How To Customize The ID Maker For Your School

Transcription

1 How To Customize The ID Maker For Your School A counseling staff member will need to know how to customize the I.D. Maker for use in your school. Please complete the entire training found in this guide before using the program. The I.D. Maker has been created using a database software application called FileMaker Pro. It can be used over a local area network or a centralized computer in the counseling office. The I.D. Maker does not replace the existing SIS system and procedures. It can, however, be used to manage current student data and enhance the school s filing system. This guide will show you how to customize the I.D. Maker for use in your school. PLEASE NOTE: Prior to starting step one of this guide, FileMaker Pro 4.0 should be installed on your hard drive and the I.D. Maker file should be made accessible from your desktop (from either a local or network shortcut). In addition to FileMaker Pro, the Connectix QuickCam software and drivers should be installed on your hard drive, and the Connectix QuickCam camera must be connected to the computer if you will be taking student pictures.

2 Table of Contents 1. Edit Text Page 1 2. Edit The Pop-Up Menus Page Omit The Edit Option Page Lock The Forms & Letters Page Assign Access Privileges & Passwords Page Place The I.D. Maker File On The Network Page Learn More About FileMaker Pro Page 76 An Adobe Acrobat version of this guide is also available on the Internet at the following URL: daceweb1.lausd.k12.ca.us/guides/ If the web site is too busy, try one of our other sites: dace-lausd.net/guides/ or dace-lausd.org/guides/ Additional How To guides are located on these sites, including How To Use The I.D. Maker. Copies of this guide can also be obtained by faxing a request to The DACE Technology Services Unit: (213)

3 1. Edit Text All forms and letters need to be personalized for your school before the I.D. Maker is used. Text, which is identified within braces, will need to be edited. NOTE: A designated counseling staff member should complete this procedure. 1. Double-click the FileMaker Pro icon located on your desktop. The FileMaker Pro I.D. Maker template is opened from the original file or shortcut from the desktop. 2. Click the Status Area Control button, located on the lower left portion of the screen. (If not already selected) A Control Bar appears. 3. Click the Zoom-In button so that the form appears at 100 or 150 percent. (If not already zoomed in) The form is enlarged for better viewing. The number before the Zoom-Out button displays the current viewing percentage. If needed, the Zoom-Out button can reduce the image size for better viewing: Continued. Page 1 of 78

4 4. Click the down arrow on the Control Bar. Layout options are displayed in a pulldown menu. 5. Click Student Information. The Student Information form is displayed. 6. Click Mode from the top Main Menu bar. Mode options are displayed. 7. Click Layout from the Mode options. The Student Information form is displayed in Layout mode so that you may edit text on the form or the layout. Continued. Page 2 of 78

5 8. Place your mouse to the left of the letter T in the {TYPE YOUR SCHOOL NAME HERE} text and double-click the mouse button. A cursor will be positioned in the text box, indicating that the text is ready to be edited. 9. Quickly click the mouse three times. The entire text line is highlighted. You can also highlight the text line by holding the mouse button down and moving (or dragging) the mouse to the right. 10. Type the name of your school. Press Return. The name of your school is entered in the text box. The Student Information text is moved to the next line. Continued. Page 3 of 78

6 11. Place the mouse in front of the braces of {TYPE YEAR HERE} and click the mouse once. 12. Hold the mouse button down and move (or drag) the mouse to the right until the text in the braces is highlighted. The cursor is moved to the space immediately before the braces, and the text is ready to be edited. {TYPE YEAR HERE} is highlighted. A brace looks like this: { You can also highlight text by holding the Shift key down while pressing the right arrow key on the keyboard. 13. Type the school year. The school year is typed. Continued. Page 4 of 78

7 14. Move the mouse to the right-hand margin of the Student Information form and click the left mouse button once. 15. Next to the M in Manual, click on the small black position box so that a section of the ruler is highlighted. The cursor in the text box is no longer active and the positioning boxes appear. The text box is ready to be positioned. Position boxes appear whenever you click outside the text box. All instructions in this guide to click the mouse button refer to the left mouse button. Right click instructions refer to the right mouse button. Continued. Page 5 of 78

8 16. Hold the mouse button down and move the position box to the left so that it lines up with the box in the background. The text is aligned to the background box. All instructions in this guide to click the mouse button refer to the left mouse button. Right click instructions refer to the right mouse button. 17. Click the position box to the right of SCHOOL, hold the mouse button down, and move the position box to the left so that it lines up with the background frame. The text box is centered on the Student Information form. Continued. Page 6 of 78

9 18. Go to the Control Bar and select Student Cumulative Record. The Student Cumulative Record form is displayed. Review Action Step 4 (Page 2) if needed. 19. Click the down arrow on the scroll bar (located on the bottom right of the screen) until you reach the bottom of the form. The form will scroll down. Continued. Page 7 of 78

