A Microsoft Access database that allows keeping student names and addresses, parents names and address and other relevant information Students contains student and parent information. Staff list staff name address info. Cumulative file addresses whether the required documents, medical, transcripts have been received. Funding sets up the allowable amounts to be spent on each student. Reports is a free form list of reports, any reports required can be entered here. Registrar. At the beginning of the year, the master agreement (contract) is set up. Then, the students can be tracked through the year for allowable spending. The semester grades can be entered and transcripts generated.

The student tab of the Student Records module has the following capabilities:

Add a new student or prospective new student

Edit active student records

Edit inactive student records

Edit prospective student records

Add/Edit a program choice

Add a new staff member to the database

Add a new parent to the database

Edit existing parent information

This screen allows users to add new or prospective students to the database, as well as all information about the student from the Student Enrollment Form.

From the Students tab of the Student Records module, click the Add New student/prospect link. The following screen displays.

Enter the Student ID for the new student ( or the program can AutoNumber them for you).

Check either Active of Prospect status (Active status means the student is actively enrolled. Prospect status means the student has talked to or contacted the school but has not enrolled).

Enter the student’s grade level in the Grade text box.

Enter the following student information obtained from the Student Enrollment form:

· Student Name (Last, First, Middle, Nickname)

· Social Security Number

· Birth Date and Place

· County

· Counselor (Teacher)

· *Parent 1 and Parent 2 (Parent 1 is the primary parent or guardian who is providing education supervision, as specified on the Student Enrollment Form; Parent 2 is the second parent or guardian, where applicable).

*Note: If the parent is not found in the drop-down list, click the appropriate Parent button and add the parent to the database. For instructions on adding a parent, see the Add a New Parent section of this User’s Guide).

· Mailing Address (Street Name and Number, City, State, and Zip)

· Home Phone

· Gender

· Ethnicity

· HLang (Home Language)

6. Next, complete all information in the box.





This is the most important information to be completed on the Student Add Form. The Grade text field will be automatically generated when you enter the grade level at the top of the form. Enter the current enroll date. This is the date the student begins class. Copy this date from the Master Agreement. Next, enter the Funding amount. You can choose an amount from the drop-down list provided (this amount is based on the year and will be specified in the drop-down list). Select the PRActive check box if this student is subject to payroll and record keeping this month. Finally, enter the PRamount (Payroll Amount).

The final items to enter are the Original Enroll Date (the date the student first enrolled this could be an earlier date than the enroll date if the student has enrolled in the school during a previous year) and the graduation date (the date the student is expected to graduate based on the current grade level). The Date Created field is automatically populated with today’s date.

To enter new Staff information into the database, click "Add new staff member" from the Students tab. The following form displays:

Enter all information on the new staff member in the appropriate fields; you will obtain this new Staff information from the Credentialed Teacher’s (CTs) application.

Close the screen by clicking the close button:


To edit Staff information, go to the Staff tab, double-click on a staff name and this same form displays allowing you to change/edit any information listed.

To add a new parent to the database, select the Add new parent/name link from the Students tab. The following screen displays:

Complete all information provided to you in the appropriate fields. The Parent ID field is populated automatically when you enter the parent name.

A list of all students associated with this parent is displayed in the table in the lower right corner of the screen.

When all parent information is entered, select the Close button at the bottom of the screen.

You can edit parent information on this form at any time from the Edit parents/name link on the Students tab.

The next step in adding a new student is to enter the Cumulative file information on the Cumulative button of Edit Active students.

Edit all other requested student information (obtain from Student Enrollment form). Make sure to assign a Teacher to the student from the Counselor drop-down list.

Be sure to enter all information in to the box:

If the student enrolls after the first day of school, select a funding amount (based on the enroll date) from the Funding drop-down list. Otherwise, use the default amount already populated.

Close the Screen by clicking the Close button:

PRActive: student is subject to payroll

Original Enroll Date: Date student first enrolled (day Master Agreement was signed).

Current Enrollment Date: Enrollment date for current year.

In Vs Out: "In" indicates the student lives in County or district; "Out" indicates the student lives in a county or district outside of our school location.

 

Enter the last school the student attended in the text box provided.

Check the CumRequested box if you have already requested a Cum file (Transcripts) from the previous school, providing the date you requested the transcripts in the Date text box.

If a reason for leaving the previous school was provided by the parent, enter it in the Reason text box.

