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District calendar setup

A district calendar is the foundation upon which other aspects of the district's setup and operation are laid out. In a PowerSchool SMS system, a district has three types of calendars [Figure 296]:

Figure 296: District Calendars page

Table 60: Permissions pertaining to the district Planning Calendar

Managing a district's calendars

For the district's calendars, a District Administrator can adjust the calendar name and the date range covered by the calendar. A District Administrator can also create a new Planning Calendar and, if necessary, delete the Planning Calendar.

Caution: Once you create a district Planning Calendar, you cannot delete it.

Caution: On a newly installed PowerSchool SMS system, we recommend that the District Administrator set up all aspects of your system in the Active Calendar (such as schools, users, staff, and so on) before creating a Planning Calendar.

Note: When a District Administrator logs on to a newly set up PowerSchool SMS system, she must set up the default active calendar in order to use that system.

To manage a district's calendars [You can do this if your role is District Administrator.DA]:

1

In the Admin menu, click District Setup. The District Setup page appears.

2

Under District, click District Calendar. The District Calendar page appears.

3

To change a calendar's name, select the calendar in the District calendar name column, enter a new name.

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The name must be unique among calendars in the system.

4

To change a calendar's date range, select the calendar in the Start and End columns, change the dates.

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Start: The date for the first day of the calendar, such as "08/10/2004". This date must be:

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For a Planning Calendar, on or after the End date of the district's Active Calendar.

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After the End date of any historical calendars, if any exist.

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End: The date for the last day of the Planning Calendar, such as "08/09/2005".

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Typically, the End date is 364 days after the Start date. But it can be from 1 to 550 days after the start date to allow for summer schools and major adjustments in calendars.

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Ensure that the date range:

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Is from 1 to 550 days.

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Does not overlap any other district calendar.

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Maintains a continuous range of dates without interruption between district calendars.

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Caution: Ensure that the time between the Start and End dates is long enough to encompass the calendar of every school in the district, including summer schools.

5

To create a new calendar, in the Actions menu click Add Calendar.

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If a district has the calendars it needs, Add Calendar is not available.

6

Click OK.

Default district calendars

On a newly installed PowerSchool SMS system, or a system on which Year-End Processing has just been run [>>], PowerSchool SMS automatically creates district calendars. The District Administrator reviews and perhaps adjusts the names and date ranges of these default calendars.

If at least one school had an Active Calendar before YEP was run, PowerSchool SMSautomatically creates a district Active Calendar for the current year as follows:

If at least one school had a school Planning Calendar before YEP was run, PowerSchool SMSautomatically creates a district Planning Calendar for the next year as follows:

If the district had historical data before running YEP, PowerSchool SMS creates the appropriate historical calendars for past years as follows:

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