10 20. Below the words Minimum total 170 semester periods, double-click the {TYPE YOUR SCHOOL NAME HERE} text. The text is ready to be edited. 21. Click three times to highlight the text. 22. Type the name of your school. 23. Select the next text box, {TYPE YOUR SCHOOL ADRESS HERE}, and edit the text. The text is selected. The school name is entered. The school address is entered. You can also highlight the text by holding the mouse button down while moving the mouse to the right. Review 8 through 17 (Page 3) if needed. Continued. Page 8 of 78

11 24. Click the up arrow on the top of the scroll bar (located on the top right portion of the screen) until you reach the top of the form. The top of the form is reached. 25. Go to the Control Bar and select Student ID. 26. Click the Zoom-In button for better viewing. The Student ID form is selected. The form is enlarged. Review Action Step 4 (Page 2) if needed. When using the Zoom-In button, you may need to scroll to the top of the form. Review Action Step 24 if needed. Continued. Page 9 of 78

12 27. Edit the text within the braces and enter your school name. The text is edited. Review 8 through 17 (Page 3) if needed. 28. Go to the Control Bar and select Teacher s Info. The Teacher s Information form is selected. Continued. Page 10 of 78

13 29. Edit the text within the braces and enter your school name. The text is edited. 30. Go to the Control Bar and select Staff ID. 31. Edit the text within the braces entitled {TYPE THE NAME OF YOUR SCHOOL HERE} and enter your school name. The Staff Identification form is selected. The text is edited. You may wish to use the Zoom-In button for better viewing. Continued. Page 11 of 78

14 32. Edit the text within the braces entitled {TYPE DATE HERE} and enter an expiration date. The text is edited. 33. Go to the Control Bar and select Substitute Info. The Substitute Information form is selected. 34. Edit the text within the braces and enter your school name. The text is edited. Continued. Page 12 of 78

15 35. Go to the Control Bar and select Attendance Notification. The Attendance Notification form is selected. 36. Click the text box in the left-hand corner of the letter and edit the text. The text letterhead is edited. 37. Click the text box in the right-hand corner of the letter and edit the text. The text letterhead is edited. Continued. Page 13 of 78

16 38. Edit the text, within each set of braces, in the body of the Attendance Notification letter. The text is edited. Look carefully! There are three sets of braces in the body of the letter that need to be edited Edit the text, within each set of braces, in the closing of the Attendance Notification letter. The text is edited. Continued. Page 14 of 78

17 40. Go to the Control Bar and select Adult Student Attendance Letter. 41. Edit the letterhead text within the braces. 42. Edit the text within the braces in the letter s body. The Adult Student Attendance Letter form is selected. The letterhead is edited. The body of the letter is edited. Another way to edit this text is to copy the letterhead from the previous letter. To achieve this, go to the Control Bar and select the Attendance Notification form, doubleclick the edited letterhead text, then go to Edit on the top menu bar, select Copy, and then return to the Concurrent Follow Up Letter, and select Paste. Look closely! There are nine sets of braces in the body of the letter that need to be edited. Continued. Page 15 of 78

18 43. Edit the text within the braces in the letter s closing. The closing of the letter is edited. If you are an advanced computer user, you can select the closing text from the Attendance Notification form, select copy, and then paste the edited text into the Adult Student Attendance Letter. 44. Go to the Control Bar and select Pre-GED Scores. 45. Edit the text within the braces. The Pre-GED Scores form is selected. The text is edited. Look closely! There are four sets of braces in the Pre- GED Scores form that need to be edited. Continued. Page 16 of 78

19 46. Go to the Control Bar and select Pre-GED Scores-Columnar Settings. The Pre-GED Scores-Columnar Settings form is selected. 47. Edit the text within the braces located at the top of the form. The text is edited. 48. Go to the Control Bar and select Enrollment Report. The Enrollment Report form is selected. 49. Edit the text within the braces located at the top of the form. The text is edited. Continued. Page 17 of 78

20 50. Go to the Control Bar and select Concurrent Follow Up Letter. The Concurrent Follow Up Letter form is selected. 51. Edit the letterhead text within the braces. 52. Edit the text within the braces in the body of the letter. The letterhead is edited. The body of the letter is edited. Another way to edit this text is to copy the letterhead from the previous letter. To achieve this, go to the Control Bar and select the Attendance Notification form, doubleclick the edited letterhead text, then go to Edit on the top menu bar, select Copy, and then return to the Concurrent Follow Up Letter, and select Paste. There are 9 areas where the text will need to be edited. Continued. Page 18 of 78

21 53. Edit the text within the braces in the letter s closing. The letter s closing is edited. 54. Go to the Control Bar and select High School Graduation Letter. The High School Graduation Letter layout is selected. 55. Edit the letterhead text within the braces. The letterhead is edited. 56. Edit the text within the braces in the body of the letter. The body of the letter is edited. There are 5 areas where the text will need to be edited. 57. Edit the text within the braces in the letter s closing. The letter s closing is edited. Continued. Page 19 of 78

