headmaster orientation part 2images.acswebnetworks.com/1/322/hmorientationpart2...headmaster...

4.29.2009

HeadMaster Orientation

Part 2

HeadMaster Orientation Part II -

Table of Contents

Before You Begin ...................................................................................................... 3 Post School Attendance ............................................................................................ 4 Class Attendance ....................................................................................................... 7 Setting up Grading Scales ......................................................................................... 7 Setting up Grading Periods ......................................................................................9 Setting up Subjects ................................................................................................. 10 Setting up Classes ................................................................................................... 12 Creating Student Schedules ................................................................................... 20 Posting Class Attendance ...................................................................................... 26 Using Check In/Out ............................................................................................... 30 Calculating Attendance ........................................................................................... 35 Data Entry Checklist .............................................................................................. 40


Before You Begin

Please have the following items completed before setting up classes and taking attendance:

Usernames and passwords for all HeadMaster and Classroom Manager users

Grade levels

School Information

Custom Fields (if needed)

Teachers

Staff

Student information

Homeroom Assignments

If you have one or more of the above items incomplete, please contact the ACS Technologies HeadMaster Training Department if you need assistance at [email protected] or call 1-800-669-2509.

mailto:[email protected]


Posting School Attendance

School Attendance is usually taken at the beginning of the day for the entire school. Then, you can edit the attendance as needed when students are tardy.

School attendance is based on the homeroom teacher.

To mark school attendance: Step 1. On the Home screen, click School Attendance.

When School Attendance opens, it displays the entire school enrollment. You can view the children for a specific teacher or grade level.

Step 2. Select a date.

Step 3. Mark students Absent, Tardy, Unexcused Absent, Unexcused Tardy, or Half Day.

You have two options for marking attendance: Option #1: Click the correct attendance code. Then double-click the student.

Option #2: Right-click on the student and select the correct attendance code.


Step 4. Add a Reason Code.

Reason codes enable you to track the reasons given for an absent or tardy mark. You can print an Attendance Detail report that lists dates and reasons given for the attendance mark.

Step 5. Click OK to save attendance or select another teacher or grade level.

You can enter attendance for any date. If you were unable to enter attendance from the day before, you can select the appropriate date and mark attendance.


To print attendance reports: Step 1. On the Home screen, click Reports.

Step 2. Click the “+” beside the Attendance book.

Step 3. Select a report. Step 4. Select sorting/filtering options. Step 5. Click Preview or Print.

Popular School Attendance Reports:

School Attendance Daily Absence: displays absences and tardies for the day.

School Attendance Detail: displays dates and reason codes for absences and tardies for a date range.

School Attendance Summary: displays totals for all attendance codes for a date range.


Class Attendance

Class Attendance involves more initial setup than School Attendance. The following sections will walk you through the necessary setup to track Class Attendance.

Setting up Grading Scales

HeadMaster enables you to set up different class structures such as a 1st grade class with multiple subjects. Before setting up subjects and classes, you need to set up your Grading Scales and Grading Periods. To set up Grading Scales:

HeadMaster allows for multiple grading scales. For example, you can add one for elementary, one for junior high, and one for senior high.

Step 1. On the Home screen, click Options.

Step 2. Click Grading Scales. Step 3. Click Create New. Step 4. Enter a name. Step 5. Click OK.


Step 6. Select Set as default (if applicable). Step 7. Click Add. Step 8. Enter Numeric, Letter Grade 1, Letter Grade 2, and Grade Points.

Numeric is the only grade that is required.

Repeat steps 7 and 8 until you have entered all of your grades.

To create another grading scale, repeat steps 3-8. Other Grading Options:


Setting up Grading Periods

To set up Grading Periods:

HeadMaster allows for multiple grading periods. For example, you can add one for elementary, one for junior high and one for senior high.

Step 1. On the Home screen, click Options.

Step 2. Click Grading Periods. Step 3. Click Create New (a new window opens). Step 4. Enter Grading Period Name. Step 5. Enter Number of Semesters. Step 6. Enter Number of Periods Per Semester. Step 7. Enter Number of Weeks Per Period. Step 8. Click OK.

You have the opportunity to rename and change the weight for each period.

To create more grading periods, repeat steps 3-8.


Setting up Subjects

Subjects have been set up to reflect those taught at Rivermont Schools.

To create Subjects: Step 1. On the Home screen, click Subjects.

Step 2. Click New.

Step 3. Enter a subject Code. Step 4. Enter Credits (if applicable). Step 5. Select how credits are earned.

Earn credits based on:

Year: A student is a taking a math class for one credit, the subject is set to earn the credit for the entire year. When you view this student’s total credits at the end of the 1st Semester, it will show one credit earned for the math class.

Semester/Quarter: A student is taking a math class for one credit; the subject is set to earn credit for Semester/Quarter. When you view this student’s total credits at the end of the 1st Semester, it will show .5 credits earned for the math class.

