Quick Student Data Entry User Guide

Transcription

1 Quick Student Data Entry User Guide Created in Version /25

2 Introduction The Quick Student Data Entry facility enables modification of a large number of fields contained within the student database. Quick Student Data Entry has two main features: Student Data Entry for global changes to Administration and Scholastic Student details. Auto Subject Modification for global subject changes changes. Quick Student Data Entry is divided into sections; Student Data Entry Auto Subject Modification Student Data Entry: You are at liberty to select fields for automatic global changes; e.g. change a home teacher attached to a group of students or edit entries currently attached to individual students. Also Students can be automatically tagged in the status field for billing within the Debtor module. Example: Students who are going on a ski trip and have no specific grouping within year levels etc. could be tagged with an S symbol in the Status field then automatically billed in Debtors by this status. Auto Subject Modification: Subjects and subject information can be Added, Replaced or Removed globally Table of Contents Introduction... 2 Student Data Entry... 4 Selection tab... 4 Items to Modify...5 Tag Students... 6 General Changes... 7 Subjects... 8 Co-Curricular... 9 Personal Development: Images User Defined Absence Export Merits Auto Subject Modification Selection Criteria Tag Students General Changes Subject Changes Adjust Student Adjust Standards Absence Created in Version /25

3 Prerequisites: Entry of all relevant data via Student View, Staff View and Curriculum. Path: Scholastic Administration Quick Student Data Entry Created in Version /25

4 Student Data Entry Selection tab The Quick Student Data Entry view is a useful tool to quickly edit pre-existing student s records. This allows changes, not entry, of data; e.g. to change a Teacher or Subject for the students, the Teacher/Subject must already have been entered into PCSchool database. 1. Tag Set The preferred way of selecting Students is by using a Tag Set; If using a Tag Set you do not need to use Year Selection or select a Year level. When using a Tag Set you will only see the Tagged Student within the Set. 2. Year Selection Check Current or Yr Next. 3. Year: Use *C for all students or select years. 4. Filters Optional filters to further define the students for Tagging. 5. Filters Optional filters to further define the students for Tagging. Order Records By Year Students Students Optional choices; Students will be listed by year then students in that year. Students will be listed alphabetically. 6. Teacher-Student Class-Student Students will be listed by teacher then students for that teacher. Students will be listed by class then students within the class. Family-Student Students will be listed by family. Core Class-Student Students will be listed by Core Class then Alpha by Student. 7. Radio boxes Check any required to modify information for. Created in Version /25

5 Items to Modify Check as many Items to Modify as necessary. 1. Campus Scholastic Campus 2. House Scholastic House 3. Dormitory Enrolment/Boarding/International Dormitory 4. Locker No Scholastic Locker 5. Reading Age Scholastic Standard Test/Read Age 6. Tertiary Release Enrolment/Enrolment Tertiary Release 7. Home Room Scholastic Home Room 8. Barcode Scholastic Barcode 9. Dorm Supervisor Enrolment/Boarding/International Dorm Master 10. Religion Personal Religion 11. Form Class Next Year Enrolment/Enrolment Form Class Next 12. HSC 13. Form/Home Teacher Scholastic Teacher Code 14. Exam Number Scholastic Exam No 15. Core Class Scholastic Core Class 16. Not Returning Enrolment/Enrolment Exclude Next Year 17. Dean Scholastic Dean 18. Absence Status Absence Lates and Behaviour Student Record Absence and Status 19. Form Home Class Scholastic Form Class 20. Status Scholastic Status (used to group students, can be used in billing) 21. Core Class Next Enrolment/Enrolment Core Class Next 22. Year Level Student View/Header Current Year 23. Yrs of Schooling Enrolment/Enrolment Years at School 24. Full Time Eqiv Enrolment/Enrolment Full Time Equiv 25. Enrolment Status Enrolment/Enrolment Enrolment Status 26. Year Level Next Enrolment/Enrolment Year Next 27. Repeat Current Year Enrolment/Enrolment Repeating This Year 28. Repeat Next Year Enrolment/Enrolment Repeating Next Year 29. Chronological Age Scholastic Chron Age 30. Other Standard Test Scholastic Standard Test/Other 31. International Fee Enrolment/Boarding/International International Fee 32. Weeks of Tuition Enrolment/Boarding/International Weeks of Tuition Created in Version /25