22 58. Go to the Control Bar and select Quick Graduation Reference Screen. The Quick Graduation Reference Screen layout is selected. 59. Edit the text within the braces on the top of the form. The text is edited. 60. Go to the Control Bar and select 8 th Grade Graduation Letter. The 8 th Grade Graduation Letter layout is selected. 61. Edit the letterhead text within the braces. The letterhead is edited. 62. Edit the text within the braces in the body of the letter. The body of the letter is edited. There are 7 areas where the text will need to be edited. 63. Edit the text within the braces in the letter s closing. The letter s closing is edited. Page 20 of 78

23 2. Edit The Pop-Up Menus Now that the text in the letters and forms has been customized to meet your school s needs, the pop-up menus need to be customized on the Student Information form. 1. Go to the Control Bar and select Student Information. The Student Information form is selected. 2. Click Mode from the top Main Menu bar. Mode options are displayed. 3. Click Browse from the Mode options. The Student Information form is displayed in Browse mode, which will allow you to edit the pop-up menus for selected fields. 4. Click the Tab key nine times so that the cursor moves to the city address field. A pop-up menu appears. A field stores, calculates, and displays the data that has been entered in the databank. FileMaker Pro allows each field to have a pop-up menu that appears when the user selects a field. Continued. Page 21 of 78

24 5. Click Edit from the pop-up menu. An Edit Value List City window appears. 6. Use the arrow keys on your keyboard and move the cursor below Los Angeles, CA. The cursor is moved for a new entry. 7. Type a name of a city in your local area in which the majority of your student s live. The city is entered in the Edit Value List City window. Include a comma and CA next to the city. By including the state initials, I.D. Maker end users can automatically create mailing labels form the data entered in the address fields. Page 22 of 78

25 8. Press Enter (or return) on your keyboard. 9. Type another city and CA. The cursor moves to the next line. The city is entered onto the pop-up menu. You can add as many cities as you like by repeating 8 and Click O.K. The cursor moves to the next line. 11. The next pop-up menu will appear for the zip code field. An Edit Value List Zip Code window appears. Click Edit. Continued. Page 23 of 78

26 12. Type the zip codes for your area. Zip codes are entered. Enter as many zip codes as needed. 13. Click OK The zip code pop-up menu is edited. 14. Click Edit The Edit Value List Phone Area window appears. 15. Type the area codes for your area. Area Codes are entered. Enter as many area codes as needed. 16. Click OK The area code pop-up menu is edited and the cursor moves to the Program field. 17. Click Edit The Edit Value List Program window appears. Continued. Page 24 of 78

27 18. Type a list of programs that your school offers. Programs are entered. 19. Click OK The program pop-up menu is edited. 20. Press Tab until you reach the Home High School field. The pop-up menu appears for the Home High School field. Continued. Page 25 of 78

28 21. Click Edit The Edit Value List High School window appears. 22. Type a list of high schools for your area that students may attend. High schools are entered. 23. Click OK The high school pop-menu is edited and the cursor moves to the HS Phone field. 24. Click Edit The Edit Value List HS Phone window appears. 25. Type a list of high school phone numbers. Then, click OK. High school phone numbers are entered. Continued. For your convenience, The high school phone numbers should be typed in the same order as the names of the high schools typed in Action Step 22. Page 26 of 78

29 26. If needed, select Edit for the Grade field and edit the pop-up menu. Then, click OK. If the menu does not need to be edited, press Tab. The grades in the Grade field are edited. The cursor moves to the next field. To erase a grade in the Edit Value List Grade window, highlight the grade, and then press the delete key on the keyboard. 27. If needed, select Edit for the Track field and edit the pop-up menu. Then, click OK. If the menu does not need to be edited, press Tab. The tracks in the Track field are edited. The cursor moves to the Counselor field. Continued. Page 27 of 78

30 28. Click Edit The Edit Value List Counselor window appears. 29. Type the names of high school counselors. Counselor s names are added to the popup list. 30. Click OK The pop-up list is edited. 31. Press Tab until you reach the Class Hours field. The cursor moves to the Class Hours field. 32. If needed, select Edit for the Class Hours field and edit the popup menu. Then, click OK. If the menu does not need to be edited, press Tab. The times in the Class Hours field are edited. The cursor moves to the next field. Continued. Page 28 of 78

31 33. Press Tab until you reach the first Class field. The cursor is at a Class field. 34. From the school s listing of class schedules, type the names of each course offered at your school. Then, click OK. Each course name is entered in the Edit Value List Course window. A scroll bar will appear in the Edit Value List window automatically as the list continues to grow. Be sure to press Enter (or Return) on the keyboard after each entry. You will only have to edit the Course field for the Course column once. Continued. Page 29 of 78

