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1 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. The Raiser s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute, RE:Volunteer, RE:Zip, and Blackbaud are registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. EA6-Registrar sofficecourses,courserequests,andschedulingguide

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3 Registrar s Office Courses, Course Requests, and Scheduling Guide REGISTRAR S OFFICE OVERVIEW Registrar s Office Modules Documentation for Education Administration List of Guides Education Administration Guides Education Administration Installation Guide Education Administration Program Setup Guide Education Administration Housekeeping and Import Guide Education Administration Crystal Reports Guide Crystal Reports 6.0 User s Guide Admissions Office Guides Admissions Office Records Management and Fast! Guide Admissions Office Mail, Query, and Export Guide Registrar s Office Guides Registrar s Office Records Management Guide Registrar s Office Mail, Query, and Export Guide Registrar s Office Courses, Course Requests, and Scheduling Guide Registrar s Office Grades, Report Cards, and Transcripts Guide Registrar s Office Attendance Guide Faculty Access Guides Faculty Access Administration Guide Faculty Access User s Guide NetClassroom Guide NetClassroom Administration Guide Online Resources Documentation Conventions Special Keys Navigating in Registrar s Office Parts of the Registrar s Office Screen Title Bar Menu Bar Toolbar Status Bar Registrar s Office Toolbar Common Toolbar Buttons Records Management Toolbar Buttons Query Toolbar Buttons Common Buttons

4 Using Shortcut Menus Sorting Grid Information by Column Heading Tabs Tables Multiple Module Support Year 2000 Compliance Common Screens Print Setup Screen Field Characteristics Screen Search Screen Interpreting Warning Messages Setting the Academic Year Screen COURSES Courses Preferences Field Characteristics Establishing Defaults Establishing a Course Record Important Notes about Defining Course Records Course Tab Grading Tab Scheduling Tab Meetings Tab Resources Tab Opening Records Copying a Course Record Entering Grading and Skill Information Course Meeting Restrictions Entering Resources Entering Billing Information Establishing Prerequisites Establishing Corequisites Viewing Course Classes Viewing Students Enrolled in Classes of a Course COURSE REQUESTS Preparing to Assign Course Requests Assigning Course Requests Course Request Exceptions Course Request Priority Any Available Term Requests Alternate Course Requests Course Records Student Status How End of Year Processing Affects Course Request Assignment and Scheduling 66 Course Request Assignment Scheduling Course Requests Preferences Selecting an Academic Year Entering Requests by Course Entering Requests by Student Assigning Core Curriculum Requests

5 Generating a Course Request Tally Generating a Conflict Matrix DATA ENTRY SCANNING COURSE REQUESTS The Scanning Process Printing Scanning Form Verification Posting Scantron Form for Course Requests Form Recommendations Course Requests I Form Setting Up Your Data Entry Scanning System Printing, Viewing, and Deleting Scantron Forms Scanning, Verifying, and Posting Information SCHEDULING Scheduling Checklist Master Schedule Tips Stand-in Courses for Consecutive Meeting Times in a Term (Piggybacking within a term) Stand-in Courses Across Terms (Piggybacking across terms) Setting Up an Audited Course Setting Up Overlapping Meeting Times and Lunch Scheduling Teachers in More than One Timetable Assigning More than One Class to the Same Room and the Same Teacher at the Same Time Evaluating Unfulfilled Course Requests Reasons, Reports, and Resolutions Reports to Evaluate Unfulfilled Course Requests Reports in Scheduling: Load Master Schedule Control Report Reports in Reports: Potential Student Schedules, Print Master Schedule, Rooms List, Classes Created, Course Waiting List, and Student Requests Reports in Course Requests: Course Request Tally Scheduling Preferences Specifying a Scheduling Year Creating Classes Editing Classes Create Master Schedule View Master Schedule Edit Class Timetable Load Master Schedule Edit Student Schedule Copying a Scheduling Year Saved Scheduling Years Clear Student Schedules Withdraw and Drop in Scheduling, Grades, Report Cards and Transcripts, and Attendance REPORT BASICS

