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Working in the Planning Calendar

After your district or school creates a planning calendar, you can set up program management for the next school year in the planning calendar. When you create a district or school planning calendar, existing programs are available in the planning calendar. Whether sessions are created for the program in the planning calendar and how participants are handled depends on how the planning calendar options are set for the session. For more information, see Setting Planning Calendar options [>>].

Since programs are date-based rather than calendar-specific, changes made in any calendar apply to the overall program setup and affect the program offered in all the calendars included within the program start and end dates. For example, if a program start date is in the current active calendar and the end date is in the future (after the planning calendar), when you make changes to the program setup in the planning calendar, the changes apply to the overall program and affect the program in the active calendar, planning calendar, and future calendars. Regardless of whether you are working in the active calendar or the planning calendar, you are working with the same information and changes update the overall program setup.

If you want to change a program in one calendar only, create a new program to start in that calendar. For example, if you want to change the program setup for the next school year, end the program as of the end of the year and copy the program setup to the planning calendar. For more information, see Copying program setup [>>].

Program sessions are calendar-specific. Program sessions are copied to the planning calendar during the first nightly process only. Changes to sessions in the active calendar are not copied to the planning calendar during subsequent nightly processes. Changes to sessions in the planning calendar are not reflected in the active calendar. If some program sessions will not be offered in the next school year, after you create the planning calendar, delete those sessions for the program in the planning calendar.

Notes:

Switching to the Planning Calendar

When logged in as an district or school administrator, select Planning when in the active calendar or Active when in the planning calendar [Figure 248].

Figure 248: Switching calendars

Setting Planning Calendar options

Planning calendar options determine how program sessions are handled during Next-Year Preparation. You can set planning calendar options from the Sessions/Locations page for program sessions that are active within the working calendar.

Since program sessions cannot cross calendar years, an end date is set for the session at the end of the district calendar. Use the planning calendar options to specify how program sessions and participants are handled in the planning calendar.

For detailed information about Next-Year Preparation and how students are enrolled in schools and assigned to programs in the planning calendar, see the Next-Year Preparation and Year-End Processing Guide Next-year preparation [>>].

To set planning calendar options for a program session: You can do this if your role is District Administrator.[DA]

1

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

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Under Program Management, click Program Setup. The Program Setup page appears.

3

Search/select programs you want to set planning calendar options and click Edit.

4

In the control bar, click Sessions/Locations. The Sessions/Locations page appears.

5

Select a session.

6

From the Actions menu, click Set Planning Calendar Option. The Set Planning Calendar Options page appears [Figure 249].

7

From the Planning calendar option dropdown [Figure 249], select one of the following options:

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Create session/roll students as participants - A new session is created in the planning calendar. Program participants are added as participants in the new program with the following exceptions:

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If the student is promoted from the graduating grade for the school, the student is not enrolled in the school and not added as a participant in the program.

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If the student is not active in the program at the end of the year, the student is not added as a participant in the new session.

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Create session/roll students as applicants - A new session is created in the planning calendar. Applications are created for current program participants and their eligibility status is cleared.

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Create session/do not roll students - A new session is created in the planning calendar. Students are not added as participants or applicants for the new session.

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Do not create session/students are removed - A new session is not created in the planning calendar. An exit date is entered for students currently participating in the program.

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To create applications for the new session in the planning calendar for existing applicants, select the Roll Existing Applicants option.

Note: This option is only available if you select either Create session/roll students as participants or Create session/roll students as applicants options from the Planning Calendar Option dropdown in the previous step.

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If participants are rolled as participants, applicants are added to the program queue and their eligibility status settings (rank, queue status, and eligibility status) are maintained.

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If participants are rolled as applicants, two queues are created:

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Participants are copied to the Participants rolled as applicants queue and their eligibility status is reset.

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Applicants are copied to the new session queue and their eligibility status settings are maintained.

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To prevent users from changing the student's requested school for the school enrollment associated with this program, on the Add/Edit Status Code page, select the Planning calendar Requested School controlled by program manager option. Note: If this program allows general entry into the school, i.e., it does not have eligibility criteria or capacity limits, do not select this option.

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Click OK.

Figure 249: Planning calendar option

To change displayed columns:You can do this if your role is District Administrator.[DA]

Note: When you are working with this page to set planning calendar options, you may want to display the Planning Calendar Option and Requested School Controlled columns.

1

From the Edit menu, click the Choose Columns icon (). The Choose Columns page appears.

2

Move the columns you want to display to the Selected Columns list.

3

Click OK.

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