Introduction
NOTE: It is suggested that the Scheduling Kick-Off is initiated on or before 1 June and completed no later than 30 June. The earlier this process is started and completed the better.
Enrolment of students and class schedule design are crucial elements of the effective operation of a school. Because of this, a Scheduling and Enrolment process is followed throughout Pacific Church Schools to facilitate greater clarity, guidance and accountability.
The Scheduling and Enrolment process consists of various sub-processes such as: Course Registration; Student Registration; Enrolment Tracking; Program Management; Scheduling and more.
In general, the Scheduling and Enrolment process is initiated in June and is not complete until student records are entered into PowerSchool; schedules are created; and tuition fees are accounted for.
Key resources related to scheduling are listed as follows:
FreshDesk
Numerous articles have been created to help guide users through the Scheduling and Enrolment process. These articles are stored and categorized on this web page: https://pacificschools.freshdesk.com/support/solutions/6000138881
Google Forms
Various forms have been created to collect and store information. The scheduling related forms can be found in this folder: https://drive.google.com/drive/folders/1HGwCmrFivNV31rvb4KcrGVzp5L484bZB?usp=sharing
Microsoft Teams
Word documents, Excel files, and Powerpoint presentations related to scheduling are housed on a cloud-based Microsoft Teams site for easy access. The Microsoft Team site is named: "SCH - Scheduling & Enrolment". Standard templates are stored in the "General" channel, but individual "channels" have been set up for each of the schools. You will need to use your churchofjesuschrist email address and password to log in to this site. You can visit the site directly through the Microsoft Teams app, or via this web page: https://teams.microsoft.com/l/team/19%3a9bb4ebdd0c6f4b9da9a69495ef25f889%40thread.skype/conversations?groupId=f43cbc27-27f7-4dcf-a793-46b9f4550bbc&tenantId=61e6eeb3-5fd7-4aaa-ae3c-61e8deb09b79
SQL Reports
Various categories have been setup in the SQL Reports section of PowerSchool to support the scheduling process and provide schools with data to make informed decisions. Look for the SQL categories prefixed with "Scheduling Phase": https://powerschool.ldschurch.org/admin/sqlReports5/home.html
Key Tasks
▢ Select and engage the Area SEC (Scheduling & Enrolment Committee)
Task Steward: Area SEC
Key Resource: N/A
Each year, an Area SEC (Area Scheduling & Enrolment Committee) is formed to oversee the scheduling process. The Area SEC’s role is to consult with schools and support the scheduling process so that deadlines are met and well informed decisions are made. The Area SEC is also required to review and approve major decisions or changes relating to policy, program expansion, program management and program reduction.
▢ Review the "Scheduling and Enrolment Process Summary"
Task Steward: Area SEC
Key Resource: Microsoft Teams
Take time as an Area SEC to review the Powerpoint presentation titled: "Scheduling and Enrolment Process Summary". If necessary, make adjustments to the summary before it is deployed to the School SEC's. A copy of this presentation is stored on Microsoft Teams in the "General" folder: https://teams.microsoft.com/_#/files/General?threadId=19:9bb4ebdd0c6f4b9da9a69495ef25f889@thread.skype&ctx=channel
▢ Request Term Dates for the upcoming school year
Task Steward: Area SEC
Key Resource: Google Forms
The Area SEC should contact the school office directly to request term dates for the upcoming school year. The dates should be submitted via the Google Form found here: https://forms.gle/XmjbbjTsQA7fCSh38
▢ Submit Term Dates for the upcoming school year
Task Steward: Principal
Key Resource: Google Forms
Term dates are required to set up scheduling scenarios for the upcoming school year. If dates have not yet been confirmed by local ministries, indicative dates can be used to initiate the process and then adjusted later. The dates should be submitted via the Google Form found here: https://forms.gle/XmjbbjTsQA7fCSh38
▢ Setup a new scheduling scenario
Task Steward: EdTech
Key Resource: PowerScheduler
A new "Scheduling Sceneario" must be set up in PowerScheduler in order to initiate the scheduling process inside PowerSchool. Full details regarding the setup process can be found in the FreshDesk article titled: "Setting up a New Scheduling Scenario"
▢ Review and update the Asana "Scheduling Checklist"
Task Steward: Area SEC
Key Resource: N/A
The Asana "Scheduling Checklist" should be reviewed each year and adjusted or updated where necessary. Any changes in the checklist items should be reflected in the "Phase" guides contained in FreshDesk.
▢ Review and update the "Student Enrolment Pack"
Task Steward: Area SEC
Key Resource: Microsoft Teams
This should be reviewed in March each year and sent to school "Translation Committees" if adjustments or updates are required. The latest copies of the "Student Enrolment Pack" are stored on Microsoft Teams in the "General" folder: https://teams.microsoft.com/_#/files/General?threadId=19:9bb4ebdd0c6f4b9da9a69495ef25f889@thread.skype&ctx=channel
▢ Review and update scheduling related SQL Reports
Task Steward: EdTech
Key Resource: SQL Reports
The Area EdTech team should review existing SQL Reports to:
- Ensure they are working correctly
- Make updates and changes where necessary
- Add new reports where appropriate
- Deprecate or combine reports where appropriate
- Ensure categories are aligned with the scheduling process
▢ Plan scheduling related travel
Task Steward: Area SEC
Key Resource: N/A
Take time as an Area SEC to plan any required travel related to the scheduling process. Face-to-face support for scheduling may be required in schools or countries where leadership roles have changed or known skill gaps are present.
▢ Initiate contact with the Principal
Task Steward: Area SEC
Key Resource: Email
The Area SEC should take time to contact the Principal directly to initiate the scheduling process and address any preliminary questions or concerns.