6 List of Registrar s Office Reports Action Reports Attendance Reports Course/Class Reports Conduct Reports Grade Reports Request Reports Scheduling Reports Student Reports Faculty/Staff Reports Miscellaneous Reports Reports Preferences Creating a Report Previewing and Printing a Report Exporting and ing a Report Creating an Output Query Frequently Used Terms COURSE/CLASS REPORTS Class Enrollment Summary Class Roster Course Catalog Course Roster REQUEST REPORTS Conflict Matrix Course Requests Course Request Tally Potential Classes Report Potential Conflict Report Potential Student Schedules Student Requests SCHEDULING REPORTS Alternate Periods Report Class Assignments Class Information Classed Created Report Conflict Reports Course Resource Report Course Waiting List Free in a Period Report Free Periods Tallies Periods Free Report Print Master Schedule Print Schedules INDEX

7 Registrar s Office Overview Contents Registrar s Office Modules Documentation for Education Administration List of Guides Education Administration Guides Education Administration Installation Guide Education Administration Program Setup Guide Education Administration Housekeeping and Import Guide Education Administration Crystal Reports Guide Crystal Reports 6.0 User s Guide Admissions Office Guides Admissions Office Records Management and Fast! Guide Admissions Office Mail, Query, and Export Guide Registrar s Office Guides Registrar s Office Records Management Guide Registrar s Office Mail, Query, and Export Guide Registrar s Office Courses, Course Requests, and Scheduling Guide Registrar s Office Grades, Report Cards, and Transcripts Guide Registrar s Office Attendance Guide Faculty Access Guides Faculty Access Administration Guide Faculty Access User s Guide NetClassroom Guide NetClassroom Administration Guide Online Resources Documentation Conventions Special Keys Navigating in Registrar s Office Parts of the Registrar s Office Screen Title Bar Menu Bar Toolbar Status Bar Registrar s Office Toolbar Common Toolbar Buttons Records Management Toolbar Buttons Query Toolbar Buttons

8 2 CHAPTER 1 Common Buttons Using Shortcut Menus Sorting Grid Information by Column Heading Tabs Tables Multiple Module Support Year 2000 Compliance Common Screens Print Setup Screen Field Characteristics Screen Search Screen Interpreting Warning Messages Setting the Academic Year Screen

9 R EGISTRAR S OFFICE OVERVIEW 3 In Registrar s Office, you can use the program modules to organize and automate the registrar s office. For example, using Registrar s Office, you can: Record and track information about students, student relations, faculty/staff members, and organizations. Define grading and skill information for courses offered. Design each academic year s master schedule. Schedule students into sections of courses. Award grades and skill ratings. Calculate GPAs, Honors, and Rank. Track student attendance. Track student conduct. Print report cards and transcripts. Prepare labels/envelopes and letters. Registrar s Office Modules Configuration. In Configuration, you define core components of the database. You set up academic years, days, terms, periods, timetables, scheduling patterns, and common periods. You establish duplicate criteria; select the word processor and spreadsheet packages to interface with the program; set student, faculty/staff, organization, action, course, and room attributes; define addressees and salutations; set up core curriculum templates; define attendance and conduct codes; establish international settings; enter table entries; and establish program security. Utilities and Housekeeping. In Utilities and Housekeeping, you perform program housekeeping functions to maintain the database. You can monitor system statistics, import data, perform end of year processing, globally change student records, globally delete actions, and locate duplicate records. Using the Mark Records for Academy wizard, you can globally mark records to be added to The Raiser s Edge or Student Billing by Academy Manager. Records Management. In Records Management, you maintain detailed records for students, student relations, faculty/staff members, and organizations. You store biographical, medical, financial aid, education, employment, test score, relation, and activities and conduct information. You assign student, faculty/staff, and organization actions; store information as categorized attributes, such as special interests or awards; and enter notes in free-form text. You can attach electronic media objects to records, such as scanned newspaper clippings, photos, and video and audio clips. You can view courses, grades, scheduling, and attendance information for students. For each student, you can view a detailed Status Log, including how, when, and why a status was changed and who changed it. Courses. In Courses, you define course records, document each course s grading and skills criteria, corequisites, prerequisites, class size, meeting restrictions, and priority teachers and rooms. Attendance. In Attendance, you record and display attendance information for students. You can enter attendance by day, cycle, class, or student.

