Developing and planning yearly calendar for school activities Assigning role to staff

2.  Calendar
 School Calendar
 Academic calendar
 Yearly School calendar
 Kinds Of Academic Calendars
 A School Calendar Includes
 Factors affecting yearly school calendar planning
 Developing And Planning Yearly school calendar
 Assigning role to staff

3. A chart or series of pages showing the days, weeks, and months of a
particular year, or giving particular seasonal information.
• A system by which the beginning, length, and subdivisions of the year are
fixed.

4.  It is a schedule of all of the events that occur in an academic year.
 These events may include examination dates, spring break or reading week
and the last day of the semester.
 Academic calendars—and the dates included—can be presented at the
semester level or as part of an academic year-long calendar.
 An academic term or term is a portion of an academic year, the time during
which an educational institution holds classes.

5.  Academic calendar refers to dates and events
that a postsecondary institution operates
around.
 Most academic calendars include the add,
withdraw and drop deadlines for each
session within each semester.
 A semester system divides the academic year
into two terms, which are usually 14–20
weeks each.
 • A trimester system divides the academic
year into three terms which can be as short
as eight weeks or as long as 16 weeks each.

6. Yearly school calendar is based on an assumption on when the classes will
start, how long the instruction will go.
Duration of instruction and the end of the instruction. It also includes
different school activities.
In Pakistan the Govt. school year is started from the April 01 and ended on
March 31 of every year.
But privately managed registered schools are not following this school year.
This school year promotes their students and starts new admission on
January 01 of every year and completes their sessions on December 31of
every year.

7. Following are the kinds of academic calendars
Semester Calendar
Trimester Calendar
Quarter Calendar
4-1-4 or 4-4-1 Calendar

8. Semester Calendar
 In a semester system, the academic year consists of two terms—spring and
fall.
 The spring term typically begins in January to the end of May,
 while the fall term typically runs from mid-August to the beginning of
December.
Trimester Calendar
In a trimester system, the academic year is divided into 3 terms of 10 or 11
weeks each.
One of the benefits of the trimester system is that it allows you to go to
school in the summer so that you can graduate earlier.

9. Quarter Calendar
 The quarter system is similar to the trimester system, with the only
difference being the summer terms.
 In a quarter calendar, there is one summer term and 3 primary terms of
about 10 – 12 weeks each, making it a total of 4 terms in a year, hence the
name.
4-1-4 or 4-4-1 Calendar
 The 4-1-4 or 4-4-1 system has 2 of about 4 months each with a short mini-
session that may be included either between the two long terms or at the end
of the spring term.

10. Followings are the aspects for which a school yearly calendar is planned and
developed.
Admission schedule
Fee deposition schedule
Examination schedule
Result announcement
Salary distribution schedule
Co-curricular activities
Routine time table
Vacation

11. Followings are the aspects for which a school yearly calendar is planned and
developed.
Meetings
Head and teachers
Head and non teaching staff
Head and students
Head and parents
Visitors
Parents teacher

12.  To secure a maximal degree of efficiency in its work the school must make
the most effective use of the time at its disposal.
 This is a complex problem, involving the adjustment of several determining
factors.
Length of school year
Admission Schedule
Fee deposition schedule
Examination
Recess timing Results
Co-curricular activities
Educational trips
Vacation

13.  Academic year for public/Govt.
schools is different from the private
sector.
 Both have different policies for
catering education and attain the
goals in that year. Public/ Govt.
school starts new session from 01
April and ends on 31 march.
 While private sector schools start
their session from 1st January and
completes on 31 December.

14. Admission Schedule
 First thing that comes in school activities is admission.
 Enrollment of new students. Before the start of the academic session it is
important to set a new goal with setting the time for new coming students.
 So in a scheduled school calendar admissions are scheduled first.
Fee deposition schedule
 Days or dates for the deposition and collection of fees are marked.

15.  Both sectors have same curriculum for higher classes and different boards of
education takes exams from the city.
 Mostly board examination starts from February and ends in June. And it
varies from class to class.
 While the primary classes exams are held in school and it is different in and
private sector.
 Curriculum is divided into three terms, 1st term ends before summer
vacation and 2nd term ends after the summer vacation and the 3 rd term
ends at the end of academic year.
 After that the students are promoted to next levels

16. Results
 After examination teachers have limited time for the checking and
rechecking of exams.
 After marking the exams, results are compiled and submitted to the head or
in charge.
 A date is announced by the head for declaration of results.
Recess timing
 Recess duration is same in both sectors and is half hour duration.
 In summer the recess takes place before afternoon and in winter it takes
place at afternoon

17. Salary distribution schedule
 Another activity in management. In a calendar some days are marked in
every month for salary distribution.
Co-curricular activities
 Except for instruction there are some co-curricular activities and for this
purpose days are specified for sports gala or sports days. These are
considered while planning the activities. Some schools are more focused on
these activities so they spare some days in each month for these activities.
And sometimes specific hours in a day.

