2018 2019 Academic Calendar Template Instructions
Calendar Instructions To assist Catholic school principals in their planning, the Office for Catholic Schools annually prepares the Archdiocesan Academic School Calendar. The calendar is attached to this email. Per the Archdiocesan policy, the calendar has 180 days of student instruction. If a school calendar projects less than 180 instructional days, grades 9-12 shall have at least 1,080 instructional hours and grades K 8 shall have at least 1,000 instructional hours. In addition, the school s calendar should provide opportunities for teachers professional growth and faith formation. Any variation from 180 days or 1080 / 1000 hours must be approved by the superintendent. In consultation with the OCS staff and the Executive Principal Committee, the Office for Catholic Schools recommends these dates for 2018-19 Catholic school calendar. This calendar provides 180 instructional days and three (3) Professional Development Days. The date for the 2019 Fulcrum Foundation Celebration of Light is still being determined (it will likely be either the last Friday in January or the first Friday in February) school auctions should not be celebrated on that weekend. Special Note: I would like to draw your attention to the October 12 Christ in the Classroom local Retreat Day and to the optional February 15 - Faculty Retreat Day. As Catholic educational institutions, it is important that we intentionally set aside a day of prayer and reflection, to call us back to the school s mission and refocus our efforts of bringing Christ into every classroom. This retreat day should be toward the middle of the school year so that it is, in fact, a withdrawal from the routine and a chance to re-center our vocational call. Additionally, having an annual Faculty Retreat Day will assist all schools in meeting their WCEA Accreditation criteria. Hence, OCS has established the Faculty Retreat Day on the Archdiocesan school calendar as a paid, professional development day for all teaching faculty on February 15. Should your school prefer to schedule its Faculty Retreat Day on a different date, please let OCS know. Thank you for submitting your 2017-18 school calendar to the Office for Catholic Schools by March 1, 2018. This will allow us to collate the information and create a master calendar for the Archdiocese. Know that I am looking forward to seeing you in January. Until then, may the joy and hope of New Year bring love and happiness for your family and you. 2018 June 21-22 August 13-14 September 4 August 15-16 September 20-21 October 12 December 24 31 2019 January 1 4 February 15 March 15 April 22-26 June 13 June 20-21 Catholic Educator Forum (Formerly known as the Summer Institute) Kick Start School - All Principal Meeting First Day of School New Teacher Orientation Principal Retreat Christ in the Classroom Retreat Christmas Break Christmas Break Faculty Retreat Day Regional Curriculum Development Day Easter Break Last Day of School Catholic Educator Forum (Formerly known as the Summer Institute) Bold = Required dates for all schools
Attached to the email was an Excel spreadsheet titled: Archdiocesan Academic School Calendar 2018-2019 template for schools The Office for Catholic Schools is sharing this spreadsheet with all schools to assist them in building their own school s calendars. If you did not receive the attachment, please contact our office and we will send it to you. Please email: Janeal.Grosinger@seattlearch.org In the following slides you see instructions on how to complete your calendar. If you need assistance, please call (206) 382-4861. Template Instructions
Overview Here is a copy of the entire spreadsheet. Most of this should be easily editable to your school s needs. To change the Calendar Year: In Row 4, Column A enter the correct year. Changing this year should change all the monthly calendars below. I do not recommend changing the Start Month or Start Date as this may interfere with your Instructional Day count. To change the Calendar Title: In Row 6, Column A highlight the words Archdiocese of Seattle Academic School Calendar OCS and type in the name of your school. For next year, you will also need to change the date under this title. In Row 7, Column K highlight the date and enter the correct date. The Catholic Schools logo can either be changed to your school logo or left as it is.
Event Names To change the Section Heading: In Row 10, Column I highlight the event name and enter your own heading To change the Events Category: In Row 11, 22, 29, 37, and 42 Column I highlight the words Principal Meeting, etc. and type in the name of your event. To change the Events Name and Date: In Row 12 and all following events in Column I, highlight the date and enter in your correct date. To change the event name in Column L, highlight the name and enter in your correct event name. Continue this process for each of the colored sections. The Holidays section, the Liturgical Dates/Holy Days of Obligation Section, and the Opening/Closing Dates do not need to be changed this year if you have room to keep these on your one-page calendar.
Color Coding In order to change the color of the squares on your monthly calendars, you will need to enter information into the columns beside the calendar. Entering the information into the center section of the calendar will not change the color of the square on your monthly calendar. Each section on the right is color-coded to match the sections in the center of the calendar. For example: if the Yellow section of your calendar is going to be re-labeled Open House Dates, then you are going to want to enter all open house dates into the Yellow section on the right. When you enter a date into the yellow section on the right, the matching date square will turn yellow on your calendar. Continue this for all your school events.
