Policy Statement:

Lakeway Christian Schools (LCS) recognizes the importance of effective facility scheduling to ensure the optimal and safe use of school facilities for various events, activities, and purposes. This policy outlines the principles and guidelines governing the scheduling of LCS facilities through the Facility Scheduling Master Calendar.

Objective:

Ensure coherent, consistent, and centralized management of all LCS events, appointments, and activities via the Blackbaud calendar system, facilitating smooth operations and clear communication across all locations.

Unified Calendar Management:

• Single Source: Utilize Blackbaud as the sole platform for scheduling, tracking, and communicating all LCS events and activities.
• Accessibility: Ensure the Blackbaud calendar is accessible to all relevant stakeholders while maintaining appropriate access controls.

Role of Calendar Champions:

• Duties: Calendar champions are responsible for managing, updating, and ensuring the accuracy of the Blackbaud calendar at their respective locations.
• Coordination: Regular synchronization between calendar champions across all locations is crucial to avoid scheduling conflicts and ensure uniformity.
• Training: Champions should be adequately trained to leverage all functionalities of Blackbaud effectively and accurately.

Event Scheduling and Management:

• Request and Approval Workflow: All events, activities, and schedule alterations must go through a defined request and approval workflow before reflecting on Blackbaud.
• Priority Handling: Utilize a system to manage scheduling priorities to minimize conflicts and optimize resource utilization.
• Transparency: Ensure that event details, venues, times, and other relevant information are accurately and comprehensively listed.

Data Accuracy and Consistency:

• Verification: Periodically audit and verify the accuracy and completeness of calendar data.
• Consistency: Maintain a standardized format for event listings to ensure clarity and uniformity across all locations.

Communication and Notifications:

• Updates: Ensure timely and consistent communication of any additions, alterations, or cancellations to all relevant parties.
• Notifications: Utilize Blackbaud's notification and reminder functionalities to keep stakeholders informed of upcoming events and any changes.

Privacy and Security:

• Access Management: Ensure that access to Blackbaud is restricted based on user roles and necessities, safeguarding data integrity and privacy.
• Data Protection: Adhere to data protection laws and policies, ensuring that any personal information is securely managed.

Conflict Resolution:

• Process: Implement a systematic approach to resolving scheduling conflicts, ensuring fairness and alignment with organizational priorities.
• Documentation: Maintain clear records of any conflicts and their resolutions for future reference and policy refinement.

Rationale for the Policy:

Ensuring centralized, accurate, and well-managed scheduling is crucial for organizational coherence, resource optimization, and stakeholder communication. The Blackbaud system, managed by skilled champions at each location, allows LCS to navigate complex scheduling demands effectively.

Implementation:

• Policy Awareness: Ensure that all relevant personnel are well-acquainted with this policy.
• User Guidelines: Develop comprehensive user guidelines for Blackbaud, ensuring that all users can navigate and utilize the platform effectively.
• Continuous Improvement: Encourage feedback from users to continually refine the policy and usage of Blackbaud.

Periodic Review:

This policy will undergo regular reviews to address any emerging challenges, technological updates, or organizational changes, ensuring its ongoing relevance and efficacy.