CALENDAR

Introduction

The Calendar Module allows you to organize the activities of the school, form classes, subject classes and the various sporting teams within each their respective calendars. School terms and holidays can also be set up.

 

Features

  • School calendar - activities to be taken by the entire school
  • Form class, subject class, dormitory and team calendars
  • Learner and staff individual calendars
  • The overall school calendar automatically merges with individual calendars
  • Set up school holidays

 

Contents

The following topics are coverd in this manual:

 

School Holidays

Set up Calendar Events

Assign Calendar Events

Calendar Types

Reports

 

School Holidays

Before working with the calendars, it’s a good idea to first set up all the school holidays, since doing so will get the holidays to reflect in the various calendars and so you can plan around them.

Details:

  • Name - The name of the holiday
  • Desc - The description of the holiday
  • From - The starting date of the holiday
  • To - The ending date of the holiday

 

Set up Calendar Events

A calendar has two sections:

  • Calendar Events
  • The Calendar itself

The idea is to create calendar events and fill the calendar with those events. Any calendar consists of a series of color-coded events called calendar events. So these have to first be created. All calendars draw from the same pool of events – sharing them.

Calendar events consist of the following:

  • Name – The name of the event (e.g. Junior Gala).
  • Desc – An apt description of the event (e.g. Annual gala for all junior swimmers).
  • Color – A distinguishing color (e.g. Blue). You might want to have galas as blue (as in this example), athletics meetings as green and gymnastics meetings as yellow.

 

Note:

Only power users may add, change or delete calendar events, and only if the calendar actually owns the event. For example a form class calendar cannot change overall school events that effect everyone - those overall school events can only be changed from within the school calendar itself.

 

Warning:

Take care when deleting calendar events since these will be deleted across all calendars!

 

Assign Calendar Events

To add an event to the calendar simply drag and drop the event onto the correct day. This calls the Calendar Event Details screen. Calendar events are shown in order of their commencement and ending times.

 

The details of a calendar event are as follows:

  • Title - Name of the calendar event
  • Date - The date the event was dropped ontoFrom - The starting time of the event
  • To - The ending time of the event
  • Reminders
  • First Reminder – when in advance, you want to first be reminded of the event.
  • Then every – how often you would like subsequent reminders
  • First Reminder – when in advance, you want to finally be reminded of the event.
  • Notify via – how you would like to be reminded (via a PC pop-up message, email, or SMS).

Note: These reminders default from Calendar Events of the Default Reminders screen of the Messaging Module.
(See the Messaging Manual for details).

 

Calendar Types

  • School Calendar

Classes:

  • Form Class Calendars
  • Subject Class Calendars
  • Dormitory Calendars

Teams:

  • Sports Team Calendars
  • Athletics Team Calendars
  • Gymnastics Team Calendars
  • Swimming Team Calendars

 

Individual Calendars

  • Staff Calendars
  • Learner Calendars

 

School Calendar

The school calendar is the school’s diary - the main calendar for the school. It holds the events that everyone in the school in general must attend. Examples of such events are:

  • Award ceremonies
  • Sports matches
  • Athletics meetings
  • Gymnastics meetings
  • School galas

 

Note:

School calendar events merge with this calendar so that its events can be scheduled around these main school events. Since all other calendars must schedule their own events around those of the main school calendar it is strongly recommended that school calendar events be established before calendar owners start making their own plans.

 

Class Calendars

  • Admin Class Calendars - An administration class calendar is the type of calendar used by all form classes to plan for class events (such as class outings).
  • Subject Class Calendars - A subject class calendar is the type of calendar used by all subject classes to plan for class events (such as class outings).
  • Dormitory Calendars - A dormitory calendar is the type of calendar used by all dormitories to plan for events (such as outings).

