Students

From ampEducator

Contents 1 Students 1.1 How do I import student data? 1.2 How do I enroll a student (or multiple students/bulk enrollment at one time) into a program? 1.3 How do I enroll a student (or multiple students/bulk enrollment at one time) into a course? 1.4 How do I enter grades for a student? 1.5 How do I edit or override grades for a student if the course is completed? 1.6 How do I enter attendance for a student? 1.7 How do I withdraw a student from a course? 1.8 How do I delete (permanently remove) a course from a student's record? 1.9 How do I delete (permanently remove) a program from a student's record? 1.10 How do I print a student schedule? 1.11 How do I print a student transcript? 1.12 How do I customize the student status list and default choice? 1.13 How do I generate a student ID card? 1.14 How do I change, customize or auto generate a student ID number? 1.15 How do I change Status Options in the pulldown menu for the Student Section? 1.16 How do I change, create or remove the Address Options (Master, Previous, Secondary, etc.)? 1.17 How do I track financial data for Students? 1.18 How do I change or create Payment Plans and assign them to a Student? 2 Import Student Data 2.1 What fields are required for importing students into ampEducator? 2.2 How do I import student data?

Students

How do I import student data?

See Import Students Section.

How do I enroll a student (or multiple students/bulk enrollment at one time) into a program?

If you have not set up any Programs you will need to do this first in the Programs Section. Once you have setup the Program(s) - There are 2 methods to enroll students into program(s):

1. Enroll one student at a time into Program(s) - To enroll a student into a program, locate the student in the student section and click on the students name. Then click on the Programs Tab and select the program you wish to enrol the student into and click 'Enrol New'.
2. Enroll multiple students at one time into Program(s)(bulk enrollment) - This is done by selecting (check boxes) in front of the students names in the main student list page. Then you can click enroll Programs(s) button from the bottom of this list.

How do I enroll a student (or multiple students/bulk enrollment at one time) into a course?

If you have not setup or scheduled any active Courses you will need to do this first in the Courses Section. Once you have setup the course(s) - There are 2 methods to enroll students into courses:

1. Enroll one student at a time into Course(s) - this is done by going to the Student Profile and clicking on the courses menu. Then select Enroll Student into New Course(s). You will be able to search from actively scheduled courses.
2. Enroll multiple students at one time into Course(s)(bulk enrollment) - This is done by selecting (check boxes) infront of the students names in the main student list page. Then you can click enroll course(s) button from the bottom of this list.

How do I enter grades for a student?

First, you must setup courses and their components. Once this is done you must enroll the student into the course and then you can enter the grades for the student. Once you have done this there are several methods that can be used for editing grades:

• To edit one student at a time - Click on the student name and go to Courses. *Here you will see a list of the courses the student is enrolled in. If you look to the right you will see a percentage (%) icon. Click this icon to edit grades for the course.
• To edit multiple student grades at one time - Click on the Course name and Student List, Grades & Attendance. From here select Student Grades menu to view the list of students enrolled in the course. Click Edit at the top of the Column you wish to enter grades for. Once you are done entering the the grades click Save.

How do I edit or override grades for a student if the course is completed?

You must have administrator access to edit grades for a student if the course is completed.

• Go to Students and find the student you wish to edit. Click on the Courses and locate the course using filters and search or scroll through the list. Click the View details (Magnifying Glass) icon to the right of the course. This will take you to the grade information for the student. There is an Edit Grades button at the top right - click this button to change the grade information for the student and then click Save.
• You can also click the Override link at the bottom of this page to enter one final mark for the student instead of editing all the grading information.

How do I enter attendance for a student?

First, you must setup courses and in this case you must setup the schedule. Once this is done you must enroll the student into the course and then you can enter the attendance for the student. You do this by finding the course and clicking on the name and going to Student List, Grades & Attendance. Click on the Student Attendance Link:

• You will see the list of students enrolled in the course and a weekly attendance. By sure to take note of the filters: term, dates and status as this may effect which students are shown and what schedule you are viewing.
• If the schedule is wrong or missing - you will need to add or edit it in the Courses Details Tab.
• Click Edit at top of the column for the day of the week you wish to take attendance for.
• Click the Check for Present (0% class missed).
• Click the X for Absent (100% class missed).
• Click the ! for Late (10% class missed <-- this default late can be setup in Configuration>Courses>Default).
• Once you are done remember to hit Save button at the bottom.

You can also enter attendance for an entire class with the 'mark all' method. When taking attendance for a single course, click on Edit and click the red X to 'mark all absent' or the green check mark to 'mark all present'.

How do I withdraw a student from a course?

To withdraw a student from a course, please follow these steps:

1. Go to the Students section and select the student
2. Go to the Courses tab Locate the Course you which to have the student withdrawn from, but don't select it
3. Click on the red X icon in the last column (drop course)

Now you will have options to withdraw the student

How do I delete (permanently remove) a course from a student's record?

To withdraw a student from a course, please follow these steps:

1. Go to the Students section and select the student
2. Go to the Courses tab Locate the Course you which to have the student withdrawn from, but don't select it
3. Click on the red X icon in the last column (drop course)
4. Select the "Withdraw Type" pulldown option and change it to 'Delete Student Course Record'
5. Proceed by clicking on "Withdraw Student"

How do I delete (permanently remove) a program from a student's record?