10 4 CHAPTER 1 Course Requests. In Course Requests, you enter course requests for use in Scheduling. You can enter requests by student, course, and group. You can check for request exceptions, assign requests for alternate courses, and view the Course Request Tally and Conflict Matrix Report. Scheduling. In Scheduling, you create the master schedule for each timetable in each academic year, automatically or manually, by creating classes for courses, assigning classes to meeting times, and assigning teachers and rooms to the classes. After you establish each master schedule, you can automatically or manually enroll students in classes. The optional modules Create Master Schedule and Load Master Schedule can significantly reduce the time you spend scheduling each year. For more information about obtaining Create Master Schedule and Load Master Schedule, contact us at Each year before scheduling, review the following sections in the Scheduling chapter of the Registrar s Office Courses, Course Requests, and Scheduling Guide: Scheduling Checklist, Master Schedule Tips, Evaluating Unfulfilled Course Requests, Reports to Evaluate Unfulfilled Course Requests, Create Master Schedule, and Load Master Schedule. Grades. In Grades, you record grades and skill ratings for students. You define marking columns, skills, translation tables, GPAs, honors, ranks, and course average calculations. After performing initial setup in Grades and Courses and enrolling students in classes in Scheduling, you can enter current grades and skill ratings in Grades. You can also enter historic grade information for courses taken at your school and other schools. Query. In Query, you create and save queries to group records meeting criteria you define. You can use these queries throughout Registrar s Office. To create a query, you establish the criteria for the records to include. The program locates all records matching the criteria. For example, create a query of all students in the fourth grade. You can use this group when creating mailings specific to fourth graders. To create letters and reports, export the information for use in another program, such as a word processor. Export. In Export, you extract data from Registrar s Office to send to another program, perhaps to a word processor for mailings or to a spreadsheet program for further analysis. You select the fields to export, indicate the records from which the program extracts data, and select a format for the data. You can save each export s settings for future use. You can print a control report to document the name of each exported field, the order in which the fields are exported, and the name and location of the export file. You can export in the data formats of *.csv, *.dat, *.doc, *.rtf, *.wks, and *.xls, among others. Report Cards and Transcripts. In Report Cards and Transcripts, you select the information to display on students report cards and transcripts. You set parameters for addresses, courses, attendance, conduct, activities, and notes. You can print standard report cards and transcripts in landscape or portrait layout and you can change fonts and font sizes. You can create custom report cards and transcripts by exporting to Crystal Reports for Blackbaud. For information about Crystal Reports for Blackbaud, see the Education Administration Crystal Reports Guide and the Crystal Reports 6.0 User s Guide.

11 R EGISTRAR S OFFICE OVERVIEW 5 Mail. Mail provides a central location for all correspondence and other mailings. You can print labels/envelopes and prepare letters for students, student relations, faculty/staff members, and organizations. You can create data files to merge with documents set up in a word processing program. As part of action letter processing in Mail, you can mark actions as complete in Records Management and add a completion date. Reports. Reports provides many standard reports to analyze conduct, action, attendance, grades, course request, and status history information, print students and teachers schedules, print the master schedule, and create enrollment directories. In each report, you select parameters to define the output. You can include all or selected records in the report results. Some reports offer the option to create an output query of the records processed. You can use output queries in other modules. Documentation for Education Administration The user guides consist of Education Administration, Admissions Office, Registrar s Office, Faculty Access, and NetClassroom guides. Each Education Administration, Admissions Office, and Registrar s Office user guide includes an overview chapter, outlining each program module and guide. The user guides also include chapters that provide step-by-step procedures. Reports. You can review descriptions and examples of reports in the related user guide. For example, the Admissions Office Records Management and Fast! Guide includes chapters about Action, Checklist, Miscellaneous, and Statistical reports. The Registrar s Office Attendance Guide lists all Attendance reports. Create Master Schedule, Load Master Schedule, Gradebook, and Data Entry Scanning. You can find information about the optional modules Create Master Schedule, Load Master Schedule, Gradebook, and Data Entry Scanning included in the related guide. For example, turn to the Scheduling chapter of the Registrar s Office Course, Course Requests, and Scheduling Guide for information about Create Master Schedule and Load Master Schedule. Read about scanning grades with Data Entry Scanning in the Registrar s Office Grades, Report Cards, and Transcripts Guide. Faculty Access. You can find information about the optional module Faculty Access and the components Faculty Access for the Web and Faculty Access for Windows in the Faculty Access Administration Guide and the Faculty Access User s Guide. NetClassroom. You can find information about installing and setting up the optional module NetClassroom in the NetClassroom Administration Guide. List of Guides You can find program information in the Education Administration, Admissions Office, Registrar s Office, Faculty Access, and NetClassroom guides.

