Setup Calendars

The Calendar is used to develop a primary calendar for the entire program year including dates scheduled, holidays, and related fields. In addition to the Calendar, each Course Section also can contain an individual Course Calendar. The Course Calendar is not linked back to the Calendar. For reports that reference calendars, the Calendar is used unless otherwise noted.

 

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Details

The Calendar is created automatically when the Branch Unit is created. The user then must edit the Calendar schedule and details. Individual calendar dates cannot be added or deleted. Users can:

• Create a Calendar Deadline list for various purposes and enter those deadlines into the Calendar.

• Tag dates as to when Progress Reports and Report Cards are due.

• Keep the Calendar updated as weather or other closings occur during the program year.

• Tag dates with the correct sessions of the year.

To edit the master Calendar:

• Go to Admin Menu »» Settings »» Calendar

• Click the Edit button for the date you want to edit. To locate a date, you can use the search criteria or simply scroll though the date records.

• Make any necessary changes and click OK to save and close.

• Calendar Dates can have the following information attached to them:

  • Sessions

  • Week Number 

  • Scheduled (Yes/No field)

  • Holiday (Yes/No field)

  • Pay Period (for Payroll purposes)

  • Home School Closed (for weather or other major closings)

  • Progress Due (for when Progress Reports and Report Cards are due)

  • Deadlines (pulls from the deadline list you create)

  • Notes - any additional notes regarding that calendar date

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Calendar Deadlines

Calendar Deadlines need to be set prior to assigning a deadline to a date in the Calendar.

To create Calendar Deadlines:

• Go to Admin Menu »» Settings »» Calendar Deadlines

• Click the New button.

• Enter the name or title of the Deadline.

• Click OK to save and close.

• Now go to the Calendar and search for the deadline date.

• When the Deadline date displays, click the edit button.

• Select the Deadline from the list.

• Click OK to save and close.

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Course Calendar

If a course's calendar follows the same schedule as the Calendar, then there is no purpose to create an individual Course Calendar. However, if the course is going to run on dates that are not scheduled in the Master Calendar, you will want to create an individual course calendar. For example: the organization may not normally have scheduled dates on Saturdays but the course is running on a Saturday. Or the majority of courses are not in session during a holiday such as Christmas or Spring Break, but a particular course is in session, then a course calendar should be set up.   

 

To set up a Course Calendar:

• Go to Courses »» Sections

• Use the search criteria to locate the course.

• Once the course displays, click the View button.

• Go to the Calendar tab.

• Click the AutoCalendar button from the toolbar. This will create all of the course dates for you in one step. XenDirect looks to the Course Info to determine start and end dates as well as days of the week. If these items are missing, it will not be able to generate an AutoCalendar.

• Once the AutoCalendar is created, you may still want to edit some of the dates to indicate any additional notes. 

OR

• Click the Calendar: New button.

• Enter the first date of the course. Schedule will be selected by default.  Enter any additional notes about the date.

• Click OK to save and close.

• This procedure will have to be repeated for each individual date the course is running. 

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