I can't
Locate a Student that I know is in the system.
When a User performs a Student Locate, the
Locate Dialog has certain filter options. Most commonly, the filter that may
cause this issue is the Status field. Make sure that the proper Status is
selected for the desired Student, or that no selection is made. If no selection
is made in this field, the Available checkbox creates the filter. If the
Available checkbox is selected, which it is by default, the Locate will only
look for Active, Prospect, and Stand By Students. If it is unchecked, it will
search for Inactive and Archive. To learn more about Student Statuses, read the
proper section in the manual.
How do I
change a Student's Status to "Active" from the Student Information form?
An “Active” Student is only a Student with
an “Active” Student Class Enrolment record. A User can never manually change a
Student’s Status to the “Active” Status. A Student can only be made “Active” by
enrolling the Student into a Class and marking that Enrolment record as
“Active”. Once the Student Class Enrollment record is “Completed” or “Canceled”,
the Student’s Status will move to the “Standby” Status. In order to change the
Student’s Status back to the “Active” value, a User must enroll the Student into
another Class.
I have two
Addresses for a Student. Can I enter them both?
An unlimited
number of Student Addresses can be recorded per each Student. Different
classifications can be kept per Address in order to separate which ones are
primary and which ones are secondary.
I have
several methods of Contact information for a Student (Phone, Email, etc.). Can I
enter all of them?
An unlimited
number of Student Contacts can be recorded per each Student. Different
classifications can be kept per Method in order to separate which ones are
primary and which ones are secondary.
The Lookup
Lists on the Student Information form don't have the choices that I need. Can I
change them?
About 99% of all SchoolDESX Lookup Lists are
User-definable. This is done by selecting System from the Main Menu and choosing
Setup, then Lookup Lists. The first column allows the User to find the form
where the field is located, then the second column will list all the fields in
SchoolDESX with Lookup Lists. Double click on the desired item and the Lookup
List Dialog will appear. Using the New and Save button on the form, a User can
Add new items to the list. Using the Toolbar's Delete control, the User can
erase any items they desire. Remember that no Codes in the Lookup Lists can be
duplicated per list. All Codes in each list must be unique.
I have a
Student who has multiple Populations/Disabilities. How do I record more than one
"population" in the Populations field?
This field is a multi-select Lookup List.
The Populations field holds information pertaining to physical and economic
disadvantage or impairment a Student may have. To select more than one option, a
User must simply hold down the CTRL button on their keyboard while making their
selections. This field is usually only used for reporting purposes.
I have a
Student who has multiple Benefits. How do I record more than one "benefit" in
the Benefits field?
This field
is a multi-select Lookup List. The Benefits field offers a place to store which,
if any, funding agencies a Student has available. To select more than one
option, a User must simply hold down the CTRL button on their keyboard while
making their selections. This field does not provide any functionality however,
and is only used for reporting purposes. If functionality is required for each
funding agency, then the Financial Assistance module is needed.
What is the difference between a Standard Note and a Formatted Note?
How can I create a new Type of Note?
If the Note Title is entered for me when I create a new Note, can I change that text?
I've entered all the information that I need to for my Formatted Note, how do I get out of the form?
Can I report off of each individual field that I've entered into my Formatted Note?
How is the Note information stored? Is it easy to report off of Notes?
How is the Status on the Class Enrollment Detail form different from the one on the Student Information form? The “Active” value is the default value for the Class Enrollment Status field. A Student, with at least one “Active” Class Enrollment record, is considered an Active Student. In fact, the “Active” value, within the Student’s Status field on the General page of the Student Information form, is directly related to the “Active” value in the Student Class Enrollment table. In short, if a Student has an “Active” Class Enrollment, then the Student’s Status field is set to “Active”, if not, the Student’s Status is set to “Stand By” or “Prospect”, depending on whether or not the Student has had an “Active” Class Enrollment in the past. Only “Active” Class Enrollments allow for a Student’s Status to be set to “Active”. In other words, no Student’s Status can manually be made “Active”, for it is done automatically when the Student enrolls into a Class.
How do I drop a Student from a Class
Enrollment?
The act of a
Student dropping a Class Enrollment usually suggests that the Student ceases the
Enrollment prior to the Class’s End Date as well as prior to the Student
completing the requirements of the Class. Students may do this at any time and
for many different reasons, which are important for the User to record using the
Exit Code field of the Class Enrollment Detail form.
Click Here
to “Drop” a Student’s
Enrollment in a Class via a training video.
What happens to the Student's Class
Charges when I Cancel their Enrollment?
I have a
Student whose demographic data has changed since he/she took a previous Class.
Can I recall this history?
Certain demographic data that a
User can store on a Student’s Information form needs to be stored in a format
that allows for the User to retrieve previous values of that data based on a
specific timeframe during the Student’s enrollment at the school. The reason for
this is simply because certain pieces of demographic data, such Education Level,
Benefits, and Populations, can change from term to term, however a history must
be kept in order to regain access to past data, even though the field values
have since changed.
The Additional Data area from the Options Menu of the Class Enrolment Detail form, records this information as a “snapshot” of a Student’s Demo page on their Student information record at the time of Enrollment. In other words, when a Student is enrolled into a Class, a display of that Student’s Demo information is stored with the Class Enrollment record. Does this mean that if you change the demographic information on the Demo page of the Student’s Information form, that it will update the Enrollment record? No. Again, when the Student enrolls, a “snapshot” is taken and stored in order to report historical data at a later date.
