Calendar

This page displays all active calendars in your database. Calendars indicate whether each date is a workday, holiday, or No Substitute Required (NSR) day. Use an NSR day for events, such as staff development or teacher workdays, for reported absences if the option for a substitute is not available. If no information displays in the date box, that day is a workday.

You must assign a calendar to all employees when importing or manually entering data. Calendars also determine whether the system uses regular or holiday callout times for a given day of the week. Calendars work in conjunction with the workdays denoted on each employee's profile, so there is no need to mark Saturday and Sunday as holidays on the calendars. The system does not allow an absence to be reported on a non-workday as indicated in the employee's profile or on a calendar.

The All Locations calendar is the main calendar. When you enter a holiday on this calendar, the system adds that holiday to all existing calendars. When you add a new calendar, it will include the All Locations holidays.

The All Locations calendar should contain only the holidays that all employees use. You cannot change a holiday to a workday on subsequent calendars if the day is a holiday on the All Locations calendar.

When working with calendars, the following setups apply:

• Before Holiday Work Status - When you select the Use Holiday Rule List option for a holiday, the system calculates the days before the holiday start date using the parameters entered for Holiday Rule Lists on the Parameters – Jobs page and labels those days Before Status. This excludes weekends when the days are calculated. This applies only to the All Locations calendar and all search rules (affecting all employee types).
• After Holiday Work Status - When you select the Use Holiday Rule List option for a holiday, the system calculates the days after the holiday end date using the parameters entered for Holiday Rule Lists on the Parameters – Jobs page and labels those days After Status. This excludes weekends when the days are calculated. This applies only to the All Locations calendar, and all search rules (affecting all employee types).

Calendars also impact the following features during job creation:

• Entering holidays on the calendar prevents employees, administrators, and supervisors from entering absences for holidays.
• Substitute Allocation Units (SAUs) - When determining if a job will exceed the number of work units that can have a substitute at a location per week, month, or year, the system does not include days marked as holidays during the job.
• Maximum Work Units - When determining if a job will exceed the number of work units a substitute can work, the system does not include days marked as holidays, as it deducts from the maximum number of work units allotted to that substitute.
• Long-term jobs, as defined by the number of work units entered on the Classifications page, are excluded from some tallies and limitations that apply to other jobs. The system does not count days marked as holidays when determining if a job is a long-term job.
• No job segments are created for days marked as holidays.
• If a date is listed as a workday on the All Locations calendar, the system uses the regular weekday, Saturday, or Sunday callout times when calling substitutes for that day. If a date is listed as a holiday, the system uses the holiday callout times, regardless of the day of the week.

Add Calendars

1. From System Configuration, choose Calendar.
2. Click New.
3. Enter a Code and Name.
4. Click Save.

Modify Calendars

1. From System Configuration, choose Calendar.
2. Choose the Calendar, then click Search.
3. Click the calendar name and make any necessary edits.
4. Click Save.
5. Click Delete if you want to remove the calendar.

Modify Calendar Dates

1. From System Configuration, choose Calendar.
2. Choose the Calendar, then click Search.
3. Click the date you want to modify.

4. Update the fields as necessary. No Calendar Entry is the default status for each calendar day.

   

   You cannot add a holiday or NSR day if single-day jobs already exist for the date.

   When you add or delete a holiday or NSR day from a calendar when multiple-day jobs exist, the system updates each job with this change. Substitutes are not notified of this change in the job schedule.

5. Click Save.

Weekends on a Calendar

If Saturdays or Sundays are entered as workdays:

• Saturday or Sunday callout times are used, as appropriate for those days
• Employees whose profiles indicate a work schedule including Saturdays or Sundays can report absences for those days.

If Saturdays or Sundays are entered as holidays:

• Holiday callout times are used for those days
• Employees whose profiles indicate a work schedule including Saturdays or Sundays are not able to report absences for those Saturdays or Sundays that are marked as holidays.

Voice Calendars

You must record a voicing for each new calendar so that callers are able to hear the name of the calendar when reporting a vacancy. To voice a calendar over the telephone, follow these steps:

1. Select Telephone Voicing from the menu and locate the voicing ID of the new calendar.
2. Call the system and enter your Access ID followed by the star key, enter your PIN followed by the star key.
3. Press 5 on your telephone keypad to record system voicing.
4. Follow the prompts to record and replay the recording.