Manage Students and Staff

The topics in this chapter describe the tasks involved in managing students and staff in the Admin Plus Data Base module. In this chapter, you'll learn to: 

Before you can customize and manage information about students and staff members, you must first add them to the database.

TABLE OF CONTENTS

• Add a Student
• Add a Staff Member
• Edit a Student's or Staff Member's Name
• Edit the Size of a Grade Level
• Move a Student to a New Grade Level
• Move the Highest Grade of Students in a School to the Lowest Grade in Another
• Export from the Highest Grade Level in the Lower School
• Import into the Lowest Grade Level of the Upper School
• Disconnect Students from One Another
• Inactivate, Reactivate, or Delete a Student
• Inactivate or Reactivate a Student
• Delete a Student 

Add a Student

1. On the Administrator's Plus toolbar, click New > Student > Manual Entry.
2. Click the student's grade level, and then click Select.
3. In the Add or Edit Names for Student or Staff dialog box, and then do the following:
   • Enter the student's Last Name and First Name.
     

     The Middle Name field is optional.

   • Verify that the following are correct:
     • Entry Date: the date the student enters the school
     • Entry Code: the way the student enters the school
     • Language
       

4. Click Next [F10].
5. In the Household Lookup dialogbox, do one of the following:
   • Click an existing student record to connect to another student at the same address, and then click This student is in the household of [Student Name] [F10].
     Note: By default, existing students with the same last name are displayed. To connect to an existing student with a different last name, click Any Last Name for Display Which Students.
   • Click This student belongs to a new household [F2] to assign a new Household ID.
     
6. If there's a scheduling year set in Administrator's Plus, the Adding: [Student Name] dialog box appears, prompting you to add the student to the scheduling year as well as the active year. To do this, click option 1 Add this member, and then click Next.
   
   
   The Information message appears to confirm that the student has been added to both the active year and the scheduling year. The new Household ID that's been assigned to the student is listed in the message. Click Done to continue.
7. If you've placed the student in the household of a student with a different last name, the Select Household Students' Contacts to Copy dialog box appears. Select the check boxes for all contacts you want to copy to the student, and then click Copy Selected Contacts.
   
8. In the Adding: [Student Name] dialog box, click option 2 Enter demographics now for this student, and then click Next.
   

You're redirected to the Demographics screen to customize the student's demographic information.

Add a Staff Member

1. On the Administrator's Plus toolbar, click New > Staff.

   If your school specifies whether a staff member is teaching or non-teaching and has enabled this distinction in Administrator's Plus, the Add Staff For dialog box appears. Click option 1. Teaching position or option 2. Non-teaching position. To enable the teaching vs. non-teaching distinction, go to Data Base > New Files > Specs. [Alt + S]. Then, on the Page 2 tab of the Specifications: New Files dialog box, click Yes for Use Staff IDs 301 to 600.

   
   

2. In the Add or Edit Names for Student or Staff dialog box, do the following:
   • Enter the staff member's Last Name and First Name.
     

     The Middle Name field is optional.

   • Verify that the following are correct:
     • Entry Date (the date the staff member enters the school)
     • Entry Code (the way the staff member enters the school)
     • Language
       
     • Click Next[F10].

3. In the Adding: [Staff Member Name] dialog box, click option 2 Enter demographics now for this staff, and then click Next.
   

You're redirected to the Demographics screen to customize the staff member's demographics.

Edit a Student's or Staff Member's Name

There are times when you may need to edit a student or staff member's name. Through the Lookup screen, you can quickly edit any student or staff member's name when necessary.

1. On the Lookup screen, do one of the following:
   • Click Students.
   • Click Staff.

2. Enter a student's or staff member's name in the search text box to navigate to a profile.

3. Click a name to highlight the demographic information and to show the student's profile.
4. Click .
5. In the Add or Edit Names for Student or Staff dialog box, click the First Name text box or the Last Name text box to edit the name.

6. Click Accept, and then click Done.
7. Click Done.

Edit the Size of a Grade Level

During your school year, when students transfer and enter into the school system, you might need to increase the size of your grade levels. By editing the size of a grade level, you can enter more students into AdminPlus.

1. In Data Base, click Cust DB.
2. Click 9. Set maximum size of grade levels >Next.
   

3. Click Yes.
   

4. Enter the new grade level size in the Enter the Maximum Size of Your Largest Grade (1-999) text box > click Done.
   

   Only increase the maximum size of your grade to what is necessary. For example, if you have 10 students entering, increase the grade size by 10. If you increase the grade size to a number much greater than what is necessary, you could experience a slow network connection.

