Editing the Master Calendar and Sub-calendars Step by Step ... · 1/2 Day Calendar - How to create or ... new starting date of 2nd semester ... Beginning in FY15, a new EMIS reporting

Editing the Master Calendar and Sub-calendars Step by Step Checklist with EMIS Exceptions

Change Log

Date Section Number/Name Change Description

8/12/14 EMIS Updates Added EMIS Exceptions guidance for each calendar situation

StudentInformation copyright Calendar 1 of 46 Rev.8/25/2014 v14.5.0

Table of Contents What is the Master Calendar? ............................................................................ 3 What are non-attending days?........................................................................... 3 What are sub-calendars and why are they needed? ........................................ 3 What are exceptions? ......................................................................................... 3 DN Calendar Data Attributes .............................................................................. 6 Defining Attendance Patterns .......................................................................... 11 Assigning Attendance Patterns to Sub-Calendars ........................................ 14 Defining Attendance Patterns .......................................................................... 14 Creating Manual Exception Days .................................................................... 16 Sub-Calendar Scenarios .................................................................................. 17 1/2 Day Calendar - How to create or edit the 1/2 day calendar if needed ..... 19 Staggered Start Calendar for KG students ..................................................... 23 Creating an Alternating Attendance Day Calendar ........................................ 25 Graduates – Early Release Calendar ............................................................... 27 Snow Days - How to enter Snow Days that occur on a reporting term start date and update the course section assignment start dates to reflect the new starting date of 2nd semester ................................................................... 29 Snow Days - How to enter Snow Days or other non-attending days after the master calendar has been created that don’t change course term start and stop dates .......................................................................................................... 32 Makeup Days - How to change a non-attending to a school day .................. 35 Reporting Terms - How to change the last day of a reporting term or schedule term.................................................................................................... 37 Earlier First Day of School - How to change the first day of school to start earlier than originally planned ......................................................................... 40 Later First Day of School - How to change the first day of school to start later than originally planned ............................................................................ 43 Later Last Day of School - How to change the last day of school to end later than originally planned using the Master Calendar page .............................. 44 Later Last Day of School - How to change the last day of school to end later than originally planned using the Calendar Dates Wizard page ................... 45 Only students on a particular sub-calendar attend – How to configure the calendar so day is non-attending for all students but the students assigned to a particular sub-calendar ............................................................................. 46


What is the Master Calendar? • The Master Calendar details each day a school is in session or not in

session. • The Master Calendar is created when Calendar Wizard is run at the

building level. • If a district has 5 buildings each building can have it’s own unique Master

Calendar. A district may require the high school students to attend the day before Thanksgiving but the elementary and middle school students have the day off because of Parent Teacher Conferences. Having a separate Master Calendar in each building allows for this and other scenarios.

If only students on a particular sub-calendar attend school on a certain day, that day on the master calendar must be an attending day. What are non-attending days?

• Non-attending days are days school is not in session. • Any day students aren’t physically in the building is considered a non-

attending day. What are sub-calendars and why are they needed?

• Sub-calendars are for students whose attendance differs from the Master Calendar.

• Kindergarten students who attend only in the morning would need a sub-calendar created since the master calendar is typically setup for full days.

• Sub- calendars ensure accurate attendance is figured for students who attend part-time or not at all.

• Each school will have at least two calendars, the default and non-attending.

• The sub-calendars from the prior year were copied up in SYI. Before school starts each sub-calendar will need to be edited and the exceptions to the master calendar entered.

• If a new attendance situation arises that doesn’t fit into the current sub-calendars a new sub-calendar will need created.

What are exceptions?

• Exceptions are days that differ from what was setup originally when the Calendar Wizard was run during SYI.

NOTE: As of 12.6.0, the Calendar Dates Wizard updates the Teacher History for courses when the school boundary start and/or end dates are modified on the Calendar Boundaries tab and the term stop dates are modified for a term on the Schedule Term Dates tab.


Additionally, when the stop date is modified for a term, the start date for the next sequential term is also adjusted in the Teacher History for the course. For example, if the stop date for the first nine week reporting period is 1/17/14 and you set it to 1/18/14, then the start date for the next nine week reporting period will be set to 1/22/14 (the next school day after the stop date of the previous period).

What are the EMIS Calendar Reporting Requirements for Period C? Beginning in FY15, a new EMIS reporting period has been added to report detailed calendar information for each building and group of students who have a unique attendance pattern or calendar days for which the group of students is required to attend. Each group may require a separate calendar and attendance pattern to identify them and differentiate them from other groups of students. The EMIS reporting requirement allows for district level calendar reporting, however in StudentInformation, calendars are defined at the building level. Each building has a default calendar set, which applies to the majority of students in the building. The building must define additional sub-calendars for each of the other unique attending groups. These attending groups may consist (but are not limited to) the following groups of students:

• KG grade level students with staggered start days (KG students starting on a later day than all other regular students)

• Seniors who get out of school earlier than all other students in the building • PS students who have attending patterns such as M/W/F and T/TH of the

next week, M/W/1/2 day Friday, etc. Specific attributes will need reported to EMIS for this calendar that aren’t reported for the normal all day/every day calendar

• Any other attending pattern where events/exceptions are neither district wide or building wide for a particular subset of students

If all students in a building follow the same calendar, they will have an attendance pattern of ‘**’, which is also associated with the default calendar for the building. Students who are assigned to the building’s non-attending calendar will be reported to EMIS with the default Attendance pattern value. Even though they are assigned to a different calendar, ODE is only interested in the attendance pattern for any student who is actually attending. The attendance pattern for students with a district relationship = ‘2’ or ‘3’ will be ignored. Any attendance pattern that is assigned to students who are reported to EMIS must also be associated with a calendar that is also reported to EMIS. A student can move from one calendar to another between the first day of school and the last day of school. In that case, the current FD record should be closed