32 35. Click Edit The Edit Value List Course Times window appears. You will only have to edit the Time field for the Time column once. 36. Type the course times. Then, click OK. The course times are entered. 37. Click Edit The Edit Value List Course Days window appears. 38. Edit the course days if needed. Then, click OK. The course days are edited. 39. Click Edit The Edit Value List Instructor window appears. Continued. If you do not need to edit the Course Days field, press Tab to move to the next field on the form. You will only have to edit the Course Days field for the Course Days column once. Page 30 of 78

33 40. Type the instructor s names for your school. 41. Press the Tab key until you reach the next pop-up menu located in the Start Date field. The instructor names are entered. The next pop-up menu appears. You may wish to enter the names alphabetically. You will only have to edit the Instructor field for the Instructor column once. 42. Click Edit The Edit Value List Start1_Date window appears. 43. Type the start dates for your classes. Then, click OK. 44. Press Tab until you reach the CR field. 45. Click Edit, if needed, edit the credits, and then click OK. The start dates are entered. The next pop-up menu appears. The credits are edited as needed. Each Start Date field in the Start Date column will need to be edited in future steps. Press Tab on the keyboard if no edits are needed. 46. Click Edit, if needed, edit the term numbers, and then click OK. The term numbers are edited as needed. Continued. Page 31 of 78

34 47. Click the Start Date field in the first row to activate the pop-up menu. The pop-up menu that has already been edited appears. You will need to edit the Start Date fields in the Start Date column as outlined in the next. The Start Date fields should be updated every week to accommodate new enrollees. 48. Click Edit The Edit Value List Start1_Date window appears. 49. Highlight the text in the Edit Value List Start1_Date window. The text is highlighted. You can highlight the text by placing the cursor in front of the first letter that you want highlighted, and then holding the Shift key down while pressing the right arrow key on the keyboard. Continued. Page 32 of 78

35 50. Press Control and C on the keyboard at the same time. (Ctrl+C) The text is copied. You will not be able to use Edit from the top menu bar at this time. 51. Click OK The pop-ups edit menu window closes. 52. Click the second Start Date field in the Start Date column. The pop-up menu appears. 53. Click Edit The Edit Value List Start2_Date window appears. Continued. Page 33 of 78

36 54. Press Control and V at the same time on the keyboard. (Ctrl+V) The text is pasted from the first Start Date edit window to the second Start Date edit window. 55. Click OK The pop-up menu for the second Start Date field is edited. 56. Click the third Start Date field in the Start Date column. The third Start Date field is selected. Continued. Page 34 of 78

37 57. Click Edit The Edit Value List Start3_Date window appears. 58. Press Control and V at the same time on the keyboard. (Ctrl+V) The text is pasted from the first Start Date edit window to the third Start Date edit window. 59. Click OK The pop-up menu is edited. 60. Click the fourth Start Date field in the Start Date column. The fourth Start Date field is selected. 61. Click Edit The Edit Value List Start4_Date window appears. 62. Press Control and V at the same time on the keyboard. (Ctrl+V) The text is pasted from the first Start Date edit window to the fourth Start Date edit window. 63. Click OK The pop-up menu is edited. Continued. Page 35 of 78

38 64. Click the fifth Start Date field in the Start Date column. The fifth Start Date field is selected. 65. Click Edit The Edit Value List Start5_6_Date window appears. 66. Press Control and V at the same time on the keyboard. (Ctrl+V) The text is pasted from the first Start Date edit window to the fifth and sixth Start Date edit window. 67. Click OK The pop-up menu is edited. The sixth Start Date field will not need to be edited since it shares the same functions as the fifth Start Date field. Page 36 of 78

39 3. Omit The Edit Option You have been chosen as the designated counseling staff member to customize the I.D. Maker, and only you should be able to edit the menus. Therefore, the Edit options need to be omitted from the field pop-up menus. By taking the Edit option out of the popup menus, false information is less likely to be added to the database by the end users. 1. While still in the Student Identification form, click Mode from the top menu bar and then select Layout. 2. Click the city address field. The Student Information form is displayed in the Layout mode. The address field is selected. You can also switch to the Layout mode by pressing the Control key and L at the same time. (Ctrl+L) Continued. Page 37 of 78

40 3. Click the right mouse button and select Field Format. The Field Format window appears. 4. Click the check mark in the Include edit item to allow editing of value list box so that no check mark appears. The edit function is de-selected. Continued Page 38 of 78

41 5. Click OK The Edit option in the pop-up menu is omitted. 6. Continue the process of omitting the Edit option from the field pop-up menus for the following fields: Zip Code Phone Program Home High School HS Phone Grade Track Grade Counselor Class Hours Class Times Days Instructor Start Date 1 through 5 CR Term The Edit options in the pop-up menus are omitted. Review 1 through 5 if needed. Page 39 of 78

