Organize Your Districts Calendar

School districts are known for having complex, confusing schedules, and events that all seem to be going on at once.

The range of special events,  Board of Education meetings, staff meetings, and social gatherings can become overwhelming and hard to keep track of.

A passing glance of Brad’s schedule, for instance, showed a meeting regarding the New Jersey Assistant Principal of the Year award reception along with a Board of Education meeting.

Billy’s had an IEP meeting nearly overlapping with a parent meeting.

Managing hectic schedules has become a struggle for many educators in many school districts. 

Making sure all stakeholders have the correct dates, times, and locations can also be a challenge.

When so many different events occur, communication and events can often get missed. With Google Calendar as part of G Suite, scheduling has become more efficient. 

With Google’s calendar function, parents, students, or staff members can choose which calendar they want to subscribe to, or they can subscribe to multiple calendars at once and get alerts to their Gmail accounts. 

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Google Calendar allows districts, buildings, and classrooms to share important dates and events with a few clicks of the mouse. Several different calendars can be created so that any departmental needs will be met.

Each group can share events on a public calendar, or a calendar can apply to a specific group of people. Not only can staff members add to the calendar, but parent groups can add their events to the calendar as well.

Parents, students, or staff members can choose which calendar they want to subscribe to or they can subscribe to multiple calendars at once and get alerts to their Gmail accounts.  There’s no need to miss another event or have another occasion flop because people were unaware of it. 

Here are the simple steps to creating a shared space calendar.

  • From the waffle, open your Google Calendar. 
  • You will see on the left side the category “My calendars” and a downward arrow.  
  • Click the arrow.
  • Click “Create new calendar.” You can now name the calendar and add a description in the new screen that pops up. Add the specific location this calendar references.  
  • By selecting “Make this calendar public,” the calendar is searchable and people will be able to view the details.
  • For scheduling space in a school or district, we recommend using the “Share with specific people” option below the  “Make this calendar public” section.
  • Insert the email addresses of everyone you want to share this calendar with and then choose their permission settings on the right.
  • To allow those people to schedule times, you will want to select  “Make changes to events” in the permissions settings.

Set up a Classroom Calendar.

When you create a class in Google Classroom, you automatically create a Google Calendar. A shared classroom calendar allows teachers to communicate homework, tests, and other important information.

You’ll no longer need to worry about students forgetting to write down their homework or bring home their assignment planners. Students and parents will be able to view all of the assignments from any device that supports G Suite. 

There are several ways to share out a Google Calendar in addition to subscribing. One option is to embed your classroom calendar on a webpage.

Under “Calendar Details” in  Settings locate “Embed This Calendar,” then copy and paste the code on the specific webpage where you want the calendar to be displayed.

Another option is to use and display the calendar that goes along with the classroom you created in Google Classroom. This way any assignments or announcements that you post will automatically show on the calendar. 

SCHOOL: Streamline building communication with the invite feature.

Principals can use Calendar’s invite feature to inform teachers of important committee meetings and keep track of attendees.

The invite feature allows you to invite participants through their email addresses. If the user you are inviting has a Google account, the invite will automatically appear on his or her calendar.

This is great, not just for meetings with teachers, but also for meetings with parents. Brad will often invite colleagues to important meetings using the invite feature when he sets up the event in Calendar.

Those staff members who are invited can select yes, maybe, or no through the alert that appears in their email or pops up on the actual calendar. Brad is able to then keep a running tab on who has replied and who is able to attend. 

DISTRICT: Provide a district-wide calendar to share a  specific space.

Limited physical spaces in schools and districts makes scheduling difficult. The old way was to put a calendar on the wall where people would sign up for times.

Sometimes a secretary would book the room and times. These inefficient ways of sharing space limited access to the people who could find time to walk down to the space and write on the calendar or place a call.

Sharing the calendar for a conference room or professional development space easily and efficiently syncs events and activities. It also allows people in your district the opportunity to take control of their scheduling.

Start small and try a shared calendar for signing up to use the conference room in the board of education office. Make sure to select the  “Share only free/busy information” so others know when the space is available. 

School districts are busy places with overwhelming, often confusing schedules and many events that all seem to be going on at once.

Making sure everyone has the correct dates and places to be on their calendars and the ability to schedule space is vital to the operation of the district. Calendar takes the struggle out of the process and makes everyone more efficient. 


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