(a record is considered closed when a new record with a more recent date is added) and a new one opened that accurately reflects the date of the change. DL (Grade Schedule) records will be reported at the level of detail defined in the calendars. If a building has a single calendar that will be followed by every student in every building in every grade, then it reports only a single building-wide DL record with the first day of school, last day of school, hours per day and Date of Spring Administration of the Math test. For each additional sub-calendar/attendance pattern combination marked to be reported to EMIS, a DL record will be created in the transfer file. For any fiscal year, the first version of a specific school year calendar will be collected in the spring of the prior year. This will be done in a collection exclusive to the calendar data. At a minimum, this initial version of the calendar must include:

• A building calendar, which will apply to all students within the building - all grades and all possible groups of students will be considered to be following this pattern

At this time, there is no district calendar reporting option available in StudentInformation. All buildings must submit at least one calendar. If a building chooses to do so, it may submit a more specific calendar during the initial reporting phase. If the building chooses to wait until later to incorporate additional grade level/attendance pattern specific calendars, this must be done before the first day of student reporting for that school year. Buildings may later revise the calendar to reflect situations that change the calendar as the year progresses and calendar submission windows open.


DN Calendar Data Attributes The following table documents the StudentInformation Calendar Day Types and their respective EMIS Exception types When updating the EMIS Event, use this table to determine the appropriate event type for the day. These are only suggestions on which days to use. Regardless of the day type selected for a date change on the calendar, only the EMIS Event attribute will be used to report the type of day it actually is for Period C. Each table entry also indicates whether hours are required to be included in the EMIS event or not. Any attribute where hours are not required, ODE assumes the day type covers all hours the day is scheduled to meet. However, if you enter hours on the event, the hours will be included in the EMIS transfer file. There are two groups of attributes – one for Students and one for Staff. Some day types may require both a Student Attribute and a Staff Attribute to be reported for the day. Calendar Master Day Type

Description Student/Staff Attr

Event Attribute Type

Use Hours Req’d

School Day Regular School Day (not shortened or lengthened)

None Regular School Day, ODE will use hours reported on DL record

N

Holiday Planned Holiday Covers Student & Staff

C_DPLANNED Full planned day when group is not in session

N

Snow Day Unplanned Calamity Day

Covers Student & Staff

C_DCMTYTKN Full day taken for calamity situations

N

Snow Day (with Blizzard Bag Day)

Unplanned Calamity Day with Blizzard Bag Day


C_DCMTYTKN C_DBLZZARD

Full day taken for calamity and Blizzard bag day is used

N N

Non- Weekend day on None Not a day N


Calendar Master Day Type



Use Hours Req’d

Attending Day

calendar or days when students are not expected to attend

where groups are expected to attend

Calamity Make-up Day

Make-up hours added to a regular school day to make up calamity day hours


C_HRSLNGTH Use only if regular day is extended for make up time.

Y (hours must be more than scheduled hours)

School Half Day

Regular school day shortened due to weather

Covers Student and Staff

C_HSHRTNOP Use only if regular day is shortened to half day due to weather

Y (hours must be less than scheduled hours)

Religious Holiday

Planned Holiday Covers Student and Staff


N

Parent-Teacher Day

Parent/Teacher Conference Date, full or partial day

Staff C_PTCONFRC Parent/teacher conference hours this day, could be full day or partial day

Y

If School day for students is shortened for PT Conferences, an additional attribute needs to be reported

Student C_HSHRTPLM Hours in session for students when day is shortened for planned reasons other than weather

Y

Teacher In-Service Day

Staff Professional Meeting date, full or partial day

Staff C_PRFLMEET Professional Teacher Meeting hours this day

Y

If School day for students is shortened, an additional attribute needs to be reported

Student C_HSHRTPLM Hours in session for students when day is shortened

Y


Calendar Master Day Type



Use Hours Req’d

for planned reasons other than weather

Teacher Work Day

Staff Professional Meeting date, full or partial day

Staff C_PRFLMEET Professional Teacher Meeting hours this day

Y

If School day for students is shortened, an additional attribute needs to be reported

Student C_HSHRTPLM Hours in session for students when day is shortened for planned reasons other than weather

Y

Other Calamity Day

Day shortened due to weather, not a full attendance day


C_HSHRTWEA Actual hours in session on this day;

Y (hours should always be less than the scheduled hours)

Waiver Day Waiver Day C_DPLANNED Only used for IPP Waiver, no longer used for weather related days

N

Vacation Day

Planned school vacation day



N

Updating the Master Calendar If the event applies to all calendars, change the Master Calendar day to the correct day type and add the appropriate EMIS Event. This event will in turn be applied to all sub-calendars associated with the calendar. If the day on any sub-calendar has been disassociated from the master calendar by the addition of an exception to the sub-calendar, the update to the master calendar day will NOT be added to that sub-calendar for that day. In that


situation, you must add the EMIS exception type to the sub-calendar day for that calendar manually. Additional Calendar Attributes The following attributes are reported when specific values are checked on Sub-Calendar Maintenance in the EMIS section. These attributes have no dates associated with them. These attributes are reported when the checkboxes in the following sections are checked on sub-calendar maintenance:

Attribute Name Description Sub-Calendar

Maintenance Element C_CLDRTYPE Code that indicates if the

calendar is hours or day (Note: Districts that have a continuing contract defining the school year in days may use the D option; all other districts should report H)

To Be Reported: - Days - Hours

C_YWKDAYMN For students who are not expected to be in attendance on every Monday between the first and last day of school.

Not expected to be in attendance: Monday

C_YWKDAYTU For students who are not expected to be in attendance on every Tuesday between the first and last day of school.

