Purpose: Populates academic year settings (year
range, trimester dates) and schedule overrides (holidays, PD days,
no school days). Required CSV Columns: item_type,
item_id, item_name, start_date, end_date. (The 'notes' column is
optional).
Step 1: Extract Calendar Data using AI
1. Obtain the official School District Calendar PDF for the academic
year you want to set up (e.g., "2025-2026 School Calendar"). 2. Go
to an AI assistant that can process PDFs and generate text (e.g.,
Gemini at gemini.google.com, or another similar AI tool). 3. Upload
the calendar PDF to the AI. 4. Copy the entire prompt below and
paste it into the AI chat, then send it:
Please analyze the provided school district calendar PDF. Extract
the following information, focusing on secondary school dates
where specified, and format it as a CSV content with the columns:
"item_type", "item_id", "item_name", "start_date", "end_date",
"notes". The "item_type" can be one of: academic_year, trimester,
holiday, teacher_prep, pd_day, ptc_hs (for High School
Parent-Teacher Conferences that result in no school),
school_start_all, school_start_9th, school_end,
no_school_secondary_only. Use YYYY-MM-DD format for "start_date"
and "end_date". For single-day events, start_date and end_date
will be the same. For events spanning multiple days (like Fall
Break), use the first day as start_date and the last day as
end_date. Combine contiguous multi-day events like Spring Break
into a single entry if possible (e.g., start_date 2026-03-30,
end_date 2026-04-03 for a break from Mar 30 to Apr 3). Example
"item_id" formats: - Academic Year: "AY_2025-2026" - Trimesters:
"T1_2025-2026", "T2_2025-2026", "T3_2025-2026" - Holidays:
"LaborDay_2025", "ThanksgivingBreak_2025" - Other events: Use a
descriptive prefix and year, e.g., "TeacherPrep_Aug11_2025",
"PTCHS_Oct6_2025" Information to extract (based on a typical
2025-2026 secondary school calendar for Cache County School
District): - The overall Academic Year (e.g., "2025-2026"). -
Trimester 1 start and end dates (e.g., Aug 19, 2025 - Nov 13,
2025). - Trimester 2 start and end dates (e.g., Nov 14, 2025 - Feb
26, 2026). - Trimester 3 start and end dates (e.g., Feb 27, 2026 -
May 29, 2026). - School start date for 9th graders (if specified
separately, e.g., Aug 19, 2025). - School start date for all
students (e.g., Aug 20, 2025). - School end date (e.g., May 29,
2026). - All official holidays resulting in no school (e.g., Labor
Day, Thanksgiving Break, Christmas Break, New Year's, MLK Jr. Day,
Presidents' Day, Spring Break, Memorial Day, Juneteenth). - All
Teacher Prep days where students do not attend. - All Professional
Development (PD) days where students do not attend. - High School
Parent-Teacher Conference days that result in no school for
students. - Any other "Trimester Transition Days" or special "No
School for Secondary Only" days. Ensure the output is only the CSV
formatted data, starting with the header row.
5. The AI should generate CSV-formatted text. Copy this text. 6.
Create a new plain text file on your computer (e.g., using Notepad
or TextEdit in plain text mode), paste the copied CSV text into it,
and save it with a .csv extension (e.g.,
academic_calendar_2025-2026.csv). 7.
CRITICAL: Open the CSV file in a
spreadsheet program (like Excel, Google Sheets, or Numbers) and
carefully review ALL dates and information for accuracy against the
original PDF. Correct any errors directly in the CSV file and save
it.