12 6 CHAPTER 1 Education Administration Guides Education Administration Installation Guide Education Administration Program Setup Guide Education Administration Housekeeping and Import Guide Education Administration Crystal Reports Guide Crystal Reports 6.0 User s Guide Admissions Office Guides Admissions Office Records Management and Fast! Guide Admissions Office Mail, Query, and Export Guide Registrar s Office Guides Registrar s Office Records Management Guide Registrar s Office Mail, Query, and Export Guide Registrar s Office Courses, Course Requests, and Scheduling Guide Registrar s Office Grades, Report Cards, and Transcripts Guide Registrar s Office Attendance Guide Faculty Access Guides Faculty Access Administration Guide Faculty Access User s Guide NetClassroom Guide NetClassroom Administration Guide Education Administration Guides For information about installation, program setup, housekeeping, import, and Crystal Reports for Blackbaud, see the Education Administration guides. Education Administration Installation Guide Who It s For. The Education Administration Installation Guide is for the System Administrator and the Information Technology contact. What s Inside. The Education Administration Installation Guide provides complete instructions for installing Admissions Office, Registrar s Office or Admissions and Registrar s Office and instructions for both manual and automatic startup and shutdown of the database. The chapters are Pre-installation, Installation, Post-installation, Configuring Multiple Blackbaud SQL Anywhere Databases, and Auto Installation Setup. To find detailed system recommendations, visit our Web site at From the menu bar, select Support, Documentation. Select System Recommendations.

13 R EGISTRAR S OFFICE OVERVIEW 7 Education Administration Program Setup Guide Who It s For. The Education Administration Program Setup Guide is for the System Administrator, users involved with the setup of the database and the optional module Gradebook, users who configure and maintain security, and users responsible for adding, editing, or deleting: Addressee/salutations (Addr/Sal tab). Academic years (Acad Year tab). Attributes (Attributes tab). Conduct types (Conduct tab). Core curricula (Core tab). Country records (Int l tab). Duplicate criteria (Dup Criteria tab). Letters (Letters tab). User name preferences (Prefs tab). Room records (Rooms tab). Tables (Attributes tab). Table entries (Tables tab). Tracks (Tracks tab). What s Inside. The chapters of the Education Administration Program Setup Guide are Education Administration Overview, Admissions Office Program Setup, Admissions Office Configuration, Registrar s Office Program Setup, Registrar s Office Configuration, and Gradebook Setup. This manual is your setup guide. For example, the Education Administration Overview chapter explains Education Administration terminology, common toolbar buttons, and use of the Search screen. The Admissions Office Program Setup and Registrar s Office Program Setup chapters provide detailed step-by-step instructions. The Admissions Office Configuration and Registrar s Office Configuration chapters present clear, thorough information about defining security users and groups, creating attributes, establishing duplicate criteria, adding tables and table entries, defining academic years and terms, and setting user preferences. The Gradebook chapter provides an administrator s view of this optional module. For information about Gradebook, see the Registrar s Office Grades, Report Cards, and Transcripts Guide.

14 8 CHAPTER 1 Education Administration Housekeeping and Import Guide Who It s For. The Education Administration Housekeeping and Import Guide is for the System Administrator, users importing data, and users responsible for running System Statistics, Duplicate Applicant Report, Duplicate Student Report, Duplicate Relation Report, Global Change Facility, Global Delete Facility, End of Year Processing, Mark Records for Academy, and Promote Relations. What s Inside. The chapters of the Education Administration Housekeeping and Import Guide are Education Administration Overview, Admissions Office Utilities and Housekeeping, Registrar s Office Utilities and Housekeeping, Import Basics, Import Admissions Office, Import Registrar s Office, and Import Admissions and Registrar s Office. Review this guide for information about processing system statistics, running the Duplicate Applicant Report, Duplicate Student Report, and Duplicate Relation Report, using the Global Change Facility and Global Delete Facility, globally promoting students with the End of Year Processing wizard, marking records for Academy Manager, and importing data to create new records or update existing records. Education Administration Crystal Reports Guide Who It s For. The Education Administration Crystal Reports Guide is for users creating custom reports using Crystal Reports for Blackbaud. What s Inside. The Education Administration Crystal Reports Guide consists of step-by-step tutorials to walk you through the creation of custom reports, report cards, and transcripts using Crystal Reports for Blackbaud. The chapters are Introduction to Crystal Reports for Blackbaud, Custom Report Tutorial, Custom Report Card Tutorial, Custom Transcript Tutorial, and Finishing Touches Tutorial. Crystal Reports 6.0 User s Guide Who It s For. The Crystal Reports 6.0 User s Guide is for users creating custom reports using Crystal Reports for Blackbaud. What s Inside. The Crystal Reports 6.0 User's Guide is published by Crystal Decisions (formerly Seagate). Its chapters include information about basic report design, adding and linking multiple tables, and inserting page headers and footers. Admissions Office Guides Turn to the Admissions Office guides for information about applicant records, mailings, queries, and exports.