Not expected to be in attendance:Tuesday

C_YWKDAYWD For students who are not expected to be in attendance on every Wednesday between the

Not expected to be in attendance:Wednesday


Attribute Name Description Sub-Calendar Maintenance Element

first and last day of school.

C_YWKDAYTH For students who are not expected to be in attendance on every Thursday between the first and last day of school.

Not expected to be in attendance:Thursday

C_YWKDAYFR For students who are not expected to be in attendance on every Friday between the first and last day of school.

Not expected to be in attendance:Friday

C_YWKENDSA For students who are expected to be in attendance on every Saturday between the first and last day of school

Expected to be in attendance between the first and last day of school on every: Saturday

C_YWKENDSU For students who are expected to be in attendance on every Sunday between the first and last day of school

Expected to be in attendance between the first and last day of school on every: Sunday

C_HRSWKEND For students that attend on a Sat or Sun that is not in the regular schedule and not reported via C_YWKENDxx, can be make-up days, SIG, Other

Add Exception, Select Planned Weekend Make-Up Day

C_DBLZZARD Full unplanned “Blizzard Bag” day for which the district is in compliance with ORC 3313.88. This can only be used at the district and/or building level

Add Exception, a Calamity Day attribute must also be reported for the same date.


Defining Attendance Patterns Beginning with the 14.5 release, the Attendance Pattern Codes used for EMIS no longer reflect predefined codes from ODE. Each district will be required to define a set of attendance patterns to be used across the district. Prior to each district defining their own attendance patterns, the previous attendance patterns used are still valid codes should you choose to use them instead of defining your own codes. There are several factors to keep in mind when defining attendance pattern code values:

• Only one attendance pattern may be designed as the Default value for all grade levels (**) on the building’s default calendar

• It is recommended that each attendance pattern only be assigned to one calendar in each building but may be used in multiple buildings. If you choose to assign an attendance pattern to more than one calendar in the same building, the grade levels associated with the sub-calendar must be different.

• If there is a chance a group of students may have different attendance days than other students, a separate pattern is needed

• Each attendance pattern may represent students in multiple grade levels

Adding Attendance Patterns With the district in context, navigate to StudentInformation >> Management >> School Administration >> EMIS >> Attendance Pattern Maintenance. Initially, all previously used Attendance Pattern codes from last year will display. Add and/or Inactivate codes as needed to define the set of codes to be used for all buildings. The following example provides a separate pattern for Seniors, AM or PM only calendars, Kindergarten Late/Staggered Start and an Alternative Schedule.


1. With the district in context, navigate to:. StudentInformation » Management » School Administration » EMIS » Attendance Pattern Maintenance. a. Add an attendance pattern by clicking Add Attendance Pattern. b. Type in a Code that makes sense to you and your district. c. AM is used as the code in the example following this step by step

for the pattern assigned to students who attend mornings only. d. Next give the attendance pattern a Name that represents the

group. e. Make sure the Is Active checkbox is checked. Attendance

patterns that do not have this box checked will not be available on Sub-Calendar Maintenance.

f. Click Save. g. See the example screenshot below this step by step.

Inactivate any attendance patterns that will not be used. If you don’t want any building to use an existing attendance pattern code, make it inactive so there is no chance it can be used. If an Attendance pattern is already assigned to a sub-


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calendar, do not inactivate it until you have assigned another attendance pattern to the calendar.


Assigning Attendance Patterns to Sub-Calendars Each calendar that is to be reported to EMIS must have an attendance pattern assigned.

1. With the building in context, navigate to:. StudentInformation » Management » School Administration » Scheduling Administration » Sub-Calendars.

a. Click the next to the sub-calendar you wish to assign an attendance pattern to.

b. Under the EMIS section, select the appropriate Attendance Pattern Value from the dropdown.

c. If the sub-calendar is not the default calendar, uncheck the checkbox for the prompt. Once unchecked, the Grade Levels dual select box will become available. Select all grade levels that apply to this calendar/attendance pattern combination.

d. For the value, check the appropriate radio button to indicate whether the calendar is to be reported in Days or Hours.

e. Enter a date in the date box if applicable to students assigned to this calendar. Save a blank date to report the Date of Spring Administration as “00000000”.

2. Not Expected to be in Attendance between the first and last day of school on every: a. The checkboxes in this section indicate whether students assigned

to this calendar may not consistently attend a specific day of the week (ex: students may only attend MWF and never T or TH).

b. Check the box beside each day where students are NOT expected to attend each week.





3. Expected to be in attendance between the first and last day of school on every: a. The checkboxes in this section indicate the days outside of a

normal school week where students are expected to be in attendance every week.

b. Check the box beside each day where students ARE expected to

attend each week.

c. Check the Checkbox. d. Click Save to Save the record.

Any student assigned to this sub-calendar will now show the Attendance pattern associated with this calendar on their current FD record. Repeat the steps listed above for each sub-calendar in each building that is to be reported to EMIS.


Creating Manual Exception Days For EMIS reporting, it may be necessary to define manual exception days for days outside of the normal school calendar. Because of restrictions in the calendars where you cannot have a non-attending day as your first day of school, days like Teacher work days where staff are expected to be in attendance must be defined under Manual Exception days so that DN attribute records may be reported.

1. With the district in context, navigate to:. StudentInformation » EMIS » Calendar Reporting Collection (C) » Manual Exception Days.

a. Click to create an Exception record . b. Select a calendar from the Calendar Dropdown. All calendars in

the district will be listed. Unlike editing an exception on the Master Calendar, Manual Exception Days must be assigned to each calendar where applicable.

c. Select the Date for the Exception. Dates must be before school

starts or after the last day of school. d. From the Exception Type dropdown, select the EMIS Exception

type that applies. e. In the Hours box, enter the number of hours associated with the

exception. f. Click Save.


