Rollover - Schedule Builder ICON Schools
Overview - ICON Schools
During Term 4, schools need to prepare their subjects, classes and timetable for the incoming Academic Year.
We understand that the ICON rollover timing will have implications on when data syncs to Compass. If you are concerned about these timelines, please don’t hesitate to reach out to our Support Team for assistance.
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.Complete ICON rollover process
IMPORTANT: Form groups will sync through to Compass as per their ICON code eg. 00A. If you would like to rename the form groups to something more familiar to your school community you will need to make these changes within the portal. Please contact our support team, if you require assistance doing this for the first time. If you have completed this process before, you will be able to manage this through Administration Tools > Form Group Custom Classes.
3. Create 2025 Schedule Builder Template in your Compass portal
4. Configure the Schedule Builder and generate the subjects/classes
Steps 3 & 4 will occur closer to late January once this data has been synced from ICON.
The process for each of these steps are detailed in the below sections of this article.
Reminder: You may be required to report your Attendance data to MACS during Rollover. Please see the process for Attendance reporting for MACS here.
If you have any questions at any stage throughout this process, please contact the Support Team at support@compass.edu.au
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.
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.
Please read 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.
Step 2: ICON Process
Complete ICON rollover process. For directions on how to achieve this, click here.
Step 3: Wait for ICON to Compass Import sync
For most schools this occurs overnight automatically - if you are experiencing issues with this overnight process, please contact the Compass Support Team to provide you with some troubleshooting assistance.
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.Custom Form Group Names
If your Form Group Name conventions as per ICON sync differ to how you would like those Form Groups to display in Compass you can change their names by going to the 'Tools' menu (cog icon) and select 'Form Group Custom Names'.
If this is unavailable in your portal, you will need to contact our support team.
Step 4: Create the 2025 Schedule Builder Template
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!
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 03 9005 5217
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