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Setting calendar options for a custom field

Feature areas [>>] in Chancery SMS are either calendarized or non-calendarized. The data in a schema in a calendarized feature area is typically different between the active calendar and the planning calendars [>>]. Class scheduling information is an example of data in a calendarized feature area. In contrast, non-calendarized data such as facilities information is available in both calendars and any change made to the data appears in both calendars. A schema inherits its calendar properties (calendarized or non-calendarized) from its associated feature area.

When a District Administrator creates an Extension schema [>>], the schema inherits the calendar properties and the calendar options from the Main schema. The administrator can choose to use the inherited calendar options or change them to meet the needs of the school district.

Calendar options for custom schemas differ depending on two settings: whether the schema is calendarized or non-calendarized and whether a calendar option is selected in the schema. Schemas with calendarized data display a Copy to planning calendar field on the Add/Edit (Main, Extension, or Child) pages, while schemas with non-calendarized data display a Keep in active calendar at year-end field [Figure 198].

Figure 198: Calendarized and non-calendarized Main schema

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Non-calendarized schema

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If the Copy to planning calendar or Keep in active calendar at year end option is selected in the Main schema, all fields appear in the Selected list on the NYP or YEP Calendar Options page. (If a calendar option is not selected, all fields appear in the Available list). The District Administrator can change these settings by moving the fields either left or right.

Although a custom schema inherits the calendar settings of the Main schema, it is possible to change these settings for individual fields in the custom schema. The administrator cannot change whether a schema is calendarized or non-calendarized but can control what happens to the data in the schema's fields during Next-Year Preparation [>>] (for fields in a calendarized schema) or during Year-End Processing [>>] (for fields in a non-calendarized schema) [Figure 198].

To change calendar settings for a field: [You can do this if your role is DistrictAdministrator.DA]

1

On the home page, in the control bar under ADMIN, click District Setup. District Setup page appears.

2

Under cTools, click Manage Schemas. The cTools Manage Schemas page appears.

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Click the feature area [>>] that contains the field to be updated.

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Student Health Tracking schemas originate from within the Student Demographic feature area. Therefore, to work with Health schemas, click the Student Demographic feature area.

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On the Manage Schema Properties page, under Schema name, click the applicable schema. The Add/Edit Extension or Add/Edit Child page appears.

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In the Edit menu, click NYP Calendar Option (for calendarized schema) or YEP Calendar Option (appears for non-calendarized schema). The NYP or YEP Calendar Option page appears [Figure 198].

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To have the field's data copied to the planning calendar or kept in the active calendar at year end, double-click the field in the Available list. The field moves to the Selected list.

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Or, to not have Chancery SMS copy the data to the planning calendar or to have Chancery SMS discard it from the active calendar at year end, double-click the field in the Selected list. The field moves to the Available list.

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Click OK.

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