Enter the date the student’s Cum File (transcripts) were received in the CumInDate field.

If you are using this screen to log a student’s withdrawal, enter the withdrawal date in the Withdrawal text box and the date transcripts were sent to the new school in the CumOutDate text field. Next, enter the school the student is transferring to in the To: text field as well as the reason for leaving in the Reason text field.

Click the Tracking button to view a query list of prior school(s) the student has attended and to create a transcript request letter requesting transcripts from a school in the list. (Double-click the word "cum req" in the Description column; a transcript request letter template opens on the screen).

Then, enter the Master Agreement information on the Master tab. See the Entering a Master Agreement section for instructions.

Click "Add new master agreement" from Master tab.

Select a student from the Student drop-down list.

A spreadsheet displays in the middle of the form, allowing the user to enter the student’s course schedule. This spreadsheet shows transcript information for the current semester.

Click Edit to edit student information.

Click Reqs to view a list of student requirements for the current grade level.

Click Grades to enter grades for the selected student.

To view/edit a larger spreadsheet of complete transcript information (including all semesters) for this student, click Data Entry. See Enter Student Grades

Print the Master Agreement by clicking the Print button.

The menu options on the Master tab allow users to edit transcripts for a particular semester and year, or for any semester listed in the database. To edit from a list of all semester transcripts:

Choose "Transcript—all data" from the Master tab. A list of all students displays.

Click a student name from the list to view the Transcript All Data form for that student:

Current and previous semester transcripts display in the table. All white fields can be edited.

Click Data Entry to enter new transcript information. Speed typing option: After you have done one line, enter X in grade field, it will fill in the prior information for you.

Click Calc to calculate the student’s GPA for the grade level shown.

To print the transcripts, click Preview. This allows you to preview the transcript sheet as it will look printed. You can also click Landscape to preview the transcript in Landscape layout. From the preview window, choose File, Print from the Access menu bar.

Open the student’s Master Agreement for the current semester from the Master tab.

Click the Grades button. The Grade Report for the chosen student displays:

Enter grades for each course in to the Mark column.

Click Calc to calculate the GPA. You can also print the Grade Report by clicking Print.

Click Legend to display a list of all available grade letters (A,B,C,D, F, etc) and comment codes.

To print the Grade Report, click Print (this sends the report directly to the printer) OR click Preview to view the report as it will be printed before you print it. From the preview screen, select File, Print from the menu bar to print the report.

From the Master tab, you can edit other information such as:

The list of schools and their addresses.

Graduation Requirements (courses required to graduate)

Comments (Grade/Comments Legend)

K6 list (list of courses required in Kindergarten through 6^th grade)

The cumulative file tab allows the user to query the cumulative file information. It also allows letter tracking, and contains the information for IEP and ESL reporting.

The results of query Cumulative:

The IEP and ESL information is very similar.

The billing tab allows the user to view purchase orders for students:

PO by Student Detail

A read-only list of Students and the remaining PO amounts for the current year. This list is sorted by student name and shows all transactions. Double-click on a student name to view PO detail for that student.



PO by Student Totals

A read-only summary list of PO totals with names of students and Staff associated with each total.

View all PO Detail

A read-only list of all PO transactions in the database.

The Queries tab allows users to run queries on student information, including information pertaining to students, such as parent info and staff info. The Queries tab currently contains the following queries:

Staff Directory

Provides Staff and related student contact info.

Student Directory

Provides student contact info for all students in the database.

Parent Directory

Provides parent contact info.

Students by Grade

Query of active students, sorted by Grade Level.

QryLetter

Query of all trcking (correspondence) info.

QryStudentsActive

Query of active students in the system.

QryMasterCanOrder

Same as QryStudentsActive except also shows Master Agreement, Cumulative, and Learning Log info.

qryStudentsWithdrawn

List of Withdrawn students

To view student reports and to print student labels, use the Reports tab.

The first three links and the last link on the Reports tab are for printing mailing labels:

Student Labels

Allows user to print mailing labels for all active students in the database.

Student Labels for Staff

Allows user to print mailing labels for all students in system (Label includes: "To the Parents of ," Student Name, Address)

Staff Labels

Allows user to print mailing labels for all staff in system (Label includes: Staff ID, Staff Name, Address)

Labels parents

Allows user to print mailing labels for all parents in system. (Label includes: Parent ID, Parent Name, Address)

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