How can I amend my Academic Calendar?

This article outlines the importance of setting up your academic calendar correctly, and how to amend it if you need to.

Setting up the academic calendar for the next school year allows you to accept applicants. For more information on this, click here.

It is also the first step to completing the new School Year Setup process to set up all your courses and student groups for the next academic year. As part of this, you set up your academic calendar for the next year. For more information on the New School Year Setup process, click here.

 

Amending your academic calendar

You may need to amend your academic calendar during the school year to account for these events:

  • Scheduled school closures
  • Training days
  • No registers are appearing today because incorrect dates were set up for holidays
  • Changes in term times

To amend your academic calendar go to School > School Structure > Academic Years.

Select the current academic year from the table.

year1.png

 

You will be taken to the Academic Calendar Overview. It shows information about the academic year, term dates and any holidays you have scheduled. on the left-hand side, you can see any weekdays that have not been marked as a school day or holiday. You can also download a Term Card or Student List.

year2.png

 

To make any changes you must first click the Return to incomplete button. 

year3.gif

 

You can then make any changes you need to.

In this particular example, my school breaks up for Easter holiday at the end of the school day today. When using Arbor today I have found that there are no registers. This is because my academic calendar has been set up incorrectly to say that today is the first day of the Easter holiday, where the holiday should actually be scheduled to start on Monday (Arbor automatically discounts weekends).

As you can see from the below images, my Spring term is set to end on the 5th April, meaning that lessons are supposed to take place on 5th April. However, because the Easter break holiday is set to start on the 5th April, this overrides the term dates.

In Arbor, any holidays scheduled will override term dates, and there will be no registers during this time. This is useful when scheduling half terms and inset days.

year4.png

year5.png

 

To fix this issue, make sure that your vacations, such as Easter, do not overlap with your term dates.

To do this, click into the date you would like to amend. In the example, I need to change the start date for Easter Break to reflect the first date there should be no registers for.

Click Edit in the slide over.

year6.png

 

Click to select the new Start date to correctly reflect the start of your holiday. Don't worry about including weekends, as Arbor automatically discounts these.

year7.png

 

When you have amended the dates, click Save Changes.

year8.png

 

I've also been told I need to add an inset day to my calendar. To do this, click +Add in the Holidays section.

year9.png

 

In the slide over, add in the type of holiday you wish to add and choose the relevant date(s). then click Add Academic Holiday.

year10.png

 

The various options you have for holidays are:

  • Half terms
  • Vacation
  • Public Holiday
  • Religious Holiday
  • Exceptional Circumstances
  • Elections
  • Inset
  • Staff training

 

To make sure that the changes have been applied, click the Mark Calendar as Complete button.

year11.gif

 

Important notice

If you have amended your term times or holiday dates to affect today, you will have to open your meal registers manually.

Meal registers open at 4 am each morning, so any new meals required after this time will not be automatically opened. 

For example, I have no registers showing today, and I realise this is because I have wrongly set my Easter Break to start today. I then amend my holiday dates using the process outlined above. As it is past 4 am, I know I now have to open my meal registers manually for today.

To do this go to School > Meals > Daily Summary.

year12.png

 

Click the green Open Register button at the bottom left of the screen. The register will then be open.

year13.png

 

Repeat this action for each meal you have for today by clicking each tab at the top of the page, and clicking the green Open Register button for each.

 

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