Sub-Calendar Scenarios This section defines different scenarios for calendars that may be needed in a building. This is not an all inclusive list but each example may be used as a template for another calendar you may need. When creating a sub-calendar, you are making a copy of the master calendar. Each Calendar day is associated with the master calendar until you add a sub-calendar exception and choose to disassociate the day from the master by selecting a day type which differs from the day type on the master calendar for the day:

Once the day has been disassociated from the Master calendar, when you edit the sub-calendar days, the disassociated day will appear with the edit pencil. This means that changes made for this date on the master calendar will not trickle down to this calendar. Any other day associated with the master where no exception exists will still be updated when the master calendar day is updated.


Non-attending Calendar – Create a non-attending sub-calendar if one doesn’t already exist

1. Navigate to:. StudentInformation » Management » School Administration » Scheduling Administration » Sub-Calendars.

a. Add a non-attending sub-calendar by clicking Add Sub-Calendar.

b. Type in a Code that makes sense to you and your school. c. DNAC is used as the code in the example following this step by

step. d. Next give the sub-calendar a Name that makes sense to you

and your school. e. Select the Max Absence Level from the dropdown. f. Since we are creating the non-attending calendar, choose Non-

attending. g. Make sure Apply Percent of Time to Days Attended, Apply

Percent of Time to Absences, and Is Active are checked. h. Click Save. i. See the example screenshot below this step by step.

EMIS Settings No updates needed for EMIS reporting. Students assigned to the Non-Attending Calendar will be reported with the default calendar and attendance pattern for the building.






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1/2 Day Calendar - How to create or edit the 1/2 day calendar if needed

1. Navigate to: StudentInformation » Management » School Administration » Scheduling Administration » Sub-Calendars.

2. Each sub-calendar you had in the prior year should have copied to future year during SYI.

3. The Code, Name, and Max Absence Level get copied from the master calendar. The actual exceptions do not copy.

4. You’ll notice the first calendar has a lock. This is the default calendar or the copy of the master calendar. Different schools call it different names. In the example screenshot following this step by step the default or master calendar is called 1.

5. The other sub-calendars will not have locks. 6. Click on the icon of one of the calendars that isn’t locked.

a. In the example screenshot following this step by step I have chosen to edit sub-calendar 2. As you can see from the 1st screenshot, sub-calendar 2 has a Max Absence Level of .50.

b. This tells me sub-calendar 2 is a ½ day calendar. 7. Once I clicked on the icon I’m brought to the Sub-Calendar Days

page. a. You’ll notice everyday has a lock on it. This means that each day is the

same day type as the master calendar. b. Since the Max Absence Level is set to .50 or a ½ day,

StudentInformation knows these students only get counted for a ½ day of attendance.

c. The locks mean the sub-calendar wasn’t disassociated from the master calendar. Since the sub-calendar wasn’t disassociated, anytime you change a day on the master calendar it automatically changes the day on the sub-calendar.

d. An example would be if December 15 became a Snow Day instead of a School Day. If you change December 15 to a Snow Day on the master calendar it will automatically change December 15 to a Snow Day on the sub-calendar.

e. Further into this step by step checklist, editing the master calendar will be explained in detail.

f. StudentInformation actually gives you the option of making everyday on the ½ sub-calendar an actual ½ day, but this step isn’t necessary but can be done. Right now the Day Type column matches the master calendar and says School Day.

g. To change each Day Type to a School Half-Day instead of School Day to better reflect the actual day type you can click Create Exception(s).

h. StudentInformation requires you to put in an Arrival Time and Departure Time or mark the Periods of the Day.








i. Neither has a lightening bolt but one or the other is required. j. If you are editing the AM Half-Day sub-calendar you can mark the

morning periods on the Periods of the Day checkboxes or fill in the time. Neither of these items are functional so it doesn’t matter which boxes you check or what time you fill in, but it is required so you will need to do one or the other.

k. The Day Type dropdown is currently defaulting to Use Master Calendar Actual Day Type.

l. Since we are editing the ½ day calendar change the Day Type to School Half-Day.

m. Click Recurring Pattern. n. The screen will refresh. o. In the Begin field type in the first day of school and the last day of

school since everyday during the school year will be a School Half-Day.

p. Check the appropriate Days of the Week. In the example following this step by step M, T, W, R, F are checked.

q. Put a checkmark in Replace Existing Exceptions. r. Click Save.

8. You will receive the following message:

9. Now you will notice that the days that were changed to School Half-Day are unlocked.

10. Since the days have pencils instead of locks I can tell this sub-calendar was disassociated from the master calendar.

11. If you would change a school day to a Snow Day on the master calendar, the day wouldn’t automatically update to a Snow Day on the sub-calendar since the sub-calendar had been disassociated.


EMIS Settings For the calendar date change where the date was NOT disassociated from the Master Calendar, no further EMIS attributes need to be added. For any calendar day that has been disassociated from the master calendar, the EMIS exception will also need to be added manually to this calendar day.



Staggered Start Calendar for KG students For KG Students whose first day of school is later than the first day of school on the regular calendar, it is necessary to create a different calendar for this group of students. (If you have AM only and PM only students, it may be necessary to create two separate calendars)


a. Add a sub-calendar by clicking Add Sub-Calendar. b. Type in a Code that makes sense to you and your school. c. Next give the sub-calendar a Name that makes sense to you

and your school. d. Select the Max Absence Level from the dropdown. e. If the Max Absence level is set to a half a day, make sure Apply

Percent of Time to Days Attended, Apply Percent of Time to Absences are uncheced, and Is Active is checked. If the Max Absence Level selected is Full day, make sure Apply Percent all options are checked.

f. Click Save. g. See the example screenshot below this step by step.

