Creating Network Calendars in IC

Overview 

This article is designed for scheduler and administrative teams. 

Each school has a calendar within Infinite Campus which keeps the school's calendar updated for Administration, Home Office, APS/DPS, and DPS Transportation. It is very important that these calendars are up to date and school days are classified and marked correctly. 

APS has a specific process for updating these days which is outlined below. However, there are some DSST employees who can edit these days for DPS. The only individuals who can update the calendar days are the scheduler, the Educational Technology Coordinator, and the Director of Academic and Business Systems.

This access is provided by DPS after training is complete through the Learning Space. For more information on this training please submit a Help Desk ticket. 

Follow the steps and supports below to add or edit Calendar Days in IC. 

• APS Policies and Processes 
• DPS Policies and Processes
  • Adding or Editing Calendar Days 
  • How to Classify and Mark Day Events
• Understanding Versions 1 and 2 of Schedules

APS Policies and Processes

APS has a specific pathway and process for updating Calendar Days in IC. Please remember that no one in DSST will be able to edit these due to limited rights with APS IC.

At the beginning of the school year, the AST school calendars are required to be submitted. APS will create the IC calendar in reflection of the school calendar submitted. There are times, however, that this will need to be changed.

Here are the steps and necessary items needed to get these days updated in IC. This process should be started more than one month in advance of the first date to be edited. 

1. Help Desk: The scheduler will submit a Help Desk ticket to begin the process. 
2. Determining Changes Needed:  The Educational Technology Coordinator will work with the scheduler to determine the changes that are needed to the calendar. This includes what dates need to be changed or added, how those days will be classified, and what dismissal times are. If the day is becoming an early release day the scheduler will need to provide an updated bell schedule to account for how instruction will look for that day. 
3. Calendar Update: The team will connect with the Director of Operations to get an updated school calendar for AST. This updated calendar must include the new dates, classification (for example assessment day), and the early release times. 
4. Submit Support Ticket to APS IC Team: Once all of the necessary materials have been collected a ticket must be submitted via email to the Help Desk at APS. You must outline the dates, their uses, release times, period schedule, and updated calendar.
   • For example, May 1, May 2, and May 3 are assessment days with early release at 11:30
5. APS makes calendar changes: APS' IC Team will update the calendar and reach out for further information if necessary. 

DPS Policies and Processes 

Schedulers along with a few Home Office employees have the ability to update these calendar days. At the beginning of the year, schedulers should enter the calendar days to align with the DSST calendar. For more information on how to classify days please click here. 

Please note: There are Floating PLD and Early Release Days allocated to each school. Schedulers should NOT be editing or changing these dates. These dates require the approval of SDs and MDs. That process is owned and carried out by the Educational Technology Coordinator. 

Adding or Editing Calendar Days 

1. When logged into IC head to the "Index" and scroll down and click "System Administration". Then select "Calendar" and "Calendar" again. Remember to check that you are in the correct school year. 

   

2. You will now see a new screen with tabs across the top of your screen. Select "Days"

   

3. You can use the arrows at the top of the calendar to move from month to month. Then select the date in blue to add or edit the day. A box will appear below for that day. 
   
4. You will now see the options for adding for editing the day. When editing the date you should focus on the following: School Day, Instruction, Attendance, Start Time, End Time, and Day Events. 
   • School Day: Indicates whether this is a school day. This would be checked if students are present in the building and school is happening. 
   • Instruction: Indicates whether instruction is happening on that day. This would be checked if classes or assessments are occurring. 
   • Attendance: Indicates whether attendance needs to be taken on that day for classes. 
   • Start Time: Indicates the start time of the school day. You only need to add this if you are starting late or releasing early. This allows transportation to know what the schedule is. This also matters for Instructional Hours. 
   • End Time: Indicates the end time for the school day. You only need to add this if you are starting late or releasing early. This allows transportation to know what the schedule is. This also matters for Instructional Hours. 
   • Day Events: This indicates what the day is being used for. There are a variety of options here. For more information on how to classify days click here.

     

5. When you are finished click "Save Day/Day Events" 

How to Classify and Mark Day Events

The way that days are classified or marked in "day events" is very important. Use the following information to classify days as needed. If you are unsure of how to classify days please submit a Help Desk ticket or reach out to the Academic and Business Systems team. 

When you are within the box to edit the day click "Add Day Event" then follow the outlined classifications below. Always remember to click "Save Day/Day Events" when finished. 

Teacher Professional Learning, Data Day, Retreats, etc.	Mark as "Teacher Professional Day" Be sure that "School Day", "Instruction", and "Attendance" are all unchecked.
Assessment Day (IAs, Finals, etc.)	Mark as "Assessment"
Conferences	Mark as "Parent-Teacher Conferences". If there is no students or school be sure that "School Day", "Instruction", and "Attendance" are all unchecked.
Holidays	Mark as the appropriate day in the list "Spring Break" "Winter Break" "Thanksgiving" etc. If there is no students or school be sure that "School Day", "Instruction", and "Attendance" are all unchecked.
Early Release	Mark as "Early Release" and note in the "Comments" the reason for the early release.  You MUST include the start and end times for the day.

There is no need to add "Non-Contact Student Day" for any of the day or day events unless instructed to do so. 

Understanding Version 1 and Version 2 of Schedules- HS ONLY

IF YOUR SCHOOL DOES NOT HAVE QUARTER CLASSES YOU DO NOT NEED TO USE BOTH VERSIONS OF YOUR SCHEDULE.

To have both semester and quarter classes we have to change the way that our schools are set up in IC. You will see that there is a 1 and 2 version of your schedules. They are exact copies with updated names. We use these schedules to differentiate when, in a semester, a quarter class starts and ends. 

For the 24-25 school year, you would set up as follows: 

Semester 1	Quarter 1: August 13-October 9	Use Schedule "1"
	Quarter 2: October 15-December 20	Use Schedule "2"
Semester 2	Quarter 3: January 7-March 14	Use Schedule "1"
	Quarter 4: March 17-May 30	Use Schedule "2"

This means when you are scheduling a quarter class you would ONLY select the Version 1 or Version 2 of the schedule for that quarter, as outlined above. In comparison. when scheduling a semester-long class you would select all the versions for the semester.