Step 6. Enter a Description. Step 7. Select a Grade Type: Numeric, Letter Grade 1, Letter Grade 2, Points,

Numeric/Letter Grade 1 or Numeric/Letter Grade 2.

Grade Type determines how the grade will print on the report card.


Step 8. Select other subject options. Step 9. Click OK.

To create more subjects, repeat steps 2-9.


Setting up Classes

To create classes with a single subject:

Single subject: typically high school or upper school classes. Students have a different teacher for each subject.

Step 1. On the Home screen, click Classes.

Step 2. Click New.

On the General tab: Step 3. Enter Class Name. Step 4. Enter Teacher. Step 5. Enter Secondary Teacher (not required). Step 6. Enter Grade Level. Step 7. Enter Course Number (not required). Step 8. Enter Capacity (maximum number of students allowed in the class). Step 9. Enter Location.


Step 10. Select Grading Period. Step 11. Select specific periods. (For example, a class only meets Semester 1. Clear the check

boxes for Semester 2 - 3rd and 4th 9 weeks, and Final Exam). Step 12. Select a Grading Scale. Step 13. Clear the check box if class is inactive (currently not being taught). Step 14. Clear the check box if you are not taking class attendance.


On the Subject tab: Step 1. Select the Subject.

Step 2. Enter a Section.

You must enter a section. Typically, section is used if you are teaching more than one section of the same class. If you only have one section of a class, enter a “1” or the grade level of the students being taught.

Step 3. Description: automatically populated when you select a subject and section

All other information regarding the subject is populated from prior entry of the subject.


On the Schedule tab: Step 1. Select the days the class is taught. Step 2. In the first day, enter a start and end time. (This will populate the times for the rest of

the days the class is taught.) Step 3. To save the class, click OK.

To create classes with multiple subjects:

Multiple subjects: typically used in elementary, lower, or primary school. Students have the same teacher for multiple subjects.


Step 2. Click New.


On the General tab: Step 3. Enter the Class Name. Step 4. Enter the Teacher. Step 5. Enter a Secondary Teacher (not required). Step 6. Enter the Grade Level. Step 7. Enter the Course Number (not required). Step 8. Enter the Capacity (maximum number of students allowed in the class). Step 9. Enter the Location.

Step 10. Select the Grading Period. Step 11. Select specific periods. For example, a class only meets during Semester 1. Clear the

check boxes for Semester 2 - 3rd and 4th 9 weeks, and the Final Exam). Step 12. Select Grading Scale. Step 13. Clear the check box if class is inactive (currently not being taught). Step 14. Clear the check box if you are not taking class attendance.


On the Subject tab: Step 1. Select the Subject.


Step 2. Enter a Section.

You must enter a Section. Typically Section is used if you are teaching more than one section of the same class. If you only have one section of a class, enter a “1” or the grade level of the students being taught.

Step 3. Description: automatically populated when you select a subject and section.

All other information regarding the Subject is populated from prior entry of the subject.

Step 4. To select another subject, click Select Subject.

Step 5. Select a subject. Step 6. Enter a Section. Step 7. Description: automatically populated when you select a subject and section


Step 8. Click OK.

To add other subjects to this class, use steps 4-6. On the Schedule tab: Step 1. Select the days the class is taught. Step 2. In the first day, enter a Start and End time. (This will populate the times for the rest

of the days the class is taught.) Step 3. To save the class, click OK.


Creating Student Schedules

To schedule multiple students: Step 1. On the Home screen, click Student Schedule.

Step 2. Select the scheduling option.

Option #1: Add one class or multiple classes to a single student or group of students.

Option #2: Add one class or multiple classes to an entire grade level.

Option #3: Add one class or multiple classes to the entire database.

For online training, we are using option #1.

Step 3. Click Next.

Step 4. Select the students you want to create schedules for (three options available).

Option #1: select multiple students by pressing and holding the Ctrl key.

Option #2: click Grade Level to sort student by grade level.

Option #3: Click a grade level. Then click the Filter Icon.



Step 5. Click Add. Step 6. Click Next.

Step 7. Select the classes you want to add to the student schedules (three options available).

Option #1: select multiple classes by pressing and holding the Ctrl key.

Option #2: click Grade Level to sort classes by grade level.

Option #3: Click a grade level. Then click the Filter Icon.


Step 8. Click Add. Step 9. Click Save.


Step 10. To continue adding classes, click Yes.

The selected classes are now added to the students’ schedules. To print multiple student schedules: Step 1. On the Home screen, click Reports.

Step 2. Click the “+” beside the Schedules book.

Step 3. Select Student Schedules. Step 4. Select sorting/filtering options.


Step 5. Click Print.

An example of a student schedule:


To create a schedule for an individual student:

You may have a student who transfers to your school mid-year. You can use the Student Schedule Assistant, or you can create the schedule through the student’s individual record.

Step 1. On the Home screen, click Students.

Step 2. Double-click the student’s record.

Step 3. Click the Schedule tab.

Step 4. Click Add.