Instructional Day Count As noted in the superintendent letter: Per the Archdiocesan policy, the calendar has 180 days of student instruction. If a school calendar projects less than 180 instructional days: grades 9-12 shall have at least 1,080 instructional hours grades K 8 shall have at least 1,000 instructional hours A total number of Instructional Days is shown here. This number will change as you add and remove dates to your school calendar. A monthly total of Instructional days are shown at the top of each month, beginning in September, but it does count the days in August (just does not list it at the top of the month)
Non-School Days In order for days out of school to be subtracted from your Instructional Days total, you need to enter all of these dates into either the BLUE boxes in Column AK, AL or in the ORANGE boxes in Column AK, AL
Printing your Calendar Once all the dates and events are listed in your calendar, you will be able to print this. The spreadsheet is set up to print only the calendar portion of this spreadsheet. If you need the entire spreadsheet printed, you will need to change the print area. If you only want to print the calendar, follow these steps: Press Ctl + P You see a print screen come up that shows what your print will look like. If all your events are still within the margins, then you are ready to print. Click the Print button at the top left of the screen. Your print should look similar to this.
Attached to the email was an link to the Online Calendar Tool on MyDesk: http://www.ocsww.org/calendar/ All schools are asked to complete this online calendar that includes your start/end day, early release days, no school days, Christmas/Easter/ Spring breaks, professional development, and any other special dates you would like to include like auctions and school festivals. This calendar submission should be completed by March 1, 2018 If you have any questions, please email: Janeal.Grosinger@seattlearch.org In the following slides you see instructions on how to complete your online calendar tool. If you need assistance, please call (206) 382-4861. Online Calendar Tool
Online Add Calendar a Slide Title - 3 Tool Begin your Online School Calendar Tool here www.ocsww.org/calendar Once you get to this webpage, please select your school name Once you select your school, you will be asked to click here to begin the calendar.
Instructional Add a Slide Schedule Title - 3 Please start on the first tab, Instructional Schedule. Complete all information on this page. If any pre-filled information is not correct, please correct it. You only need to complete one of the following whichever is correct for your school year: Quarter/Semester Dates Trimester Dates Once you have entered all the information on this page, be sure to click the Save Basic Schedule button at the bottom of the page, before clicking on the next tab.
Release Time Add a Slide Title - 3 After completing the first tab (Instructional Schedule) and clicked Save at the bottom, please click on the second tab to complete your release time. Recurring Late Start: If you need to complete this section, please click on the (show/hide) icon. In this section, please list any dates that you consistently start school late. For example, every Tuesday the students begin at 9:00 AM. Be sure to click Save when you complete all your Recurring Late Start dates. Recurring Early Dismissal: If you need to complete this section, please click on the (show/hide) icon. In this section, please list any dates that you consistently release the students from school early. For example, every Tuesday the students are released at 1:30 PM. Be sure to click Save when you complete all your Recurring Late Start dates. Other Early Dismissal Single Days: Complete this section if you have occasional early dismissals such as the day before a long holiday weekend or to set up for an auction. Be sure to click SAVE at the end of each section.
School Not in Session After completing the second tab (Release Time) and clicked Save at the bottom of each section, please click on the third tab to complete your days off school. Please enter the dates that your school will take off for each vacation. Remember that Easter and Spring vacation will be in 2019 For the Other Dates School Not in Session, please include each of these dates in addition to any individual school events: Labor Day September 3, 2018 Christ in the Classroom Retreat October 12, 2018 Veteran s Day November 12, 2018 Thanksgiving November 22, 2018 Day after Thanksgiving November 23, 2018 Martin Luther King, Jr Day January 21, 2019 Spring Retreat (optional) February 15, 2019 President Day February 18, 2019 Regional Curriculum Day March 15, 2019 Memorial Day May 27, 2019 Be sure to click SAVE at the end of each section.
Add a Slide Title - 3 Professional Schedule Please list all Professional Development Events and the number of hours each event will last. Also include here: Christ in the Classroom Retreat October 12, 2018 CIC Retreat Day February 15, 2019 Regional Curriculum Day March 15, 2019 Be sure to click SAVE at the end of each section.
Other Dates Please enter other important events your school will be hosting. Some examples include: School Auction Open House School Festival Curriculum Night Grandparent s Day Science Fair School Concerts New Family Welcome Night **High Schools please enter the date of your admission testing if you have it scheduled. Be sure to click SAVE at the end of each section.
Complete Your Submission Once you complete your online calendar, please click on the Done tab. It should bring you to this view. Final Confirmation Once you complete your online calendar, you should see something similar to this. It will show you the following: Total number of days school is in session and the total number of class hours Opening and closing dates Graduation date Vacation dates The dates your school is not in session The dates your school will have early dismissal The date you are offering Professional Development Finally, click here Other dates such as Open House, Auction, and School Festivals.
Office for Catholic Schools Calendar Approval Once your calendar has been approved by the Office for Catholic Schools, you will see the word Approved in the upper right corner. This should be completed by March 31, 2018
If you have questions on how to complete your Academic Calendar Spreadsheet Online Calendar Tool Please contact the Office for Catholic Schools at (206) 382-4861 or email Janeal.Grosinger@seattlearch.org Questions?