TABLE OF CONTENTS

• Steps to Change a Non School Day to a School Day

• Procedure to Update Last Day of School for the District
  

• Procedure to Update Last Day of School for a School or Schools

• Adding a New Calendar Event
• Adjusting the Cycle Day for a Single Calendar Date
• Adjusting Multiple Dates for One or More Schools
• Procedure for Marking a District or Calendar day as a Snow Day
• Procedure for Marking a District or Calendar day as an Emergency Closure
• Procedure for Removing a Snow Day or Emergency Closure Day
• Procedure for Reconcile Attendance

Changing a Non School Day (Vacation Day etc) to a School Day

This procedure works equally well for District Calendar Events and School Calendar Events.

Turning a Vacation Day into a School Day is done by simply eliminating the date from the Calendar Event which currently includes it and reconciling Attendance.

Any date that is within the school year, is not a weekend day, and is NOT included in a Calendar Event is determined to be a regular school day.

If you have a day (e.g. 11/9) that is currently NOT a school day and you want to make it a school day, either delete the Calendar Event which covers 11/9 completely or change the date(s) to exclude 11/9.

Then reconcile Attendance. (You must always reconcile attendance after making any sort of calendar adjustment. This is found via Calendar>Setup.)

Steps to Change a Non School Day to a School Day

1. For a District Calendar Event go to the Calendar>District Calendar>Calendar Setup screen.  For a School Calendar, go to the Calendar>School Calendar>Calendar Setup screen.
2. Locate the Event you wish to modify or eliminate on this screen:
   
3. You have two options:
   • To delete a Calendar Event completely, click on the trashcan delete icon corresponding to it.
     • You will be prompted to confirm that you wish to remove the Event:
       
     • Click OK to continue and remove the Event.
   • To edit and change the dates for a Calendar Event, click on the edit (handwriting) icon corresponding to it.
     • The "Modify Event" screen will be displayed:
       
     • Change the Start and End Dates (or the single date on which the Event is to be held).
     • Click Modify to save your change.
4. You must now Reconcile Attendance. You do this via Calendar>Setup, using the "Reconcile Attendance Records" tool.
5. IMPLICATIONS FOR THE LESSON PLANNER:  You must also make sure you set the "Cycle Day" for the day or days you have turned from non-school days to school days (If a day has no "Cycle Day" set, the Lesson Planner cannot 'see' it as an actual school day): 
   1. Go to the Calendar>School>School screen for one of the schools you need to fix.
   2. First, test to see if the day has a properly assigned Cycle Day or not.  Click on the day you wish to fix - one of the days that had previously been a vacation/non-school day:
      
   3. This will bring up the "Modify Day" screen for that day:
      
   4. Note that the "Cycle Day" field may be blank.  If so, you must set this to the actual Cycle Day it supposed to be. If you are simply using "days of the week" (i.e. Monday-Friday) as your 'cycle', you can simpy set this to one of the correct days (that is, if you have no A,B, 1,2,3,4, etc. cycle):
      
      Then click "Save Calendar Day" - and you are done with this one school (repeat for all affected days).
   5. If you are using any type of more complicated cycle in the school - for example, A,B days, 1,2,3,4 days, etc. - anything other than Monday to Friday, you must use the "Apply Cycle Days" tool:  
      Go back to the Calendar>School>School screen and scroll to the bottom.
      There you will find the "Apply Cycle Days" tool:
      
   6. Select the correct options for your school (read the Steps carefully) and click .
   7. You only need to do this once per school.
   8. Repeat steps a to f for all affected schools. This should ensure that the Lesson Planner now correctly 'sees' the previously non-school days.

Changing School End Dates

A “School End Date” is kept for both the school district and for each school.  

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

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.

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.

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. 

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

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.

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.

TIP: If necessary, you can adjust medication end dates via Nurses>Setup>Medications, using the "Update Medication Records..." tool. And as always, always update your cycle days after making calendar changes. You do this via Calendar>School.

Create a Calendar Event

Adding a New Calendar Event

This procedure works equally well to add Events to the District Calendar or a School Calendar.

1. For a District Calendar Event go to the Calendar>District Calendar>Calendar Setup>New Event screen.  For a School Calendar, go to the Calendar>School>Calendar Setup>New Event screen.
2. Click on the New Event tab. This brings up the New Event screen (District New Event screen shown):
   
3. Enter a Description for your Event ("Spring Vacation")
4. Select a Type. (Event Types can be found via Calendar>District>Calendar Setup>Event Types.)
5. Select either:
   • A single date (e.g. 10/12/2017)
   • A range of dates (e.g. 4/10/2017 - 4/14/2017)
6. Indicate whether Attendance is taken or not.  Attendance should NOT be taken if school is NOT in session on the selected day(s).
7. Click "Add" to create the Calendar Event.
8. Go to Calendar>Setup and click "Reconcile Attendance Records."

Adjusting Cycle Days

There are a few ways to adjust the Cycle Days for your School Calendar:

• Change the Cycle Day for a single date
• Adjust all School Days from a chosen date forward/backward.

Adjusting the Cycle Day for a Single Calendar Date

Step 1: Go to the Calendar>School screen. Then select the School you are working on from the drop down.

Step 2: When looking at the School's Calendar, click on the corresponding box of the Date you are adjusting. This can be any day during the Selected School's start and end dates.

This will bring you to a new screen, which represents only one Calendar Day for one School. Changing information here will only affect one date.

Step 3: Choose the appropriate Cycle Day for the selected School Day.

