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Calendar Setup


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Calendar Setup


Use this page to view, edit, or set up your school's calendar for the current academic year. At the top of the page, the system displays the month you are currently viewing and the six months before and after it. While your school calendar displays information regarding when school is in session for users, the system uses the calendar and the prerequisites you define to calculate your school's ADA/ADM statistics that you report to your state.
Prerequisites

  • Set up years and terms.

  • Set up periods and days, either when setting up years and terms or by committing a master schedule.

  • Set up attendance conversions.

  • Set up bell schedules.

How to Set Up the Calendar


Before the start of a school year, define each field for each date in that year.

  1. On the start page, choose School from the main menu.

  2. Click Calendar Setup. The Calendar Setup page appears.



Note: Use the Back and Forward icons to move back and forward through the months of the year.

  1. Click a month to view its calendar. For example, click 1/03 to view the calendar for January of 2003.

  2. Use the following table to enter information in the fields:

    Field

    Description

    Date

    Each day of the month appears, including weekends.

    Day

    Choose the cycle day for the specific date from the pop-up menu.

    Schedule

    Choose the bell schedule you want to assign to this date from the pop-up menu.

    Tracks/In Sess

    If your school does not use tracks and all students attend school on the same dates, select the In Sess checkbox to indicate that school is in session for all students on this date. If your school uses multiple student tracks, select the checkboxes for the tracks for which school is in session on this date.

    Note: If your school uses tracks, determine which students are on Track A and which students are on Tracks B, C, D, E, and F. These track names are standard and appear only on the Calendar Setup page.

    Memb Value

    Enter the attendance value students receive if they are present in school on this date.

    Type

    Choose either Holiday, In Session or "Not in Session" from the pop-up menu.

    Note

    Enter any comments to describe the schedule on this date, such as Half-Day, Holiday, or Spring Break.

  3. Repeat the previous step for each date needing schedule definition.

  4. Click Submit.

  5. Click Back after the Changes Recorded page appears.


How to Edit the Calendar


During the school year, you might need to edit or update your school's calendar. For example, at the beginning of the year, assume you define a normal bell schedule for January 5. On that date, a snowstorm causes a two-hour delay and students are not able to make it to their first two periods. You can change the bell schedule and membership value you originally defined for the date and enter a note to explain the circumstances. By changing the bell schedule for that day, you can either remove the first two periods from that day or shorten all the periods for the day.

  1. On the start page, choose School from the main menu.

  2. Click Calendar Setup. The Calendar Setup page appears.



Note: Use the Back and Forward icons to move back and forward through the months of the year.

  1. Click a month to view its calendar. For example, click 1/03 to view the calendar for January of 2003.

  2. Use the following table to edit information in the fields:

    Field

    Description

    Date

    Each day of the month appears, including weekends.

    Day

    Choose the cycle day for the specific date from the pop-up menu.

    Schedule

    Choose the bell schedule you want to assign to this date from the pop-up menu.

    Tracks/In Sess

    If your school does not use tracks and all students attend school on the same dates, select the In Sess checkbox to indicate that school is in session for all students on this date. If your school uses multiple student tracks, select the checkboxes for the tracks for which school is in session on this date.

    Note: If your school uses tracks, determine which students are on Track A and which students are on Tracks B, C, D, E, and F. These track names are standard and appear only on the Calendar Setup page.

    Memb Value

    Edit the attendance value students receive if they are present in school on this date.

    Type

    Choose either In Session or "Not in Session" from the pop-up menu.

    Note

    Edit any comments to describe the schedule on this date, such as Half-Day, Holiday, or Spring Break.

  3. Repeat the previous step for each date that needs editing.

  4. Click Submit.

  5. Click Back after the Changes Recorded page appears.


How to Verify the Number of School Days in a Term


  1. On the start page, choose School from the main menu.

  2. Click Calendar Setup. The Calendar Setup page appears.



Note: Use the Back and Forward icons to move back and forward through the months in the year.

  1. Click a month to view its calendar. For example, click 1/03 to view the calendar for January of 2003.

  2. Click "Verify # of school days in the current term." The School Days page displays the number of school days in the current term.



Note: To change the current term, see the section "How to Change Terms."

How to Set Up Bell Schedules


Set up bell schedules to correlate periods with the times that the periods meet and to determine which periods are taught on which calendar days. When setting up your school calendar, you can associate different bell schedules to different days of the year. For example, set up a bell schedule called Assembly, where each period meets for a shorter amount of time in order to accommodate a school event that day.

You must first set up an attendance conversions to properly calculate attendance. For more information, see the section "How to Set Up Attendance Conversion Values."



