedule during the summer or right before school starts Recommended Method: – Master Schedule Team – Multiple stakeholders are involved in all aspects of creating the master schedule

Master Schedule Team Open system with a team environment to build capacity and collaboration Counselors, teachers, administrators, classified staff, even students At least two people with computer/database expertise, or ability to learn how to manipulate programs

District Role Districts should support schools by providing staffing information/ teacher allotments earlier rather than later in the Master Schedule Development Process – (by the fifth or six month of a traditional school year)

The 5 Stages in the Master Scheduling Process Planning Student course selection Master schedule construction Analysis, adjustment, and distribution of schedules Fine tuning and re-adjustment

Stages 1 & 2 (Aug-Dec & Jan-Mar) Planning & Preliminary/Initial Tasks (1-5) – Assemble and develop scheduling team – Team involves stakeholders – Team develops materials and calendar for creating the master schedule Student Course Selection/Course Tallies (6-8) – Students and families informed of course selection – Students register for next year’s courses – Team evaluates course tallies, negotiates with administration and the district

Stage 3 (March-May) Master Schedule Construction (8-10) – Team establishes rules for course scheduling and analyzes constraints and SLC/Academy needs – Computer runs begin, with final adjustments made by hand – Team invites stakeholders to view master schedule

Stages 4 & 5 (May-July & Aug-Sept) Analysis, Adjustment & Distribution of Schedules (10-12) – Master schedule is analyzed by team and stakeholders – SLC/Academy teachers analyze individual student schedules – Class schedules passed out and adjustments made by hand as needed Fine Tuning & Readjustment (13-14) – Team and stakeholders analyze process – Team reformed and process begins again

Constraints and Conflicts “Outside” requirements Staffing allocations Collective bargaining agreements Credit requirements Space constraints Time constraints Singletons/doubletons Special populations/programs Teacher preferences/needs Software capabilities Making deadlines SLC & Academy Needs!

SLC & Academy Needs Shared Leadership Linked Classes Common Teacher Prep Time Balancing Across SLCs Looping Advisories

Put This to Use! With two to three people next to you, discuss the following questions: – What are the two biggest issues, challenges, or constraints you face in developing the master schedule? – What are two best practices you have for addressing either your own or your group members’ challenges? On the poster paper: List most commonly shared challenges and 1-2 best practices

Software Research Links Classes Groups Students Allows for Block Scheduling Schedules Multiples Academies/SLCs Provides Common Planning Time

How to Get the Guide Written Guide: – (Resources Tab) – (Members only) PowerPoint and Handouts – Tutorials – IT’S (almost) ALL FREE!

Staying in Touch Charlie Dayton Susan Tidyman Tracy Hanna