Manage School Calendar

Table of Contents

From the menu to the left, click Menus/Attendance.
Select Manage School Calendar. The School Calendar page opens.
Choose one of the tabs from the following options:
1. Sponsor: Create a state or national holiday closure for all sites and children across your agency.
2. Provider: Create a school out event for a single provider. If you select this option, you must select the provider at the top of the window.
3. Child: Create a school out event for a specific child. If you select this option, you must select the provider and child underneath of the calendar options.
4. School District: Create a school out event for an entire school district. If you select this option, you must select a school district int he drop down to the right of the calendar options.

See sections below for details on each calendar and how to use it.

Sponsor Calendar

Use the Sponsor Calendar to set up state and federal holidays that your agency recognizes to ensure the system properly applies the holiday-based processing rules you have set up to those days. You can also set up school out days for the same purposes.

We recommend that you set up holidays and school out days at least one to two months ahead of time. By doing so, providers that use KidKare also have these days on their calendars as they edit information for that month.

From the menu to the left, click Menus/Attendance.
Select Manage School Calendar. The School Calendar page opens.
Use the to select the month in which to work.
To add a holiday:
1. Click and hold the red Holiday box under the Draggable Events.
2. Drag it, and drop it on the appropriate day on the calendar.
3. Enter a holiday name or explanation when promoted. Click Save.
4. The holiday displays on the calendar.
To add a sponsor-wide school out day:
1. Click and hold the green School Out Day box under the Draggable Events.
2. Drag it, and drop it on the appropriate day on the calendar.
3. Check the box next to each meal to which this applies. If school is out for only part of the day, clear the box next to each meal that does not apply.
4. Click Save. The school-out day is added to the calendar. This holiday applies to all school-aged children.
To add long-term school vacations:
1. Click Add School Vacations. The School Vacations dialog box opens.
2. Click the Starting Date box and enter the start of school vacation.
3. Click the Ending Date box and enter the end of school vacation.
4. Click Update. School vacation for the date range you entered are added to the calendar.
To remove/edit any holidays, school out days, and vacations:

1. Click on the holiday/school out day to remove or edit.
2. Click the icon to delete or the to edit.
3. When finished, click Close to return to the calendar.

Provider Calendar

Use the provider calendar to track when a provider is closed, away from the home, or open on a holiday. Most sponsors require that providers provide advanced notice if they are going to be closed for a day or away from the home for any length of time (for example, they are taking the children on a field trip). You can use this information when scheduling home reviews. KidKare can also cross-check this information when processing claims to ensure that meals were not claimed on days the provider was closed.

From the menu to the left, click Menus/Attendance.
Select Manage School Calendar. The School Calendar page opens.
Use the tabs at the top of the screen and select the Provider tab.
Chose the provider from the provider drop down.
Use the to select the month in which to work.
To mark the provider as closed for business for a specific date:
1. Click and hold the orange Provider Closed for Business box under the Draggable Events.
2. Drag it, and drop it on the appropriate day on the calendar.
3. Check the box next to each meal to which this applies. If school is out for only part of the day, clear the box next to each meal that does not apply.
4. Click Save. The school-out day is added to the calendar. This holiday applies to all school-aged children.
5. To enter days closed in bulk, use the option in the top right.
To mark the provider as away from home for a specific date:
1. Click and hold the green Away From Home box under the Draggable Events.
2. Drag it, and drop it on the appropriate day on the calendar.
3. Enter the reason the provider was away from home and check the box next to each meal to which this applies. If school is out for only part of the day, clear the box next to each meal that does not apply.
4. Click Save. The school-out day is added to the calendar. This holiday applies to all school-aged children.
To remove closed/away/open on holiday notations:
1. Click on the holiday/school out day to remove or edit.
2. Click the icon to delete or the to edit.
3. When finished, click Close to return to the calendar.

Child Calendar

If your providers use scannable forms for claims processing, use the Child Calendar to track children who are sick, school out days, children not present days, and children present on holidays. If your providers use KidKare, they can input this information directly into the system.

From the menu to the left, click Menus/Attendance.
Select Manage School Calendar. The School Calendar page opens.
Use the tabs at the top of the screen and select the Child tab.
Chose the child by selecting the provider and then using the Child drop down.
Use the to select the month in which to work.
To note that this child was not present:
1. Click and hold the orange Child Not Present Meals box under the Draggable Events.
2. Drag it, and drop it on the appropriate day on the calendar.
3. Enter the reason the child was not present and check the box next to each meal to which this applies.
4. Click Save. The child not present day is added to the calendar.
5. To enter days closed in bulk, use the option in the top right.
To note a child as out of school because they were sick:
1. Click and hold the yellow Child Sick Day box under the Draggable Events.
2. Drag it, and drop it on the appropriate day on the calendar.
3. The child sick day is added to the calendar.
To note a child was out of school one day:
1. Click and hold the green School Out Day box under the Draggable Events.
2. Drag it, and drop it on the appropriate day on the calendar.
3. The Children on School Out Day pop up opens.
  1. Enter the date or date range for the school out days.
  2. Add additional children to the school out day(s) but checking the box to the left of their name.
  3. Select the meals that are being served to the children by the provider on these days.
4. Click Save. The school-out day is added to the calendar. This holiday applies to all school-aged children.
To note a child was present on a holiday:
1. Click and hold the green Child Present on Holiday box under the Draggable Events.
2. Drag it, and drop it on the appropriate day on the calendar.
3. The Child Present on Holiday pop up opens.
4. Add additional children that will be present on this holiday but checking the box to the left of their name.
5. Click Save. The school-out day is added to the calendar.
To remove any of these notations:
1. Click on the holiday/school out day to remove or edit.
2. Click the icon to delete or the to edit.
3. When finished, click Close to return to the calendar.
4. To remove days in bulk, use the Delete School Vacations or Delete Child Not Present Days options at the top right of the screen.

School District Calendar

You can set up School District Out Day to ease the process of dealing with school closures. When you create a School District Out Day, every child that is associated with that school district will automatically be noted as out of school on that day.

If you have access to the school district calendar, it is usually a good idea to note school closures or vacations a month or two ahead of time. This way, providers who use KidKare have this information already loaded into their system when they begin entering meal information for that month. This also provides your providers with advance warning ahead of school closures.

From the menu to the left, click Menus/Attendance.
Select Manage School Calendar. The School Calendar page opens.
Use the tabs at the top of the screen and select the School District tab.
Chose the School District from the School District drop down.
To add District School Out Day:
1. Click and hold the green School Day Out box under the Draggable Events.
2. Drag it, and drop it on the appropriate day on the calendar.
3. Check the box next to each meal to which this applies. Click save.
4. The school out day is added to the calendar.
To add district School Vacation day:
1. Click and hold the green School Vacation Day box under the Draggable Events.
2. Drag it, and drop it on the appropriate day on the calendar.
3. The school vacation day is added to the calendar.
To add long-term school vacations (such as summer vacation):
1. Click the blue Add School Vacations button in the top right corner of the screen.
2. Click the Starting Date box and enter the start of school vacation.
3. Click the Ending Date box and enter the end of school vacation.
4. Click Save. School vacation for the date range you entered are added to the calendar.
To remove any of these notations:
1. Click on the vacation/school out day to remove or edit.
2. Click the icon to delete or the to edit.
3. When finished, click Close to return to the calendar.
4. To remove days in bulk, use the red Delete School Vacations option at the top right of the screen.

Manage School Calendar

In This Article

Sponsor Calendar

Provider Calendar

Child Calendar

School District Calendar