Move a Student to a New Grade Level

If, for any reason, a student needs to be moved to a new grade level, you can quickly adjust the grade level using the Advanced Lookup.

1. In Data Base, click New Files.
2. Click to look up a student.
   

3. In the Advanced Lookup dialog box, click the student you want to move to a new grade level, and click Select.
4. In the Add or Edit Names for Student or Staff dialog box, click Other [F9] in the leftmost panel.
   

5. In the Other Options dialog box, click 2. Move to another ID # and/or grade level, and click Next.

6. Click the grade you want to move the student to > click Next.
7. In the Add or Edit Names for Student or Staff dialog box, click Done.

Move the Highest Grade of Students in a School to the Lowest Grade in Another

When students move from a lower school to an upper school to continue their education, their information needs to be transferred from one school to the next. This is a two-step process: The first part involves performing an Administrator's Plus export of the highest grade level in the lower school. The second part involves importing the desired grade into the upper school.

Export from the Highest Grade Level in the Lower School

Note: Do this while logged in to the current school year (the school year that has just been completed).

Warning: Before you begin, you must create a backup of the directory into which you will be importing students.

1. In Data Base, click New Files.
2. Click the highest grade level from the Grade drop-down list.
   

3. Click Other [F9].
   
4. Click Export to Administrator's Plus fil click Next.
   
5. Browse your computer for the file path of where you want to send the Administrator's Plus export file.
   

   By default, this reads C:\ADMIN.ASC.

6. Click Done.

Import into the Lowest Grade Level of the Upper School

For the second part of this process, perform an Administrator's Plus import into the lowest grade level of the upper school.

Note: Do this while logged in to the new school year.

1. In Data Base, click New Files.
2. Click the lowest grade level from the Grade drop-down list.
3. Click Other [F9].
4. Click Import to Administrator's Plus file > and click Next.
   
5. Browse your computer for the file path that you previously set.
6. Click Done.
   A warning appears.
7. Choose whether to import inactive students.
   

8. Choose whether to preserve Administrator's Plus ID numbers or not.
   

   We recommend that customers choose not to preserve Administrator's Plus ID numbers.

Disconnect Students from One Another

Sometimes, you may need to disconnect students from one another for various reasons. You might notice that some students who are not part of the same household become assigned to the same household ID. For example, this can happen if students have the same last name and are mistakenly assigned to the same household. You may also need to disconnect students if you have students who are related but live in different households. Moving a student from a household is a quick and effective way to disconnect the students and establish a separate household.

1. In Data Base, click New Files.
2. In the Add or Edit Names for Student or Staff dialog box, click to navigate to a student.

3. In the Advanced Lookup dialog box, click the student you want to disconnect from the other student(s), and click Select.
4. Click next to the Household ID field.
   
   
   The Household Lookup dialog box appears, listing all students associated with the household of the student you've looked up. However, the student you've looked up (that is, the student you're working with) doesn't appear in this list. To disconnect this student, you must assign the student to a new household, explained in the next step.
   
5. Click This student belongs to a new household [F2] to assign a new Household ID to the student and automatically disconnect him or her from the previous household. The Household Lookup dialog box closes, and a new Household ID is assigned to the student in the Household ID field.
6. Click Accept, and then click Done. 

Inactivate, Reactivate, or Delete a Student

During the school year, there might be times when you need to inactivate, reactivate, or delete a student from your AdminPlus Data Base. You can inactivate or reactivate a student at any time, but you can only delete a student if they don't have any outstanding invoices in the Billing module.

Inactivate or Reactivate a Student

1. In Data Base, click Lookup, and select the student.

The selected student appears in the Snapshot area.

2. To inactivate the student, click .
   

3. Click Inactivate this member, click Next, and then click Done.
   The student's status changes to inactive, and a red INACTIVE STUDENT label is added to the record.

4. Optional: To reactivate the student in the future, repeat steps 1 and 2, select Reactivate this member, click Next, and click Done.

Delete a Student

1. In Data Base, click Lookup.
2. Navigate to the desired student > click the student's name.
3. Click .
4. Click Accept.
5. Click Delete in the leftmost panel.
   

6. Confirm the warning to delete the student.
   

7. Click Done.