18. Vacation
 Both sectors have approximately same duration of vacation in summer
which starts from the mid of June to the mid of august.
 While public sector have also winter vacation which varies from 8-10 days.
 Regardless of that private sectors may have winter vacation or maybe not
Educational trips
 This is also planned out before the academic year even begins. Date and
time, place are purposes are discussed before and then selected

19. Developing And Planning Yearly school calendar
Planning
 Planning includes making a list of activities that are going to take place in
coming year and determining the amount of time you have.
 How will you utilize that time and make good use of it while the instruction
takes place in an institute.
 For example having an year and dividing it into 4 parts. 3 terms and
vacation.
 Than adjusting all the activities in those period of terms.

20. Developing
 After the actions and the times are decided a sample of calendar is made.
 It is done by arranging all the coming events and activities according to
decided date and time.
 A check is made for any fault or wrong arrangement.
 This task is done by a committee or a group of specialized people.
 If found accurate than its ready to be composed and to be implemented.

21. Importance
 The most important role that a school calendar play is making the institute
more productive.
 Everything is scheduled there is no need to ponder over different issues like
what should be done well.
 Everything is known before so everyone is better prepared for every event or
activity. Saves time for making arrangements.
 Everything goes on normal pace.
 It never becomes rushed or slow.it makes priority clear for an institute by
putting first what is important and what should be done first.
 It helps to stay on task and focus on current objective and in this way it
makes goals clear.

22.  It provides adjustments of individual needs.
 Knowing the needs of the students it allows you to set instructional pace
and time.
 Depending on the focus of institute and needs of the children the calendar is
set that way.
 If there is focus on co-curricular activities than there b plenty of time for
these activities.
 If the students are more interested in science than there will be science tours
and more lab work.
 It also supports better management because when its all decided before the
time management will be pretty good. And this way it provides breaks at
many points of work.

23. Disadvantages
 It is not flexible and can not be changes because any changing could disturb
all the arrangement.
 It is made to follow and is strictly followed by administration, management
and students.
 The biggest disadvantage is the time that it takes to make annual plans.
This can be a very time consuming process.
 Another disadvantage can be in regards to the resources you have.
 Some schools share resources and if you have planned on using them at a
specific time, things can happen where the teacher that was using the
resources isn't finished and you have to scramble for alternate plans.

24. Assigning roles helps to distribute responsibility among group members and
ensures accountability.
Roles refer to one’s position on a team. Responsibilities refer to the tasks and
duties of their particular role or job description.
Employees are held accountable for completing several tasks in the
workplace.
Benefits of functional roles and responsibilities
Increased productivity
Team success
Increased morale and momentum

25. Following are the steps to develop functional roles and responsibilities
1. Determine what needs to get done
2. Identify strengths and weaknesses.
3. Refer back to a team member’s job description.
4. Get feedback

26. Staff can have combinations of various extra roles as needed.
Regular Staff Role:
 Is able to take registers, create groups, organise events (only for own groups), send
communications(only for own groups), accept/reject join requests (only for own groups), view their
staff schedule.
Absentee Alert role:
 Same access as a regular staff user plus when an absentee is recorded they are sent an email
communication.
Transport Advanced Admin
 Staff who can access Transport with configuration rights

27. Sign up and join requests role:
 same access as a regular staff user plus they are able to create sign up containers and accept/reject
all activity join requests.
Fees role:
 same access as a regular staff user plus they have access to the fee's module
Advanced Fee Admin:
 is able to process Credits and Withdrawals from the Wallet and carry out Mass Adjustments by
Student or Event. Must also have Fees role assigned.
Transport Alerts
 Staff who receive Transport Communications.

28. Admin role:
 Same access as a regular staff user but can also manage all groups, including sending a
communication to all groups / years / grades, organize events for all groups and managing staff
admins for all groups.
 Admins can also respond to join requests, and send out activation emails to users.
Communications admin role:
 same access as a regular staff user but you can send communications the same as a School admin
role.
Transport Admin
 Staff who can access Transport without configuration rights.

29. Administrative roles of support staff in schools
These roles don’t often include any teaching, however, they’ll still need to
interact with students on a daily basis.
ICT technicians responsibilities include monitoring all IT software within
the school and being on hand to help solve any problems.
Exam officers or also referred to as invigilators - monitoring any
examinations by making sure they go ahead on time without any issues.

30.  Attendance officers
monitoring all attendance within the school and addressing any children
who are showing low attendance.
 Site managers or caretakers
dealing with any maintenance issues of the school.
 Health and safety managers
making sure the school is safe, by ensuring correct plans and legislation,
that are in line with health and safety requirements.

31. Roles and responsibilities of support staff that don’t involve teaching:
 Lunch/break supervisors
serving children, monitoring them during break and lunchtime to ensure
there are no problems.
 Behavior managers
speaking to children, creating plans and making sure they get all the
support they need.

32.  Pastoral support
A supportive member of staff that deals with any problems students may
have by using their initiative and problem-solving skills.
They are usually the first port of call when any problems arise.
 Councilors
Dealing with children who have any emotional problems in their life.
These are qualified to do so, however, they don’t need teaching qualifications.
 Careers advisor
A person who helps children map out their future career aspirations by
giving advice.

33. Thank you