HeadMaster: Setting HeadMaster Up Part I

Transcription

1 HeadMaster: Setting HeadMaster Up Part I 1

2 Copyright Copyright 2014 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of this publication by mechanical or electronic means, including facsimile transmission and , without the express permission of ACS Technologies Group, Inc. is strictly prohibited. Version 11.5 Last Updated 2/24/2014 3:05 PM 2

3 Contents Contents Introduction to This Guide... 4 Unit 1: HeadMaster Quick Start Checklist... 5 Unit 2: HeadMaster Support... 6 Unit 3: Setting Up Users... 9 Unit 4: Managing Your Drop-down Lists Unit 5: Setting Up Options Unit 6: Setting Up Zip Codes Unit 7: Managing Student Information Unit 8: Managing Teacher Information Unit 9: Managing Staff Information Unit 10: Mass Assigning Homeroom Teachers Unit 11: Setting Up Immunizations Unit 12: Managing Behavior Unit 13: Creating Correspondence

4 Introduction to This Guide This document covers the first part of the initial set up of the Headmaster Software This guide includes the following concepts: Setting up Users Managing your drop-down lists Setting up Options Setting up Zip Codes Managing Teacher Information Managing Staff Information Managing Student Information Managing Prospective Student Information Managing Behavior Creating Correspondence 4

5 Unit 1: HeadMaster Quick Start Checklist This Quick Start Checklist displays the order in which you should set up the HeadMaster Software. It does not list all features that are in this document. It only lists those basic features necessary to start using HeadMaster. If you have questions, feel free to watch the training videos in the HeadMaster Video Library or contact the HeadMaster Support Department at The HeadMaster Video Library contains a variety of videos to help you use some of the other HeadMaster features that are not necessarily required for starting the school year. You can access the videos by going to the HeadMaster Video Library: Completed Date Steps Videos HeadMaster Administrative Set up Set Up HM Admin users NO HM Set Up 1 3 TEACHERS Set Up Drop-down Lists HM Set Up 1 4 Set Up Options HM Set Up 1 5, 6, 7 Set Up Zip Codes HM Set Up 1 8 Enter New Student Information HM Set Up 1 9, 10, 11 Enter/Edit Teachers - HM Set Up 1 17 Classroom Manager Usernames and Passwords Enter/Edit Staff HM Set Up 1 18 Assign Homeroom Teachers HM Set Up 1 19 (Required for School Attendance) Grading Scales HM Set Up 2 2 Grading Periods HM Set Up 2 3, 4, 5 Create Class Periods (if needed) HM Set Up 2 6 Create Subjects HM Set Up 2 7, 8, 9 Create Classes HM Set Up 2 10, 11, Enter Skills (if needed) HM Set Up 2 12, 13, 14 Enroll Students in Classes HM Set Up 2 15 You can print this chart to keep track of your progress. 5

6 Unit 2: HeadMaster Support HeadMaster Software provides you with four different ways to find answers to your HeadMaster questions: You will be able to: Access HeadMaster Support four different ways 1. HeadMaster Video Library 2. F1 Help or Help Contents 3. Online Resources 4. Document Library 1. HeadMaster Video Library: You have unlimited access to the HeadMaster Video Library. This library is has a variety of videos to help you with the initial set up of HeadMaster as well as using some of the more advanced features. Figure 1: HM Video Library 6

7 HeadMaster Set Up Part 2. F1 or Help Contents: To access the Help Contents, press F1 on your keyboard, click the Book icon at the top of the screen or click Help. Figure 2: Help Contents 3. Online Resources: Online Resources provides you with Links to various ACS Technologies web pages to assist you in answering your questions. Figure 3: Online Resources 7

8 4. Documentation: With documentation you have access to all HeadMaster documentation available to clients. 5. HeadMaster Support: Figure 4: HeadMaster Documentation 8

