Process Number: 38	Revision Date: 2/13/2020 5:18:00 PM
Revision #: 16	Back | Access Password:

Build/Create Campus Calendar & Terms in Datatel

Office Responsible:

DCS - District - Computing Services

Process Type:

internal

Position Title:	Instructional User Liaison		Author:	DWalter
Cross Trained Staff:		Manager:	GVan Voorhis	Vice Pres.:	GKuck

Timeline (Deadlines or Time-Constraints) :

December or January of each year

What must be done before this process is started:

District Calendar Committee set dates for the new Academic Year

Which processes are waiting for this process:

Updating the PID2 - ID and LookUp Parameters Screen (see Notes), Copy or rollover of the Fall Schedule of Classes, MIS reporting of the Academic Calendar, Build/Create New Catalog Code in Datatel (process 44)

Source documents or communication with information needed for this process:

Approved or DRAFT copy of the San Bernardino Community College District Academic Calendar

What is the end-result of this process, or the hand-off

The holidays built in the calendar will be excluded for the meetings when building a section, so the proper number of hours can be calculated for Daily and Positive FTE calculations.

What steps must be taken independent of the computer system (Manual Process)

Which steps must be taken on a computer (Electronic Process):

IF A HOLIDAY DATE IS CHANGED AFTER MEETINGS FOR A SCHEDULE OF CLASSES HAVE ALREADY BEEN BUILT, THE CALENDAR.SCHEDULES FILE MUST BE RE-INDEXED. THIS TAKES A LONG TIME AND SHOULD BE RUN ON A QUIET SYSTEM. Read NOTES at the end of this document BEFORE starting these steps. ****CREATE CAMPUS CALENDAR**** 1. Access the CMPC - Campus Calendars screen in the CORE application of Colleague. 2. In the Lookup Box enter … (3 periods) and press enter. This will show you the resolution screen of current calendars and the structure of the Calendar ID to begin the process of building the NEW calendar. 3. Cancel out of the resolution screen and enter the new calendar code for the calendar to be created in the LookUp Box. 4. Enter the description of the calendar, i.e. 2001-2002 Academic Calendar in the Description field of the CMPC screen. 5. In the first field under "Special Day, enter the name of the Special Day, detail into the CMPS - Campus Calendar Special Days Screen. The first "Special Day" should be New Years Day of the previous Academic Calendar. (see Notes below) 6. Enter data in the following fields: a) Start and End Dates, b) Frequency (is always "Daily) c) Type (Type codes are built on VAL screen, table name = CALENDAR.DAY.TYPES d) Location - include location ONLY on Graduation Day for each college of CHC or SBVC (the following are required codes for MIS reporting – see CAST.CC05) MH Mandated Holiday LH Local Holiday CENS Census Day FFLEX Mandatory Flex Day (In-Service) VFLEX Variable Flex Day (Flex) DEXAM Day Only Exam Day EEXAM Evening & Saturday Exam Day BEXAM Day & Evening Exam Day OTHER Important Calendar Days 7. F10 then update go to next blank line and build the next Holiday or event. Press F10 and update when all dates have been built. 8. Update the PID2-ID and LookUp Parameters Screen (see Notes) ****CREATE NEW TERM CODE**** 1. Access the RYAT-Reporting Years and Terms screen in the ST application of Colleagaue. a) Enter the "reporting year" for the coming academic year. i.e. for Academic year-2004-2005, reporting year is 2005. Bring up the prior reporting year to see example of terms that need to be entered. b) Complete the fields on the RYAT screen then detail into the ACTN screen and complete the following fields: Session, Acad Levels, Locations, Reporting Term, FA Years, and Census Dates. See prior terms for example. *************REMIND Carol TO CREATE CAMD - California MIS Report Dates****************

Related Documents to Process (e.g. Datatel documentation, Government code books, etc.)

MIS Data Elements CC01 - CC08

Notes (Cautions, suggestions for improvement, etc.)

Once you have built the new calendar and enter it on the PID2 - ID and LookUp Parameters Screen, in the Default Campus Calendar field, that will be the calendar that is used to excluded holidays when building the meetings of a section. Because this calendar is needed in the month of January for running the process of copying the Fall schedule and January is the beginning of the Spring Semester in the previous Academic Calendar, it is necessary to repeat the holidays that are in the Spring semester. This insures that when additional sections are built for Spring the holidays will be excluded from the meeting days. On Feb. 13 Brett and DyAnn met. The following are the notes and decisions from that meeting. Decided to have only one calendar per fiscal year. 2002-2003 Academic Calendar NOT V2002-2003... and C2002-2003. The only days that are different for SBVC and CHC is Graduation day (reported as FFLEX, Manditory Flex Day) to solve this, include locations on these days. example SBVC Graduation Day Start Date - 5/23/03 End Date - 5/23/03 Frequency - D Type - FFLEX Location - SBVC IF A HOLIDAY DATE IS CHANGED AFTER MEETINGS FOR A SCHEDULE OF CLASSES HAVE ALREADY BEEN BUILT, THE CALENDAR.SCHEDULES FILE MUST BE RE-INDEXED. THIS TAKES A LONG TIME AND SHOULD BE RUN ON A QUIET SYSTEM.