6 Tag Students The Tag Students tab will list the Students that fit the selection criteria; this view is not available if a Tag Set is used. There will be a column for each of the Radio Buttons that have been checked, these checked items will still be available for changes with a Tag Set but will be unavailable for viewing here. 1. Use the check boxes to Tag individual students. When Tagging multiple Students; Tag the bottom student in a group, tag the top student of the group, click Tag Range Down to Next Tag. This will tag all the students in between. 2. If you only want one or two students Tagged you can Untag them then use the Toggle Tag feature. For general selection use the Tag All or Untag All buttons. 3. If you have used a Tag Set you cannot Tag Students here. Created in Version /25

7 General Changes The General Changes tab will allow the selection of items to be adjusted that fit the selection criteria of Tagged Radio Boxes. You can use tagged students or a Tag Set for this feature. 1. Select Item to Adjust From the drop down list selected the item to modify. Select one item at a time.. 2. Cell Entry Select the replacement from the drop-down list. 3. UnTag when done Uncheck if you wish to work with the same students again. 4. Begin Click to begin the change. Created in Version /25

8 Subjects Subjects can be added to the Tagged students. 1. Use Tag Set Will have a check if you are using a Tag Set. 2. Subject Code Select the Subject to add to the Students. 3. Teacher Code The Teacher can be added to the Subject now or at a later time. 4. Use Home Room Teacher 5. Ad Subject (Remove/All) Checking this box will override the Teacher Selected. Add several subject to the Tagged Students. This cannot be used with variations in Teacher, Class or Year Level. The last selected will take precedence. 6. Box Displays the Subjects added. 7. Class Select the Class to add to the Subject. 8. Year Level This is used if the Students selected are studying a subject from a different Year Level. 9. Period ID Check you have the correct period ID selected. 10. Un Tag when done Remove the tick to continue working with the same students. 11. Begin Click to start the process. Created in Version /25

9 Co-Curricular Co-Curricula activities can be added or removed from the tagged Students. Codes must be set up via Other Modules, Co-Curriculum. Select the applicable features to add to the Tagged Students. 1. Tag Set Will have a check if you are using a Tag Set to select Students. 2. Code Select the Co-Curricula activity you wish to either Add or Remove from the Students; New Codes can be added through Other Modules/Co-Curriculum/ Activity Code Setup. 3. Teacher Code Optional; assign a Teacher to the Activity. Optional; assign a Group code if applicable; 4. Group Code New Codes can be added through Utilities/Maintenance Codes/ Cocurric. 5. Year Level Will default to the Current Year Level of the Student. Can edit. Optional; select the Travel Mode; 6. Travel Mode New Codes can be added through Utilities/Maintenance Codes/ Trav_Mode. 7. Period ID Will Default to the current Period ID. Can Edit. 8. Comment Optional; add a free-form comment. 9. Check Box Check if you will not be working with the selected Students again. 10. Check Box Un-Checked; will add the Activity to the Students. Checked; will remove the activity from the Students. 11. Begin Click to start the process, Created in Version /25

10 Personal Development: Personal Development can be selected and attached to the Tagged Students. Codes must be set up via Other Modules, Personal Development. Select the applicable features to add to the Tagged Students 1. Tag Set Will have a check if you are using a Tag Set to select Students. 2. Select the Co-Curricula activity you wish to either Add or Remove from Personal the Students; Development New Codes can be added through Other Modules/Co-Curriculum/ Code Activity Code Setup. 3. Teacher Code Optional; assign a Teacher to the Activity. 4. Year Level Will default to the Current Year Level of the Student. Can edit. 5. Date Will Default to today s date. Can Edit. 6. Comment Optional; add a free-form comment. 7. Check Box Check if you will not be working with the selected Students again. 8. Check Box Un-Checked; will add the Activity to the Students. Checked; will remove the activity from the Students. 9. Begin Click to start the process, Created in Version /25