Step 5. To select classes, click each class name you want to add. Step 6. Click Add. Step 7. Click Close.

Step 8. To view the schedule, click Preview. Step 9. To print the schedule, click Print.


Posting Class Attendance

With HeadMaster Plus, Pro and Classroom Manager, you can track class attendance. This mainly applies to upper grade students who switch teachers for each subject. To post Class Attendance: Step 1. On the Home screen, click Class Attendance.

Step 2. Select the appropriate date. Step 3. Click OK.

Step 4. Choose the class you want to post attendance for. Step 5. Mark students absent or tardy and record a reason code. Step 6. Click OK.


Mark class attendance using the seating chart.


Step 2. Select the class that you want to take attendance for. Step 3. Click Seating Chart.

Step 4. Click the Attendance icon.


Step 5. Click the student that is absent or tardy. (Click through until you find the appropriate attendance code)

Step 6. Click Close.

When you click Close, you will be asked to Save the Seating Chart and Save Attendance.

To access Class Attendance Reports:

Step 1. On the Home screen, click Reports.


Step 2. Click the “+” beside the Attendance book. Step 3. Choose the appropriate Class Attendance report.

Popular Class Attendance reports: Student Attendance Detail: displays absences and tardies by date per class

Student Attendance Summary: displays total absences and tardies by date range per class.


Using Check In/Out

With HeadMaster, you can also track attendance using Check In/Out. Check In/Out lets parents check in their children using an ID number or a barcode scanner. The date and time are recorded. You can print out reports for a specific date range with time totals for each child.

All children are given an ID number when their information is entered in HeadMaster Plus. To change the ID numbers, go to the individual child records on the General Tab.

To set up Check In/Out: Step 1. On the Home screen, click Options.

Step 2. Click Check In/Out. Step 3. Select Grace Period. Step 4. Enter Check In/Out Notes.

Check In/Out Notes are seen by all of the children as they check in. This can be used to display reminders or special announcements or events.

Step 5. Enter a Password.

The password allows you to restrict access to other features of HeadMaster Plus when the Check In/Out window displays.

Step 6. Select the check box to clear information.


Step 7. Click Attendance. Step 8. Enter attendance information. Step 9. Click Close.


To use Check In/Out: Step 1. On the Home screen, click Check In/Out.

Step 2. Parents/children can enter ID number or scan barcode.

Step 3. To return to HeadMaster, click Close and enter your password.

To print barcodes for the children: on the Home screen, click Reports, and then double-click List. Print Student ID Badges. You can purchase a barcode scanner from the ACS Technologies Central Services Department: http://www.acstechnologies.com/services/forms_supplies


To Mass Check In/Out children: Step 1. On the Home screen, click Check In/Out Maintenance.

Step 2. Click Mass Check In/Out. Step 3. Click Mass Check In.

Step 4. Enter a Check In Time. Step 5. Select the children you want to check in. Step 6. Click OK.

To Mass Check Out children, repeats steps 2-6 and select Mass Check Out.


To view total Check In/Out times: Step 1. On the Home screen, click Reports.

Step 2. Click the “+” beside the List book.

Step 3. Click Automated Student Check In/Out List. Step 4. Select sort/filter options. Step 5. Enter date range if necessary. Step 6. Click Preview or Print.

Please be patient with this report. It takes a few moments to calculate all of the times.


Calculating Attendance

To calculate attendance:

Once you have calculated Attendance, School Attendance totals can be viewed on the individual Student Record and Class Attendance totals can be viewed in the grade book.

Step 1. On the Home screen, click Calculate Grades and Attendance.

Step 2. Select Perform calculations for all students or Perform calculations for a single grade level.

Step 3. Click Next.

Step 4. Select the items you would like to calculate.


Step 5. Click Next.

Step 6. Select Auto (From post attendance). Step 7. Click Next.


Step 8. Click Calculate.

Step 9. Click OK.

Grades and attendance are calculated. Now you can view attendance totals on the individual student record as well as the grade book.


Viewing Attendance

Apart from the many attendance reports, you can also view School Attendance at a glance. You have two options for viewing: Option #1: On the Student List, display absences and tardies. Option #2: In the individual Student record, click the Student tab. To set up Option #1: Step 1. On the Home screen, click Students.

Step 2. On the student grid, right-click and select Customize.


Step 3. Click, drag and drop the Absences and Tardies headers.

Your grid should look like this:


Data Entry Check List

Use this list to check that you have entered all necessary information to move on to your live portion of the orientation with a Certified HeadMaster Trainer. If, at anytime, you have questions during your data entry, please email the ACS Training Department at [email protected] and enter HeadMaster Orientation Questions in the Subject field. Completed HeadMaster Feature Completion Date Set up Grading Scales Set up Grading Periods Set up Subjects Set up Classes Enroll Students in Classes

mailto:[email protected]

headmaster orientation part 2images.acswebnetworks.com/1/322/hmorientationpart2...headmaster...

Documents