Adjusting Calendars for Snow/Emergency Closure Days

Owned by David Plaskett
Last updated: Jan 30, 2024
4 min read

Some information to keep in mind:

  • Snow days to Minooka are considered non-attendance taking day.

  • There are 5 days at the end of the year that the school year just gets pushed back

    • As of this document, 11/2018 - days haven’t been adjusted in the quarters, just adds onto the last few days of Q4

  • Last Day of Student Attendance = last day that the student physically sat in the chair (no padding).

  • MPC is bumped out a day as well.  Just ends a day before the K-8s do.  

  • PowerSource Article Help (ID# 56872)

In our example, 11/26/2018 was declared a snow day.  The old end of school year for student attendance was 6/3/2018.  Now with the snow day, the new end date of school year for student attendance is now 6/4/2018.

  1. Delete any attendance records that exist for the non-attendance taking day for all students in any school.

    1. System > DDE > Table = Attendance (157) > Select all records in the table
      EUI: Data and Reports > Exports > Direct Database Export (DDE)

      1. Search using “Att_Date” = [date of non-attendance day] (IE: 11/26/2018).

    2. With x number of students matching (if any), swap over to DDA by changing the URL from ‘tech/dde/xxx’ to tech/usm/xxx’.

      1. You’ll probably want to export those records (IN DDA) so click export records and click ‘use all fields’ when exporting.  Save the file should you need it for reference later since after this command those records will not exist anymore.

    3. Click Modify Records

    4. Click on the checkbox to delete these records.

    5. Click delete of records.wegner

  2. At the district level: Confirm that the new end date falls within the years and terms.

    1. District > Years and Terms
      EUI: District Management > Scheduling > Years and Terms

  3. At the school level: Add the additional date to the Full year and any terms as needed. This may take a little while… let it run and complete.

    1. School > Years and Terms > Edit Terms
      EUI: School Management > Scheduling > Years and Terms > Edit Terms

  4. At the school level: Add the new end date as a day to take attendance to the calendar

    1. School > Calendar Setup
      EUI: School Management > Scheduling > Configure Calendar

    2. Find the date via the weekly menu at the top.

      1. Fill in the cycle day, and bell schedule dropdowns.  Check the school in session and track (A) checkbox.

      2. Set membership value = 1.

      3. Set Type = In Session

      4. Save the changes.

  5. At the school level: Update the final grading term setup

    1. School > Final Grade/Reporting Term Setup
      EUI: School Management > Academics > Create Final Grade and Reporting Term

    2. Update the terms to include the new last day of student attendance

    3. Click on the Q# and edit the ending date.  It’ll now be reflected in the table where the reporting term dates are used.

  6. At the school level: Update the student’s exit dates to reflect the new exit date  (Alternatively could do this at the district level as well, after you have updated the Final Grade / Reporting Terms at each school)

    This will allow the student’s daily attendance to be taken.

    1. Find all (pre-registered as well) the students where their exit date (found on the transfer info page) = old last day of student attendance + 1

      1. In our example, /ExitDate = 06/04/2019.  Before we bumped the calendar out a day: 06/03 + 1 = 06/04/2019

    2. Off the group functions (start page) > Student Field Value.

      1. Box 1, this is the field to change = ExitDate

      2. Box 2, this is the value to be changed to = 06/05/2019.

        1. Why? Our new end date is 06/04 for student attendance.  Transfer info is always last day of student attendance +1 (so attendance for the last day is counted).

      3. Submit. This is a preview screen, remember.  Don’t forget to confirm those changes.

  7. Update the student’s course enrollment end dates.  Date will = Last day of student attendance +1
    This will allow teachers to take attendance on the ‘new’ last day of school. Recommend going at each school

    1. Done via DDA; System > DDE > Table = CC (4) > Select all records
      EUI: Data and Reports > Exports > Direct Database Export (DDE)

      1. Search with the following filters:

        1. DateLeft = old last day of student attendance +1; IE: 06/04/2019

        2. School ID = internal ID of the school

          1. MIS = 5177; MJHS = 5197; MES = 1150; WT = 11095; JES = 31622; MPC = 31948; AUX = 17906

          2. Don't get cute and try to do district all

      2. With x number of students matching, swap over to DDA by changing the URL from ‘tech/dde/xxx’ to tech/usm/xxx’.

      3. Click Modify Records  (NOT Delete)

      4. Enter in the new date left criteria to be the new last day of student attendance + 1

    2. Click Modify Selected Records.

    3. Confirm that yes you do want to modify the selected records. Wait.

    (below) Before updating.


    (below)  After updating the CC enrollments date left)

    Rinse and repeat for each school that this is affected.  You will also need to update any reports that have the date hardcoded in (IE: Report Cards) for attendance.

    Added: after you have finished --

    You can be nice to the secretaries and bump out the start date (Entry Date) on the student’s transfer info plus their enrollments to match their start date (All Enrollments) to the next day that school is in session.