Record the change without rewriting your normal week

A para schedule has two layers: the routine that repeats every week, and changes that belong to one date. Keeping them apart is what stops a one-off change from quietly becoming next week's plan, or next week's plan from overwriting today's change.

Here is the smallest possible example. On Monday, October 5 only, Reading station moves from Room 104 to Room 106. The edit is saved with the scope This date only, that date gets a new current copy (v13 instead of v12), and the next Monday still reads Room 104 because nothing in the routine changed.

The task steps are short: open the duty on that date, check the scope line, change what is different, and save for the date. See how to record a change for one date for the exact screens.

Casey is out from 12:15 PM for the rest of Monday, October 5. The morning, including Casey's own duties before 12:15, stays exactly as the routine defines it. Only the afternoon of that one date changes.

1. Record the time the adult is away

On the team day, mark Casey unavailable for 12:15–2:30 PM on that date. Nothing is deleted or moved. Every assignment Casey had in that time stays on the board, flagged, and a duty that needs a set number of adults shows the interval where it is now short:

2. Decide each item for that date

The team works down the list. In this example, afternoon small-group reading is cancelled for the day and Group C joins the classroom support group; music class support is cancelled; and Casey comes off recess, dismissal, and the materials reset. Each decision is a change for Oct 5 only, and they are reviewed and saved together as one dated copy, v13.

3. Read the date against the routine

The comparison below reads the same afternoon three ways: the routine, the changed date, and the following Monday. Only Oct 5 is different. The next week is unaffected because the change was never written into the routine.

Not every gap has an answer. Recess supervision needs two adults, and with Casey out only Avery is entered from 1:00 to 1:15; Riley is on a break then. The team could move that break for the day, ask for help from outside the room, or accept one adult for fifteen minutes. That is a judgment for the people involved, so the schedule does not make it. It keeps the interval listed:

When a dated change introduces a warning like this, saving asks you to review it first, with a note if you want one. The warning then stays listed and marked Reviewed, and a printed copy for that date lists it under Checks to review. It is never hidden to make the day look finished.

Breaks are the most common source of these gaps. The breaks and handoffs section of the zoning guide shows how to write a relief interval so the gap never opens.

Some different days come back again and again: early release, assembly schedules, testing days, or a day the team always runs with one adult fewer. Instead of editing each date, you can save that pattern once as its own day type, review it, and choose it for the dates that need it.

Maple Room has one: Early release, 8:00 AM–12:30 PM, chosen for Friday, October 23. It is a separate pattern with its own times and handoffs, not a squeezed copy of the regular day, and choosing it for a date replaces that date's pattern rather than merging with it. You can still record dated changes on top of it for that date.

A saved alternative is only as good as the review behind it. Choosing it for a date does not check who is actually out or whether the plan fits that day; the same warnings appear, and the team still decides.