15 R EGISTRAR S OFFICE OVERVIEW 9 Admissions Office Records Management and Fast! Guide Who It s For. The Admissions Office Records Management and Fast! Guide is for users responsible for: Adding, editing, and maintaining applicant, applicant relation, faculty/staff, organization, and organization contact records. Adding applicant records with Fast!. Assigning actions and attributes to individuals. Recording financial aid information. Entering education, employment, and medical information. Assigning and tracking the status of checklist items. Running Action, Checklist, Miscellaneous, and Statistical reports. What s Inside. The chapters of the Admissions Office Records Management and Fast! Guide are Admissions Office Overview, Records Management Basics, Records Management Applicants, Records Management Faculty/Staff, Records Management Organizations, Fast!, Report Basics, Action Reports, Checklist Reports, Miscellaneous Reports, and Statistical Reports. Use this guide for step-by-step instructions for entering, maintaining, and tracking information on records, locating duplicate records, linking applicant and relation records, and adding actions, checklist items, and tracks to applicant records with Global Add. The Admissions Office Records Management and Fast! Guide also provides information about setting up tracks to automatically update applicants statuses and automatically assign the next track in the admissions process, using features in Records Management, Fast!, Query, Utilities and Housekeeping, Mail, and Reports as you track applicants from inquiry to enrollment, using the Accept, Enroll, and Mark for Re-Enrollment wizards, printing checklist letters from an applicant s record, and running reports related to Records Management functions. Admissions Office Mail, Query, and Export Guide Who It s For. The Admissions Office Mail, Query, and Export Guide is for: Users preparing correspondence for applicants, applicant relations, faculty/staff, organizations, or organization contacts (Mail). For example, print checklist letters for a group of applicants. Users needing to group records based on specific criteria (Query). For example, create a query of all applicants with the status Pending in Query and open the group of records in Records Management using File, Group. Users responsible for extracting information from the database for use in other applications (Export). For example, export data for processing or formatting in Excel, Word, or Crystal Reports for Blackbaud. What s Inside. The chapters of the Admissions Office Mail, Query, and Export Guide are Admissions Office Overview, Mail, Query, and Export. This guide provides instructions for printing envelopes and labels, preparing action, checklist, and Quick letters, creating and merging queries, and creating exports.

16 10 CHAPTER 1 Registrar s Office Guides Turn to the Registrar s Office guides for information about student records, mailings, queries, exports, course records, course requests, scheduling, grades, report cards, transcripts, and attendance. Registrar s Office Records Management Guide Who It s For. The Registrar s Office Records Management Guide is for users responsible for: Adding, editing, and maintaining student, student relation, faculty/staff, organization, and organization contact records. Assigning actions and attributes to individuals. Tracking conduct. Recording financial aid information. Entering education, employment, and medical information. Assigning and tracking the status of conduct items. Running Action, Conduct, Faculty/Staff, Miscellaneous, and Student reports. What s Inside. The chapters of the Registrar s Office Records Management Guide are Registrar s Office Overview, Records Management Basics, Records Management Students, Records Management Faculty/Staff, Records Management Organizations, Report Basics, Action Reports, Conduct Reports, Faculty/Staff Reports, Miscellaneous Reports, and Student Reports. Use this guide for step-by-step instructions for entering and maintaining records, locating duplicate records, linking student and relation records, using Global Add, printing conduct letters from a student s record, and running reports related to Records Management functions. Registrar s Office Mail, Query, and Export Guide Who It s For. The Registrar s Office Mail, Query, and Export Guide is for: Users preparing correspondence for students, student relations, faculty/staff, organizations, or organization contacts (Mail). For example, print conduct letters for a group of students. Users needing to group records based on specific criteria (Query). For example, create a query of all students with the status Awaiting Contract in Query and open the group of records in Records Management using File, Group. Users responsible for extracting information from the database for use in other applications (Export). For example, export data for processing or formatting in Excel, Word, and Crystal Reports for Blackbaud. What s Inside. The chapters of the Registrar s Office Mail, Query, and Export Guide are Registrar s Office Overview, Mail, Query, and Export. This guide provides instructions for printing envelopes and labels, preparing conduct, attendance, action, and Quick letters, creating and merging queries, and creating exports.