2. The next Step will be to create exceptions for this calendar to set the days at the beginning of the calendar that students will not attend to non-attending days.

a. Click on Create Exception for the Sub-Calendar Select the periods of the day the exception applies to b. Select Day type of Non-Attending Day c. Select Single Day d. Select the Date of the non-attending day e. Click Save. f. Since the date is an attending day on the Master calendar, the

EMIS exception can be entered here rather than on the Manual Exceptions page.








g. For the prompt “Would you like to add EMIS Exception Types”, click on YES.

h. Select Planned Full Day or Staff Professional Day from the Exception Type dropdown depending on how the staff will be using the day.

i. It is not necessary to indicate hours for this exception. j. Click Save k. Repeat this step for any other days where students will not be

attending.


Creating an Alternating Attendance Day Calendar For students who attend Monday, Tuesday and Wednesday morning only, it is necessary to create a separate sub-calendar for them to indicate the days they are expected to be in attendance.



and your school. d. Select the Max Absence Level from the dropdown. e. Make sure Apply Percent of Time to Days Attended, Apply

Percent of Time to Absences, and Is Active are checked. f. Click Save. g. See the example screenshot below this step by step.

2. For this calendar, you will need to indicate which days students are not expected to be in attendance. In this scenario, students will never attend on Thursday or Friday. On the sub-Calendar maintenance page, check the boxes beside Thursday and Friday to indicate students will not be in attendance. By checking these boxes, the attributes C_YWKDAYTH and C_YWKDAYFR will be reported for this calendar.








3. The next Step will be to create exceptions for this calendar to set the days off which students will never attend to non-attending days.

l. Click on Create Exception for the Sub-Calendar Select the periods of the day the exception applies to m. Select Day type of Non-Attending Day n. Select Recurring Pattern, the screen will refresh and additional

prompts will be displayed. o. Select the Begin Date and Until Date to indicate when the

exception will occur. In this scenario, it will be the first day of school through the last day.

p. Click on the Days of the week this exception applies. In this scenario, it will be R and F for Thursday and Friday.

q. Make sure Replace Existing Exceptions is checked. r. Click Save. s. Repeat this step for any other days where students will not be

attending. Since we checked the boxes on the Sub-Calendar Maintenance page to indicate school Thursday and Friday are not attendance days, no other exceptions are needed.


Graduates – Early Release Calendar For seniors or other students who will be released from school at the end of the school year earlier than students on the regular calendar, it is necessary to create a different calendar for this group of students.



and your school. d. Select the Max Absence Level from the dropdown. e. Make sure Apply Percent of Time to Days Attended, Apply

Percent of Time to Absences, and Is Active are checked. f. Click Save. g. See the example screenshot below this step by step.

4. The next Step will be to create exceptions for this calendar to set the days at the end of the calendar that students will not attend to non-attending days.

a. Click on Create Exception for the Sub-Calendar b. Select the periods of the day the exception applies to c. Select Day type of Non-Attending Day d. Select Single Day e. Select the Date of the non-attending day f. Click Save. g. Since the date is an attending day on the Master calendar, the

EMIS exception MUST be entered here rather than on the Manual Exceptions page.

h. For the prompt “Would you like to add EMIS Exception Types”, click on YES.

i. Select Planned Full Day from the Exception Type dropdown. j. It is not necessary to indicate hours for this exception.








k. Click Save l. Repeat this step for any other days where students will not be

attending. Note: The DL End date for this calendar will still indicate the same end date as the master calendar end date but the non-attending exceptions will indicate these days are not days where students will be in attendance. This may change if ODE determines this isn’t acceptable.


Snow Days - How to enter Snow Days that occur on a reporting term start date and update the course section assignment start dates to reflect the new starting date of 2nd semester Qtr 2 was originally slated to end Friday, January 10th. Qtr 3 starts on Monday, January 13th. Inclement weather forces the district to cancel school on Friday, January 10th , pushing back the start of Qtr 3 until Tuesday, January 14th instead. If the steps below aren’t followed in the exact order outlined below, the course section assignment start dates will not be updated.

If you change days to snow days using the Master Calendar page in StudentInformation, then the course section assignment start dates won’t get updated.

1. At the building level in the school year you’d like to enter a snow day navigate to: StudentInformation » Management » School Administration » School Building Administration » Calendar Dates Wizard.

2. Skip to tab 3 named . 3. Change Quarter 2’s Stop Date to the day before you want 2nd semester to

start. (01/13/14 in the example above)







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4. Click to move to the tab.

5. In the field enter the date of the snow day. (01/10/14 in the example above)

6. In the dropdown select 7. Click .

8. Leave the checked.

9. Now click at the bottom of the page.

10. On the tab click . 11. Now go to a student’s Course Section Assignments page and verify that

the 2nd semester course section assignment start dates were updated.

EMIS Settings For the Calamity Day, an exeption will need to be entered for all calendars being reported. The exception day may be entered on the Master Calendar and will be reported for all sub-calendars.

1. At the building level in the school year you’d like change the reporting


term or schedule term, navigate to: StudentInformation » Management » School Administration » Scheduling Administration » Master Calendar.

2. Locate the day that was changed to a snow day. a. Click on the icon. b. Under the EMIS section, Click on ADD NEW select Calamity Day from

the Exception Types dropdown. c. Click ADD d. No hours are needed since the Calamity day will be for the full school

day. e. Click SAVE to save the record.