9 HeadMaster Set Up Part Unit 3: Setting Up Users Within HeadMaster, you have two distinct groups of users: those using HeadMaster and teachers using the Teacher Login. The logins and passwords for these groups are set up in different areas. Those using HeadMaster are set up in User Administration and teachers, using the Teacher Login, are set up in the individual teacher records. Within HeadMaster, you have two options for setting up users. Option 1 User Groups: A member of a group is granted the rights of that group. For example, a school has three secretaries. The secretaries are assigned to the Secretary user group, giving them all the same rights. Option 2 - User: Individual users have their own rights and permissions. They can also be assigned to a user group. To set up a User Group: 1. On the Home screen, click User Administration. 2. Click New. 3. Select User Group. 4. Enter Group Name. 5. Enter Description (not required). 6. Check rights for this group. 7. Click Save. See Figure 5: Creating a User Group on page 10. 9

10 Figure 5: Creating a User Group To set up HeadMaster users: 1. On the Home screen, click User Administration. 2. Click New. 3. Select New User. 4. Enter Username. 5. Enter Password. 6. When a new window opens, confirm Password. 7. Enter Full Name. 8. Check Administrator, select User Group, or select specific rights and databases. As an Administrator, the user has rights and privileges to all functions and databases within HeadMaster. 9. Click Save. 10. To return to the Home screen, click Close. See Figure 6: Creating a New User on page

11 HeadMaster Set Up Part Figure 6: Creating a New User 11

12 Unit 4: Managing Your Drop-down Lists Throughout HeadMaster, you can customize some of the drop-down lists. These drop-down lists are managed through Define Lists. Some of the drop-down lists already have default values. You can add, edit or delete anything on the lists. To set up Define Lists: It is important that your grade levels are in the appropriate order. The order of your grade levels determines how the students are promoted at the end of each school year. This documentation will focus on the Define List for Grade Level. 1. On the Home screen, click Define Lists. 2. Select Grade Level. HeadMaster comes with default grade levels. You can add, edit, and delete grade levels from the default list. 3. Add, edit, or delete grade levels. 4. Click OK. Figure 7: Grade Levels in Define List 12

13 HeadMaster Set Up Part Unit 5: Setting Up Options The main features you use in Options are School Information, settings (SMTP Settings should be set up by your System Administrator), and Custom Fields. To set up School Information: 1. On the Home screen, click Options. 2. School information appears when you click Options. This information appears on most reports. 3. Enter your school information. Term Description is required. This could either be the school year or the calendar year. To add a School Logo: 1. Click Add. 2. Locate your file and double-click to open. Figure 8: School Information & Logo 13

14 To set up your Settings: You have several options to select for your HeadMaster usage. These settings are based upon each user. All users must set up their own settings. Prompt for changes: when you change a phone number or address, this lets you select which records (with the same phone number/ ) you want to change. Use Student Assistant: when adding a new student, the Add Student Assistant appears Allow Custom Fields: lets you display custom fields on grids Log Correspondence Print Activity: when correspondence is printed or ed, you are asked to Save Log. This makes a note on each individual record on their Communications tab. Mass Settings: you only need to enter a username and password if you are using an server that requires them to access the . Example: gmail or yahoo mail. o Enter an for replies o Enter a signature (this appears automatically appears on an ) If you are using a check scanner, enable and set up the connection Figure 9: HeadMaster User Settings 14

15 HeadMaster Set Up Part To set up SMTP settings for Mass 1. Click SMTP Settings. 2. Enter your school-specific information Desktop clients SMTP information can be obtained from their IT Person. OnDemand clients should have this information: Server: Port: 25 Username and password are not required for OnDemand. Figure 10: Setting up SMTP settings If you do not set up in Settings (see pg. 15), the default setting (from SMTP Settings) will apply. Your SMTP settings should have been set up during your OnDemand Overview. If you have any questions regarding your SMTP settings, please contact HeadMaster Support at

16 To set up custom fields: Custom fields are used to track any information that is unique to your school that is not currently tracked in HeadMaster. Please note that custom fields cannot be populated until student records have been entered. 1. On the Home screen, click Options. 2. Select Custom. 3. Select Type (Student, Parent, Teacher, Class, Prospective, Alumni, Permanent Records). 4. Click Add. 5. Enter the Field Name. 6. Select the Field Type. 7. Enter the Field Size. The number of characters allowed in the custom field is dependent upon the chosen Field Type. Character range = Select a Category. This is not required. 9. Enter a Default Value. This is not required. 10. Check if this is a Private Field. This is not required. 11. Select Uppercase to have all responses converted to uppercase letters. 12. To create a drop-down menu for your custom field, enter responses in Lookup Values. 13. To save the custom field, click OK. To access student custom fields: 1. On the Home screen, click Students. 2. Double-click a student. 3. Click the Custom tab. 4. Enter information as needed. Figure 11: Adding Custom Fields 16