To remove or withdraw a student from a course, please follow these steps (please note that this can only be done if the program is not completed):

1. Go to the Students section and select the student
2. Further down the page, beside "Status", click on the 'Withdraw' link
3. You will be directed to a new screen, Withdraw Student From Program
4. Select the "Withdraw Type" drop-down option and change it to 'Delete Student Course Record'
5. Proceed by clicking on "Withdraw Student"

How do I print a student schedule?

First, you must setup courses and must setup the schedule for the course that the student is enrolled into. Once this is done you can go to Students>Course>Generate Schedule.

How do I print a student transcript?

First, you must setup courses and their components. Once this is done you must enter grades for a student. Then you can print the Transcripts from the Students>Courses>Generate Transcript menu. You can configure how Transcripts are printed in the Configuration>Students>Transcript Template section.

How do I customize the student status list and default choice?

See Students Configuration Section.

How do I generate a student ID card?

Generating a student ID card is cost effective and EASY in ampEducator! You have the option of customizing your own card any way you like and including student pictures as well for identification purposes. The system also works with or without a USB bar code scanner to track hours and attendance - this requires you to setup Hour Clocks and assign them to users.

Many clients simply send the PDF file that is generated to a local copy shop to laminate and trim the cards but you can do it yourself as well. To generate the PDF of the cards and print to your printer is a two step process:

1. Under Students->List Students select the students from the list using the checkboxes beside their name. At the top of the table list of students you will see a pulldown menu 'With Selected'. Click and select the 'Generate ID Card' on this menu. Repeat as necessary. This will add the selected students into the ID card printing queue.
2. Go to Documents->ID Cards. Here you will see a list of all the students you have generated ID cards for. Select the students from this list and click on the 'Print Selected ID Card(s)' option in 'With Selected' pull down menu. This will generate a PDF file containing the selected ID cards.

The two steps are required in order to give users the ability to print multiple id cards on a single page. You can configure the ID Cards to fit AVERY* templates or create your own using the options under the Configuration->ID Cards section. To customize the design of the cards - simply create a background design, save as a PDF and upload it to Configuration>PDF Templates>Add PDF Template. You can then select the template you created in the Configuration>ID Cards section.

• *Avery is a registered trademark of Avery Dennison - All rights reserved. www.avery.com

How do I change, customize or auto generate a student ID number?

See Students Configuration Section

How do I change Status Options in the pulldown menu for the Student Section?

See Students Configuration Section

How do I change, create or remove the Address Options (Master, Previous, Secondary, etc.)?

See Addresses Configuration Section

How do I track financial data for Students?

ampEducator allows you to track all payments, accounts, refunds, generate receipts & statements, export all transactions, payment plans and student funding. See Financial Configuration Section to get started.

How do I change or create Payment Plans and assign them to a Student?

See Financial Configuration Section

Import Student Data

What fields are required for importing students into ampEducator?

The PDF below will provide with the list of fields, their description, acceptable values and other details you might require in order to import data into ampEducator.

Download: File:AmpEducator FieldLists.pdf Last Updated: April 30, 2010

How do I import student data?

If you have existing student data you can import directly into ampEducator using this module. This import is very similar to the import to prospects. This module allows for 3 types of student data import - basic, financial and programs. Please read all the instructions carefully below:

We've tried to make the process as simple as possible. The basic steps are:

• Export your existing data as a CSV (Comma Separated Value) or Microsoft © Excel file
  • It's likely that any application you are are using to store your existing prospect data has the ability to export it as a csv file. Steps to export from some common applications can be found here.
  • If you're using an existing database application like Microsoft © Access or FileMaker you might need to ask the administrator to generate the CSV files for you.
  • You can generate a template of the data by selecting the type of import from the Import Student Data module and clicking on 'Excel Template'. This will give you an Excel file with all the available columns. There are 3 types of Student Imports available - Basic Student Information, Student Program Information and Student Financial Information.
• Upload your data into ampEducator
  • Go to Students->Import Student Module Tab.
  • Select the Import Type from the drop down menu.
  • Click on 'Browse...' and locate the import file on your computer.
  • Select the type of file you are importing.
  • If your file contains column headers in the first row check off 'First Row Contains Headings'. Headings will make it easier to match up your columns to ampEducator columns.
  • Click on 'Next Step'. If there are no issues, your file will be uploaded and you be taken to the next step.
• Match Columns from your data into columns in ampEducator
  • Before matching columns there will several options for you depending on the import type. Most of these are self explanatory.
    • Date & Time Formats - these are the formats used in your file for storing dates and time. The default options are standard but your file may vary. This is required for ampEducator to accurately import those fields.
  • Along the left hand side you will see the columns in your file along with the first couple of rows below each column. Beside each of your columns there is a select list with all the available columns in ampEducator. The application will do its best to match your columns but you will need to go through each column to make sure it matches up with the appropriate column in ampEducator. Choose 'Ignore This Column' if your column does not match to any column in ampEducator or you don't want to import that column.
  • Once you've matched all your columns click on 'Next Step'. A job to import your data will be started and you will be taken to the Students->Import Student Data->List Import Jobs Page.
• Import Data
  • ampEducator will import your data and update the status of the job.
  • You can view the progress of the job at anytime by clicking on the 'Magnify Glass' icon. This will download the job's log giving you detailed information on the job.
  • When the job is complete you will receive an email notification if you chose to do so in the last step.
  • If for some reason the import does not go as planned you can undo the entire import by clicking on the 'X' icon beside the import job. Note that this option is available only within 24hrs of starting the import.