InformationNOW Calendar Setup

Transcription

1 InformationNOW Calendar Setup Setting up the Calendar Setting up the Calendar in InformationNOW involves the following procedures: Defining which days in the Calendar are attendance days; Placing Day Types on each Calendar day; and Placing Bell Schedules on each Calendar day. Day Types are explained in the Quick Reference Guide InformationNOW Academic Session and Day Types Setup. Bell Schedules are explained in the Quick Reference Guide InformationNOW Bell Schedule Setup. Note: Terms must be set up before the Calendar may be set up. Day Types and Bell Schedules should also be set up before the Calendar, since these must be placed on the Calendar at some point. To set up the calendar, log in to InformationNOW and perform the following steps: From the menu tree at the left, select School/District School. Screen 1 Quick Reference Guide STI_ InformationNOW Calendar Setup 1

2 Search for an individual school by entering the School Number, School Name or any other applicable information that will narrow the search. To view a list of all schools in the system (access contingent on user s security level; see bullet below), leave all fields blank and click on the Search button. Note that the user s security level will determine which schools may be viewed here. By default, Administrators may view all schools. For more information on program access setup, please see the Quick Reference Guide InformationNOW Staff Module. Screen 2 Select a school by clicking on the school number or by checking the box to the left of the school number and clicking the green View icon. The Edit School screen will appear. Screen 3 Quick Reference Guide STI_ InformationNOW Calendar Setup 2

3 Click on the Acad. Sessions tab. Screen 4 Select the correct Academic Year from the drop-list then click Refresh. Choose the session by clicking it under the Session Name column or by checking the box to the left of the desired session and clicking on the green View icon. The Edit Academic Session screen for that session will appear. Screen 5 Quick Reference Guide STI_ InformationNOW Calendar Setup 3

4 To the left of the screen under the Manage heading is View Year Calendar. Clicking on View Year Calendar will cause the screen below to appear. Screen 6 The following options are available under the Manage heading at the left of the screen: Additional Calendars: Allows the user to create additional calendars. Fill Day Types: Allows the user to place Day Types on each school attendance day for the year. Fill Bell Schedule: Allows the user to place Bell Schedules on each school attendance day for the year. The first step is to remove any days of the week that are not part of the school s instructional time. Removing Days from Calendar As shown in Screen 6 above, our example features six pages for the calendar. Remove all dates on page and then go to the next page to remove those dates. Continue until all pages have been modified. To remove a day from the calendar that is not an attendance day, check the box to the left of the date and click the green View icon (this works faster if there is more than one date to remove per page); or click on the date. After a date to remove has been selected, the Calendar Day screen will appear. Screen 7 Quick Reference Guide STI_ InformationNOW Calendar Setup 4

5 To remove this date (09/04/2006) as an attendance day, uncheck all check boxes and change the *Portion to 0. Screen 8 Click OK to save the record. The date (09/04/2006) is now removed, as shown in the screen below; there is no longer a Yes indicated in the In School and Instructional Day columns. Screen 9 Quick Reference Guide STI_ InformationNOW Calendar Setup 5

6 Adding Day Types to the Calendar To add day types to the calendar, click on Fill Day Types on the left side of the screen under Manage. The Fill Day Types screen will appear. Screen 10 At this point, the user must establish the Day Type. Note for schools that use alternating days: The InformationNOW system treats Day Types alphabetically. Thus, if the first day of school (08/14/06 in the example below) is a B Day, the user must enter the first applicable A Day (in this case, 08/15/06) as the Start Date. See the example below for more details. Example: The school uses alternating days: A Day and B Day. As part of the filling process, the Day Types will alternate between A Day and B Day. The user must ascertain whether the first day of school, 08/14/2006, is an A or B Day. If 08/14/2006 is a B day, then the Start Date should be 08/15/06 because the first day will be an A day. 08/14/2006 would need to be added to the calendar individually, as described in the section Adding Days to the Calendar on page 8. Using the example above, this school has one Day Type (Regular) and all classes meet every day. After clicking the Fill button, the screen shown below will appear. Screen 11 Notice that Regular is filled in under the Day Type column. This value was assigned to all days in the calendar that are attendance days. No Date Type is assigned to 09/04/2006, since this date was removed from the calendar in an earlier step. Quick Reference Guide STI_ InformationNOW Calendar Setup 6

7 Adding Bell Schedules to Calendar To add Bell Schedules to the calendar, click on Fill Bell Schedules on the left of the screen under Manage. The screen below will appear. Screen 12 To assign a Bell Schedule, select the *Start Date and the *End Date by either typing in the dates using the mm/dd/yyyy format or by clicking on the button and then selecting the month, day and year. Select the *Bell Schedule from the drop-list if the school has more than one bell schedule. Click under *Day Types to choose the day type that the Bell Schedule will fill. All fields are required. Screen 13 Quick Reference Guide STI_ InformationNOW Calendar Setup 7

8 Click the Assign button. The screen shown below will appear. Screen 14 The Regular Bell Schedule is now assigned to all dates that have been designated as Regular Day Types. Adding Days to the Calendar To add a day to the calendar, select the day by clicking on the date to be added or check the box to the left of the date and click on the green View icon. The Calendar Day screen below will appear. Screen 15 Description: Describe the reason this day is being added (not required). *Portion: This is a required field. Portion defines whether the day lasts all day (1) or part of a day. Instructional: Check this box to indicate that this is an instructional day. Quick Reference Guide STI_ InformationNOW Calendar Setup 8

9 In Calendar: Check this box to include this day in the school calendar. In School: Check this box if this day is an In School day. Non-Membership day: Check this box if this day is not an attendance day, but should still be listed on the calendar. The screen below shows an example of a school attendance day added to the calendar. Screen 16 When the In School box is checked, the Day Type and Bell Schedule become active. Select the correct Day Type and Bell Schedule from the drop-lists. Screen 17 Click OK to save the settings. Quick Reference Guide STI_ InformationNOW Calendar Setup 9

10 The screen below will appear (excerpt shown). Screen 18 Notice that 09/04/2006 is now an attendance day, with the description showing. This Calendar setup must be performed for each of the school s academic sessions. Quick Reference Guide STI_ InformationNOW Calendar Setup 10