11 Images The Images tab allows you add or update student s photos in bulk. The Images must be saved in PCSchool/Bitmaps/Student on the server prior to Importing them. Images must be saved in one of the available Image Formats listed. Images must be identified by one of the following options; Student#; preferred as stored in PCSchool. Student Barcode; with leading zeros. Student Barcode; without leading zeros. Student Code with spaces removed. Student # is the preferred naming of the Images; the Student# is unique and stays with the Student within PCSchool. Barcodes and the Student Code can be changed but the Student# remains the same. Student# VDF Path: Utilities VDF Query Generator A VDF Query can be created and saved as a CSV to send to the photographer. Fields tab. 1. Main File Select the main file of SF:Student File. 2. Fields Double click; Student#. Surname. Given Name. Current Year. Created in Version /25

12 Selection tab. 1. Fields Double Click Current year; Select not equal to. Click Add. Select not equal to. 2. Default Value Enter Year Level space 0 and 99 in the fields. Output tab. 1. File Check file to send create the Output Type of.csv. 2. Check box. Check, Include Column Names. 3. Path Field Save the file where you can find it and end the name with.csv. 4. Run Click to create the file. Created in Version /25

13 Import the Images When you receive the Images the files must be saved in PCSchool/Bitmaps/Students on the server. Select filters for adding Images to the Tagged Students. 1. Check if using a Tag Set to select the Students. 2. Select the correct format for how the Images are saved. 3. Select the Image format. 4. If Images have been added to the Students before you will need to check the box to force the replacement. 5. Check to Un Tag when finished if you are not going to work with the same Students again. 6. Click Begin to start the process. Created in Version /25

14 User Defined User defined Information can be added to or removed from Students on a Global basis. Use the drop-down list to select from pre-entered fields to add to the Tagged Students. 1. Check if using a Tag Set to select the Students. 2. Select Item to Adjust from the drop down list; New Items can be added in Utilities/Maintenance Codes. Select the Code you want to add to the Tagged Students; 3. New Codes can be added in System Functions/User Definition Codes. If the User Definition Codes have a Foundation Code added they will transfer to the Foundation with the Student. 4. Select the correct Date for this User Definition Code.. 5. Optional; If a comment is entered it will Transfer to the Alumni with the Student. 6. Optional; Enter a Value. 7. Leave the tick in UnTag when done if you will not be working with the same group of Students again. Check box; 8. Leave Unchecked to Add the User Definition code to the Students. Check to Remove the User Definition Code. 9. Click Begin to start the process. Created in Version /25

15 Absence This will mark all the tagged students as either Absent or Late. Using a Tag Set is the Preferred way for Marking Student Absent in Quick Student Data Entry. By using a Tag Set you eliminate the possibility of any other person also Tagging Students and changing your entries. Refer to Tag Set for further Information. Select the required dates and time of the day. Follow the instructions below to add an absence to the Tagged Students; 1. Tag Set Check to use a Tag Set. 2. Date From Will default to today s date, can edit. 3. Record Type to Create Check whether you are recoding an Absent or Late. 4. Date To Will default to today s date, can edit. 5. Time of Day Will default to All Day, can edit for periods set up in Timetable Periods. 6. Status Select from the drop down list, Students will be marked absent in accordance with the Status 7. Days This will default from the Status selected. 8. Reason Select from the list or type in. 9. Force Over- Checking this box will force a full day s absence where a student may Write have been marked absent for part of a day. UnTag when 10. done Check if you will not be working with the same set of Students again. 11. Begin Click to start the process. Absence not 12. updated If an absence has been entered you will receive a list of them in the log. Created in Version /25

16 Export Using a Tag Set is the preferred way of exporting Students Subject to an XML or Students to emerge. 1. Tag Set Check to use a Tag Set for selecting Students. 2. Export to XML 3. Export to emerge Save the file where you will be able to find it and use the filters to select a Period, click Export. Select the Output Type and click Export to emerge. Created in Version /25