Note: Do not set up bell schedules until after you commit your master schedule. If you set up bell schedules and then re-commit a master schedule, the bell schedules lose their references to the schedule periods. Without this reference, you cannot take attendance. For more information on committing your master schedule, see the section "When to Commit the Master Schedule."

  1. On the start page, choose School from the main menu.

  2. Click Bell Schedules. The Bell Schedules page appears.



  1. Click New. The New Bell Schedule page appears.



  1. Use the following table to edit information in the fields:

    Field

    Description

    Name

    Enter a name for the bell schedule. For example, enter H or Half for half-day schedules.

    Attendance Conversion Method

    Choose the attendance conversion from the pop-up menu. For more information, see the section "How to Set Up Attendance Conversion Values."

    Note: The number of periods in the attendance conversion must not exceed the number of periods in the bell schedule.

  2. Click Submit. The new bell schedule appears on the Bell Schedules page.

How to Edit Bell Schedules


  1. On the start page, choose School from the main menu.

  2. Click Bell Schedules. The Bell Schedules page appears.



  1. Click the name of the bell schedule you want to edit. The Edit Bell Schedule page appears.



  1. Use the following table to edit information in the fields:

    Field

    Description

    Name

    Enter a name for the bell schedule. For example, enter H or Half for half-day schedules.

    Attendance Conversion Method

    Choose the attendance conversion from the pop-up menu. For more information, see the section "How to Set Up Attendance Conversion Values."

    Note: The number of periods in the attendance conversion must not exceed the number of periods in the bell schedule.

  2. Click Submit. The Bell Schedules page displays the edited bell schedule.

How to Delete Bell Schedules


  1. On the start page, choose School from the main menu.

  2. Click Bell Schedules. The Bell Schedules page appears.



  1. Click the name of the bell schedule you want to delete. The Edit Bell Schedule page appears.



  1. Click Delete. The Selection Deleted page appears.

How to Set Up Bell Schedule Items


Bell schedule items indicate the start and end times for each period, which can be used to calculate daily attendance and average daily attendance. All periods used for scheduling purposes must have an associated bell schedule.

  1. On the start page, choose School from the main menu.

  2. Click Bell Schedules. The Bell Schedules page appears.



  1. Click Edit Schedule next to the bell schedule you are working with. The Bell Schedule: [bell schedule] page appears.



  1. Click New. The New Bell Schedule Item page appears.



  1. Use the following table to edit information in the fields:

    Field

    Description

    Period

    Choose the period from the pop-up menu.

    Start Time

    Enter a start time for the period. Indicate if it is AM or PM.

    End Time

    Enter a finish time for the period. Indicate if it is AM or PM.

    Counts for ADA

    Select this checkbox if you want to count this bell schedule item in average daily attendance calculations.

    Use For Daily Attendance

    Select this checkbox if you want to use daily attendance for this bell schedule item. If you select this checkbox, enter the start and end times that will be used to calculate daily attendance.

  2. Click Submit. The Bell Schedule: [bell schedule] page displays the new bell schedule item.

  3. Repeat steps 4-6 for each period in the bell schedule.

How to Edit Bell Schedule Items


  1. On the start page, choose School from the main menu.

  2. Click Bell Schedules. The Bell Schedules page appears.



  1. Click Edit Schedule next to the bell schedule you are working with. The Bell Schedule: [bell schedule] page appears.



  1. Click the period number for the bell schedule item you want to edit. The Edit Bell Schedule Item page appears.



  1. Use the following table to edit information in the fields:

    Field

    Description

    Period

    Choose the period from the pop-up menu.

    Start Time

    Enter a start time for the period. Indicate if it is AM or PM.

    End Time

    Enter a finish time for the period. Indicate if it is AM or PM.

    Counts for ADA

    Select this checkbox if you want to count this bell schedule item in average daily attendance calculations.

    Use For Daily Attendance

    Select this checkbox if you want to use daily attendance for this bell schedule item. If you select this checkbox, enter the start and end times that will be used to calculate daily attendance.

  2. Click Submit. The Bell Schedule: [bell schedule] page displays the edited bell schedule item.

How to Delete Bell Schedule Items


  1. On the start page, choose School from the main menu.

  2. Click Bell Schedules. The Bell Schedules page appears.



  1. Click Edit Schedule next to the bell schedule you are working with. The Bell Schedule: [bell schedule] page appears.



  1. Click the period number for the bell schedule item you want to delete. The Edit Bell Schedule Item page appears.



Click Delete. The Selection Deleted page appears.


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