SCANNING IN COPA. To scan in the COPA system, you will need the computer attached to the scanner. Swipe Card screen

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Ferdinand Fowler
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SCANNING IN COPA To scan in the COPA system, you will need the computer attached to the scanner Click Swipe Card Reader Check food option and start scanning Swipe Card screen The main Swipe Card

If you are using the computer that the barcode scanner is attached to, switch to the COPA website above before the child scans in.

1 SCANNING IN COPA To scan in the COPA system, you will need the computer attached to the scanner Click Swipe Card Reader Check food option and start scanning Swipe Card screen The main Swipe Card screen should be on the forefront of your other applications when a child is scanning in his/her card. If you are using the computer that the barcode scanner is attached to, switch to the COPA website above before the child scans in. HINT: If you hold down the ALT key and press TAB a few times, you can easily switch to the applications that are running. Once you see the program you want, let go of the ALT key. Example: If you are working in Excel and a child is about to swipe in, hold down the ALT key, press TAB until you get to Internet Explorer and let go of the ALT key. Once the child swipes in you can ALT-TAB switch back to Excel.

2 Select the food option and begin scanning. For example, if you select Breakfast and Lunch, your attendance will show a B, L, and A. If a card is forgotten or not available to scan, you will look up the child in the binder of the children s labels. This binder contains all the children s cards printed in a label fashion and in alphabetical order. Just look up the child, lift the bar code scanner from the base, and press the trigger to scan. When the bar code scanner is in it s base, it is in automatic mode and is always on and pressing the button is not necessary. When you lift the bar code scanner from it s base, it is in manual mode and needs the trigger pressed to continue your scan. 2

3 MODIFYING YOUR SPREADSHEET Getting your children s card printed requires a spreadsheet ( Childrens List.xls ) of the children s names and child IDs to be ed to the person designated to print out the cards. They will associate your spreadsheet with the program to print the cards from the information in your table. If you would like to enter children to your spreadsheet, just type in the children s names and IDs. Since column D contains a calculation, you will copy one cell down to as many cells as you need. To copy a cell, select the cell you would like to copy. In this case, D7. Click Edit on the menu, then Copy. 3

4 Go to the empty cell below (D8). Hold the SHIFT key down and press the DOWN ARROW a few times. Once you have the range of cells highlighted, let go of the SHIFT key. Click Edit and then Paste 4

Your cells and their calculations are now copied to the highlighted cells. You can highlight the cells (SHIFT ARROW keys) of any cells that are not in use and press the DEL key.

5 Your cells and their calculations are now copied to the highlighted cells. You can highlight the cells (SHIFT ARROW keys) of any cells that are not in use and press the DEL key. Deleting any unused cells allows you to print all the rows without having to worry if the print job will contain blank cards, since a row can be empty in column A, B, C, but not D. If you have 140 records, make sure the column D is copied to the 140 th record. 5

much quicker. Highlight your data by going to cell A1 and hold down the SHIFT button.

6 SORTING YOUR SPREADSHEET The following steps are optional, but printing out your notebook full of labels in alphabetical order allows users to find the children who forgot their cards much quicker. Highlight your data by going to cell A1 and hold down the SHIFT button. Use the arrows until all of your data is selected. Let go of both keys. Click Data on the menu and Sort 6

Sort by Last Name and click the OK button. Your data is now sorted. Save your spreadsheet and e-mail it to get the cards printed.

7 Sort by Last Name and click the OK button. Your data is now sorted. Save your spreadsheet and it to get the cards printed. OPTIONAL: You can add an additional column called Program with the names of the program the child belongs to like Head Start and Child Care. Then sort by Program then Last Name. 7

8 Bar Code Scanner Installation Since each site is unique, there are multiple option to connect the bar code scanner to your computer. You will need a computer that is always online and connected to the internet. You will also have to be logged into COPA and have the attendance reader screen in in COPA in the forefront of other applications (as shown on the previous page). Plugging in the bar code scanner to your computer via the USB cable and USB port is all you need to get going. Sometimes you will need a USB extension cable that will be provided to you so the bar code scanner can reach your computer. Usually, a site has a central place for the parents to sign in. That is your ideal location for your bar code scanner. Some will have it on their front desk counter and some will have it mounted on the wall. If you need to mount it on the wall, you will have to use the two screws to mount the holder to the wall. If your computer is in the room behind the bar code scanner, you can drill a hole in the wall to have the cable extend to another room to reach the computer. 8

9 Front Desk Installation Wall Mounted Installation 9

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