42 4. Lock The Forms & Letters Now that the letters and forms have been edited, they need to be locked in place to prohibit additional alterations by a third party. 1. While still in the Student Information form, click Edit from the Main Menu and select the Select All function. 2. From the Main Menu bar, select Arrange and then Lock. All elements on the form are selected. All elements on the form are locked into place. You can also activate the Select All option by pressing Control and A at the same time on the keyboard. (Ctrl+A) Continued Page 40 of 78

43 3. Go to the Control Bar and select the next form; Student Cumulative Record. The next form is displayed. 4. Continue the process of selecting all elements on layout and locking them into place. All forms and letters displayed in the Control Bar menu are securely locked. Review 1 through 3 if needed. Page 41 of 78

44 5. Assign Access Privileges & Passwords You can share the I.D. Maker database with other users on the school s Windows NT network. To be sure that the right people see the right information in your files, you can set FileMaker Pro access privileges. NOTE: Your FileMaker Pro licensing agreement requires that you own the same number of copies of the FileMaker Pro application as the number of people using FileMaker Pro at the same time. 1. Go to File on the Main Menu, select Access Privileges, and then Define Groups. The Define Groups window appears. Continued Page 42 of 78

45 2. Notice that three groups have already been created. See the chart below for each group s access to I.D. Maker options: GROUP Administrators All Access The Define Groups window appears. PRIVALEGES Complete access. Able to edit fields, text boxes, layouts and all FileMaker Pro features, including the ability to assign file access privileges. It is not recommended that you create your own network Groups at this time. See your school s designated computer Network Administrator for more advanced Group functions. Counselors Able to enter data into all fields, print, and sort. Teachers Only able to print and view the Student Information form. Teachers cannot enter data. Continued Page 43 of 78

46 3. Click the Passwords button. 4. In the Password text box, type a capital A and then your password. The Passwords window appears. An administrative password is entered. Try to limit your password to no more than 10 characters, even though FileMaker Pro will accept up to 32 characters. Leave no spaces between letters. Make sure your password is different from the illustration. Starting your password with a capital A (for Administrator) will assist you in future steps. Continued Page 44 of 78

47 5. Click the Create button. The Passwords is entered in the lefthand column. The first password entered defaults to the Administrators Group. See Action Step 2 for details. Don t forget your password! If needed, write it down and keep it in a safe place. 6. Click the Done button. A password prompt appears. Continued Page 45 of 78

48 7. Enter your password. Your password, which was created in Action Step 5, is entered. Passwords are not case sensitive. 8. Click OK The password is accepted. 9. Go to File on the Main Menu, and then Exit. 10. Photocopy the forms on the next three pages. Using the forms, locate two additional administrators, the counseling staff, and teachers for password information. Copy additional forms if needed. The FileMaker Pro application quits. Passwords are retained for the next Action Step of entering additional passwords into the I.D. Maker file. If your school has a Network Administrator, passwords for the requested staff may already exist. If this is true, have the Network Administrator complete the next Action Step. Continued On Page Page 46 of 78

49 NOTE: For your convenience, try to limit passwords to no more than 10 characters in length (place no spaces between letters). You, serving as the I.D. Maker Administrator, must fill out this form yourself without showing it to others. KEEP THIS COMPLETED FORM FOR YOUR RECORDS! NAME DEPARTMENT / ROOM PASSWORD Page 47 of 78

50 NOTE: For your convenience, try to limit passwords to no more than 10 characters in length (place no spaces between letters). You, serving as the I.D. Maker Administrator, must fill out this form yourself without showing it to others. KEEP THIS COMPLETED FORM FOR YOUR RECORDS! NAME DEPARTMENT / ROOM PASSWORD Page 48 of 78

51 NOTE: For your convenience, try to limit passwords to no more than 10 characters in length (place no spaces between letters). You, serving as the I.D. Maker Administrator, must fill out this form yourself without showing it to others. KEEP THIS COMPLETED FORM FOR YOUR RECORDS! NAME DEPARTMENT / ROOM PASSWORD Page 49 of 78

52 11. Double-click the I.D. Maker icon located on your desktop. The file is opened. 12. Type in your password created in Action Step 5. Your password is entered and you are given full access to FileMaker Pro features. 13. Click OK The password is entered. 14. Go to File, on the top Main Menu, select Access Privileges, and then Define Passwords. The Define Passwords window appears. Continued Page 50 of 78

53 15. In the Password text box, type a capital letter A and then the first password on your Administrator Password Form. An administrator password is entered. 16. Click the Create button. The password is created in the left-hand column. 17. In the Password text box, type a capital A and the second password on the Administrator Password Form. The second Administrator password is entered. Continued Page 51 of 78