3. If the Calamity Day is also a Blizzard Bag day, an event will need to be added on the Master Calendar only for the building to report the Blizzard Bag Day Event. Once added to the Master calendar, this event will be reported for all sub-calendars.

a. On Master Calendar Maintenance, Click on the icon for the day you wish to change.

b. Change Planned and Actual Day type to Snow Day or Calamity Day from the Day Type Dropdown.

c. Click Save, you will then be prompted to add the EMIS Exception Type.Click Yes

d. Click ADD NEW and select Blizzard Bag. e. No hours are needed since the Blizzard Bag Day will be for the full

school day. f. Click ADD NEW and select Calamity Day g. Click SAVE to save the record. h. When the transfer file is created for period C, there will be two records

in the file for this day for each calendar in the building.


http://dev-web1.noacsc.org/Preview/Management/Default.aspx

http://dev-web1.noacsc.org/Preview/SIS/Maintenance/Default.aspx

http://dev-web1.noacsc.org/Preview/SIS/Maintenance/Scheduling/Default.aspx

http://dev-web1.noacsc.org/Preview/SIS/Scheduling/MasterCalendar.aspx


Snow Days - How to enter Snow Days or other non-attending days after the master calendar has been created that don’t change course term start and stop dates

1. If the day you want to change to a snow day or non attending days is the last day of the reporting term please stop and go to the following step by step section titled How to change the last day of the reporting term.

2. At the building level in the school year you’d like to enter a snow day navigate to: StudentInformation » Management » School Administration » Scheduling Administration » Master Calendar. a. Click the pencil next to the date you want to change to a snow day. b. The Planned School Day Type, Planned Rotation Day, Planned

Student Attendance Day Count, and Planned Staff Attendance Day Count are defaulted to the current values of the master calendar and don’t need change.

c. Please note the Planned Staff Attendance Day dropdown currently has no functionality in StudentInformation.

d. The first field you will want to change is Actual School Day Type. e. In the dropdown choose Snow Day or Non Attending Day. Either one

will work, they both mean the same. f. Please note only total number of days students are actually physically

in the building get reported to EMIS when the ATTUPEMIS program is run. Actual days and day types aren’t reported to EMIS.

g. You’ll notice once you selected Snow Day or Non Attending Day the Actual Rotation Day dropdown didn’t change – which is correct. The Actual Staff Attendance Day Count dropdown may change depending on what the original value was but it doesn’t matter since the Actual Staff Attendance Day Count field isn’t functional in StudentInformation at this time.

h. However, the Actual Student Attendance Day Count field did change from 1 to 0 – which is correct.

i. Leave the Is Fixed box unchecked. It is not functional at this time. j. Click Save. k. In the example following this step by step I have changed December

7th from a school day to a snow day. 3. Next, check the Planned Days and Actual Days to make sure the Actual

Day decreased since December 7th was planned to be a School Day but because of the weather it ended up being a Snow Day. a. In other words, if you school has snow days the Planned and Actual

count will not match – which is correct. 4. Please note: If you already had pre-entered absences (examples include

field trips, vacations, and students on medical leave) for a school day that got changed to a snow day you will need to delete the absences by navigating to: StudentInformation » SIS » Attendance » Daily








http://dev-web1.noacsc.org/Preview/Default.aspx

http://dev-web1.noacsc.org/Preview/SIS/Default.aspx

http://dev-web1.noacsc.org/Preview/SIS/Attendance/Default.aspx

http://dev-web1.noacsc.org/Preview/SIS/Attendance/DailyAbsenceList.aspx

Absence List. a. Type in the date that is now a snow day in the From Date and To Date

field and click Go. b. Place a check mark next to each student’s absence you wish to delete

or use the checkbox at the top to place a checkmark in every student. c. Click Delete Selected. d. You will receive a confirmation message asking if you would like to

continue, click Ok.


http://dev-web1.noacsc.org/Preview/SIS/Attendance/DailyAbsenceList.aspx

EMIS Settings For the Calamity Day, an exeption will need to be entered for all calendars being reported. The exception day may be entered on the Master Calendar and will be reported for all sub-calendars.

1. At the building level in the school year you’d like change the reporting term or schedule term navigate to: StudentInformation » Management » School Administration » Scheduling Administration » Master Calendar.

2. Locate the day that was changed to a snow day. a. Click on the icon. b. Under the EMIS section, Click on ADD NEW select Calamity Day from

the Exception Types dropdown. c. Click ADD d. No hours are needed since the Calamity day will be for the full school

day. e. Click SAVE to save the record.

3. If the Calamity Day is also a Blizzard Bag day, an event will need to be added on the Master Calendar only for the building to report the Blizzard Bag Day Event. Once added to the Master calendar, this event will be reported for all sub-calendars.

a. On Master Calendar Maintenance, Click on the icon for the day you wish to change.

b. Change Planned and Actual Day type to Snow Day or Calamity Day from the Day Type Dropdown.

c. Click Save, you will then be prompted to add the EMIS Exception Type.Click Yes

d. Click ADD NEW and select Blizzard Bag. e. No hours are needed since the Blizzard Bag Day will be for the full

school day. f. Click ADD NEW and select Calamity Day g. Click SAVE to save the record. h. When the transfer file is created for period C, there will be two records

in the file for this day for each calendar in the building.







Makeup Days - How to change a non-attending to a school day

1. At the building level in the school year you’d like change the reporting term or schedule term, navigate to: StudentInformation » Management » School Administration » Scheduling Administration » Master Calendar.

2. Locate the day that will be a makeup day instead of a non-attending day. a. Click on the icon.

b. In the dropdown, select . c. In the dropdown, select the day of the week. Note: If the make-up day is a weekend day, you’ll need to select one of the normal days of the week to assign to the date. d. The Actual Student Attendance Day Count and Actual Staff

Attendance Day Count automatically update to 1.0. e. Ignore the checkbox because it is not functional at this time. f. In the section, only select . g. In the section, leave both selections

unchecked. h. Click .