Team Calendars

  • Sports Team Calendars - A sports team calendar is the type of calendar used by all sports teams to plan for team events (such as matches against other schools and team outings).
  • Athletics Team Calendars - An athletics team calendar is the type of calendar used by all athletics trial teams to plan for team events (such as a team outing).
  • Gymnastics Team Calendars - A gymnastics team calendar is the type of calendar used by all gymnastics trial teams to plan for team events (such as a team outing).
  • Swimming Team Calendars - A swimming team calendar is the type of calendar used by all swimming trial teams to plan for team events (such as a team outing).

 

Individual Calendars

An individual calendar is one that pertains to a learner or staff member. These calendars simply pull through events and their details cannot be changed. Only the event details of all the other calendars (non-individual calendars) can be changed, and only if those calendars actually own the events. For example a form class calendar cannot change overall school events that effect everyone - those overall school events can only be changed from within the school calendar itself.

Learner Calendars

A learner calendar pertains to a particular learner - so that he or she can determine, at a glance, all his or her commitments. Such commitments are the calendar events pulled from all non-individual calendars - such as the main school calendar and the class and team calendars.

 

A Practical Example

Tim belongs to:

• Form class 7B
• Subject class BIO-08-AL
• Sports team SOC-B13-C

All the events pertaining to the calendars of each of the above (including, of course, those of the school calendar) are pulled through to Tim's personal calendar.

So instead of having to go into three different calendars to check his commitments, he simply has to view his personal calendar (which consolidates everything for him).

 

Since the events of the learner calendar are a mere consolidation they cannot be changed from within the learner calendar. You have to go to the source calendars (the non-individual ones) to change them. Changes within the source calendars will then reflect on all applicable personal calendars.

Printing

Class administrators may wish to give each of their learners a printout of all commitments once all calendars have been finalized. This is usually done on a monthly basis by printing out the Calendar (month) report for each learner - since it is difficult to have all events of the entire year already finalized at the beginning of the year.

 

Staff Calendars

A staff calendar pertains to a particular staff member - so that he or she can determine, at a glance, all his or her commitments. Such commitments are the calendar events pulled from all non-individual calendars - such as the main school calendar and the class and team calendars.

 

A Practical Example

Mr. Smith is:

• The class administrator for form class 7B
• The educator for subject class BIO-08-AL
• The coach for sports team SOC-B13-C

All the events pertaining to the calendars of each of the above (including, of course, those of the school calendar) are pulled through to Mr. Smith's personal calendar.

So instead of having to go into three different calendars to check his commitments, he simply has to view his personal calendar (which consolidates everything for him).

 

Since the events of the staff calendar are a mere consolidation they cannot be changed from within the staff calendar. You have to go to the source calendars (the non-individual ones) to change them. Changes within the source calendars will then reflect on all applicable personal calendars.

Printing

Staff may wish to have a printout of all their commitments once all calendars have been finalized. This is usually done on a monthly basis by printing out the Calendar (month) report for each staff member - since it is difficult to have all events of the entire year already finalized at the beginning of the year.

 

Reports

The reports of the Calendar Module are:

Calendar Events
School Holidays
Calendar (day)
Calendar (month)
Calendar (year)

 

Calendar Events

Lists all calendar events.

Details:

  • Name - The name of the event
  • Description - The description of the event

 

School Holidays

Shows all school holidays.

Details:

  • Range - The date range of the holiday
  • Name - The name of the holiday
  • Description - The description of the holiday

 

Calendar (day)

Lists all calendar events for the day.

Details:

  • Title - The calendar owner's name and date.
  • Date - The date of the event
  • Time - The starting and ending times of the event
  • Event - The name and description of the event

 

Calendar (month)

Lists all calendar events for the month.

Details:

  • Title - The calendar owner's name and month and year.
  • Date - The date of the event
  • Time - The starting and ending times of the event
  • Event - The name and description of the event

 

Calendar (year)

Lists all calendar events for the year.

Details:

  • Title - The calendar owner's name and year
  • Date - The date of the event
  • Time - The starting and ending times of the event
  • Event - The name and description of the event

 

 

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