Tool Search: Calendar Wizard
This option can be used when a district has multiple calendars in the same year or if the district has already set up one calendar and wants to copy that data into other new calendars. For example, all middle schools in the district follow the same terms, periods and schedule rotation. Once one middle school calendar is configured, this option can be used to copy this configuration to the calendars of the remaining middle schools.
For the copy process to work, the Destination calendar must be empty OR set up almost identically to the Source calendar.
Calendar Wizard option to Copy Data into Existing Calendars
Select copy mode
- Select Copy Data into an Existing Calendar.
- Click the Next button.
- Determine what behavior should occur for the destination calendar.
- Overwrite Terms/Days - replaces existing information in the destination calendar with new information from the source calendar.
- Copy/Append Other Data Elements - adds more information from the source calendar to the existing information in the destination calendar.
- Copy School Months - copies the selected school months from the source calendar to the destination calendar (not available in all states).
- Click the Next button.
See the following sections for procedures related to the Mode chosen.
Copy Mode SelectionsOverwrite Terms and Days
The Overwrite mode replaces the information in the destination calendar with data from the source calendar, allowing core configuration data such as Term dates, School/Non-School Days and Day Events to be synchronized between calendars.
- Period schedules are updated to the days in the Destination Calendar when the period schedule names in the Source Calendar match those in the Destination Calendar. If the period schedule names do not match, the Period Schedule from the Destination calendar with the lowest sequence number is used to insert the days.
- Day Events can be overwritten in this mode. See the Options for Data to Copy table for additional information.
It is best to use this option BEFORE the school year starts to limit the data that is modified in the destination calendar.
This function performs a full synchronization of the Days tab. Existing calendar days and calendar day events are deleted in the destination calendar. New days and new day events are created based on the calendar days and calendar day events set in the source calendar.
A warning does display before the deletion occurs.
Attendance data that may already exist for students is not modified. If a day is marked as an attendance day and is overwritten as a non-attendance day, that attendance data is invalid but still displays on the student's attendance tab, allowing the district to correct the issue. This scenario may occur when the district closes for a weather event and a student has already been marked absent for a future day.
Calendar Selection
- Select the Source Calendar from the dropdown list. This is the calendar from which the data is copied.
- Select the Destination Calendar(s) from the list on the right. These are the calendars into which the data is copied.
- Click the Next button.
Data to Copy
- Select the Data to Copy from the list provided in the wizard. Descriptions of the available options are at the end of this article.
- Click the Run Wizard button. The system copies the data that was selected into the new calendar.
Overwrite Terms and Days - Pick Data to CopyProgress
The Progress screen displays, indicating the status of the new calendar. When the wizard is finished, the new calendar is available to select in the dropdown list (after refreshing the screen). If the calendar is not available, users need to be given rights to that calendar.
Copy and Append Other Data Elements
Copy/Append works ONLY when the Source Calendar and the Destination Calendar have no overlap in the selected data elements.
For example, if the Source Calendar contains Course 100, Course 200 and Course 300, and the Destination Calendar contains Course 400 and Course 500, Courses 100-300 from the Source Calendar are added to the Destination Calendar without an issue.
If the Source Calendar contains Course 100, Course 200 and Course 300, and the Destination Calendar includes Course 200, this process does not work because there are overlapping courses.
- Select the Source Calendar from the dropdown list. This is the calendar from which the data is copied.
- Select the Destination Calendar(s) from the list. These are the calendars into which the data is copied.
- Click the Next button.
- Select the Data to Copy from the list provided in the wizard. Descriptions of the available options are at the end of this article.
- Click the Run Wizard button. The system copies the selected data into the new calendar.
Progress
The Progress screen displays, indicating the status of the new calendar. When the wizard is finished, the new calendar is available to select in the dropdown list (after refreshing the screen). If it is not, users need to be given rights to that calendar.
When copying, please be aware that certain items may copy; those are listed at the top of the Progress screen. Notice in the image below that one calendar was updated (the destination calendar) with zero schedule structures copied, zero new trials created, one term schedule copies, four terms copied. Then, there is an error message listed, indicating there is a duplicate value with the Period Schedule. The calendar is still updated, but the duplicate data cannot be copied.
Copy School Months
This option is only available in certain states and may appear as Copy Attendance Periods, Copy School Months or Copy CWCS Reporting Terms.
- Select the Source Calendar from the dropdown list. This is the calendar from which the data is copied.
- Select the Destination Calendar(s) from the list on the right. These are the calendars into which the data is copied. Destination calendars in the same school year as the Source Calendar are listed.
- Click the Next button.
- If the Source Calendar does not have at least one School Month created, a warning message appears and the user needs to choose a new source calendar that does have school months, or create school months in the selected calendar.
- Review the information displayed in the School Months of Source Calendar. If correct, determine the Overwrite Behavior. Two options are available
- Only copy School Months if the Destination Calendar does not have any School Months defined - copies school months from the source calendar into the destination calendar only if no school months are defined in the destination calendar.
- Overwrite School Months in Destination Calendars - copies school months to the destination calendar if school months exist or if no school months exist.