3. Next verify the count is correct. 4. Click Save, you will then be prompted to add the EMIS Exception

Type.Click Yes a. Click ADD NEW and select the appropriate Make-Up Day exception

where applicable. b. If the make-up day is a full day, no hours are needed. If the make-up

day selected is lengthened day, hours will need to be reported to indicate the total number of hours student attended that day.

c. Click SAVE to save the record.

EMIS Settings Calamity Make-Up Days require an event to be reported for the Attribute C_HRSLNGTH if time is added to a school day. If the Make-up Day is a weekend, the day needs to be added to the calendar for attendance purposes. For the EMIS attribute:








- Weekend Make-Up Day: If the Make-up Day is a weekend day, choose Planned Lengthened Day from the Exception types Dropdown. This reflects the attribute C_HRSWKEND

- Use of Holiday as a Make-up Day: If the Make-up day was previously a holiday on a day of the week, delete the Holiday Exception . No additional exception needs to be added. This will make the day a regular attendance day.

- Lengthened School Day to as Make-Up day: If the Make-Up day is an extension of a regular school day (lengthened day), add an EMIS record with the exception type Planned Lengthened Day and indicate the regular day hours + additional hours of the day the students are attending. Hours would be greater than a regular day hours. The attribute C_HRSLNGTH will be reported for this scenario.


Reporting Terms - How to change the last day of a reporting term or schedule term

In order to update the first day of school or a reporting term start date to a date that has already passed, you will need to be granted extra security permissions named . Please contact your security administrator to verify you have needed security permissions.

1. At the building level in the current school year you’d like change the

reporting term or schedule term navigate to: StudentInformation » Management » School Administration » School Building Administration » Calendar Dates Wizard.

2. You will be on the Calendar Boundaries tab. Do not make any changes on this tab and click Next.

3. Now you will be on the 3rd tab named Schedule Term Dates. a. Change the Stop Date of the corresponding Reporting Term/Schedule

Term. b. In the example screenshots following this step by step I have chosen

to change the Stop Date of Quarter 2 which will affect the Start Date of Quarter 3 or 2nd Semester only classes.

c. As you can see from the first screenshot 2nd semester only classes start on 1/18/10.

d. Back on the Calendar Dates Wizard page on tab 3 Schedule Term Dates I am changing Quarter 2 to end Friday, January 21st instead of Monday, January 17th.

e. This will change the Quarter 3 start date to January 24th. f. Leave the checkbox in Changes to Stop Dates are Planned. At this

time the checkbox is not functional. g. Click Next.

4. Now you are on the 4th tab named Non-Attending Days, click Next to move to the last tab.

5. Your changes are now reflected on the final tab named Master Calendar Review. a. In the 4th screen shot you’ll notice the start date of the 2nd semester

only class was automatically updated with the new start date of January 24th.

6. Next check to make sure the reporting term start and stop dates updated by navigating to: StudentInformation » Management » School Administration » Scheduling Administration » Initialization » Reporting Terms Maintenance.

7. Finally make sure the schedule term dates updated also by navigating to: StudentInformation » Management » School Administration » Scheduling Administration » Initialization » Schedule Terms.

8. If you encounter any issues updating the reporting term/schedule term start or stop dates please contact your ITC or State Support.





http://daslplay.noacsc.org/DASLPlay/SIS/Maintenance/School/Default.aspx


http://daslplay.noacsc.org/DASLPlay/SIS/Scheduling/CalendarDatesWizard.aspx






http://daslplay.noacsc.org/DASLPlay/SIS/Maintenance/Scheduling/InitializationMenu.aspx

http://daslplay.noacsc.org/DASLPlay/SIS/Maintenance/Scheduling/ReportingTerms.aspx






http://daslplay.noacsc.org/DASLPlay/SIS/Maintenance/Scheduling/ScheduleTerms.aspx


EMIS Updates No EMIS Attributes reported in this Scenario, however, if the change results in the extension of the school year by a day or two, the last day of school value on the Master Calendar will change and this change will be reflected on the DL record reported for each sub-calendar. If Manual Exceptions had previously been entered for days _after_ the last day of school, they will need to be deleted and then added to the appropriate days for each sub-calendar.


Earlier First Day of School - How to change the first day of school to start earlier than originally planned

In order to update the first day of school or a reporting term start date to a date that has already past you will need to be granted extra security permissions named . Please contact your security administrator to verify you have needed security permissions.

1. Navigate to: StudentInformation » Management » School Administration » School Building Administration » Calendar Dates Wizard.

2. In the example following this step by step the school was supposed to start on 8/29/11.

3. I have decided to change the first day to 8/22/11. 4. On the first tab named Calendar Boundaries I typed in the new Start

Date of 8/22/11. a. I clicked Next.

5. On the 2nd tab named Configure and Confirm Boundary Changes I have to fill in the dropdowns for each day added. a. Since school was originally supposed to start on Wednesday, 8/25/10

and changing the start to Friday, 8/23/10 I am required to enter a Rotation Day Type, School Day Type, Student Att. Day Count, Staff Att. Day Count for each day I’ve added.

b. I am matching the Rotation Day Type dropdown with the same value in the Day column which for 8/23/10 is a Monday and for 8/24/08 is a Tuesday.

c. In the School Day Type dropdown for both 8/23/10 and 8/24/10 I chose School Day.

d. When you change the School Day Type dropdown to School Day the Student Att. Day Count field is automatically populated with 1.00 – which is correct.

e. Click Next. 6. The 3rd tab named Schedule Term Dates lists each schedule term and

reporting term. If any a stop date of any reporting term or schedule term has changed due to starting the school year early make those adjustments here. a. Leave the check in the box next to Changes to Stop Dates are

Planned. b. Click Save.

7. On the Non-Attending Days tab add any non-attending day that wasn’t added previously if necessary. a. Click Next.

8. Once on the Master Calendar Review page verify you changes. You should see the new start date of school reflected on this page.