17 HeadMaster Set Up Part 5. To save the information, click OK. To manage custom fields: Figure 12: Custom tab on Student Record You can mass change custom field responses with the Manage option. For example: You have a custom field called Registration. Use this custom field to check whether or not a student has turned in a registration form. Instead of creating a new Registration custom field each year, you can manage it to show that all students have not turned in the registration form for the next school year. 17

18 To mass change a custom field: Please note that custom fields cannot be managed until student records have been entered. 1. On the Home screen, click Options. 2. Select Custom. 3. Select the custom field you want to manage. 4. Click Advanced. 5. Select Change All Records or Change Records that Match selection below. 6. If you selected Change Records that Match selection below, choose a Value to Change. 7. Enter the New Value. 8. Click Change. Figure 13: Managing Custom Fields 9. When the change is complete, click OK. 10. Click Close. 11. To return to the Home screen, click Close. To mass change another custom field, repeat steps

19 HeadMaster Set Up Part Unit 6: Setting Up Zip Codes To allow for quick entry of student information, enter all of the zip codes, cities, states, and countries that are represented by your students. When adding the student information, select the zip code and the other information fills in automatically. The only information required is the numeric zip code. To enter Zip Codes: 1. On the Home screen, click Zip Codes. 2. Click Add. 3. Enter information. 4. Click Ok. To enter more zip codes, repeat steps When finished entering zip codes, click Close. Figure 14: Setting up Zip Codes 19

20 Unit 7: Managing Student Information This section covers all aspects of entering and managing student information in to HeadMaster. To add a student and family information: By using the Add Student Assistant, you create records for and a link between students, parents, and families. Last Name and First Name are the only required fields. All other fields on all tabs are optional. 1. On the Home screen, click Add Student. 2. Enter the student s information. Some items to consider when entering student information: 1 Preferred Name field: if you use Preferred Name for one student, you must use it for all Students. 2 Date fields: when entering any date, you only need to enter six digits. Example: if the date is 02/01/14, you need to enter HeadMaster enters the / for you. 3 Social Security Number: when entering the SS#, enter only the nine digits. Headmaster enters the - for you. 4 Church Affiliation: this is a blank field when first setting up. You can use it one of three ways: A Yes, No or Member, Non-member B Church Denomination C Church Attending 5 Address: this is the address for the student. Parent addresses can be entered on the Primary Family window. 3. Click Next. 20

21 HeadMaster Set Up Part 1. Select Enter new family information. 2. Click Next. 3. Enter the primary family information. Figure 15: Add Student Assistant If the student s parents are separated or divorced, consider the following: 1 If the student lives with the mother, only enter Mother s Information on the Primary Family window. Enter the Father s Information on the Secondary Family window. 2 If the parents have equal custody of the student, you decide which parent should be Primary and which should be Secondary. 3 Only Primary Families receive HM Billing Statements. 4. Click Next. 21

22 Figure 16: Student Assistant Family Information 5. If there is no secondary family, select None. If secondary family information is available, select Enter new family information. 6. Click Next. 7. Enter secondary family information (if applicable). 8. Click Next. 9. Enter emergency contact information. 10. Click Next. 11. Enter pickup information. 12. Click Finish. See Figure 17: Emergency and Pick Up Information on page

23 HeadMaster Set Up Part To complete student information: Figure 17: Emergency and Pick Up Information 1. On the Home screen, click Students. 2. Double-click the student you want to complete. 3. Click the Student tab. 4. Select Homeroom Teacher. If you do not want to assign the Homeroom teachers one at a time, you can Mass Assign Homeroom Teachers (see Unit 10 on pg. 27) 23

