Emergency School Closures – eSchoolData

This document outlines what must occur in eSD when a school or entire district is closed unexpectedly due to an unforeseen condition.

Note: If the Commissioner’s approval is granted for the missed day to be included in the 180 day requirement on the SA-129, users can later change the event to an Extraordinary Conditions event.

Required Permissions: Menu Level: District Module Level: Calendar, Setup Daycode, Assign Bell Time, Event Types (Add, Edit, Delete)

Where to Start

eSchoolData open to the District Calendar interface

Go to District.
Select Calendar.

Editing the Calendar

Calendar open to March to make edits

Select the date on the calendar to add a new Event.

Interface open to editing an calendar day to set a Snow Day for the selected date.

For Event Type, select “Other Non Attendance Days.” This Event Type automatically removes the day codes on that date.
Choose a Sub-Type. Available options include Weather, Strike, Emergency, and Other.
In the Event field, type the relevant description (Snow Day, etc.)
Use the calendar icon to set an End Date.
Set a Start Time and End Time for the event.
Select Save to add the event.

The end result of this process is that day codes are removed and the applicable students’ attendance is disabled for the date(s) and will automatically display N/A.

Only events entered at the district level (i.e., applicable to all buildings), with subsequent re-run of closeout, will remove student attendance entered in advance.*

Day Codes

Schools that assign Day Codes to specific weekdays, and schools that “skip” the Day Code(s) associated with the closed school day(s), need only enter the Other Non Attendance Days event on the calendar.

Schools that wish to “push” the day code(s) ahead, so that no Day Codes are skipped, will need to regenerate Day Codes after the Event has been entered on the calendar.

If Day Codes are regenerated after the start of the school year, the system will always assign the selected Day Code to the following calendar date.
If Day Codes are regenerated on the day that school is closed for the Extraordinary Condition, the process is complete.
If Day Codes are regenerated on the day that school resumes, the school must also manually change the Day Code for the current school day after the Day Codes are regenerated.
Users must run Populate Present for the current day if they manually regenerated Day Codes and manually assigned a Day Code for the current school day.

If a Day Code or Bell Time is changed for the current day, go to Student > Attendance > Attendance Close Out Defaults to Populate Present for the current day. If this is not completed, users may see unexpected results on students' attendance.

Regenerating Day Codes

Calendar open and days selected to generate daycodes.

Go to District.
Select Calendar.
Select Setup Daycode from the menu.
Select Search.
Under the current Semester, select the Day Code to be assigned to the following calendar date. For each subsequent semester, select either the Day Code or Follow day code from above semester.
Check Exclude Weekend for the appropriate semester(s).
Select Generate.

When Day Codes are regenerated on the day school resumes, users must also manually change the Day Code for the current school day.

Learning Codes will also need to be regenerated when Day Codes are regenerated. For more information on that process, please reference Adding Learning Codes to the Calendar.

Add Daycodes

Add Daycodes interface open with a dropdown menu highlighted on the calendar, which is used to select a daycode.

Go to District.
Select Calendar.
The Calendar opens by default.
In the Select dropdown, choose “School Days” then select Search.
Select the current Date. This will cause a small dropdown to appear on the current date.
Select the desired Day Code from the dropdown.

Learning Codes will also need to be added when Day Codes are added if:

The district has not already attached Learning Codes to the calendar by attaching a Learning Codes to a Cycle Day(s) via Generation options
The district wants to attach a new or different Learning Code to the Calendar
The district wants to change the Learning Codes already attached to the Calendar

Regenerating Day Codes automatically resets all future Alternate Bell Times to the default Bell Time. The only exception to this is when the Alternate Bell Time has been flagged as a default bell time and applied to a Semester Pattern, Day Pattern, Week Day, or Exceptional Day. Future Alternate Bell Times that are not applied to a Semester Pattern, Day Pattern, Week Day, or Exceptional Day must be reassigned after regenerating Day Codes.

An error message will display if the selected Date is designated as a Legal Holiday. Day Codes cannot be assigned to dates designated as a Legal Holiday.