Open Admin FAQ

1. How do I transfer student demographic information from one school in the division to another?

   If the system is configured so that all schools are on the same server (the normal scenario), then do the following:

   • Locate the local student number of the withdrawn student in the other school. This may be found by looking at the report called: "Withdrawn Students - Division" which lists all withdrawn students within all schools in the division. The student must be withdrawn from the other school.
   • Enter this local student number in the normal fashion for enrolling or withdrawing students. (ie. in the blank box just over the Enter/Withdraw button) and press the "Enter/Withdraw" button.
   • On the new screen, (which should list the student's name correctly), click the button "Enrol Student" to transfer his/her demographic data to the local student table.

2. How do I enter student demographic records from the same family without having to retype much of the same information?

   When at the confirmation screen for the first family member (where is says that the record has been successfully stored), just press the back button on your browser to go back one screen and edit the onscreen form for the next family member, changing only those fields that are required.

   This may be done for as many family members as necessary. This works successfully since the new student number is only added at the final step while saving the record.

3. How do I print out the attendance records of students that have withdrawn ?

   On the attendance page, choose the Student Profiles Report. This will report on All (withdrawn or not) that have attendance records in the system. View the report and then use the search function (binocular icon) to find the record of the student you are interested in.

4. How do I add a teacher for a multi-graded classroom?

   The smallest grouping of students is defined by their classroom and grade in the demographics records.

   A multigraded class would have student records with the same class field (ie. FL5/6) but with some records having different grade values (some have 5 in grade and some have 6). The smaller grouping in this situation is the grade.

   The opposite situation, where there are multiple grade 5 classrooms, would have student records with classroom fields differing (FL5 and GH5) but have the same grade fields (grade 5). The smaller grouping in this situation is the class.

   There should be a teacher assigned to the smallest grouping in the school. Teachers, particularly in the elementary and middle grades, usually have the bulk of their teaching in a single classroom. As a result teachers are normally assigned to that particular classroom. This is done by entering a value in the class field in the teacher's record. Subject specialists (that don't teach one particular class) normally would have a blank class field. (and only a single record in the teacher table)

   Therefore for one teacher teaching in one class you only need one entry in the teacher table with the class field filled in.

   However, if a teacher, Ms. Smith, teaches a combined 5/6/7 classroom (which would be difficult!) which was called "smi567", you would need one entry in the teacher table for each grade (which is the smallest grouping of students). Miss Smith would have 3 entries, one for each of the grade groupings in her class.

   Another approach is the "virtual classroom" approach. You "split" the classroom into several virtual classrooms (which isn't necessary) and name them "smi5", "smi6", and "smi7", then a teacher record would be required for each of the virtual classrooms. It would also cause other problems since how would you generate reports for the entire, real classroom? This approach is not recommended.

5. How do I enter teachers for a job-shared classroom? (i.e. more than one teacher in a classroom).

   Simply enter one teacher record for each teacher in that classroom. If two teachers teach in that room, then this classroom will have two teacher records. As a result, they will both appear as homeroom teachers on the report card.