54 18. Click the Create button. 19. Now that the administrator passwords have been entered, you must type in the counselor passwords. In the Password text box, type a capital C and the first password on the Counselor Password Form. The password is created in the left-hand column. A counselor password is entered. Starting the counselor passwords with a capital C (for Counselor) will assist you in future steps. 20. Click the Create button. The counselor password is created in the left-hand column of the Define Passwords window. Continued Page 52 of 78

55 21. In the Privileges section of the Define Passwords window, deselect the checks in the boxes as shown in the illustration below: Counselor privileges are set. Select only the boxes shown in the illustration. 22. Click the Change button. The privileges for the counselor are changed. 23. Type the password of the next counselor on the Counselor Password Form. Start the password with a capital C. Another counselor s password is entered. Continued Page 53 of 78

56 24. Click the Create button. 25. Continue the process of entering all counselor passwords from the Counselor Password Form. Another counselor password is created with counselor privileges. All counselor passwords are entered. Review Action Steps 22 and 23 if needed. Continued Page 54 of 78

57 26. After all the counselor passwords have been added, type the password of a teacher from the Teacher Password Form. Start the password with a capital T. Another counselor s password is entered. Starting the teacher passwords with a capital T (for Teacher) will assist you in future steps. 27. Click the Create button. The teacher s password is created in the left-hand column. Continued Page 55 of 78

58 28. In the Privileges section of the Define Passwords window, deselect the checks in the boxes as shown in the illustration below: Teacher privileges are set. Select only the boxes shown in the illustration. 29. Click the Change button. The privileges are changed for the teacher. Continued Page 56 of 78

59 30. Type the password of the next teacher on the Teacher Password Form. Start the password with a letter T. Another teacher s password is entered. 31. Click the Create button. 32. Continue the process of entering all teacher passwords from the Teacher Password Form. Another teacher password is created with teacher privileges. All teacher passwords are entered. A scroll bar will automatically appear in the left-hand column as additional passwords are created. Continued Page 57 of 78

60 33. Once all the administrator, counselor, and teacher passwords have been created, it is now time to place each password into their appropriate groups. Click the Access button. All the passwords are entered. An Access window appears. The following steps outline how to place the Counselors and Teachers passwords into a Group. Note: The Administrative passwords are automatically assigned to each group as outline in future Action Steps. Continued Page 58 of 78

61 34. Click the Counselors Group in the Groups column so that it is highlighted. The Counselors Group is selected. 35. In the Passwords column, click the bullet point next to the first counselor password. The first password with a C is selected and the bullet point becomes solid, indicating that it is Accessible. Continued You must place the mouse over the bullet point to make a selection. The cursor will change into a check mark when placed over a bullet point. Page 59 of 78

62 Make sure that the first counselor bullet point has become solid, indicating that the password has become accessible to the Counselors group. Take note of the bullet point chart that defines privileges. 36. Click the bullet points for all passwords starting with a capital C. All counselor passwords are made accessible to the Counselors group. Continued Page 60 of 78

63 37. Click the Save button. Passwords added to the Counselors group are saved. 38. Click the Teachers group so that it is highlighted. The Teachers group is selected. Notice that only the Administrators (passwords with a capital A) have remained accessible to the Teachers group. Continued Page 61 of 78

64 39. In the Passwords column, click the bullet points for all passwords beginning with a capital T. All teacher password bullet points become solid, indicating that they are now accessible to the Teachers group. Click the scroll bar in the Passwords column as needed. 40. Click the Save button. Passwords in the Teachers group are saved. Continued Page 62 of 78

65 41. Check your work. Click the Administrators group to make sure that all passwords with a capital A are accessible. Administrator accessibility to the Administrators group is confirmed. If a mistake has been found, click the Done button, and then Done again, type in your administrator password, if requested, and review Action Steps 14 through 40. (Page 50) Continued Page 63 of 78

66 42. Check your work. Click the Counselors group to make sure that all passwords with a capital C are accessible. Administrator and counselor accessibility to the Counselors group is confirmed. If a mistake has been found, click the Done button, and then Done again, type in your administrator password, if requested, and review Action Steps 14 through 40. (Page 50) Continued Page 64 of 78

67 43. Check your work. Click the Teachers group to make sure that all passwords with a capital T are accessible. Administrator and teacher accessibility to the Teachers group is confirmed. If a mistake has been found, click the Done button and then Done again, type in your administrator password, if requested, and review Action Steps 14 through 40. (Page 50) 44. Click the Done button. You return to the Define Passwords window. Continued Page 65 of 78

68 45. Check your work. Click the passwords starting with the letter A to make sure that they have been given the correct privileges. The correct administrative privileges have been check marked for all Administrator passwords. If a mistake has been found, click the Done button, type in your administrator password, if requested, and review Action Steps 14 through 40. (Page 50) Continued Page 66 of 78

69 46. Check your work. Click the passwords starting with the letter C to make sure that they have been given the correct privileges. The correct counselor privileges have been check marked for all Counselor passwords. If a mistake has been found, click the Done button, type in your Administrator password, if requested, and review Action Steps 14 through 40. (Page 50) Continued Page 67 of 78

