Once a new child is added, for all school-aged children, it is important to capture the child’s school information such as the bell schedule and the school’s calendar. This will allow you to properly track a child’s school session for the most accurate child care schedule determination.

When accessing a child record, there will be 2 sub-tabs for your tracking of the child’s basic information and school calendar information.

After accessing the “Calendar” sub-tab you will find 2 sections:

1. School Info & Bell Schedule: This section captures the school details and the bell schedule hours.

2. Calendar: This section captures the school calendar, ie the school days, non-school days and holidays.

I. Adding School Info and Bell Schedule

1. Under the “Calendar” sub-tab in any children record, click Edit to add the general school information:

   1. Start Date or when the child begins attending this school.

   2. District, School, Track information of the child’s school.

   3. Bell Schedule:

      1. Click Use Template to view the list of pre-configured bell schedule hours for all schools in your Agency’s servicing area:

      2. If the child’s bell hours is not in the template list, you may:

         1. Add them directly into the weekly hours grid, and

         2. Reach out to your team or the CareControl Team for assistance with configuring the bell hours template into CareControl for future uses.

2. Click Save to finalize the changes prior to moving on to adding the school calendar.

II. Adding a School Calendar

A child’s school schedule will follow the school’s operational calendar. As the authorized hours for a school vs. a normal day differ, the school schedule factors into the calculation of payments. The calendar here will be reflected in the payment month.

1. Change the calendar view by setting the Start Month/End Month parameters. Once the months are set, click the Run button to view the months of the date range you have selected.

   1. 1. Choosing the Start Month first will populate 12 months in the calendar and set the date range to 1 year.

2. You can click Follow a Template to have the school calendar reflect a pre-defined CareControl template.

             

1. Change the calendar view by setting the Start Month/End Month parameters. Once the months are set, click the Run button to view the months of the date range you have selected.  

   1. Choose a template titled the child's School or District name to apply to the user defined range of Start Month and End Month

   2. Clicking Save will populate the template calendar onto the child’s school calendar. 

1. You can mark any day as school/non-school or a holiday, depending on what the day is at the time of selection. For example, clicking on a Non-School Day will provide the option to change to a School Day or a Holiday.

   1. There are 3 different types of days within the school schedule.

      1. School Day: School Operational Day - background is grey

      2. Non-school Day: Non-operational School Day - background is white

      3. Holiday: School is closed due to a holiday - background is blue

   2. If Mark a School/Non-school Day is selected, the multi-day selection tool will appear. Set a range for Start & End date, and check all the days in the week to be affected. Click Save to reflect the changes onto the calendar.
      

      

   3. If Holiday is selected, only that day selected will change.