- Click the Run Wizard button. The system copies data into the destination calendar (existing calendars) based on the overwrite option selected
Options for Data to Copy
| Option | Description | Location | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Calendar Attributes | This includes the name of the calendar, calendar ID, school name, student minutes, etc. When marked, this copies all of information entered on the Calendar Information tab except the Calendar Name. If School Number, Sequence, Start and End Dates, etc., are populated on the Calendar tab in the Source Calendar, that same information is applied to the Destination Calendar.
This option should be marked if using the School choice with Student Assignment process. |
Calendar Information | ||||||||||||
| Schedule Structures | Schedule structures allow building administrators to have multiple calendar layouts in one calendar, for course layout or for state reporting purposes. | Schedule Structure Setup | ||||||||||||
| Term Schedules | This divides the school year into blocks of days for the purpose of scheduling or grading (i.e., quarters, semesters, etc.). Dates do not copy if they fall outside of the start and end date of the destination calendar(s). |
Term Setup | ||||||||||||
| Period Schedules | This displays the period name and the start and end times of each period. A school must have at least one period schedule defined, but may have multiple if using the day rotation. | Period Setup | ||||||||||||
| Days | Days are used to determine attendance, non-school days and non-instructional days.
If the selected destination calendar contains existing day events, those day events are deleted when the data is copied. Days cannot be inserted into the destination calendar unless at least one period schedule is defined. |
Day Setup | ||||||||||||
| Day Events | Day events are notes within the calendar day, perhaps indicating an early release day or the dates of school plays.
The table below explains what happens when the Day or Day Events is marked or not.
|
Day Setup | ||||||||||||
| Section Templates | Section Templates are used by the Schedule Wizard when building sections for districts that use a more complex schedule (waterfall, rotating days, etc.) These can only be copied if Schedule Structures, Term Schedules and Period Schedules are also selected to be copied. |
Section Templates | ||||||||||||
| Ed-Fi Grading Periods | The Ed-Fi Grading Periods align the calendar periods to grading terms (for Michigan, Nebraska, and Wyoming districts). NOTE: Grading Period dates do not copy if they fall outside of the calendar start and end dates. |
Ed-Fi Grading Periods | ||||||||||||
| Grade Levels | Grade levels define the available grade levels of student enrollments. | Grade Level Setup | ||||||||||||
| Courses | This option creates an index of courses with course names. Copying courses saves manual entry time of course names. Courses marked as inactive are copied into the destination calendar as inactive. |
Course Information | ||||||||||||
| Sections with Schedule Placement | This option builds the same course sections in the destination calendar, assuming that courses are also copied or that course numbers in the destination calendar EXACTLY match the course numbers in the source calendar. Schools may select not to copy course sections, depending on the size of the student body, and may opt to create sections separately. |
Section Information > Section Placement | ||||||||||||
| Teacher Assignments | This option allows teacher assignments to be copied between calendars. This requires that teachers have a district assignment in the source and destination calendars. | Section Information > Teacher Name | ||||||||||||
| Section Staff Assignments | This option allows staff assignments to be copied between calendars. This requires that staff have a district assignment in the source and destination calendars. | Section Information > Staff Assignments | ||||||||||||
| Room Assignments | This option schedules the section in the same meeting place as in the source and destination calendar. | Section Information > Rooms | ||||||||||||
| Grading Tasks, Standards, Credits | This selection copies the items that are used for scoring students on term grades and the appropriate credits into the destination calendar. | Course Grading Tasks, Course Standards | ||||||||||||
| Categories | This selection copies any categories associated with courses into the destination calendar. | Course Grade Calc Options, Course Categories | ||||||||||||
| Grade Calc Options | This selection copies any grade calculation options associated with courses into the destination calendar. | Course Grade Calc Options | ||||||||||||
| Course Rules | Course rules are assigned to courses and are used in the Schedule Wizard and in Academic Planning. This option applies the rules assigned to the courses in the source calendar to the same courses in the destination calendar. | Course Rules | ||||||||||||
| Scheduling Build Constraints | This is the configuration for how a course is built by the Schedule Wizard. | Student Constraints Setup | ||||||||||||
| Course Fees | This option copies all active course fees from the source calendar into the destination calendar. | Course Fees | ||||||||||||
| Assessments | Assessments created in the Test Setup tool can be assigned to courses and course masters. When marked, those assessments from the source calendar are copied to the destination calendar. | Course Assessments | ||||||||||||
| Attendance Excuse Codes | Selecting this option copies Attendance Codes into the Destination Calendar. Additional options are available utilizing the Attendance Excuse Code Copier. (link to documentation for the copier) | Attendance Code Setup | ||||||||||||
| Scheduling Teams | Teams or groups are used often in middle schools for keeping a subset of a grade level together in core or home room classes. This option copies these team definitions into the destination calendar(s). | Team (Scheduling Group) Setup | ||||||||||||
| Section Team Assignments | Team assignments are chosen on course sections and mark that section for enrollment by that team only. This option copies Section Team Assignments from the source calendar into the destination calendar(s). | Section Information > General Section Information > Team | ||||||||||||
| Calendar Overrides | Calendar overrides applies to the types of overrides that are used at the school to determine enrollment for next year. A student may be accepted to the school based on a specific curriculum program, administrative decision or economic status. Mark this option if using the School choice with Student Assignment process. |
Calendar Override Setup | ||||||||||||
| GPA Calculation | Any custom GPA calculations associated with the source calendar are copied into the destination calendar. | GPA Calculation |
