New School Year

Review the following items in the new active year to ensure information aligns with any updates that may be adjusted for the current year.

School Information

Navigation: Menu > School & District Settings > School > School Information

Verify School Information is correct. School Information is updated based on information from EDDIE. All updates must occur in EDDIE and sync to reflect in the NCSIS. See EDDIE | NC DPI website for more information.

School Calendars

Navigation: Menu > Scheduling & Courses > Calendar Setup > Calendar Information

Check the dates and the minutes on the calendar.

• Start Date should be 07/01/YYYY.
• End Date should be 06/30/YYYY.
• Student Day minutes should reflect the instructional minutes of a fully scheduled student on a regular day. Accurate information is essential for state reporting.
• Teacher Day minutes should reflect the duration of the day from start time to end time (instructional + non-instruction minutes). Accurate information is essential for ECATS purposes. 
  • Ex: School start time = 8:00 AM and end time = 3:00 PM; Teacher Day (minutes) would be 420 minutes
• Whole Day absence and Half Day absence minutes should be half of the student day plus one or rounded to the nearest whole number.
  • Ex:  370 minutes / 2 = 185 + 1 = 186 absent minutes
  • Ex: 371 minutes / 2 = 185.5 = 186 absent minutes

Term Setup

Navigation: Menu > Scheduling & Courses > Calendar Setup > Term Setup

Check that the term start and end dates are correct. If dates have changed since the end of the previous year, update the term dates accordingly.

• There should not be a gap between the previous end date and the next start date

Period Setup

Navigation: Menu > Scheduling & Courses > Calendar Setup > Period Setup

• Verify that periods reflect the correct start and end times according to the school setup.
• Check that instructional and non-instructional periods are reflected according to the attendance setup of the school.
• Instructional Minutes and School Day minutes may vary based on the period setup information.
  • Instructional Minutes are the total number of instructional periods in the period setup and may be more than the Student Day minutes in Calendar Information.
  • The School Day minutes are the total number of instructional and non-instructional periods with start and end times.

Exceptional/Special Period Setup

• PSUs are required to have a period setup for all special calendar days with an Abbreviated Day (AD) day event (i.e., late arrival and early leave). This ensures the PMR and other internal attendance reports are calculated correctly. 

• For all special period setups, check the box for Exceptional/Special Day.

Copy Section Placements

• Use the Copy Section Placements | Infinite Campus tool to ensure section placements are updated in sections for added period schedules.

Lunch Setup (optional)

• Lunch can be scheduled using the Lunch Setup | Infinite Campus tool.
• Lunch setup helps attendance calculations when entering present minutes.

Day Setup

Navigation: Menu > Scheduling & Courses > Calendar Setup > Day Setup

Check the day setup to ensure calendar information is accurate according to the school calendar. Ensure all instructional days are correct. 

Day Setup for Exceptional/Special Days

• Ensure all shortened days have the following fields completed:
  • The appropriate shortened Period Schedule
  • School Day, Instruction, and Attendance boxes are checked
  • An associated Day Event with a state code of AD (See the Day Events article for how to associate state codes to Day Events)
  • Appropriate Instructional Minutes in the day event
• Other fields in the day detail are optional.
• Ensure all non-instructional days have an appropriate day event.

First Instructional Day Adjustments (if applicable)

Navigation: Menu > General Student Administration > Enrollment Cleanup Wizard

• If the first instructional day was adjusted since the calendar was rolled forward during the end of year process, use the Enrollment Cleanup Wizard | Infinite Campus to correct student enrollments to match the first instructional day of the school year. Ensure Term Setup and Day Setup dates have been adjusted before updating enrollment information.
• An Ad Hoc of students to include will be needed to use the enrollment cleanup wizard tool.

Copy Day Setup

Navigation: Menu > Scheduling & Courses > Calendar Setup > Calendar Wizard

Day setup can be completed at one calendar and copied into other calendars with the same day setup date range using the Calendar Wizard. The following items in both the destination and source calendar must match to copy the data:

• Period Schedule Names
• Day Rotation Names
• Term Names
• School Months

1.  Select Copy Data into Existing Calendars.

2. Select Copy / Append other data elements.

3. Select the Source and Destination Calendars.

4. Check the boxes for Days and Day Events.

5. Click Run Wizard.

School Month Setup

Navigation: Menu > Scheduling & Courses > Calendar Setup > School Month

• Set the Start and End Dates for the calendar school months. 
• Month Name must be the numerical value corresponding to the Sequence Number. 
• Month 1 and 2 should each be 20 days. 
• The school months should begin with the starting date of the school year and end with the last date of the school year (not calendar year).