Change District and School End Dates

An "End Date” is kept for both the school district and for each school.

Once you approach the end of the school year, you may realize you need to update the end dates because of snow days or other calendar changes throughout the school year.

Changing the District School End Date does not change the School End Date for individual schools  – each school’s end date must also be updated.

The reason for this is the Attendance record for each student must be updated when a school’s School End Date is changed.

The students’ Attendance records reflect the “possible school days” and this count must be adjusted when the School End Date is altered.

TABLE OF CONTENTS

• Changing the School End Date for a Single School
• Changing the School End Date for all Schools in the District  
• Procedure to Update Last Day of School for the District
• Procedure to Update Last Day of School for a School or Schools
• Reconcile Attendance Records
• Check the School's Attendance Cycles
• Adjusting Cycle Days

Changing the School End Date for a Single School

The School End Date can be changed for an individual school without changing the date for either the District or any other individual school.

The result of changing the date for only one school will be that the end date for that one school, as displayed on the Setup>Schools>Modify School> Basic Parameters screen for the selected school, will differ from the end date for the District, as displayed on the Setup>District>Master District Parameters>Basic Parameters screen.

Changing the School End Date for all Schools in the District  

This will ensure that all the Attendance  records for all students are updated and will ensure that the end dates listed for each school, as displayed on the Setup>Schools>Modify School>Basic Parameters screen for the schools, will agree with the end date for the District, as displayed on the Setup>District>Master District Parameters>Basic Parameters screen.

1. Procedure to Update Last Day of School for the District

This is the first part of changing the Last Day of School for the entire school district.  

1. Navigate to the Setup>Districts>Master District Parameters>Basic Parameters screen.
2. Locate the “School End Date” field and enter the new date.  
3. Click the “SAVE” button to make the change. The verification dialog appears.
4. Click the “OK” button to proceed and change the last day of School.  When the change is complete, a confirmation dialog will be displayed.
5. Click the “OK” button to finish and then proceed to the steps below to change the School End Date for individual schools. It is necessary to change the individual schools to ensure that the students’ Attendance records are updated appropriately. 

2. Procedure to Update Last Day of School for a School or Schools

This is the first part of changing the Last Day of School for the entire school district.

1. There is a "Change School End Dates" tool on the Calendar>Setup screen.  
2. This procedure will change the end dates for your schools:
   
3. Select your new date in the "Change the End Date" dropdown.  
4. Then, select the school OR All Schools in the "School" dropdown.  
5. Click "Change School End Dates" button to run the tool.
6. Always update your cycle days after making calendar changes. You do this for each school affected via Calendar>School.

This tool also: 

• alters the end date on the attendance records
• duplicates the attendance daily from the original "last day of school" for each of the new days added
• alters the end dates of the student tracking records
• adjusts the end date of the MP and the cycles

3. Reconcile Attendance Records

This should be run EVERY TIME a change is made to the Calendar.

You can reconcile attendance records using the "Reconcile Attendance Records" tool on the Calendar>Setup screen.

It can be run for ALL SCHOOLS or for individual schools.

4. Check the School's Attendance Cycles

Double check that the dates of each school's attendance cycles are still correct.

For example, if the last day of school was extended, then the last day of Marking Period 4 will likely have to be changed.

The last day of the last marking period should match the last day of school. 

To check the dates of the school attendance cycles, go to Setup>Schools>Modify School>Attendance Cycles.

Adjusting Cycle Days

You should always update your cycle days after making calendar changes. You do this via Calendar>School.

For example, if you added an extra day onto your school year, you should make sure you add a cycle day to that day, as well.

Example from our Demo school:

You can click directly into one date to change the cycle day if needed.

TIP: If necessary, you can adjust medication end dates via Nurses>Setup>Medications, using the "Update Medication Records..." tool.

For additional Calendar Procedures, please click here.