Rollover - Schedule Builder
Overview
During Term 4, schools need to prepare their subjects, classes and timetable for the incoming Academic Year.
The process detailed in this article is intended for schools who use the Compass Schedule Builder to create staff and student class schedules (e.g. Primary and P-12 schools). Please ensure you follow each of the steps by the applicable date to ensure your Compass portal is ready for the upcoming school year.
Note: If your school uses a third-party timetabling program (Edval, First Class, Timetabler etc) the process outlined in this article is not for you, please refer to the Rollover - Third Party Timetable article.
Permissions
For staff to be able to complete the Rollover process, they will require the following permissions:
- Configure - This allows the user entry to the Administration Tools page, which is located under the Tools menu in the top right hand corner of Compass.
- SubjectsAdmin - The ability to create/edit/delete Subjects on the Subjects and Classes page.
Rollover Steps
Whilst all steps need to be completed as part of the Rollover process, you do not have to do all the steps at the one time. You can do each step (in sequence) across a number of days at times convenient to you.
2. In your School Information System (SIS):
Allocate future form groups (pre-EOY)
OR
Promote students (Complete Rollover Process, post-EOY)
3. Run a SIS (Student Information System i.e. CASES21, PC Schools, OneSchool) to Compass Import
4. Create 2025 Schedule Builder Template in your Compass portal
5. Configure the Schedule Builder and generate the subjects/classes
The process for each of these steps are detailed in the below sections of this article.
IMPORTANT: Remember to do a final import of your attendance data from Compass back into your SIS (i.e. CASES21 etc) in full before you complete your SIS Rollover. You should always import all of the attendance data going back to the start of the school year as notes/approvals may have been added for previous months' attendance. Most systems do not allow you to import this data after the 31st December so it is import that this step is done early. For details on the Attendance export process, please refer to our article 'Exporting Attendance Data'.If you have any questions at any stage throughout this process, please contact the Support Team at support@compass.edu.au or via the following phone options.
Melbourne - 03 9005 5217 Brisbane - 07 3149 3223 Sydney - 02 8002 1054
Perth - 08 6141 8711 Darwin - 08 8919 4604 Dublin - 01 699 4305
Schools requesting support for all steps after the 15th January 2025 will incur an $800 support fee.In this circumstance, we also would be unable to guarantee that your portal will be ready for day one; the first few days of Term One are extremely busy for both schools and the Compass Team, and troubleshooting Schedule issues is complex and time consuming.
Video Guides
We recommend accessing the Annual School Rollover for Schedule Builder Basics Course in Compass Academy to assist with the rollover process.
What will happen to data from this year?
Compass has been designed to retain all historical/past data for as long as you have been using the system.
Subject or class-related data for previous years can be accessed via the 'Subjects and Classes' page (Pencil Menu icon > Subjects and Classes) by selecting the appropriate academic year from the drop-down list in the top right-hand corner and then selecting the appropriate subjects/classes.
IMPORTANT : For Victorian government schools who are required to run specific attendance reports, please read this document on the equivalent Compass reports as requested by the DET.Step 1: Configure Schedules
Configuring the schedule is where the term dates, period times and teaching days are set up for the incoming Academic Year.
To complete Step 1 of the Rollover process, please go to the 'Configuring the Schedule for a new Academic Year' article from our Knowledge Base and follow the included instructions.
Once completed, you can proceed to Step 2 of the Rollover process (see below section).
Step 2: Allocate future forms OR promote students in your school's SIS
This step is typically completed by a staff member from your school's administration office.
You have two options:
1. If you have not yet completed your SIS rollover but would like to get started with the Compass rollover, you should allocate your students to their future form group in your SIS. This will allow you to proceed with the rollover process so your Compass portal can be setup before you do your standard SIS end of year promotion and rollover.
OR
2. If it's 2025 when you are completing Step 2 of this process, then you should complete the standard student promotion task in your school's SIS, as advised by your school's SIS documentation. This puts students into their new year levels and new form/home groups.
Note: For schools using People Management as their SIS (not applicable for schools using CASES, MAZE, SAS etc), you do not need to complete Step 3.Please right-click this link Internal Transitions, select to open in another tab, and follow the instructions to promote students to their updated year level and form group for the upcoming Academic Year. Once this is done, you can proceed to Step 4 of the Rollover process.
Step 3: Run a SIS to Compass Import
If you need a manual sync triggered, rather than waiting for the changes to come through overnight, schools with the manual sync feature enabled can go to Tools Menu (cog icon) > Administration Tools > Client Manager and click the circular blue arrows icon to trigger a sync.
If your school does not have an automatic import via Compasslink feature enabled and you would like the Compass Support Team to manually push through an import please give us a call on 03 9005 5217. Alternatively you can email support@compass.edu.au and request for the Manual Sync option to be added to your portal.
You can check your imports were successful by visiting the Import Jobs page available under Tools Menu icon (Cog) > Administration Tools > Import Jobs ensuring that the files have all imported with a status of 'Completed'.
If any of your imports have completed with a message saying 'Warning' or 'Error' you can check what caused the issue by clicking the "-" in the 'Add' column which will bring up an 'Outcome Data' window where you can view these messages.
Please Note: All errors should be resolved before proceeding.Step 4: Create the 2025 Schedule Builder Template
To complete Step 4 of the Rollover process, please refer to the 'Creating a Schedule for a new Academic Year' article from our Knowledge Base for the instructions to create your 2025 Template.
Once created, you will use the template to build your schedule and create the classes and their rolls for 2025 which is Step 5 of the Rollover process (see below).
Step 5: Configure the Schedule Builder and generate Subjects/Classes
Now that you have a 2025 Schedule Builder Template, you can click into the template and allocate staff to classes. Please click to the 'Creating a Schedule for a new Academic Year' article from our Knowledge Base and refer to the section 'Assign Staff to Classes' onwards for this part of the Rollover process.
When the import has proceeded without error, you have completed the Rollover Process and a ready for day one of Term 1, 2025!
Please Note: If you used the Future Form option to commence the Rollover process prior to promoting student in CASES, once you have the gone on to complete the student Promotion process in CASES, please email our Support Team via support@compass.edu.au to advise them that you have completed student Promotion. Our team will then trigger the process for your school to bring through the class enrolments early in the New Year.
Compass Support over the summer break
The Compass Support Team is available for assistance over the summer break. Our team can be contacted between 7am - 7pm Monday to Friday (excluding public holidays) via email to support@compass.edu.au or by phone to:
Melbourne - 03 9005 5217 Brisbane - 07 3149 3223 Sydney - 02 8002 1054
Perth - 08 6141 8711 Darwin - 08 8919 4604 Dublin - 01 699 4305
If you do not understand any part of this process or the steps required, or believe that you will not meet the deadline listed above please contact the Compass Support Team immediately.
It is extremely important to us that your school is ready to mark the roll from day one, without issue. The first few days of Term One are extremely busy for both schools and the Compass Team, and troubleshooting calendar/schedule issues is complex and time consuming. For that reason, please do not leave this process until the last minute.
As stated, schools requesting support for all steps after the date above will incur an $800 support fee. In this circumstance, we also would be unable to guarantee that your portal will be ready for day one.Attached Documents
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