What is the difference between Positive and Negative Attendance?
The most common method for tracking Attendance records is using the Negative Attendance option. The Negative option asks the User to track the occurrences that a Student does NOT attend a scheduled Class, whereas Positive Attendance records only the time a Student was present. The Negative option is chosen most often because it will more easily track the “hours in”, “hours out”, and “hours possible”, as well as the fact that it requires an instructor to record less Attendance entries per day.
When choosing the proper Attendance method for a Class, the curriculum is based on whether or not enrolled Students are required to attend a full Class period on the scheduled days. For example, if a Class meets Monday thru Friday from 8:00am till 1:30pm and the Students who are enrolled are required to attend that Class on those specified days and times, then using Negative Attendance is prudent. Using this Attendance method, a Student will only be marked Absent when they are NOT in attendance for a particular Class meeting period. However, if the Student does attend the scheduled Class period, the system will automatically assign the proper hours to the Student for that day. In other words, the only Students who are marked for a particular Class meeting period are the exceptions, saving time for the Instructors. Of course, total time “in class” will be calculated for all enrolled Students.
Using Positive Attendance, each Student who attends on a given Class meeting day, will need to be marked as “Present”. This Attendance method is most commonly used when a Class meets for a specified amount of time which allows for the enrolled Students to come and go as they please. This Attendance method is strictly used for those Classes where only Attended time needs to be recorded, because there is no structure or expectation for the Students to attend when the Class meets. Overall, Negative Attendance records the amount of time that a Student was “In Class” as well as “Out of Class”. Positive Attendance records only time Students spent “In Class”. If Positive Attendance is chosen, it is especially suggested to use the SchoolDESX Attendance Time Clock (TimeDESX), for easier Attendance record keeping.
What is the "Other" column on the Student/Class Attendance form calculating?
How do I create more Attendance Types?
Can I take Attendance for a past date?
Can I mark all Students absent at one time rather than one by one?
At the bottom of the Class Attendance form there is a "Mark All" button. When this option is selected, the Type Lookup List is displayed allowing the User to select an Attendance Type that will Mark every Student in the list with that chosen Type. In other words, if every Student was Absent for a meeting period, then the User could Mark All “A” to save time.
I made a mistake entering a Student's Attendance last week. How can I change it?
How do I record Make-up time for a Student?
I have a Student who is not required to be in Class for the full length of the Class. What should I do?
If a Student is not required to be present for the total amount of time that a Class will meet on the days that are scheduled, simply enter a value equaling that amount of hours that this particular Student will NOT attend this Class on a given meeting day. For example, if the Class convenes for 5 hours each day that it is scheduled to meet, however this Student is only required to be present for 3 hours each day that the Class is scheduled to meet, then the Attending Variance field will equal a “2” for this Student Class Enrollment record.
I have Students who are Tardy often and it is cumbersome to change the "Hrs." column each time. Can I set a default time for my Tardies?
Can I lock a Grade Activity item from being deleted?
I give a quiz on a specific day of the week, every week. Do I have to create each quiz as a separate Grade Activity item?
I've recorded a charge to a Student's Account that needs the price adjusted. How should I do that?
How is the Purchase selection different from the Charge or Payment selections on the Transaction Detail form?
Can I use another Student's Accounts to pay for items which a different Student may have been charged?
I have a Student who's employer is paying for their schooling. Can I set up an Account for that company?
If a payment is for a Student's charge is received from the Student's employer, how do I enter that into the Student's Account? This is what is referred to as an Indirect Payment. An “Indirect Payment” is a Payment to an Account, usually a Student’s Account, using another Account as the Payer. Using an “Indirect Payment”, no actual money, in the form of Cash, Check, or Credit Card, is ever exchanged and will not appear on the “Daily Cash Report”. This is because an Indirect Payment simply exchanges the responsibility from one Account to another. This is usually done when a Student has a Financial Aid Payer, such as the “Pell Grant”, that will send the school Payment at a later date, however the Student’s Account will currently need to be cleared of responsibility in order to return any extra monies to the Student if necessary. Another example would be is a third party Payer such as a Company (“Workplace” in SchoolDESX terms) was to pay for certain Charges on a Student’s Account. This is usual for Customized Training Classes and for Employers who pay their Employee’s education tuition.
It is important to remember that no money is actually changed hands when using Indirect Payments. The responsibility for specific Student Charges, in part or in full, are simply transferred to the Payer’s Account, whether it be a Workplace, Fund, or even another Student’s Account. This means that a check that arrives in the mail from Northland Medical Center to pay for Sue Gibson’s Nursing Tuition, will NOT be used to Directly pay for Sue’s Charges on Sue’s Account. The User will simply transfer the responsibility for Sue’s Tuition Charge to Northland Medical Center using the Indirect Payment method, then the User will open Northland Medical Center’s Account to enter the mailed check using the Direct Payment method.
When do I need to use Invoices?
Can my Invoices and Receipts be customized to include my logo and other information? Yes.
How do I customize my Invoices and Receipts?
(coming soon)