As an administrator, you have the ability to edit your school year and term names and dates.
Editing Your School Year
If you need to edit your school year name or date head to the Bell Schedule tab to start.
Click Bell Schedule on the left-side navigation.
Click on your school year on the right.
Click "Edit" next to the field you need to edit.
Adjust the name or dates as needed.
Click 'Save'.
Editing Terms
There are several reasons you might need to edit your terms, such as adding new terms that were not initially included in SmartPass or were added later. You may also need to correct errors, such as an incorrect date or name, or adjust the way you divided your school year, like switching from semesters to quarters.
Something to keep in mind: When adding and editing terms is that it is a best practice to divide your schedule into the smallest possible terms. For example: If you have 2 semesters and 4 quarters, you would want to add your 4 quarters. You will not need to add the semester terms, as a teacher can select quarter 1 and quarter 2 if they have a semester class.
Adding Terms
If you need to add a new term to your school year, you will follow the steps above to access the edit screen for your school year.
Click Bell Schedule on the left-side navigation.
Click on your school year on the right.
Click 'Edit' next to Additional Terms.
Click 'Add Term'.
Add your new term's name and dates.
Please use the smallest unit of terms, such as quarters instead of semesters if you have classes that fall into both term types.
Click 'Save'.
Notes for Adding Terms:
You cannot add an overlapping term. If you are prompted with this message you will need to edit the dates for the term overlapping your new term before you can make your new one.
To add/adjust terms to prevent overlap consider adjusting them in a certain order to prevent overlap. For example if quarter 1 now ends later in the year, for example on September 29th and quarter 2 now starts on Sept 30th, you will need to edit the start date for quarter 2 before editing the end date for quarter 1 to avoid overlapping terms.
You will want to add terms in the smallest increments, for example: quarters not semesters. If a teacher has a semester 1 class, they would be able to select quarter 1 and 2.
Editing Existing Terms
Click Bell Schedule on the left-side navigation.
Click on your school year on the right.
Click 'Edit' next to Additional Terms.
Click the pencil symbol next to the term you wish to adjust.
Edit the name and/or dates.
Click 'Save'.
Notes For Editing Terms:
If you need to adjust a date for a term be sure that you adjust it in an order that results in no overlapping terms. If you set dates that are overlapping you will be prompted with the following message.
To add/adjust terms to prevent overlap consider adjusting them in a certain order to prevent overlap. For example if quarter 1 now ends later in the year, for example on September 29th and quarter 2 now starts on Sept 30th, you will need to edit the start date for quarter 2 before editing the end date for quarter 1 to avoid overlapping terms.
You cannot edit a school year start date that has passed.
Adding Overlapping Terms
Adding overlapping terms is best avoided if you can do so. This helps keep data clean, and class approval easier. If you have a mix of classes that are year long, semester long and quarter long you would only need to add your quarters, as a teacher would be able to select only quarter 1 and quarter 2 if they have a semester class.
If your school operates with overlapping terms such as trimesters and quarters and you need to add overlapping terms please click below and our team can help set you up.
FAQ
I understand it is best practice to avoid overlapping terms, but my school's master schedule has classes with overlapping terms, how can I add these?
Reach out to our live chat support team, they can help set your terms.
I added semester terms but I need to edit my terms to quarters instead, how do I do this?
You will want to start by editing the semester terms to reflect the quarter data by making Semester 1 into Quarter 1, and Semester 2 into Quarter 2. Once the dates are corrected you can add the 2 new terms following the steps above. Be sure to have teachers edit the terms for their classes to reflect your edits.
I am trying to delete a term or school year and it will not let me, why?
You cannot delete a school year or term with classes associated with them. You will want to edit these to make them fit your needs. If you need assistance please reach out to us, we can help.