Security  

Build the Calendar 

Add Attendance Months 

Eliminate a Week From Calendar 

Flag Holidays and Non-Student Days 

Copy Calendar From Another Track 

Print Calendar 

Calendar Report  

Totals and Legend 

Overview 

The traditional calendar is set up from the Calendar page. Navigate to the School Info > Calendar page. 

Security  ↑

Build the Calendar  ↑

Begin by creating a calendar at the District level school. This calendar should follow the districts board approved calendar dates for the district. In many processes or reports within Aeries, it is necessary to have a Calendar at the District level. This calendar can be pushed out to each of the schools within the LEA. See Push and Pull Setup tables for more information.

On the Calendar page under School Info, the following form will display. The starting date will be the first Monday of the attendance month to be created. Type the date for the first Monday of the first month in the text box. Click the OK button. The additional calendar days will automatically be populated with the appropriate dates.

A calendar will be created for the first month and the Calendar form will display. Verify the dates are correct.

Add Attendance Months ↑

Once the first attendance month has been created, the remaining calendar months must be added.  To add a month to the calendar, click the Add  button on the bottom of the calendar form. Add the months necessary to complete the days required for the school year. Click the Save button.

Eliminate a Week From Calendar ↑

If a week needs to be eliminated from the calendar, it MUST be done while creating the month. Click the date field to be changed and type the new date. In the example below, the week of 12/20/2021 was eliminated and the starting date for this week was changed to 01/03/2022. After the change is made, Click the SAVE button.

Flag Holidays and Non-Student Days ↑

Type or use the dropdown to enter the symbols in the Holiday field for the days that school is not in session. Remember to click the Save button for each month.

Copy Calendar From Another Track ↑

Schools that use attendance Tracks can copy the Track information from one Track to another Track on the Calendar page. After a single Track is created, its information can be copied to multiple other tracks, which can then be customized if needed. See Copy a Calendar track details.

Print Calendar ↑

After the calendar is completed, it is recommend that it be reviewed and verified for accuracy. To print a copy of the calendar, click Print button on the bottom of the form.

Calendar Report  ↑

The following is an example of the Calendar Report.

Totals and Legend ↑

• Days Calculations
  • Select a Month
  • Select an Attendance Trackto view the Tracks details
    • Student Days, Teacher Days, Non-Attendance Days will display the Month and Year totals for the selected month.
• Minute Calculations - Texas Only
  • The Instructional Periods (Non-Flex) or Instructional Time (Flex) on the Attendance Reporting Periods page must be completed for these calculations. See Attendance Reporting Periods
  • For Track schools - prior to selecting a Track, a message is displayed:                                                                  "Minutes calculations will only display once a Track has been selected"
  • For Track schools, if selecting a Track that has not been defined in Attendance Reporting Periods, a message will display: "Minutes calculations disabled because Attendance Reporting Periods have not been defined for this Track"
  • For Non-Track schools, if Attendance Reporting Periods have not been defined, a message will display:           "Minutes calculations disabled because Attendance Reporting Periods have not been defined"
  • For Flex schools minutes calculations limit on the ART, MST, CCL/CCD, and FTF/FTT tables
    • Each of these calculations is per track.

    • Operational minutes will calculate the number of minutes from the low time to the high time from the Attendance Reporting Periods. Operational minutes calculation uses the Flex schedule data. Scheduling must be rolled over and attendance must be initialized before the operational minutes will calculate when using Flex.

    • Instructional minutes will calculate and sum the minutes for all flex periods (that have at least one eligible section meeting in that period for that day) which are fully contained in the low/high time (must consider custom bell schedule days and class calendars).  

    • Only count sections that are standard flex periods (FTF).  

    • Use bell schedules for each day to determine which flex periods per track are meeting on that day.

  • For Non-Flex schools the "ART" table is used for the calculation, limiting on the Attendance Reporting Periods Track start and end times.
    • Each of the calculations is per track
    • Operational minutes will calculate the number of minutes from the beginning time of the low period to the ending time of the high period.
    • Instructional minutes will calculate and sum the minutes in each period beginning with the low period and ending with the high period. (this calculation doesn't include the passing periods).
    • Minutes are displayed first with the Hours in parenthesis.  
    • When Supplemental Attendance for an ELO Tutorial Session exist for the campus and or Track, the ELO Tutorial Minutes column displays with the minutes for the month selected. ELO Tutorial Minutes are calculated as Operational Minutes and are included in the Operational Minutes calculations.
    • ELO Tutorial Minutes are not included in Instructional Minutes.
      • ELO minutes include the time gap between sessions or the bell schedule. If an ELO Tutorial session meets from 7:00 AM-7:45 AM and the first bell is 8:00 AM that 15 minute gap will be calculated into the Operational minutes for a total of 60 operational minutes.
         
• Legend
  • Non-Attendance Codes, Informational Codes, Restricted Access and Customize Day Information is displayed.