Configure minor rules and school calendars

Legally binding scheduling rules and penalties regulate minor employees, who are typically aged 14 to 18. However, minor rules can vary for different ages. You can specify minor rules for employees aged 12 to 17.

Scheduler and the Auto-Scheduler can schedule minor employees according to labor laws in their jurisdiction. You can configure different minor rule sets for each jurisdiction.

Schedule engine treatment of minor rules:

  • Schedule Generation: Hard constraint
  • Priority Scheduling Engine: Optional

To schedule minors without violating Minor Rules, define the following in the People record of each minor employee:

  • Date of birth — Optional or required. If the date of birth indicates that an employee is a minor, assign the employee a minor rule set and school calendar. Otherwise, Scheduler does not assign any shifts to the employee.
  • Association with a minor rule set
  • Association with a school calendar

Note: If the date of birth indicates that an employee is a minor, you must assign the employee a minor rule set and school calendar. Otherwise, Scheduler does not assign any shifts to the employee.

  1. From the Main Menu, select Administration > Application Setup > Scheduler Setup > Minor Rule Sets.
  2. From Filter, select All.
  3. Create, edit, or activate minor rule sets.
    • Click New.
    • Select a rule set to copy. Click Duplicate.
    • Select a rule set to change. Click Edit.
    • Select rule sets to activate. Select All or Inactive from Filter. Click Activate.
    • Select rule sets to deactivate. Select All or Active from Filter. Click Inactivate. Deactivated minor rule sets remain in effect for employees who are assigned to them, but cannot be assigned to future employees.
    • Select rule sets to remove. If an active employee is assigned to a minor rule set, you cannot delete the rule set. Click Delete. Click OK to confirm.
  4. Enter a Name, up to 40 characters long.
  5. (Optional) Enter a Description.
  6. To create rules for school weeks that are less than 5 days long, select Allow Partial School Week. The weekly rule section displays 4-Day, 3-Day, 2-Day, and 1-Day school weeks.
  7. Enter the Night Start Time when the minor is considered to work at night.
  8. Enter the Night End Time to define the latest time to consider shifts as night shifts. Night shifts can last any number of hours. Example: From 3 p.m. to 7 .a.m.
  9. Specify the age range for the minor rule:
    • Enter the Minimum Legal Age at which a minor can be an employee. By default, this value is 12.
    • Enter the Maximum Legal Age at which a minor can be an employee. This value must be greater than or equal to the Minimum Legal Age. By default, this value is 17.
  10. For each age in the age range, configure rules in each rule set. Complete the Daily Rule and Weekly Rule sections.

    11. For example, if you set the Minimum Legal Age to 14 and the Maximum Legal Age to 16, you configure rules for Age 14, Age 15, and Age 16. If you set both the Minimum Legal Age and the Maximum Legal Age to 15, you only configure rules for Age 15.

    1. For each Daily Rule, complete each row and column.
    2. If maximum hours and start or end times are flexible, select a Minutes Margin.
    3. For each Weekly Rule, complete each row and column.

    4. Daily and weekly rule limits

    5. Define minor rules for each type of day when a minor can work. The limits in minor rules do not link to employee rules. However, they override less-stringent limits in employee rules.
      • No school today; no school tomorrow — Example, Saturday.
      • No school today; school tomorrow — Example, Sunday.
      • School today; no school tomorrow — Example, Friday.
      • School today; school tomorrow — Example, Monday through Thursday.
      • Non-school day, summer — Example, summer vacation days
      • Non-school day, school year — Example, Sunday followed by a Monday holiday
      • Define minor rules for each type of week:
      • School week
      • Summer week
      • Non-school week during school year
      • Partial school week – 4-day, 3-day, 2-day, or 1-day school week
  1. Select the tab for the next age. Repeat.
  2. Click Save and Return.
  3. Repeat to define minor rules for each type of day.

Configure a school calendar for each school district of each minor employee.

  • Define day types.
  • The calendar contains 24 months. When one month passes, the next month is added to the end of the calendar. Days in the added month do not have a day type. Display and configure any consecutive 24 months to start on any date.
  • The first time you load a new calendar, the days are not assigned. Split the school year into a school period and a vacation period.
  • For school periods, automatically mark weekends as “no school days.”
  • Enter holidays or other non-school days – whole days only, no half days.

Color codes in school calendars

  • School — white
  • No school during school year— light blue
  • Summer — dark blue
  • Unassigned — gray
  1. Select Administration > Application Setup > Scheduler Setup > School Calendars.
  2. To narrow the list of names, use Search or Filter.
  3. From Filter, select All.
  4. Create, edit, or activate school calendars.
    • Click New.
    • Select a school calendar to copy. Click Duplicate. The new calendar starts on the first day of the current month.
    • Select a school calendar to change. Click Edit.
    • Select school calendar to activate. Select All or Inactive from Filter. Click Activate.
    • Select school calendars to deactivate. Select All or Active from Filter. Click Inactivate. Deactivated school calendars remain in effect for employees who are assigned to them, but cannot be assigned to future employees.
    • Select school calendars to remove. If an active employee is assigned to a school calendar, you cannot delete the calendar. Click Delete. Click OK to confirm.
  5. Enter a Name.
  6. (Optional) Enter a Description.
  7. Select the Start Date when the period or day starts.
  8. Select the End Date. Enter an End Date for one-day events, such as a holiday.
  9. Select the Type of day that the period covers.
  10. To not automatically mark weekends as “No school,” clear Automatically Set Weekends to No School During School Year.
  11. Click Add to Calendar.
  12. Repeat to configure another period.
  13. To mark a holiday as no school:
    1. Enter the Start and End Dates.
    2. Select No School Week During School Year.
  14. To configure another twenty-four months:
    1. Click Change Start Month.
    2. Select a day in the month to start. All calendars start on the first day of the selected month.
  15. Click Save and Return.

School calendar profiles limit the school calendars that a scheduling manager can select. Group school calendars into school calendar profiles and assign the profiles to scheduling managers.

  1. Select Administration > Application Setup > Scheduler Setup > Scheduler Profiles > School Calendar Profiles tab.
  2. Create a school calendar profile – Click New.
  3. Enter a Name.
  4. (Optional) Enter a Description.
  5. From Available:
    1. Select the school calendar.
    2. Click Add.
    3. Repeat for more school calendars.
  6. Click Save and Return.
  7. In People Information, assign school calendar profiles to managers.