17 Merits Once added merits can be viewed through Administration/Absence Lates and Behaviour Student/ Merits. Add Merits to Tagged Students globally. 1. Tag Set Check if using a Tag Set to select the Students. 2. Reported By Optional; select the person reporting the Merit. 3. Merit Code Select a Merit Code; Codes can be added through Utilities/Maintenance Codes/Merit. 4. Date Select the Date. 5. Merit Score Optional; enter a Merit score. 6. Comment Optional; enter a comment. 7. UnTag Uncheck if you will be working with the same Students again. 8. Begin Click Begin to start the process. Created in Version /25

18 Auto Subject Modification Information regarding Students and their Subjects can be changed Globally via Auto Subject Modification. Selection Criteria Select the Filters and the Changes. 1. Period ID Select the correct Period you are working in. 2. Subject Number Select the Subject you wish to work with, 3. Year Level Optional: filter by selecting a Year Level. 4. Teacher Code Optional; filter by the current Teacher of the Subject. 5. Campus Optional;; if a multi Campus, select the Campus. 6. Class Optional; filter by selecting a Class. 7. Radio Boxes Order Records By allows you to select the order of the records. Check the Items To Modify, select One or All From; Class Teacher 8. Radio Boxes Year Class Average Key Areas Period ID Created in Version /25

19 Tag Students Students will be listed depending upon the filters selected. 1. Shows the Students that match the filters selected. 2. Shows the Subject details. 3. Displays the filters selected. 4. Options for Tagging the Students you wish to work with. Created in Version /25

20 General Changes If changing the Items selected in the Selection Criteria they are changed in the General Changes tab. Once you have tagged the Students you wish to work with changes can be made to their details. 1. Depending upon the Items to be modified select; Select an Item to Adjust from the drop down list. 2. In the Cell Entry; Select the correct field from the drop down list. 3. Check if you will not be working with the same students again. 4. Click Begin to start the process. Created in Version /25

21 Subject Changes If you wish to modify Subject details for the tagged Students they can changed in the Subject Changes tab Select what you want to do with the Subject selected in the Subject Criteria tab; Add to; will add a New Subject Number tagged Students. Replace; will replace the Subject selected for the tagged Students with a new Subject. Remove; will remove the Subject from the tagged Students. Select the Subject, this can be the Subject you are going to; Add to the tagged Students. Replace the Selection Criteria Subject with a new Subject. Remove the Selection Criteria Subject. 3. Optional; Select a replacement Teacher. 4. Optional; Select a Class. 5. Will Default to Current Year Level. Can edit. 6. Will default to the current Period. Can edit. 7. Check if you will not be working with the same group of students again. 8. Click Begin to start the process. Created in Version /25

22 Adjust Student Adjust Student is available for changing Students details to match the information in a Timetable Subject. After selecting the Subject and Tagging the Students; Check the Radio boxes of the information you wish to change. Click Begin. Created in Version /25

23 Adjust Standards Where the Standard Status will be the same for a group of Students they can be updated globally for individual subjects. The Subject must be Selected in Selection Criteria and the Students Tagged in Tag Students. 1. Search for Area Used Click to Populate the Standards (Areas of Assessment, Modules) 2. Determine Probabilities List of the Standards attached to the Subject will be populated. 3. Update Check to activate the date. 4. Date Complete Select the date for the completion. 5. Update Click to Activate the Status field. 6. Status Enter a Status to attach to the Standard; E; Exclude from Upload F; Final Assessment N; Not Assessed T; Trial Assessment W; Withdrawn 7. Update Record Click to begin the process. Created in Version /25

24 Details can be viewed in Subjects/Student Subject Information, highlight the Subject then click Units and Outcomes Created in Version /25

25 Absence Absence can be added to the selected Students using the Subject to filter them. 1. Select the Date From and the Date To if applicable. 2. Select the Subject Period. 3. Select a Status for the Absence. 4. Days will default to the part of a day allocated to the Period depending upon the Status chosen. 5. Optional; Enter or select a reason for the Absence. 6. Optional; Checking the Over-Write box will force a Full days absence if Full Day has been selected in Time of Day. 7. Take the Tick out of UnTag when done if you will be working with the same group of Students again. 8. If Students have a Full Days absence entered and you did not check the Over-Write box the Students not updated will be listed. Created in Version /25