Calendar (Indiana)

Tool Search: Calendar

Within Calendar, the following tools allow users to manage calendar information: 

While not all fields in these tools are specific to Indiana, some of these fields are critical to ensuring accurate state reporting. These tools and fields are described below. For all other inquires, please see the appropriate article(s) linked above.

Calendar

The Calendar Information tool stores basic information about the calendar, including fields which impact how the calendar is included within state reports and Ed-Fi resources.

Image of the Calendar Information editor.Calendar Information

Calendar ID

An automatically assigned identification number of the calendar, used for reference purposes.

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Database Location:

Calendar.calendarID

Ad Hoc Inquiries:

Student > School Calendar > CalendarID

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Calendars

Exclude

When this checkbox is marked, the calendar is NOT reported to the state. This means NO records are submitted to Ed-Fi.

Type

Indicates the type of calendar (i.e., Instructional, Summer School, Alternative, etc). This field impacts when / how the calendar is pulled into various state and local reports.

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Database Location:

Calendar.type

Ad Hoc Inquiries:

Student > School Calendar > type

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Calendars

Schedule Type

Indicates the type of schedule (i.e., Traditional, Modified Block, Block 4, etc). This field defaults to 'Traditional' and rolls forward with the calendar.  

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Database Location:

Calendar.programType

Ad Hoc Inquiries:

Student > School Calendar > cal.programType

Ed-Fi Resources:

Grade Levels

The Grade Levels tool lists the grades that are assigned to the selected school. Only students in the listed grades can be enrolled into that calendar. Fields that are specific to the state of Indiana are defined below.

Image of the Grade Levels editor.Grade Levels

Name

Lists the actual name of the grade level - KG, PK, 01, etc. This name appears on student enrollment records, in reports and as part of the search results for students, for recording attendance, in the Teacher Grade Book, etc. This grade level should be entered as two (2) digits or as two (2) characters (e.g., KG, 09, etc.).

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Database Location:

GradeLevel.name

Ad Hoc Inquiries:

Student > Demographics > grade

Student > Learner > Active Enrollment > Core elements > Grade Level elements > grade

Student > Learner > All Enrollments > Core elements > Grade Level elements > grade

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Calendars

State Grade Level Code

The Grade Level Code indicates the current grade level of the student and is the official name of the grade level used at the state. For reporting purposes, each grade level in a school needs to be assigned a State Grade Level Code.

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Database Location:

GradeLevel.stateGrade

Ad Hoc Inquiries:

Student > Demographics > stateGrade

Student > Learner > Active Enrollment > Core elements > Grade Level elements > stateGrade

Student > Learner > All Enrollments > Core elements > Grade Level elements > stateGrade

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Calendars

Indiana Ed-Fi Data v2.4/3.1 - Student School Associations

Days

The Days tool provides a calendar view for all of the days in the school calendar, determined by the year, school and calendar selected in the Campus toolbar. The Days tool also displays which Period Schedules are assigned to a particular day, if any special events are assigned to a day, or if a particular day is not recording attendance, is not an instruction day, or is not a school day. 

Before using any of the tools on the Days tab, verify the following has been done for the selected calendar:

  • Calendar dates are correct.
  • Term dates are correct.
  • Periods and Period Schedules are established.

Image of the Day Detail editor.Day Detail Editor

Date

Indicates the month, day, and year of the calendar event being reported. 

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Database Location:

Day.date

Ad Hoc Inquiries:

Not Available

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Calendar Dates

Day Events Type

Day Events indicate a special event(s) for the school day. The Day Event Type field indicates the reason for the event. Types of days are created in the Attribute/Dictionary.

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Database Location:

Day.eventType

Ad Hoc Inquiries:

Not Available

Notes:

Multiple events can be associated with a single day. It is recommended that whenever an event is added to a day, a Comment also be added that explains the reason for the event.

Only Day Events containing a code in the Value column in the Attribute/Dictionary are considered for state reporting.

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Calendars

Instruction Days

In the Day Detail editor (select a day from the calendar grid, notice the two editors below the grid), each day of the school year (from the Calendar Start Date to the Calendar End Date) needs to be marked as a School Day, Instruction and Attendance. These selections allow teachers to take attendance and for reports to generate a total count of instructional days and school days. See the Days article for detailed information on how these checkboxes are used. 