17 R EGISTRAR S OFFICE OVERVIEW 11 Registrar s Office Courses, Course Requests, and Scheduling Guide Who It s For. The Registrar s Office Courses, Course Requests, and Scheduling Guide is for users responsible for: Setting up and maintaining course records (Courses). Assigning course requests (Course Requests). Creating the master schedule, assigning classes to teachers and rooms, enrolling students in classes (Scheduling). Running Course/Class, Request, and Scheduling reports (Reports). What s Inside. The chapters of the Registrar s Office Courses, Course Requests, and Scheduling Guide are Registrar s Office Overview, Courses, Course Requests, Scanning Course Requests, Scheduling, Report Basics, Courses Reports, Course Requests Reports, and Scheduling Reports. The Scheduling Checklist in the Scheduling chapter presents detailed instructions to prepare for and implement both automated and manual scheduling. It outlines each step in the scheduling process from setting up the academic year to analyzing conflict reports after scheduling to printing schedules. The Master Schedule Tips section in the Scheduling chapter explains how to set up piggybacked courses, define audited courses, create periods to accommodate overlapping meeting times, prevent conflicts when scheduling teachers in more than one timetable, and assign more than one class to the same room and the same teacher at the same time. The Evaluating Unfulfilled Course Requests section in the Scheduling chapter outlines master schedule situations which cause unfulfilled course requests and defines the reports to review and the steps to take to increase the number of students fulfilled course requests. The Scheduling chapter includes information about the optional modules Create Master Schedule and Load Master Schedule. Registrar s Office Grades, Report Cards, and Transcripts Guide Who It s For. The Registrar s Office Grades, Report Cards, and Transcripts Guide is for users responsible for: Setting up and maintaining translation tables; honors categories; and GPA, honors, rank, set, and course average calculations. Entering grades. Running grades reports. Printing report cards and transcripts or exporting from Report Cards and Transcripts to create custom report cards/transcripts using Crystal Reports for Blackbaud.

18 12 CHAPTER 1 What s Inside. The chapters of the Registrar s Office Grades, Report Cards, and Transcripts Guide are Registrar s Office Overview, Grades, Lower School Skills and Scheduling, Gradebook Grades, Scanning Grades, Report Cards and Transcripts, Custom Report Cards and Transcripts, Report Basics, and Grades Reports. Read the Grades chapter for information about grades and skill entries, establishing translation tables, defining GPA, honors, rank, set, and course average calculations, entering historical grades, and running grades reports. See the report cards and transcripts chapters for information about creating standard and custom report cards and transcripts. Registrar s Office Attendance Guide Who It s For. The Registrar s Office Attendance Guide is for users responsible for entering attendance and running Attendance reports. What s Inside. The chapters of the Registrar s Office Attendance Guide are Registrar s Office Overview, Attendance, Scanning Attendance, Report Basics, and Attendance Reports. Read this guide for information about manual and scanned attendance entries, tracking and reporting attendance taken, globally adding and globally deleting attendance, and running reports related to Attendance. Faculty Access Guides To learn about the optional module Faculty Access, see the Faculty Access Administration Guide and Faculty Access User s Guide. Faculty Access Administration Guide Who It s For. The Faculty Access Administration Guide is for users responsible for: Planning the implementation of Faculty Access for Windows and Faculty Access for the Web. Determining security rights for Faculty Access users. Planning network security for Faculty Access for the Web. Installing Faculty Access for the Web and setting up security privileges. Granting access to academic years and marking columns in Faculty Access for the Web. Controlling grading scales and marking column calculations in Faculty Access for the Web. Entering administrative announcements for faculty. Running the Post from Web utility in Utilities and Housekeeping in Registrar s Office. Troubleshooting Faculty Access for the Web.

