WA - Rollover Schedule Builder
Overview
During Term 4, schools need to prepare their subjects, classes and timetable for the incoming Academic Year.
Your Compass portal imports from your schools Integris database, because of this your Compass portal should be rolled over to the 2025 Academic year after you have completed the rollover process in Integris.
Once the students have been promoted to their 2025 academic year form groups and a sync has been completed to update the students form groups, you can begin setting up the Compass portal for the 2025 timetable.
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 WA 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.Promote students in Integris
3. Run a SIS (Student Information System i.e. Integris) 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.
If you have any questions at any stage throughout this process, please contact the Support Team at support@compass.education 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
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 Rollover Schedule Builder Basics Compass Academy Course for detailed instructions on 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.
Step 2: Promote students in Integris
This step is typically completed by a staff member from your school's administration office.
Complete the standard student promotion task in Integris. This puts students into their new year levels and new form/home groups.
Step 3: Run a SIS to Compass Import
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.education 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.
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 2024 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.education 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.
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