9. Now navigate to the following page to make sure the correct start is listed in the Start Date field: StudentInformation » Management » School Administration » Scheduling Administration » Master Calendar.

10. If any of the reporting term or schedule term stop dates were changed navigate to the following pages to ensure the changes took: StudentInformation » Management » School Administration » Scheduling Administration » Initialization » Reporting Terms Maintenance and StudentInformation » Management » School Administration » Scheduling Administration » Initialization » Schedule Terms.

11. As of 9.1.0, the course section assignments that already exist are automatically updated with the new first day of the term.





















http://daslplay.noacsc.org/DASLPlay/SIS/Maintenance/Scheduling/ScheduleTerms.aspx

EMIS Updates No EMIS Attributes reported in this Scenario, however, if the change results in the extension of the school year by a day or two, the first day of school value on the Master Calendar will change and this change will be reflected on the DL record reported for each sub-calendar. If Manual Exceptions had previously been entered for days _before_ the first day of school, they will need to be deleted and then added to the appropriate days for each sub-calendar.


Later First Day of School - How to change the first day of school to start later than originally planned

1. Navigate to: StudentInformation » Management » School Administration » School Building Administration » Calendar Dates Wizard.

2. On the first tab named . a. Enter the new 1st day of school.

b. Leave the check in .

c. Click . 3. If any of the Schedule Term Stop dates need adjusted because of the

change in the first day of school make the adjustments on the tab.

a. Click . 4. Add any new non-attending days on the tab.

a. Click . 5. On the tab click . 6. Next go to Reporting Terms Maintenance, Schedule Terms

Maintenance, and the Master Calendar pages to make sure the changes saved.

EMIS Updates

No EMIS Attributes reported in this Scenario, however, if the change results in the extension of the school year by a day or two, the first day of school value on the Master Calendar will change and this change will be reflected on the DL record reported for each sub-calendar. If Manual Exceptions had previously been entered for days _before_ the first day of school, they will need to be deleted and then added to the appropriate days for each sub-calendar.









Later Last Day of School - How to change the last day of school to end later than originally planned using the Master Calendar page

1. In the current school year at the building level, navigate to: StudentInformation » Management » School Administration » Scheduling Administration » Master Calendar

2. Click on the next to the field. 3. Enter the new last day of school in the field. 4. Click . 5. In the dropdown for each day select the appropriate

day of the week. If the days falls on a Saturday or Sunday leave the field blank.

6. In the dropdown for each day select

. If the days falls on a Saturday or Sunday

select .

7. Click . 8. You will receive the following message

9. Verify the has been updated. EMIS Updates No EMIS Attributes reported in this Scenario, however, if the change results in the extension of the school year by a day or two, the last day of school value on the Master Calendar will change and this change will be reflected on the DL record reported for each sub-calendar. If Manual Exceptions had previously been entered for days _after_ the last day of school, they will need to be deleted and then added to the appropriate days for each sub-calendar.


http://dev-web1.noacsc.org/Test/Default.aspx

http://dev-web1.noacsc.org/Test/Management/Default.aspx

http://dev-web1.noacsc.org/Test/SIS/Maintenance/Default.aspx

http://dev-web1.noacsc.org/Test/SIS/Maintenance/Scheduling/Default.aspx

http://dev-web1.noacsc.org/Test/SIS/Scheduling/MasterCalendar.aspx

Later Last Day of School - How to change the last day of school to end later than originally planned using the Calendar Dates Wizard page

1. In the current school year at the building level navigate to: StudentInformation » Management » School Administration » School Building Administration » Calendar Dates Wizard.

2. Enter the new last day of school in the field and leave the

checked. 3. Click . 4. In the dropdown for each day select the appropriate

day of the week. If the days falls on a Saturday or Sunday leave the field blank.

5. In the dropdown for each day select

. If the days falls on a Saturday or Sunday

select . 6. Click . 7. You will receive the following message

8. Click twice to advance to the final tab named

.

9. Click . Navigate to the Master Calendar page and verify the last day of school was updated. EMIS Updates No EMIS Attributes reported in this Scenario, however, if the change results in the extension of the school year by a day or two, the last day of school value on the Master Calendar will change and this change will be reflected on the DL record reported for each sub-calendar. If Manual Exceptions had previously been entered for days _after_ the last day of school, they will need to be deleted and then added to the appropriate days for each sub-calendar.







Only students on a particular sub-calendar attend – How to configure the calendar so day is non-attending for all students but the students assigned to a particular sub-calendar. In order to mark a day as a “School Day” on a sub-calendar it must be a “School Day” on the Master Calendar.

1. At the building level navigate to: StudentInformation » Management » School Administration » Scheduling Administration » Master Calendar.

a. Verify the dropdown says

. 2. Next create an exception on each sub-calendar, assigned to students

who won’t be in attendance that day.

3. Edit the sub –calendar and click . a. StudentInformation requires you to put in an Arrival Time and

Departure Time or mark the Periods of the Day. b. Neither has a lightening bolt but one or the other is required. c. If you are editing the AM Half-Day sub-calendar you can mark the

morning periods on the Periods of the Day checkboxes or fill in the time. Neither of these items are functional so it doesn’t matter which boxes you check or what time you fill in, but it is required so you will need to do one or the other.

4. In the dropdown select

and select . 5. Enter the day in the field.

6. Click . 7. The day will now display with a pencil icon instead of a lock.

EMIS Updates For the sub-Calendar, when creating the exception, add an EMIS Exception type for the type of non-attending day applicable.








Editing the Master Calendar and Sub-calendars Step by Step ... · 1/2 Day Calendar - How to create or ... new starting date of 2nd semester ... Beginning in FY15, a new EMIS reporting

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