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Database Location:

Day.instruction

Ad Hoc Inquiries:

Not Available

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Grading Periods

Duration and Instructional Minutes

In the Day Events editor (select a day from the calendar grid, notice the two editors below the grid), when there is a special type of event happening - abbreviated day, weather day, etc. - the total minutes for the school day and the total instruction minutes should be entered. Values entered in these fields overwrite any other school day and instruction minutes entered elsewhere on the calendar. See the Days article for detailed information on how Day Events are entered.

  • The Duration indicates the length of the event. This value does not print on the Calendar Report and is used for state reporting purposes.
  • Instructional Minutes indicates how many total minutes students are receiving instruction as part of the event. 
    • In the case of inclement weather, a corresponding Event Type is selected, and the total instructional minutes for the weather day are added here. If the school closes at lunch time (no instruction in the afternoon), this field is populated with a value that totals the start of day to the lunch period (240 minutes, for example).
    • The sum of Instructional Minutes entered on Day Events is counted as non-instructional minutes and is subtracted from the overall instructional day. The remaining time (calculated by subtracting the instructional minutes on the day event from the Student Day minutes on the calendar) is counted as non-instructional minutes.

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Database Location:

DayEvent.duration

DayEvent.instructionalMinutes

Ad Hoc Inquiries:

Not Available

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Calendar Dates

Indiana Ed-Fi Data v2.4/3.1 - Student School Attendance Events

Schedule Structure

Schedule Structures provide a means of allowing different groups of students (by grade level, by different terms, by different day layout) to have a unique layout for their learning day. They allow the school calendars to have multiple schedules in one calendar, instead of having one calendar with each type of schedule. See the Schedule Structure article for detailed information on this tool.

Image of the Schedule Structure Detail editor.Calendar Schedule Structure

Schedule Structure ID

An automatically assigned identification number of the schedule structure, used for reference purposes.

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Database Location:

ScheduleStructure.structureID

Ad Hoc Inquiries:

Student > Learner > Active Enrollment > Core Elements > structureID

Student > Learner > All Enrollments > Core Elements > structureID

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Calendars

Terms

Calendar Terms list the type of calendar structure the school has - trimesters, quarters, etc. Also available on this tab are the start and end dates of the terms.

Image of the Term Schedule Detail and Term detail editors.Calendar Terms

Start Date

Indicates the start date of the term.

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Database Location:

Term.startDate

Ad Hoc Inquiries:

Student > Learner > Schedule > Course/Section > terms

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Sessions

Indiana Ed-Fi Data v2.4/3.1 - Staff Section Associations

End Date

Indicates the end date of the term.

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Database Location:

Term.endDate

Ad Hoc Inquiries:

Student > Learner > Schedule > Course/Section > terms

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Sessions

Indiana Ed-Fi Data v2.4/3.1 - Staff Section Associations

Periods

Calendar Periods lists the names and the times of the periods meeting throughout a school day. The editor displays the period information based on the school selected in the Campus toolbar.

At least one period schedule needs to exist in a calendar. Once a period schedule exists, periods can be assigned to that schedule. Then, Calendar Days can be established and assigned a period schedule (day rotation).

Image of the Period Schedule editors.Calendar Periods

Name

Indicates the name of the period

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Database Location:

Period.name

Ad Hoc Inquiries:

Not available

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Class Periods

Start Time (First Period)

Indicates the start time of the first period of the day.

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Database Location:

Period.startTime

Ad Hoc Inquiries:

Not available

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Calendars

End Time (Last Period)

Indicates the end time of the last period of the day.

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Database Location:

Period.endTime

Ad Hoc Inquiries:

Not available

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Calendars

Non-Instructional

Indicates the total amount of time that is considered non-instructional. The periods marked as Non-Instructional are not counted in the calculation of total Instructional Minutes for the day, which is visible on the Period Schedule Information detail.

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Database Location:

Period.nonInstructional

Ad Hoc Inquiries:

Not available

Ed-Fi Resources:

Indiana Ed-Fi Data v2.4/3.1 - Calendars