Using the Estimated Contract Calculator for Schedule Changes

Leave of Absence Full Time to Part Time Part Time to Full Time Drop and Re-enroll

The Estimated Contract Calculator (ECC) was designed for new starts but it can be utilized to determine updated Contract Graduation Dates and Max Time Frames when students have schedule-impacting events.

Leave of Absence (LOA)

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1. Enter the student's return from LOA date as the Start Date in the ECC
   
2. Determine the student's total scheduled hours from their Original Start Date to the start of their LOA
• Accomplish this by running the SAP As Of report and entering the student's LOA start date in the AsOf field and noting the Scheduled amount
3. Subtract that Scheduled amount from the student's total Contract Hours
4. Enter the remaining amount as Contract Hours in the ECC
5. Enter their Scheduled Hours Per Week in the ECC
6. Account for any School Closures during the student's schedule
• Accomplish this by running the School Calendar report and noting the total amount of closures during the periods specified by the ECC
7. On the student profile Financial tab, enter the updated Contract Grad Date and Projected Max Time Frame
8. Schedule the student out to their Max Time Frame

Example Scenario

1. Student Dirk Benedict attends 30 hours a week Monday-Friday. He had an Original Start Date of 10/10/2016. He started an LOA on 1/16/2017 and returned on 11/15/2017. Enter 11/15/2017 in the Start Date field in the ECC.
2. Enter 30 in the Sch Hours Per Week field of the ECC.
3. The total scheduled hours from 10/10/2016 to 1/16/2017 was 510. His total Contract Hours are 1600. Subtracting 510 from 1600, you will enter 1090 in the Contract Hours field of the ECC.
4. Click Calculate.
5. There are 10 school closures on days Dirk is scheduled to attend between his new Start Date and Est. CGD. Enter 10 in the ECC and click Calculate again.
6. Check the School Calendar report for any further closures between his Est. CGD and MTF and enter those as well. In this example there is 1, which you will enter.
7. Click Calculate one final time to receive the student's final Contract Grad Date and Max Time Frame. In this example Dirk's new CGD is 9/26/2018 and his MTF is 12/11/2018.

Full Time to Part Time

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1. Enter the date the student will begin Part Time as the Start Date in the ECC
   
2. Determine the student's total scheduled hours from their Original Start Date to the start of their Part Time schedule
• Accomplish this by running the SAP As Of report and entering the student's Part Time start date in the AsOf field and noting the Scheduled amount
3. Subtract that Scheduled amount from the student's total Contract Hours
4. Enter the remaining amount as Contract Hours in the ECC
5. Enter their Scheduled Hours Per Week in the ECC
6. Account for any School Closures during the student's schedule
• Accomplish this by running the School Calendar report and noting the total amount of closures during the periods specified by the ECC
7. On the student profile Financial tab, enter the updated Contract Grad Date and Projected Max Time Frame
8. Schedule the student out to their Max Time Frame

Example Scenario

1. Student Hyacinth Bucket is going from attending 30 hours a week down to 18 as of 01/02/2019. Enter 01/02/2019 in the Start Date field in the ECC.
2. Enter 18 in the Sch Hours Per Week field of the ECC.
3. Her Original Start Date was 10/09/2018 and her total Contract Hours are 1500. The total scheduled hours from that Original Start Date until 01/02/2019 are 348. Subtracting 348 from 1500, you will enter 1152 in the Contract Hours field of the ECC.
4. Click Calculate
5. There are 3 school closures on days Hyacinth is scheduled to attend between her new Start Date and Est. CGD. Enter 3 in the ECC and click Calculate again.
6. Check the School Calendar report for any further closures between her Est. CGD and MTF and enter those as well. In this example there is 1, which you will enter.
7. Click Calculate one final time to receive the student's final Contract Grad Date and Max Time Frame. In this example, Hyacinth's new CGD is 4/1/2020 and her MTF is 7/23/2020.

Part Time to Full Time

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1. Enter the date the student will begin Full Time as the Start Date in the ECC
   
2. Determine the student's total scheduled hours from their Original Start Date to the start of their Full Time schedule
• Accomplish this by running the SAP As Of report and entering the student's Full Time start date in the AsOf field and noting the Scheduled amount
3. Subtract that Scheduled amount from the student's total Contract Hours
4. Enter the remaining amount as Contract Hours in the ECC
5. Enter their Scheduled Hours Per Week in the ECC
6. Account for any School Closures during the student's schedule
• Accomplish this by running the School Calendar report and noting the total amount of closures during the periods specified by the ECC
7. On the student profile Financial tab, enter the updated Contract Grad Date and Projected Max Time Frame
8. Schedule the student out to their Max Time Frame

Drop and Re-enroll

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1. Enter the student's re-enrollment date as the Start Date in the ECC
   
2. Determine the student's total scheduled hours from their Original Start Date to their Drop Date
• Accomplish this by running the SAP As Of report and entering the student's Drop Date in the AsOf field and noting the Scheduled amount
3. Subtract that Scheduled amount from the student's total Contract Hours
4. Enter the remaining amount as Contract Hours in the ECC
5. Enter their Scheduled Hours Per Week in the ECC
6. Account for any School Closures during the student's schedule
• Accomplish this by running the School Calendar report and noting the total amount of closures during the periods specified by the ECC
7. On the student profile Financial tab, enter the new Contract Grad Date and Projected Max Time Frame
8. Schedule the student out to their Max Time Frame