Effective scheduling is crucial for ensuring that both students and staff are set up for success. Creating schedule alignment across schools, optimizing staffing and resources, and ensuring scheduling decisions are made in alignment with district-wide priorities are all essential to improving student outcomes and managing resources efficiently and effectively.
In this interview, DMGroup director Joe Costello, lead instructor at the Secondary Scheduling Institute, discusses how a strategic approach to scheduling helps schools align with their goals, ensure effective implementation, and drive student achievement.
What are some of the challenges that prompt schools and districts to join the Secondary Scheduling Institute?
Several key challenges prompt schools and districts to participate in the Secondary Scheduling Institute. Four of the most typical objectives are the following:
1. Improving an Existing Schedule
The most common scenario involves a school or district that has been using the same schedule for years with minimal changes. These schools or districts are interested in evaluating the effectiveness of their current schedule and exploring different scheduling options that align to their priorities.
2. Creating Greater Alignment across Multiple Secondary Schedules within a District
Districts with multiple secondary schools, including both middle and high schools, often see the need for greater alignment across their schedules. When schools within the district have different scheduling structures, inconsistent student experiences can result. Additionally, a district may choose to prioritize initiatives such as enhancing interventions, expanding electives, or boosting career and technical education programs, requiring schedule adjustments to support these new priorities.
The Secondary Scheduling Institute brings teams together—sometimes as a single school team or sometimes as a district team with representatives from multiple schools. Together we work to define key priorities and establish district-wide non-negotiables. Through this process, the teams determine what must be consistent across all schools while also identifying areas where individual schools have flexibility to make choices that best fit the specific needs of their students.
3. Streamlining Operations and Improving Scheduling Efficiency
Some districts join the Secondary Scheduling Institute to streamline operations and create more efficient schedules. They join out of a recognition that outdated or inefficient scheduling processes have led to schedules that do not make the best use of staff and student time.
Our process helps teams take a focused, structured, student-centered approach to schedule development. This includes establishing clear rules for navigating trade-offs—for example, determining whether to continue offering certain classes when enrollment falls below a set threshold or exploring ways to restructure classes to maintain opportunities for students while improving efficiency.
4. Professional Development and Exploring New Scheduling Models
In this case, schools or districts aren’t necessarily looking to make immediate scheduling changes for the next year. Instead, they’re exploring different scheduling models for middle and high schools out of curiosity or for professional learning purposes.
In these sessions, we engage school and district leaders in deep discussions, challenging them to reflect on their current scheduling structures and consider new possibilities for the future. The primary goal is to foster learning and meaningful conversations rather than drive immediate action.
This is common when a district or school has new staff or leaders with limited scheduling experience. The Institute provides valuable professional learning, equipping participants with knowledge and insights to inform future decision-making.
What does the learning process at the Institute look like?
The Secondary Scheduling Institute offers a hands-on learning experience, featuring three in-depth, three-hour sessions where teams engage in collaborative professional learning. This is complemented by three individualized coaching calls, where coaches provide tailored guidance to help schools identify their scheduling priorities, explore the best scheduling options, and plan for a smooth transition and successful implementation of the new schedule.
Session 1: Best Practices, Initial Analysis & Priority Setting
The first session introduces research-based best practices in schedule design, allowing schools to compare their schedules with schedules from across the country. We provide a framework for school leaders to conduct an in-depth analysis of their own schedule, identifying strengths, gaps, and areas for improvement.
Afterwards, participants complete a diagnostic review of their current schedule to assess what is working and what isn’t.
In the first coaching call, we review the findings from the diagnostic review and guide school leaders in determining their scheduling priorities. Schools must also decide what to deprioritize—since trying to prioritize everything results in an ineffective schedule.
Session 2: Exploring Schedule Models
At the second group session, participants focus on translating their priorities into specific design decisions for the schedule.
Participants explore various schedule models, with research-backed insights on the strengths and trade-offs of different models. During the second coaching call, we discuss which scheduling options best align with their specific priorities, recognizing that there is no one-size-fits-all model—the best schedule depends on the specific needs of each school.
Season 3: Translating Scheduling Priorities into Practice
The third group session and coaching call shift focus to implementation. If a school decides to adopt a new schedule, we help them navigate key considerations such as:
Professional development needs for staff
Adjustments to graduation requirements
Potential staffing changes to support new programs
This phase is guided by our change management framework, recognizing that schedule changes impact every stakeholder in the school community. Careful planning ensures a smooth transition and successful execution.
By following this structured process, schools can make informed, strategic scheduling decisions that align with their goals while ensuring effective implementation.
How do the insights from the Institute help schools and districts create more effective schedules?
The Institute helps schools and districts make intentional, data-driven scheduling decisions that enhance student learning, improve staff efficiency, and align with district priorities. Here are a few real-world results achieved by our participants after the Institute:
Improved Student Support & Intervention
A structured scheduling approach ensures time is allocated to high-priority areas. For example, one school implemented a dedicated 60-minute weekly intervention block, leading to measurable improvements in student support.
More Efficient Use of Resources
By designing schedules based on actual student needs rather than historical trends, one district freed up 40 full-time equivalent (FTE) positions—reducing costs while maintaining learning opportunities.
Stronger Alignment & Strategic Vision
Through the Institute, district and school leaders establish a shared vision for their schedules. One district clarified their non-negotiables while still allowing for school-level flexibility, ensuring all schools worked toward common goals without sacrificing autonomy.
More Instructional Time in Core Subjects
After analyzing its schedule, one school redesigned their schedule and increased instructional time for core subjects by 20%, aligning course structures with graduation requirements and staff availability.
Optimized Staff Utilization
The Institute helps schools design schedules that make the best use of their staff. One school reallocated teachers into roles that provide targeted student support (e.g., interventionists or academic coaches)—without requiring additional hires or stretching existing staff too thin.
How does the Secondary Scheduling Institute drive student success?
The Secondary Scheduling Institute enables schools and districts to create schedules that are both more efficient and effective, aligning resources with student needs and district goals for stronger outcomes.
