TO: Middle School Administrators
FROM: School Leadership and Support
DATE: October 9th, 2026
RE: Updated 2027–28 Master Schedule Timeline
Purpose
This memo shares the updated timeline for building 2027–28 master schedules for middle schools. The timeline has two goals: to align scheduling information with high schools and allow schools to identify specific needs of the master schedule and apply those needs using an earlier timeline.
In addition, the earlier timeline for creating a budget, staff report, and build a master schedule will reduce the number of tasks that are due in February 2027.
Meeting these goals depends on every step being anticipated and planned for well in advance. Please review the full timeline with your counseling team and front office staff, build these dates into your school calendar now, and plan your communication to students and families around each milestone.
Key Dates at a Glance
- Oct. 8, 2026: IT training on electronic course requests; school setup due by Nov. 15.
- Oct. 8 – Nov. 15: High school counselors visit feeder schools.
- Jan. 5 – Feb. 26: MS counselors visits to feeder schools.
- March 1, 2027: Students complete course requests in PowerSchool.
- May 27 – 28, 2027: Students leave school with a tentative 2027–28 schedule.
- June 7, 2027: Power Scheduler closes for middle schools.
- July 15 – Aug. 13, 2027: Student schedule adjustments during registration.
| Date(s) | Milestone | Lead |
| Phase 1: Preparation (September – November 2026) | ||
| Oct. 8 – Nov 15th | High schools contact feeder schools to reschedule counselor visits. | HS and MS Admin |
| Oct. 8, 2026 | IT trains school administration on setting up electronic course requests in PowerSchool | IT |
| By Nov. 15, 2026 | High schools complete electronic course request setup | HS Admin |
| Nov. 2, 2026 | Enrollment projections and FTE allocations completed | Sam Quantz |
| Nov. 30, 2026 | All requests for new courses completed | MS Admin |
| Nov. 30, 2026 | Preliminary budgets released (subject to adjustment) | District |
| Phase 2: Student Course Requests (November 2026 – January 2027) | ||
| December | Communication out to families regarding upcoming counselor visit dates, processes and schedule choice. | MS Admin |
| Jan. 5 – Mar. 1, 2027 | Counselors visit feeder schools. Students complete course requests using the PowerSchool electronic course request system | Students / Counselors |
| By Mar. 1, 2027 | Counselors enter all paper course requests (paper requests only in certain circumstances) | Counselors |
| Phase 3: Master Schedule Build (January – March 2027) | ||
| Jan. 19 – 22, 2027 | Master Build Workshop; high schools begin building (subject to Phoenix Learning Systems availability) | HS & MS Admin / PLS |
| Jan. – Feb. 2027 | Schools build 2027–28 master schedules | MS Admin |
| Feb. 3, 2027 | Follow-up enrollment projection to determine whether adjustments are needed | Sam Quantz |
| Feb. 26th, 2027 | Schools make schedule adjustments based on staffing decisions | MS Admin |
| Phase 4: Loading (March – May 2027) | ||
| March – Apr. 23, 2027 (5:00 PM) | Load student requests against schedules and make adjustments | MS Admin / Counselors |
| Mar. 16 – 26, 2027 | Master Schedule Load Open Workshop (Phoenix Learning Systems available for a portion) | MS Admin / PLS |
| June 7, 2027 | Power Scheduler closes for all schools | MS Admin / Counselors |
| Phase 5: Finalizing Schedules (May – August 2027) | ||
| May | Communication out to families regarding schedule for upcoming year | MS Admin |
| May 27 – 28, 2027 | Students leave school with a tentative 2027–28 schedule | Schools |
| May 28 – June 7, 2027 | Counselors adjust student schedules in PowerSchool | Counselors |
| June 7, 2027 | Power Scheduler closes | IT |
| June 8 – July 14, 2027 | IT commits schedules and transitions PowerSchool to the new year | IT |
| July 15 – Aug. 13, 2027 | Students may adjust schedules during the school registration window | Students / Counselors |
Administrator Action Checklist
- Assign the master schedule responsibility to one administrator.
- Build all timeline dates into the school master calendar.
- Send an administrator or designee to the Oct. 8 PowerSchool training.
- Reschedule counselor visits to Oct/Nov.
- Submit all new course requests by Nov. 30.
- Schedule attendance for the Master Build Workshop (Jan. 19 – 22) and the Master Schedule Load Open Workshop (Mar. 16 – 26).
- Assign responsibility for each student and family communication checkpoint.
- Coordinate with feeder high schools on the 8th grade ClassChoice window (May 12 – 17).
Communication to Students and Families
Clear, early communication is the most effective way to reduce confusion. Each school should plan messages at the beginning of this process. High schools will communicate 9th grade information to your students.
Frequently Asked Questions
Q: We have already scheduled visits to our feeder middle schools to help incoming 9th grade students. What if those dates don't fit this timeline?
A: Middle school visits may need to be rescheduled to align with this timeline. Please plan visits so incoming 9th grade students receive support during the course request window (Nov. 16 – Dec. 18, 2026) and, as appropriate, their ClassChoice window (May 12 – 17, 2027).
Q: Our counselors prefer to complete CCRs with students before entering course requests. Can we continue this practice?
A: Course requests may be entered before a student's CCR meeting. If the CCR conversation identifies needed changes, the student's requests can be updated afterward. This keeps course requests on schedule while preserving the CCR process.
Q: How can we complete the schedule on time while still meeting our other responsibilities?
A: Building the master schedule is a priority and should be integrated into regular work tasks rather than treated as additional work. Counselors are encouraged to meet with their administrators to determine whether any current job tasks can be given a lower priority.
Q: WIDA scores are not available until May. How do we place English language learners (ELLs) in the correct classes?
A: Schedule ELL students based on the best information available at the time of course requests. Once WIDA scores are released, review placements and adjust schedules as needed, such as during the counselor adjustment window (May 28 – June 4, 2027).
Q: Staffing will not be finalized until February. How can we build the schedule without knowing who will fill each position?
A: Build sections for unfilled or undetermined positions with the teacher listed as TBA. Once staffing decisions are made, update those sections with the assigned teachers. The timeline allows time for staffing-related adjustments in March 2027.
Questions
Please direct questions about this timeline to your Area Director or Sam Quantz. Thank you for your partnership in building schedules that serve our students well.
