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.

Question: We declared a snow day. Will teacher's lesson plans move automatically to the next day or is it a manual adjustment?

A: It is a manual adjustment by the teacher.

When a snow day is declared, the lesson planner will not automatically move lessons since we cannot accurately predict what a teacher wants to do. We leave it up to the teacher to move the lessons.

The best way to do this is on the calendar screen in the lesson planner. When moving plans, teachers hit the "Move" link for the lesson. The teacher is then asked to select a date and hit the Move Lesson button.

If a lesson plan exists in the date selected, the teacher will be given some options.

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.