24 Figure 18: Select Homeroom Teacher on Student Record 5. Click the Custom tab (if applicable). 6. Enter custom field information. To edit student primary information: 1. On the Home screen, click Students. 2. Double-click the student you want to edit. 3. Click the Family tab. 4. Double-click the family. The Family Form window displays. 5. Click the Address or Phone tab and make any necessary changes. 6. When changes are complete, click OK. Figure 19: Editing Primary Family Information Note: you can change a phone number or address anywhere in HeadMaster and the change displays throughout HeadMaster. 24

25 Unit 8: Managing Teacher Information Unit 8 covers the steps required to enter and manage teacher information in HeadMaster. To enter teacher information: 1. On the Home screen, click Teachers. 2. Click New. 3. Enter information on each tab. 4. Click OK when finished. When a teacher is added to the teacher list, that teacher s information is also added to the Staff List. Last Name and First Name are the only required fields. All other fields on all tabs are optional. Figure 20: Teacher Record 25

26 Unit 9: Managing Staff Information HeadMaster enables you to track your staff information as well. HeadMaster defines staff as anyone that works at your facility. This includes teachers, administration, front office, custodial and maintenance staff. When you add teachers through Teachers, they are automatically added to the staff list. To add staff: 1. On the Home screen, click Staff. 2. Click New. Last Name and First Name are the only required fields. All other fields on all tabs are optional. 3. On the various tabs, enter the appropriate information. 4. To save a staff record, click OK. Figure 21: Staff Record 26

27 HeadMaster Set Up Part Unit 10: Mass Assigning Homeroom Teachers Mass Change lets you assign homeroom teachers to multiple students at one time. To use Mass Change to assign homeroom teachers: 1. On the Home screen, click Students. 2. Click File. 3. Select Mass Change. 4. Click the + beside Student. 5. Select Homeroom Teacher. 6. Under Options, choose Select Individual. 7. Click Select. 8. Click the Grade Level Header to sort the students by grade level. 9. Select the students you want to assign to a Homeroom Teacher. To add multiple students at one time, press and hold the Control or Shift key, then click the students you want to add. Figure 22: Mass Assigning Homeroom Teachers 10. Click Add. 11. Click OK. 12. In the New Value field, select a teacher. 13. Click Change. 27

28 14. Click Yes. 15. Click Ok. 16. Click Close. 17. On the Student list, click Refresh. Figure 23: Refresh button on the Student List To assign more homeroom teachers, repeat steps

29 HeadMaster Set Up Part Unit 11: Setting Up Immunizations You can set up immunizations at any time. They are not required to begin using HeadMaster. To set up an immunization: 1. On the Home screen, click Immunizations. 2. Select the immunization. 3. Click Edit. 4. Click Add. 5. Enter the number of months from birth that the immunization is due. 6. If there are more shots needed, click Add. 7. If the second shot is due at 12 months, you can select from birth and enter 12 months or you can select from previous shot and enter 9 months. 8. Once you have added all of the shots, to save your information, click OK. Figure 24: Setting Up Immunizations 29

30 Mass Assigning an Immunization The Manage button makes it easy to assign an immunization to multiple students To mass assign an immunization: 1. Click the Immunization. 2. Click Manage. 3. This window has a left and right column. The left column shows the list of students that have not been assigned this immunization. The right column shows the list of students that already have the immunization assigned to them. 4. To assign this immunization to students, select the students and then click Add. 5. To save your changes, click OK. 6. Select another immunization to mass assign or click OK if you are finished with Immunizations. Figure 25: Managing Immunizations 30

31 HeadMaster Set Up Part Immunization Searches You can do searches to search for those students that have any immunizations due. You can also see which students have immunizations completed, overdue, or current To do an immunization search: 1. On the Home screen, click Searches. 2. Click New. 3. Enter the name of the search: Students with Immunizations due in April From the Type drop-down menu, select Student. 5. Click the Criteria tab. 6. Scroll to the bottom of the criteria column to Immunizations. 7. You can do two types of searches: by Next Due or by Status. To do a search by Next Due: 1. Double-click the criteria Immunization Next Due. 2. Select the date range. 3. Select the immunizations you want to check. 4. Select whether you want the students to have all or any immunizations selected. 5. Click OK. 6. Click Process Search. 7. The search results will list any students that have any of selected immunizations due in that date range Figure 26: Immunization Search by Next Due 31

