Purpose

To allow the creation and maintenance of calendar types and specific instances (occurrences) of these calendars

Subsystem

Calendar

Structure

Two Blocks

Calendar Type

Calendar Instance

Navigation Buttons invoke:

Maintain Calendar Instance Relationships form

Maintain Date Alias Instances form

Rollover Calendar Instance form

Image

Calendar Type

Explanation

A calendar type represents a meaningful time-span in the academic or administrative calendar. An institution can define any number of calendar types for use throughout the system; each must be assigned a system defined calendar category for functionality within the system. Detail regarding the specific setup requirements of calendars for other subsystems is provided in the documentation for those subsystems.

Example

Calendar types in the Calendar Category TEACHING could be academic year (ACAD-YR), semester 1 (SEM-1) and semester 2 (SEM-2).

To create a new Calendar Type using the Maintain Calendar Types form:

1. Enter Insert mode.
2. Enter the desired name of the calendar type in the Calendar Type field of a blank record.
3. Select the appropriate calendar category from the list of values in the Calendar Category field.
4. Enter a meaningful description for the calendar type in the Description field.
5. Enter an abbreviated description of the calendar type in the Abbreviation field.(optional * ) You may need to scroll the spread table to view the Abbreviation and Notes fields.
6. For each calendar of category TEACHING, enter a corresponding ARTS (Automated Results Transfer System) code.
7. Enter any notes regarding this calendar type in the Notes field. (optional)
8. Save.

Rules:

• Calendars of category TEACHING must be mapped to a Tertiary Admissions Centre ARTS code.
• * Calendars of category ADMISSION or ACADEMIC must have an abbreviated description

To modify a calendar type using the Maintain Calendar Types form:

1. Find the record to be modified.
2. Modify the record as required.
3. Save.

Rules:

• If a calendar type has been used in a calendar instance, it should not be modified. A new calendar type should be created.

To delete a calendar type using the Maintain Calendar Types form:

1. Find the record to be deleted.
2. Locate the cursor in the record to be deleted.
3. Delete record.
4. Save.

Rules:

• If one or more instances of a calendar type exist, it cannot be deleted. However, it can be closed, preventing any further use, by selecting the Closed check box (scroll the spread table).

Calendar Instance

Explanation

A calendar instance defines a particular occurrence of a calendar type. A calendar instance is defined by assigning a start and end date to a calendar type.

Instances with a calendar category of ACADEMIC or TEACHING may be assigned an alternate code. Instances with a calendar category of PROGRESS, FINANCE and FEE  must be assigned an alternate code. The alternate code is a simple and quick way of identifying a particular calendar instance without having to key the calendar type, start date and end date. The alternate code is used to speed data entry in other subsystems.

New calendars can also be created by 'rolling over' information associated with an existing calendar instance. This process is detailed under Rollover Calendar Instance form (CALF0320).

Example

A calendar instance defining Semester 1 Teaching Period for 1996 could be created by assigning the start and end dates of, say, 1 January 1996 and 30 June 1996 to a calendar type SEM-1, and giving it the alternate code SEM1-96.

To create a new calendar instance using the Maintain Calendar Types form:

1. In the Calendar Type block, select the calendar type for which a new instance is to be created.
2. Enter Insert mode.
3. In the Calendar Instance block, enter the start date and end date for the new instance in the Start Date and End Date fields.
4. Select the appropriate calendar status from the list of values in the Calendar Status field.
5. If the calendar category is TEACHING, enter an alternate code in the Alternate Code field. (optional)
6. If the calendar category is ACADEMIC the alternate code will default to the year of the calendar's start date. Modify this value as required.
7. If the calendar category is PROGRESS, FINANCE or FEE, a code must be entered in the Alternate Code field.
   Alternate Codes for FINANCE and FEE calendar instances are displayed in Callista Connect applications such as the Fee Period Inquiry application.
8. Selecting the Explanation button displays an overlay where a message can be recorded describing the calendar instance. These messages are displayed for students in Callista Connect applications such as the Student Unit Attempt Inquiry application. A meaningful explanation should be recorded. Select the Back button to return to the Calendar Instance block.
9. Save.

 Rules/Notes:

• Messages recorded in the Explanation field are rolled over when the calendar type is rolled over.
• Explanations should be unique.

To modify a calendar instance using the Maintain Calendar Types form:

1. Find the record to be modified.
2. Modify the record as required.
3. Save.

Rules:

• Modification of a calendar instance is most commonly going to occur in the case of a 'planned' calendar being converted to 'active'. It is also possible to alter the start and end dates.
• All date alias instances in a 'planned' calendar must be assigned an absolute value date or alias value date prior to being changed to 'active'.
• A 'planned' calendar status cannot be changed directly to 'inactive'.
• An 'inactive' calendar status cannot be changed to 'planned'.
• Modification of a calendar instance may have an impact on any related calendar instances. (See the detail under Superior and Subordinate Calendar sections of Maintain Calendar Instance Relationships for valid combinations of calendar instances.)
• When changing a planned calendar status to active, you can choose to activate all the subordinate Delivery calendar instances.
• When changing an active calendar status to inactive, you can choose to deactivate all the delivery periods related to this calendar instance.

To delete a calendar instance using the Maintain Calendar Types form:

1. Find the record to be deleted.
2. Locate the cursor in the record to be deleted.
3. Delete record.
4. Save.

Rules:

• An 'active' or 'inactive' Calendar Instance can only be deleted if it is not related to any subordinate calendars, does not have any date alias instances attached and is not being used in other parts of the system (eg. Course Structure & Planning, Enrolments). A 'planned' calendar instance can be deleted and all children records will be deleted along with it.

Changes within this form will have the following notable effects:

• Adding a calendar type permits its use for the creation of calendar instances.