Calendar FAQ

Q: I changed a day on the school calendar. Why is it not reflected on the Student Data attendance screen?

You must reconcile Attendance every time you change a 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.

Go to the Calendar>Setup screen. Locate the "Reconcile Attendance Records" section. If the District Calendar has been changed, select "All Schools", if only one School's Calendar has been updated, select that school.

Click the "Reconcile Attendance Records" button.

Q: I need to change the district end date. What is the process?

1. To change the District end date: navigate to the Setup>Districts>Master District Parameters>Basic Parameters screen. Locate the “School End Date” field and enter the new date and click SAVE.
2. There is a "Change School End Dates" tool on the Calendar>Setup screen: navigate to the Calendar>Setup screen. This procedure will change the end dates for your schools. Select a date in the "Change the End Date" dropdown. Then, select the school OR All Schools in the "School" dropdown.  Click "Change School End Dates" button to run the tool.
3. You should then make sure you apply cycle days to the additional school days you have added in. This is done from the Calendar>School screen. To update the one day, click directly on the day. Locate the "Cycle Day" dropdown, select a value, and click "Save Calendar Day."
4. You can then reconcile attendance records using the "Reconcile Attendance Records" tool on the Calendar>Setup screen.
5. If necessary, you can adjust medication end dates via Nurses>Setup>Medications, using the "Update Medication Records..." tool.
   
   

Q: I need to add a calendar event for Parent/Teacher Conferences. Where/how is this added?

You can add a new event to a school from Calendar>School>Calendar Setup>New Event. Once it gets added in, reconcile attendance via Calendar>Setup.  It should appear in the event dropdown via Parent Access>Setup>Settings>School Settings>Conferences.

If you need an 'event type' of conferences, event types can be added (ex. Parent Conferences) on the Calendar>District>Calendar Setup>Event Types screen.

Q: How do we apply cycle days? (Lesson planner is not working, attendance is not working etc.)

Cycle days can be applied using tools via Calendar>School. Navigate to Calendar>School, scroll down to the "Tools" area.

We have a couple tools in the "Apply Cycle Days (This will overwrite manual changes to cycle days)" area.

Typically, you want to do this before school starts and make adjustments throughout the year, should you need to.  As it notes in the name, if you reapply and save, it can overwrite any manual adjustments you have made during the school year. (If you're just using MTWRF, it will always apply it the same way, so you could always use that tool. Monday will never get applied to Tuesday etc.)

If you need to update just one day - you do so by clicking on the day individually via Calendar>School, locate the "Cycle Day" dropdown, select a value, and click "Save Calendar Day."

If you need to shift cycle days forward/backward, we have a tool for that named "Adjust Cycle Days" on the Calendar>Setup screen.

Q: We need to declare a snow day. What is the process?

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

(If it's district-wide, go to Calendar>Districts>Calendar.)

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

Select the exact date of the Snow Day.

Select whether the Snow Day is District-wide, or only applies to select Schools.

Click on "Snow Day".

You will be prompted to type in SNOWDAY to confirm this configuration.

Q: We need to perform an Emergency Closure. What is the process?

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.

Select the exact date of the Emergency Closure.

Select whether the Emergency Closure is District-wide, or only applies to select Schools.

Click on Emergency Closure.

You will be prompted to type in EMERGENCY to confirm this configuration.

Q: We are taking away a holiday from the school, and making it a school day. What is the process?

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.)

1. If removing it district-wide, navigate to Calendar>District>Calendar Setup>All Events. (If removing it from one school, go to Calendar>School>Calendar Setup>Calendar Events.)
2. Click the trash can to the right.
3. Reconcile attendance via Calendar>Setup.
4. Locate the day on the calendar itself (Calendar>School), click on the day, add a cycle day in, and click "save calendar day."

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.)