70 47. Check your work. Click the passwords starting with the letter T to make sure that they have been given the correct privileges. The correct teacher privileges have been check marked for all Teacher passwords. If a mistake has been found, click the Done button, type in your administrator password, if requested, and review Action Steps 14 through 40. (Page 50) Continued Page 68 of 78

71 48. Click the Done button. The passwords are defined. 49. From the top Main Menu bar, select File, and then Exit. 50. Experiment with different groups and passwords to view the variety of privileges that each group is given. From your desktop, double-click the I.D. Maker FileMaker Pro icon. All settings are saved and the FileMaker Pro application quits. The file is opened. Use your forms that you wrote the passwords on as a reference. 51. Type in a password other than your own. The password is entered. 52. Click OK. The password is accepted. Continued If a password is not accepted, type in your administrative password, click OK, and then make your corrections in the Define Passwords window. Page 69 of 78

72 53. Go to the Control Bar and select a form or letter. Depending on what password you entered, you will be denied access. 54. On the top Main Menu bar, notice that some features may not be accessible. Select Mode. The Mode options are displayed. Continued Page 70 of 78

73 55. Notice that some options in the Mode menu are not accessible. Depending on what password you entered, you will be denied access to some Mode features. 56. When you are done, click File from the top Main Menu bar and select Exit. All settings are saved and the FileMaker Pro application quits. Page 71 of 78

74 6. Place The I.D. Maker File On The Network I.D. Maker file can be placed on the school s Windows NT LAN network. NOTE: Have your school s Network Administrator complete this step. Your FileMaker Pro licensing agreement requires that you own the same number of copies of the FileMaker Pro application as the number of people using FileMaker Pro at the same time. For enhanced network capabilities, File Maker Pro Server software should be purchased for your school. 1. Copy the edited I.D. Maker database file onto a floppy disk. 2. Install FileMaker Pro on the school s main server. 3. Click My Computer and open the server s C drive. The file and passwords are copied onto a disk. FileMaker Pro is installed on the server.. The server s C drive is displayed. Label the disk I.D. Maker Edited Template. Keep the disk in a safe place after it has been copied onto the server s hard drive. Continued Page 72 of 78

75 4. From the A drive, copy the I.D. Maker database file onto the server s C drive (hard drive). Do not place the I.D. Maker database in a folder. The FileMaker Pro database is allowed to be sharable. Shared FileMaker Pro database files must not be placed in a folder on the server s hard drive. FileMaker Pro Files placed in folders are inaccessible to workstation shortcuts. 5. Right-click the I.D. Maker file and create a shortcut. A shortcut is created. Continued Page 73 of 78 The next steps will instruct you to place an I.D. Maker shortcut into the StartUp folder so that it will be accessible to users after the network goes down.

76 6. Temporarily place the shortcut on the server s desktop. The FileMaker Pro database file shortcut is placed on the server s desktop. 7. On the C Drive window, click the Windows folder. 8. Click the Start Menu folder. The Windows folder is opened. The Start Menu folder is opened. You can also use Windows Explorer to locate the C\WINDOWS\ Start Menu\ Programs\ StartUp folder. 9. Click the Programs folder. The Programs folder is opened. 10. Click the StartUp folder. The StartUp folder is opened. 11. Drag the I.D. Maker shortcut from the desktop into the StartUp folder. The shortcut is placed in the StartUp folder. Continued Page 74 of 78

77 12. Double-click the I.D. Maker shortcut. The I.D. Maker database file is opened. 13. Type in an I.D. Maker Administrator password when prompted. The I.D. Maker database is now the host to the network. 14. Minimize FileMaker Pro. 15. On all workstations in your school, locate the I.D. Maker database located on the server s hard drive, create a shortcut to it, and place it on the workstation s desktop. FileMaker Pro must be active in order for the I.D. Maker database file to be accessible over the network. I.D. Maker shortcuts are placed on the desktops of all workstations. Extremely Important: Do not exit FileMaker Pro. If you do, the I.D. Maker will not work over the network. 16. Test the shortcuts at each workstation. The I.D. Maker database is accessible according to password privileges. Page 75 of 78

78 7. Learn More About FileMaker Pro All Teachers and Clerical Staff of LAUSD s Division of Adult and Career Education are eligible to take a CompUSA class on FileMaker Pro. One FileMaker Pro class is valued at $175 dollars. Attending a CompUSA class is a great opportunity for you to enhance your job skills and move up the executive ladder. 1. Call a CompUSA near your home or school and ask for the Training Center. (Or, go to a CompUSA Training Center in person, or via the web at: com/training/schedules.asp A CompUSA Training Center is located. Consult the Voucher Request Form (located at the end of this guide) for phone numbers and locations near you. Or, look in your local telephone book White Pages. 2. Ask the Training Representative for a three-month class schedule. A schedule will be sent or given to you. 3. When you find a class that you are interested in, have your name put on the class waiting list. Your name is put on a waiting list without registering for the class. 4. Fill out both pages of the Voucher Request Form located at the end of this guide. The form is completed. A Voucher Request Form is located at the end of this guide. Continued. Page 76 of 78

