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1. Calendar Functions

Calendar Functions Not started

1.1 Automatically Create Academic Years Past and Future
Purpose
 PurposeAutomate creating new academic future academic records when the user-defined promotion date has been reached.  This reduces the need for users to add a year every time they complete one.
Trigger
 TriggerPromotion Date (school configuration)   =  actual date
Conditions
 ConditionsInitial configuration was completed.
Sequence
 SequenceThis function must run before more school terms can be created.
  Step 1 Find the  academic year record the farthest in the future, the "last record"

Step 2 Create one more academic year record,  auto-calculate start year, end year, start date, end date, status = future, sequence => add one, concatenate year name to start year - end year.record

Step 3

Set field values:

Sequence = last record sequence + 1

Start year = last record start year + 1

End year = last record end year + 1

Academic year name - concatenate start year - end year

start date = last record start date + 1 year

end date = last record end date + 1 year.

set status = future
 END   END 

Calendar FunctionsNot started

1.2 Automatically Update Status of Academic Years.


PurposeAcademic Year records have a status of current, past, or future, update the status of the records automatically when the user-defined promotion date has been reached.

TriggerManaged by the Promotion WorkFlow

ConditionsThere can be only one current year.

SequenceThis step is best triggered after the next future record has been made and in accordance with the PROMOTION workflow.

Step 1Set previous current academic year status to 'past'

Step 2Set next year, based on ordinate to current.
END

 

Calendar FunctionsNot started

1.3 Automatically Create School Term Records


PurposeAutomate student term records creation as new academic years are added.

TriggerWhen a new academic year is added.

Conditions

SequenceThis step is best triggered after the creation of a new academic year record.  Term records must be made before students can have their plans updated.

Step 1Find the first term label record with Flag = official start term.

Step 2Create a new school term record

Step 3

Set Term Start Date and Start Year

Academic year: start date => term: start date

Academic year start year => term: start year

calculate estimated dates, terms may run over an calendar yearStep 4

Calculate Term End Year, Term End Date

If Term Label "End in same year" = true then: 

Term End Year = academic year academic year: start year

Term End Date = Term: start year; Term label:end month: Term Label End day

If Term label "End in same year" = False then:

Term End Year = academic year: end year

Term End Date = Term: end year; Term label:end month: Term Label End day


Step 4

Set term field values:

Name - concatenate term label name and term: start year

status = future

term label => related term label record

academic year => related academic year record

term label flag => term flag


Step 5If term label: flag not equal to "official end term" then go to the next term label record, increase ordinate by one.

Step 6Continue to the  Next Term label record, stop after all term label records.

Step 7

Calculate Term Start Year

If last term label record "ends in same year" = not true then

Term Start year = 







END
 

Use Case Test 1.3  Automatically Create School Term Records

Classic Semesters I









Term Label Start MonthTerm Label End MonthTerm Label FlagTerm Label End in Same YearSchool Term start year
School Term end year
Academic Year9-20235-2024





Fall91Official Start Termfalseflag = official start term start year so start year = academic start year = 2023pass"end in same year" = false so term end year = term start year + 1 = 2024pass
Spring15Official End Termtrueprevious term label record (sequence -1) end month </= term label start month, so term start year = previous term (ordinate -1) end year = 2024pass"end in same year = true so term end year = term start year = 2024pass
Summer68
trueprevious term label record (sequence -1) end month </= term label start month, so term start year = previous term (ordinate -1) end year = 2024pass"end in same year = true so term end year = term start year = 2024pass









Classic Semesters II








Academic Year8-20235-2024





Fall812Official Start Termtrueflag = official start term start year so start year = academic start year = 2023pass"end in same year" = true so term end year = term start year = 2023pass
Spring125Official End Termfalseprevious term label record (sequence -1) end month </= term label start month, so term start year = previous term (ordinate -1) end year = 2023pass"end in same year" = false so term end year = start year + 1 = 2024pass
Summer67
trueprevious term label record (sequence -1) end month </= term label start month, so term start year = previous term (ordinate -1) end year = 2024
"end in same year" = true so term end year = start year = 2023pass









Classic Semesters III








Academic Year8-20235-2024





Fall812Official Start Termtrueflag = official start term start year so start year = academic start year = 2023pass"end in same year" = true so term end year = term start year = 2023pass
Spring15
trueprevious term label record (sequence -1) end month NOT </= term label start month, so term start year = previous term (ordinate -1) end year + 1 = 2024pass"end in same year" = true so term end year = term start year = 2024pass
Summer68Official End Termtrueprevious term label record (sequence -1) end month </= term label start month, so term start year = previous term (ordinate -1) end year = 2024pass"end in same year" = true so term end year = term start year = 2024pass









 

Calendar FunctionsNot started

1.4 Automatically Calculate Vacation Days In Terms and Academic Years


PurposeAcademic Year records have a status of current, past, or future, update the status of the records automatically when the user-defined promotion date has been reached.

TriggerManaged by the Promotion WorkFlow

ConditionsThere can be only one current year.

SequenceThis step is best triggered after the next future record has been made and in accordance with the PROMOTION workflow.

Step 1Set previous current academic year status to 'past'

Step 2Set next year, based on ordinate to current.
END
 

 

Calculate School and Calendar Days

Term School Days  = calendar days - vacation days - excluded week days

Term Calendar Days = actual days - do not subtract weekends

Academic Year School Days = sum of required terms school days

Academic Years Calendar Days = sum of required terms calendar days

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