Step 4: Optionally set the Cycle Day2 if your school has configured a second Cycle Day scheme.

Step 5: Click Save Calendar Day to confirm changes.

Adjusting Multiple Dates for One or More Schools

This procedure will allow you to adjust all Cycle Days, starting on a chosen Date, for the remainder of the School Year.

Go to the Calendar>Setup screen, where you will find the tool: Adjust Cycle Days

Adjust Cycle Days Starting on this Date: This is the first day your Cycle Day Adjustment starts on. The same adjustment will be made to all School Days of selected school(s) from this Date, up until the last day of the School Year.

If you are adjusting Cycle Days due to a Snow Day or other Closure, this date should be the first day the students return to school.

School: Select the school that the Cycle Days adjustment will take affect on.

Direction: This option will determine the direction of the adjustment for each day. If Adjust Cycle Forward is chosen, the tool will adjust every school day Forward in the Cycle Sequence, by X amount of days.

In this example, we are starting the adjustment on the 18th. If the 18th is currently an 'A' Day, this tool will turn the 18th into a 'B' Day, since we are adjusting forward by 1 day.

If the 19th is currently a 'B' Day, it will turn into a 'C' Day. Each day will assume the next Cycle Day in the sequence, and so on, according to the above configuration.

Cycle Day Order: Select the Current sequence order of your Cycle Days. Are the days labeled A, B, C, and D? Or D, C, B, then A?

Days to Adjust: This indicates how many days you would like to adjust. In the above example, we selected 1 Day. Adjusting the days Forward using 2 Days will turn an 'A' Day into a 'C' Day.

Click "Adjust Cycle Days" to perform the change.

Declaring a Snow Day or an Emergency Closure

Procedure for Marking a District or Calendar day as a Snow Day:

Go to either the Calendar>Schools>Calendar screen or the Calendar>Districts>Calendar screen, then click on Snow Day

This will bring you to a new screen, where you will configure your Snow Day:

• Step 1: Select the exact date of the Snow Day.
• Step 2: Select whether the Snow Day is District-wide, or only applies to select Schools.

Declaring a snow days performs the following tasks:

1 - Marks a calendar event for the Snow Day in each selected school.
2 - Mark all students with the Snow Day attendance code for this day.

• Step 3: Click on Snow Day.
• Step 4: You will be prompted to type in SNOWDAY to confirm this configuration.

Note: This will update all selected Schools with Snow Day as the Calendar Event and Attendance Taken = NO for the date selected. This change will automatically propagate to all students' Attendance Calendars within selected schools. Also, this tool will not automatically adjust Cycle Days for you. If the original Cycle Day of 'B' Day was declared a Snow Day, this calendar day will still represent a 'B' Day. All school days will resume the same Cycle Day assignment.

See the Lesson Planner FAQ for info on how teachers can move their plans forward after a snow day is declared.

Procedure for Marking a District or Calendar day as an Emergency Closure

Go to either the Calendar>School>Calendar screen or the Calendar>District>Calendar screen, then click on Emergency Closure:

This will bring you to a new screen, where you will configure your Emergency Closure:

• Step 1: Select the exact date of the Emergency Closure.
• Step 2: Select whether the Emergency Closure is District-wide, or only applies to select Schools.

Declaring a emergency closure performs the following tasks:
1 - Marks a calendar event for Emergency Closure in each selected school.
2 - Mark all students with the Emergency CLosure attendance code for this day.

• Step 3: Click on Emergency Closure.
• Step 4: You will be prompted to type in EMERGENCY to confirm this configuration.

Note: This will update all selected Schools with Emergency Closure as the Calendar Event and Attendance Taken = NO for the date selected. This change will automatically propagate to all students' Attendance Calendars within selected schools. Also, this tool will not automatically adjust Cycle Days for you. If the original Cycle Day of 'B' Day was declared an Emergency Closure Day, this calendar day will still represent a 'B' Day. All school days will resume the same Cycle Day assignment. 

Procedure for Removing a Snow Day or Emergency Closure Day

 If you have created a District-wide Snow Day or otherwise Closure by mistake, proceed with the following:

• Step 1: Go to Calendar>District>Calendar Setup 
  • Listed here, are the Events for your District's Calendar, one of which is the Snow Day you've created.
• Step 2: To Remove, click on the corresponding Trash Can icon next to your Snow Day event.
• Step 3: Go to Calendar>Setup
• Step 4: Run the tool: Reconcile Attendance Records with All Schools selected. 
  • This will Propagate the change to all students' Attendance Calendars.

Reconciling Attendance Records

You must reconcile Attendance every time you change a School Calendar.  

If you change the District's Calendar, you must reconcile Attendance for all schools.  

If you only change one school's Calendar, you must reconcile Attendance for at least that school.  

Reconciling Attendance applies the changes made to the Calendar(s) to students' Attendance Records.

Reconciling Attendance is a very intensive operation and preferably should be done when not many users are on the system.

Procedure for Reconcile Attendance

1. Go to the Calendar>Setup screen.
2. Locate the "Reconcile Attendance Records" section:
   
3. If the District Calendar has been changed, select "All Schools", if only one School's Calendar has been updated, select that school.
4. Click the "Reconcile Attendance Records" button. You will prompted to confirm you wish to reconcile Attendance:
   
5. Click OK to continue.

TIP!  If you added conferences as a calendar event for your schools, make sure you have reconciled attendance afterward. Parents will not be able to sign up until this is done.