79 5. Obtain your Principal s signature. 6. Fax or mail the two page Voucher Request Form to (213) three weeks to one month prior to class date. The Principal agrees to let you go and, if needed, arranges for a substitute teacher for your class. The voucher is received at Dr. Sandoval s office, 3 rd Street Annex. You can send the two page Voucher Request form through school mail addressed: 3 rd Street Annex, Room Wait two weeks for the voucher to arrive via school mail. The voucher is received through school mail only. 8. Once you receive the voucher, call the CompUSA Training Center, tell them that you will be attending the class, and give them the voucher number. CompUSA verifies your registration for the class and receives the voucher number. 9. Attend the class. You attend a $ class for free! Certificates of Completion are obtained without formal testing. The certificate is CompUSA s way of stating that you are satisfied with the class. Continued. If you are not satisfied with the class, you can always take the class again on the same voucher after 90 days of taking the class. Contact the CompUSA Training Center for details. Page 77 of 78

80 10. Upon completing the class, fax a copy of your Certificate of Completion to (213) A copy of the Certificate of Completion is received by Dr. Sandoval s office to verify that the voucher has been used correctly. 11. If you wish to attend another class on a different software application, repeat 1 through 10 after you have completed your first class and sent in your certificate. You once again take a CompUSA class. You are limited to 6 vouchers (A $1, value!) per school year. Your skills continue to grow, and you become more valuable in the workplace. JQ 4/13/99 Page 78 of 78

81 VOUCHER REQUEST FORM (ADULT & ROC/P SCHOOLS ONLY) Please send me,, one voucher to be used at: Print Your Name Selected Store Location Class Selected Date Time Principals Signature Your Signature Name of Your School Please Print Your Title INSERVICE SESSIONS DURING WORKING (OR ASSIGNED) HOURS REQUIRE YOUR PRINCIPALS SIGNATURE. Please Note: 6 voucher requests will be allowed per school year. Select a class that will help you at your work location or assist your instructions in the classroom. SUBMIT ONLY ONE VOUCHER REQUEST FORM AT A TIME! You may fax your request form to (213) or submit it via school mail. Call the CompUSA store location nearest you for a 3 month schedule or on the internet Have your name put on the waiting list for a Macintosh or IBM class from the schedule at the site of your choice and return this form to LaShanda Younger, Peter Der, or Dr. Sandoval as soon as possible. Three (3) weeks to one (1) month notice is required prior to the class date. 1. Anaheim-CompUSA 2. Burbank-CompUSA 550 N. Euclid Street 761 N. San Fernando Road Anaheim, CA Burbank, CA (714) (818) City of Industry-CompUSA 4. Culver City-CompUSA East Gale Avenue, Suite Jefferson Boulevard City of Industry, CA Culver City, CA (626) (310) Fountain Valley-CompUSA 6. Long Beach-CompUSA 9430 Warner Avenue 2150 Bellflower Boulevard Fountain Valley, CA Long Beach, CA (714) (562) Monrovia-CompUSA 8. Montclair-CompUSA 745 W. Huntington Drive 9059 Central Avenue Monrovia, CA Montclair, CA (626) (909) Oxnard-CompUSA 10. Redondo Beach-CompUSA 2241 North Rose Avenue 1611 Hawthorne Boulevard Oxnard, CA Redondo Beach, CA (805) (310) San Bernardino-CompUSA 12. San Marcos-CompUSA 625 Hospitality Lane 2085 Montiel Road San Bernardino, CA San Marcos, CA (909) (619) Woodland Hills-CompUSA 6400 Owensmouth Woodland Hills, CA (818)

82 Turn in only one voucher request form at a time. Space out your classes and do not schedule them back to back. Do not swap vouchers with others. Please use the same name on your voucher request form and certificate. If you change your class date, contact us as soon as possible. Do not take a class unless you have permission from your principal and have received a voucher. Should you do so, we have the right not to pay for the class. Do not submit any request form without all the required information filled out. Forms lacking information will be returned. Answer the questions below and submit both pages. ALL REQUEST FORMS ARE TO BE SUBMITTED THREE WEEKS TO ONE MONTH PRIOR TO THE CLASS DATE. NO EXCEPTIONS! 1) How will you use this class to improve your classroom skills or clerical work? 2) If you are a teacher, what course do you teach? Everyone who wishes to take a CompUSA Class, must follow the above requirements. Dr. Bernardo R. Sandoval Print Your Name If Faxing This Form