When a new student is enrolled, he/she is assigned to a teacher. Then, the gross payroll can be computed. After that, certain reporting requirements are needed. Attendance allows the information to be entered and report upon.. Payroll addresses the amount to be paid to counselors based upon master file information. Learning asks if the required 20 day document has been received.
The Students tab of the Staff Tracking program allows users to add new students to the database, edit partial student information, and add a new staff member.
To enter all types of student information or to edit student information for active students, see the section entitled Adding New/Prospective Students in Section2, Student Records.
Entering New Staff Information
To enter new Staff information into the database, click "Add new staff member" from the Students tab. The following form displays:
To enter Staff information on the new Staff:
Enter all information on the new staff member in the appropriate fields; you will obtain this new Staff information from the Credentialed Teacher’s application.
Close the screen by clicking the close button:
To edit staff information:
Open the Staff tab by clicking it with your mouse.
Double click on the staff name you wish to edit. The Staff Edit form displays.
Edit any information necessary in the appropriate text fields.
Select the Payroll button to view a query list of payroll information for all students assigned to this staff member.
You can edit the fields in this list but cannot add new students to the end of the list. To assign students to a CT, use the Student Edit form of the Student tab.
Select the Active button to view a query list of all students assigned to this CT for the current school year.
Select the Master button to view Master transcripts (student schedules) for all students assigned to the teacher.
Select the Funding button on the Staff Edit form to view the remaining funds for the year (available balance) for each student assigned to the staff. The following screen displays:
Select the Labels button to print mailing labels for all students assigned to this
The P1 Tab provides the methods for completing the P1 report for Charter School funding.
Queries are provided to locate problems. Sometimes not all payroll information has been received, attendance is entered for more school days there are in a month, or students have been made inactive with ADA. The first two queries address these problems.
Third, a register is saved with the payroll information. This allows the school to look back at that point in time at a later data. Also, auditors have a habit of asking for this. Then, the data needs to be consolidated into K, 13, 46, 78, 912 format.
Then a consolidation report is run. This verifies the totals on our report to follow. The ADA totals are computed for In and Out of district or county.
Then the Special Ed reports are run for the balance of section A.
The detail and statistics report allows section C to be completed.
The purpose of the Learning Tab is to track the Learning Logs that have been submitted by the Credentialed Teacher for each month. This tab provides a query list of students and the months for which a learning log was submitted for each. Double-click on the staff name to see a query list of all learning log information for each student assigned to that teacher.
Enter/Edit Learning Log Information
Double-click the student’s name to enter learning log submittals for that student. The Learning Log form displays:
Check the box next to the months for which learning logs have been submitted.
Click the close button
to save the information and close the
form.
Iif you double click on the staff name, you will be able to edit all the kids for that one staff member.
The purpose of the Attendance tab is to track attendance for the current year. To view a sorted list of attendance information for all students assigned see Chapter 6.
To enter attendance information for a particular student, double-click
the student’s name from the Attendance tab query listTo enter attendance for
all students of a staff memeber, double click on the Staff ID
The billing tab allows the user to view purchase orders for students. The menu options on this tab are the same as on the Billing tab in the Student Records module.
The following information is available on this tab:
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. Double-click on a student name to view PO detail (purchased items, suppliers, and dates) for that student.
PO by Student Totals
A read-only list of PO totals with names of students and Staff associated with each total.
View all PO Detail
A read-only list of all POs, sorted by PO number. Information includes: Supplier Name, PO Amount, Quantity, Source, Check-out Date, Due Date, Returned Date, etc.
The Reports tab provides the user with a series of payroll reports to track and print payroll information to send to the district office. Menu items 1-4 must be completed in sequential order. This tab also provides mailing labels for Staff, Students, and Parents. The following reports (or labels) are available from the Reports tab menu:
Payroll setup
This menu option allows users to set up payroll for a particular date.
When user selects (clicks) this option, the following text box displays:
Enter the date for which to set the payroll (this will assign a PR amount for each student enrolled by that date). Click OK to open the payroll report for the date chosen. You will be asked for the date twice.
Payroll Summary
A list of all staff and their corresponding PR sums. This saves a copy in case you so you can run the detail report at a later date.
Payroll Detail for Staff
A detailed payroll report for staff. When you click on this option from the menu, the following box displays:
Enter the payroll month in the text box and click OK. The Payroll
Detail report displays (the month you entered in the text box is printed at the
the top of the report). 
Student Labels
Mailing labels for all students in system (Label includes: Student ID, Student Name, Address)
Student Labels for Staff
Mailing labels for all students in system (Label includes: "To the Parents of ," Student Name, Address)
Staff Labels
Mailing labels for all staff in system (Label includes: Staff ID, Staff Name, Address)
LearningRecbyStaff
A report showing the current Master Agreements (student schedules) for all Staff. This report displays as a separate page for each teacher. See Figure 7.
the Queries tab is used to run queries that the user needs on a regular basis. The current list of Staff tracking queries include:
The Queries tab allows you 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 contact info.
Student Directory
Provides active student contact information.
Parent Directory
Provides parent contact info.
Students by Grade
Query of active student info sorted by Grade Level.
QryStudentsCanOrder
Query of students PO totals and purchase amounts remaing.
QryMasterCanOrder
Same as QryStudentsCanOrder except also shows Master Agreement, Cumulative, and Learning Log info.
qryStudentsWithdrawn
List of Withdrawn students