32 To do a search by Status: 1. Double-click the criteria Immunization Status. 2. Select the Status: a. Completed: the student has completed all necessary immunizations b. Current: the student is current with all shots c. Missing DOB: the student is missing his or her date of birth so HeadMaster cannot set up due dates d. Not Set Up: these immunizations are not set up in the Immunizations area e. Overdue: has one or more immunizations overdue 3. Select the immunizations you want to check. 4. Select whether you want the students to have all or any immunizations selected. 5. Click OK. 6. Click Process Search. 7. The search results will list any students that have any of selected status for all or any immunization. Figure 27: Immunizations Search by Status 32

33 HeadMaster Set Up Part To view an Immunizations report: 1. On the Home screen, click Reports. 2. Click the + beside the Emergency Medical book. 3. Click the Immunizations Report. 4. You can filter on: a. Birth Month b. Immunization next date due i. Can select a manual date range, this month or this week c. Can also filter on status 5. To view your report, click Preview. 6. If you would like to print this report, click the Printer icon in the top left corner of the window. Figure 28: Immunizations Report 33

34 Unit 12: Managing Behavior You can track behavior in HeadMaster. You can set up behavior codes and enter consequences. Later, when needed, you can view a student s behavioral history as it was entered in HeadMaster. Action Taken, Behavior Codes, and Unit Type are set up in Define List. To record a Behavior: 1. On the Home screen, click Behavior. 2. Click New. 3. Enter information in to the fields. You can create new unit types (i.e. merit, demerit) as well as enter negative units such as -1 for demerits. 4. Click OK. Figure 29: Managing Behavior 34

35 HeadMaster Set Up Part You can view a student s behavior quickly: 1. On the Home screen, click Students. 2. Right-click on the student. 3. Click Behavior. Figure 30: Behavior from Student Grid 35

36 To access Behavior reports: 1. On the Home screen, click Reports. 2. Click the + next to List. 3. Click Behavior Detail or Behavior Summary. 4. Choose Sorting/Filter Options. 5. Click Preview. Figure 31: Behavior Reports Popular Behavior reports: Behavior Detail Report: displays all details regarding a behavior by student. Behavior Summary Report: displays a synopsis of all behaviors by student. 36

37 HeadMaster Set Up Part Unit 13: Creating Correspondence With Correspondence, you can create form letters that display information directly from the HeadMaster database. Correspondence can be saved and edited for continued use from year to year. To create Correspondence: 1. On the Home screen, click Correspondence. 2. Click New. 3. Enter the Name. 4. Enter the Description (not required). 5. Select the Document Type. Correspondence is set up to generate a letter for all people in the document type selected. However, you may select specific individuals or apply a search to generate a letter for a certain group. If you are creating a letter for all individuals in the document type selected, go to step 9. To select specific individuals or apply a search: 1. Click the Filter/Search tab. 2. Select Print only these individuals in the list. 3. To choose specific individuals, click Select. or To apply a previously created search, click Search. 4. Click Create. Figure 32: Correspondence Filter/Search Tab 37

38 To create a form letter using merged fields: By clicking Edit, you can select the Font, Font Size, Bold, Italics, Underline, Justifications, and Bullets. Also, you can copy and paste a document created in Microsoft Word and insert the necessary merged fields. Available merged fields are determined by the document type chosen. 1. Select Font and Font Size. 2. Double-click on the merged field you would like to add. Merged fields display where your cursor is located. 3. When finished with the letter creation, click OK. Figure 33: Creating a letter using merge fields 38

39 HeadMaster Set Up Part To preview and print/ correspondence: 1. To preview the correspondence, click Preview. 2. Click Close when finished. 3. Click Print or If you want to save this correspondence to the individuals communication log, click Save Log. Figure 34: Preview, Print of Correspondence To mass , you have to set up your SMTP settings. This must be done by a user with Administrator rights. To set up SMTP settings: On the Home screen, click Options. Then click SMTP Settings. Once correspondence has been saved, you are able to edit and reuse it as often as you want. 39