District Calendars

Contents

Introduction

The District Calendars report generates a comma separated (.csv) file containing one record for each day for every calendar defined at the district. Any district calendar not used by a school will not be extracted. If the date is not defined in the district calendar, then the school’s default calendar is used. The District Calendars report returns data based on the Year that is set at the top of the page. This is a district-level report.

Kindergarten

If Kindergartners do not attend school for the same amount of time as the other students enrolled in the building, the Kindergarten calendar they are set to must have all days defined under the applicable Kindergarten district calendar.
If Kindergartners do attend school for the same amount of time as the other students enrolled in the building, the Kindergarten calendar they are set to does not need to have all days defined under the applicable Kindergarten district calendar.

Non-In Session Day Attendance

In a situation where a group of students is on campus, on a non in-session day (such as Freshman Orientation), and you wish to take attendance for the students that are on campus, the insession checkbox can be selected and the Calendar Day Type can be set to Vacation. If a day is set in this manner, attendance can still be taken in PowerSchool, but the day will show as a non-instructional day in the District Calendar extract and the day will not extract in the Student Attendance extract.

Alternative Calendars

If the District Calendars report generates a record based on the school calendar (because no District Calendar Day record exists), the report uses the Max Hours field on the ID District Calendar page to determine the number of hours to report in the Instructional, Emergency Closure, or Non Instructional Time categories.
When no District Calendar Day record exists, a given day is reported as Instructional, Emergency Closure, or Non-Instructional, based on the school calendar that the district calendar uses.
Only create District Calendar Day records for an alternative calendar for those days where the Instructional, Emergency Closure or Non-Instructional time values are different than the values in the school calendar for the corresponding day(as dictated by the Memb Value and the Type fields).
- Note: The values in the Memb Value and the Type fields are critical for accurate District Calendar reporting. For information about these two fields, see School Setup.

Selection Criteria

Selection criteria determine which database records are used in the report. Refer to selection criteria for analysis when the report does not return the correct records.

District Calendar Selection

The report selects records from the District Calendar table based on the following criteria:

The calendar must be defined at the district level.
The calendar must be associated with a school.
The calendar day must be defined in the district calendar or the school’s default calendar.
The date of the calendar record must fall on or after the report start date.
The date of the calendar record must fall on or before the report end date.
The school must not be excluded from state reporting.
The Year (selected at the top of the page) is set to the required year.

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Report Input

For help with navigation and running the report, see How to Find and Generate a Report.

Field	Description
Report Start Date	Enter a date using the format mm/dd/yyyy or mm-dd-yyyy for the first day of the report date range.
Report End Date	Enter a date using the format mm/dd/yyyy or mm-dd-yyyy for the last day of the report date range.
Display Audit Fields	Choose Yes or No from the pop-up menu. The default option is No. Choosing Yes includes additional fields used for troubleshooting to identify data that may need to be modified prior to submitting the report to the state.
Validate Data	Choose Yes or No from the pop-up menu. The default option is Yes. Choosing No requires PowerSchool to validate whether the records meet the selection criteria listed above. The report returns a validation error if any of the selection criteria is not met.

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Report Output

Each of the fields displayed in the output of the report are described below. See Understanding the Report Output Table for a definition of each column in the table.

Item #	Data Element	Description	[Table]FieldName	Field Type	Field Length	Reqd
1	calendarId	A unique identifier number for a calendar.	[S_ID_STU_X]CalendarID [S_ID_REN_X]CalendarID If available, [S_ID_DistrictCalendar_S]CalendarNumber else [S_ID_SCH_X]SchoolCalendarNumber else [Schools]School_Number	Integer	9	Yes
2	calendarType	The type of calendar.	[S_ID_SCH_X]SchoolType = A, SA, R, or SR	Option Set	1-2	Yes
3	kSessionType	The type of Kindergarten session.	If [S_ID_DistrictCalendar_S]CalendarType=K, then [S_ID_DistrictCalendar_S]kSessionType otherwise, blank	Option Set	1	Cond
4	date	The calendar day for the current record. Note: For a shared calendar number, data is extracted from the selected school.	If available, [S_ID_DistrictCalendarDays_C]Date_Value else [Calendar_Day]Date	Date	10	Yes
5	instructionalTime	The time available for instruction. Notes: For a shared calendar number, data is extracted from the selected school. If no District Calendar Day records exist, the report pulls from the School Calendar.	For kindergarten programs, [S_ID_DistrictCalendarDays_C]FullTime if available else [S_ID_DistrictCalendarDays_C]instructionTime if available else [Calendar_Day]Type otherwise, blank	Decimal	4	Yes
6	emergClosureTime	The time available for emergency closure. If the entire day is an emergency closure day, then this can be indicated in the school calendar using a Calendar Membership Type of 15 – Emergency Closure. If the day is a partial ED day, then indicate the day must be defined in the District Calendar, which overrides the school calendar. Notes: For a shared calendar number, data is extracted from the selected school. If no District Calendar Day records exist, the report pulls from the School Calendar.	If available, [S_ID_DistrictCalendarDays_C]EmergClosureTime else [Calendar_Day]Type otherwise, blank	Decimal	4	Yes
7	nonInstrucTime	Non-instructional or staff development time. Notes: Used in four-day school calendars for placement of the fifth day. For a shared calendar number, data is extracted from the selected school. If no District Calendar Day records exist, the report pulls from the School Calendar. The following types of non-instructional time will be reported under this category: Non-Instructional Vacation Staff Development	If available, [S_ID_DistrictCalendarDays_C]NonInstructionTime else [Calendar_Day]Type otherwise, blank	Decimal	4	Cond
14	InSessionFlag* Audit mode only	In-session indicator for the given day.	Y if [Calendar_Day]Insession = 1 else N	N/A	N/A	N/A
15	ScheduleTypeDescription* Audit mode only	The calendar day value based on the school calendar	[Cycle_Day]Day_Name	N/A	N/A	N/A
16	CalendarName* Audit mode only	User defined name of the calendar.	[S_ID_DistrictCalendar_S]CalendarName else [Schools]Name	N/A	N/A	N/A

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