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Balancing the Master Schedule. To Meet the Needs of All Students. Norms for Today’s Training. Stay on schedule, be on time. Participate actively – If you think it, say it. Ask Questions. Take care of your neighbor. One person talks at a time. Leave time for others to ask questions.

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Balancing the Master Schedule

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Balancing the Master Schedule

To Meet the Needs of All Students

Norms for Today’s Training

  • Stay on schedule, be on time.

  • Participate actively – If you think it, say it. Ask Questions. Take care of your neighbor. One person talks at a time. Leave time for others to ask questions.

  • Take care of your needs

  • It’s OK to have fun! Suffering is optional.

Goals for Today

  • Understand the new state guidelines for students two or more years below grade level

  • Project your FTE for each department

  • Discover creative ways to weave in a tutorial

  • Create a Master Schedule that gives all students equal access

  • Establish a network to support each other in solving schedule challenges

Chunks of Content for Today

  • State Guidelines – The “Compelling Why”

  • Getting Your FTE Numbers Together – The Brutal Truth

  • Assigning Periods and Teachers to Departments – The Right Person in the Boat

  • Credentialing and Training the Teachers

  • Tutorial Periods and Customer Communication

  • The Final Product – A balanced schedule with future flexibility

9:00 – 9:15Welcome

9:15 – 9:45State Recommendations

9:45 – 10:00 Discussion

10:00 – 11:30Calculating Your FTE by Department Creating a Matrix, Assigning Periods

11:30 – 12:00The Tutorial

12:00 – 1:00Lunch on Your Own

1:00 – 2:30Building Your Schedule

2:30 – 3:00Issues and Conclusions


Introducing Our Participants

  • UCSC

  • Fresno COE

  • Imperial COE

  • Monterey COE

  • Santa Clara COE

  • Stanislaus COE

  • Moreland School District

  • Pajaro Valley USD

Introducing Our Group

  • EA Hall Middle

  • El Sausal Middle

  • Lakeview Middle

  • Moss Landing Middle

  • Rolling Hills Middle

  • San Lorenzo Valley Jr. High

Introducing Our Group

  • Scotts Valley Middle

  • Vista Verde Middle

  • Aptos High

  • Gilroy High

  • San Lorenzo Valley High

  • Scotts Valley High

State Recommendations

Marilee French

Director of Instructional Services

San Lorenzo Valley Unified School District


  • The Scope – What programs will you put in place?

  • The Depth – What % of students? What grade level?

  • Delivery – Supplemental Staff, Designated Teachers, Designated Classrooms, Staff Development


  • Intensity – What is the length of the Intervention Session? Size of the group?

  • Curriculum – Which state approved programs? How will differentiation be assured?

  • Delivery – Instructional Format

  • Support


Bruce Kint

Director of ROP

Santa Cruz County Office of Education

Creating the FTE – Confronting the Brutal Facts

  • Historical data on enrollment for your school

  • How accurate have projections been in the past?

  • After you have your numbers – Be proactive

  • Goal 1. To not add or take away sections after school begins

  • Goal 2. To not change students schedules after school begins

Discussion – Philosophy to Build the Master Schedule

  • Historical placement of teachers and classes

  • Student requests determine courses

  • Student Test Data creates the schedule

  • What else drives the schedule? Small Class Size, AP, Special Ed., Transportation, Parking, Lunch, Sports, Number of rooms

Discussion – Philosophy to Build the Master Schedule

  • Discussion – Philosophy Adding the Teachers

  • Assign teachers to departments for a specific number of periods

  • Number of periods and the number of teacher section in the department should match

  • Wild Cards

  • Building flexibility

The Tutorial

Valerie Pitts


San Lorenzo Valley High School

Building the Schedule

Mike Heffner

Assistant Principal

Aptos High School

Time Line

  • December – Last date to propose new courses – Department, School and Board Approval, Providing textbooks.

  • January – discussion of room use – do you need to request additional classrooms

Time Line

  • Feb. – turn projections into sections – first run for FTE

  • March 15 – Total staff for the new school year. Let teachers know to which departments they are assigned. Credentialing.

  • May 1 – First draft of complete schedule

Tricks and Other Thoughts

  • No surprises for teachers or students. If it is news, good or bad, the people involved need to hear it from you.

  • You set the periods, or the department does. What ever the process, keep it same all year.

  • Make up a class called “unscheduled” for students who hve less than a full schedule

  • Make up a class called “not returning” for students who tell you they are leaving next year.

Tricks and Other Thoughts

  • Use a block for multiple periods and split it as late as possible.

  • Create a class for “college class” for those students who will be off campus.

  • Don’t sugar coat. Honesty has value.

  • There is always an unexpected change.

  • The schedule and the rooms belong to the students, not to the teachers.

Plus Delta


Contact Information

  • Connie Benton

  • Marilee French

  • Mike Heffner

  • Bruce Kint

  • Valerie Pitts

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