How to Report Calendar
- IDOE
- Michelle Tubbs
- Emma Kershner
Calendar Reporting:
A School Calendar must exist to identify the general expected schedule of instructional days and instructional time for each Public school within a district or each non-Public school. The school calendar data is utilized to identify when a school is expected to be in session allowing student attendance reporting, student program associations, etc. The school calendar data is utilized to provide information showing a school is compliant with minimum instructional days, time, etc.
Only one calendar may be provided per Educational Organization ID (school ID).
Schools educating students across multiple grade levels with different begin/end dates to their calendar are to report the earliest begin date and the latest end date.
Schools educating students across multiple grade levels with different amounts of instructional minutes are to report the largest amount of instructional minutes per each instructional day.
Schools educating students across multiple grade levels are to report an accurate Calendar Type listed below according to the highest grade level the school building is configured to educate.
Student Specific Non-Compulsory - the school building is configured to educate students in grade level PK-PK, PK-KG, or KG-KG.
Student Specific Elementary - the school building is configured to educate students in grade levels spanning or encompassing PK-6th.
Student Specific Secondary - the school building is configured to educate students in grade levels spanning or encompassing 7th - 12th.
Instructional Days:
Schools are to provide each instructional calendar date for each calendar.
Example of instructional day; Student Calendar, Delay/Early Dismissal, etc.
Schools may elect to provide non-instructional calendar dates; however those dates will not be counted towards the minimum instructional day requirement.
Example of non-instructional day; Christmas, Fall Break, etc.
Calendar Event Descriptors:
Descriptor | Description | Instructional/Non-Instructional Day |
Student Calendar | typical instructional day when all or the majority of students are attending physically (in person) in a school building | Instructional |
Virtual Planned - Asynchronous | planned instructional day when all or the majority of students are receiving instruction virtually where student(s) are not bound by time or must be ‘sitting’ with the teacher while engaged in their class work; learning is self-paced | Instructional |
Virtual Planned - Synchronous | planned instructional day when all or the majority of students are receiving instruction virtually where student(s) are bound by time and must be ‘sitting’ with the teacher while engaged in their class work; learning occurs live and in real time | Instructional |
Virtual Unplanned - Asynchronous | unplanned instructional day when all or the majority of students are receiving instruction virtually where student(s) are not bound by time or must be ‘sitting’ with the teacher while engaged in their class work; learning is self-paced | Instructional |
Virtual Unplanned - Synchronous | unplanned instructional day when all or the majority of students are receiving instruction virtually where student(s) are bound by time or must be ‘sitting’ with the teacher while engaged in their class work; learning occurs live and in real time | Instructional |
Delay/Early Dismissal - Other | instructional day shortened due to a delay or early dismissal for any reason not related to weather | Instructional (lessened minutes) |
Delay/Early Dismissal - Weather | instructional day shorted due to a delay or early dismissal for any reason related to weather | Instructional (lessened minutes) |
Sat/Sun School | instructional day to make up a cancellation day | Instructional |
Instructional Half Day | scheduled half day not counted as an instructional day; schools should utilize delay/early dismissal or utilize student calendar and adjust the instructional minutes when students are receiving instruction for a partial day | Non-Instructional |
Waiver Day | originally scheduled instructional day canceled and not being made up; approval from IDOE School Accountability and Accreditation (refer to Policy for 180 Instructional Day Waiver Requests under the Reference Section on main page of Calendar reporting guide) | Not Counted in Certification; Verified with School Accountability |
Canceled - Other | originally scheduled instructional day canceled for any reason not related to weather | Non-Instructional |
Canceled - Weather | originally scheduled instructional day canceled for any weather related reason | Non-Instructional |
Christmas | Holiday | Non-Instructional |
Fall Break | Holiday | Non-Instructional |
Good Friday | Holiday | Non-Instructional |
Labor Day | Holiday | Non-Instructional |
Martin Luther King Day | Holiday | Non-Instructional |
Memorial Day | Holiday | Non-Instructional |
Presidents Day | Holiday | Non-Instructional |
Semester Break | Holiday | Non-Instructional |
Spring Break | Holiday | Non-Instructional |
Thanksgiving | Holiday | Non-Instructional |
Tornado Drill | Safety Event occurs during a school day and if reported as a calendar date event this will not count in the minimum instructional day requirement | Non-Instructional |
Vacation - Other | staff PD day and students are not receiving instruction ‘in person’ or ‘virtually’ | Non-Instructional |
Veterans Day | Holiday | Non-Instructional |
Instructional Minutes:
Schools are to provide number of minutes students are participating in an approved course, a curriculum, or an educationally related activity under the direction of a teacher.
Instructional minutes does include a reasonable amount of passing time between classes.
Instructional minutes does not include lunch or recess.
Each instructional day should have the accurate number of instructional minutes provided.
Reduce the number of instructional minutes reported when a delay or early dismissal occurs.
Virtual instruction will have the same number of instructional minutes provided as student calendar ('in person') instruction.
End of Year:
Edits needed for any calendar changes occurring over the school year must be completed by June 30th.
Report accurate event descriptors for each calendar date.
Report accurate instructional time for each calendar date.