19 R EGISTRAR S OFFICE OVERVIEW 13 What s Inside. The chapters of the Faculty Access Administration Guide are Introduction to Faculty Access, Implementing Faculty Access for Windows, Implementing Faculty Access for the Web, Planning User Rights, Supervisor Setup in Faculty Access for the Web, Post from Web Utility, and Tips and Troubleshooting. Read this guide for information about: Implementing Faculty Access. Planning teacher, advisor, and school administrator user rights for Faculty Access for Windows and Faculty Access for the Web. Modules and functions available in Registrar s Office for Faculty Access for the Windows users. Installation and security considerations for Faculty Access for the Web. Installation instructions for Faculty Access for the Web. Setting up security privileges for Faculty Access for the Web on your server. Granting teachers access to academic years and marking columns in Faculty Access for the Web. Setting up grading scales for assignment grades in Faculty Access for the Web and controlling whether teachers are required to use supervisor-defined grading scales or can create their own. Setting up marking column calculations in Faculty Access for the Web and controlling whether teachers are required to use supervisor-defined marking column calculations or can create their own. Copying grading scales and marking column calculations from one academic year to another academic year. Entering administrative announcements for faculty to view on their Faculty Access for the Web Home pages. Running the Post from Web utility to transfer marking column grades, comments, and skill ratings from Faculty Access for the Web to Grades in Registrar s Office. Faculty Access User s Guide Who It s For. The Faculty Access User s Guide is for teachers, advisors, and school administrators. The guide contains information about accessing student information, setting up gradebooks, entering grades and attendance, and running reports in Faculty Access for the Web. This guide also lists the default modules and functions available in Registrar s Office to Faculty Access for Windows users, but you should see the applicable Registrar s Office user guide for information about each module and function. What s Inside. The chapters of the Faculty Access User s Guide are Introduction to Faculty Access, Getting Started with Faculty Access for the Web, Students in Faculty Access for the Web, Gradebook in Faculty Access for the Web, Attendance in Faculty Access for the Web, and Reports in Faculty Access for the Web. Read this guide for information about using Faculty Access for the Web, including:

20 14 CHAPTER 1 Setting preferences. Accessing student information, depending on whether you are a teacher, advisor, or administrator. Setting up grading scales for assignment grades. Defining marking column calculations. Assigning marking column calculations. Copying grading scales and marking column calculations and associations from one academic year to another academic year. Defining categories of assignments. Adding assignments. Copying categories and assignments. Using categories and assignments to help determine skill ratings. Awarding extra credit. Entering assignment grades and comments. Entering marking column grades, comments, and skill ratings. Entering attendance. Using skills to track class attendance totals. Running the Progress Report. Running the Missing Assignments Report. NetClassroom Guide For information about the optional module NetClassroom, see the NetClassroom Administration Guide. NetClassroom Administration Guide Who It s For. The NetClassroom Administration Guide is for users responsible for planning the installation and implementation of NetClassroom, planning network security for NetClassroom, and setting user rights in NetClassroom. What s Inside. The chapters of the NetClassroom Administration Guide are Introduction to NetClassroom, Installing NetClassroom, and Setting Up NetClassroom. Read this guide for information about: Installation and security considerations for NetClassroom. Implementing NetClassroom. Creating a customized heading and message for NetClassroom. Granting access to academic years and marking columns in NetClassroom. Enabling options for students and their relations in NetClassroom. Educating teachers, students, and relations about NetClassroom.

21 R EGISTRAR S OFFICE OVERVIEW 15 Online Resources Frequently Asked Questions. In any program module, select Help, Frequently Asked Questions to find fast answers to common questions. Quick Reference. In any program module, select Help, Quick Reference to view a list of recommended setup and maintenance documentation. To open a user guide online and review or print information about a topic, click a link. User Guides. The user guides are included on the installation CD-ROM and install on a workstation as part of the program. The user guides are formatted using the Portable Document Format (PDF) created by Adobe Acrobat. You must have Adobe Acrobat Reader installed on the computer to read the user guides. If you do not have Acrobat Reader, you can install it as part of the Admissions Office installation procedure. In any program module, select Help, User Guides to open the applicable user guide. In any guide, you can click the Welcome bookmark to open a page with links to all the guides. Documentation Conventions Each user guide includes visual clues. Format Denotes Bold Italics Bold Italics SMALL CAPS Bold indicates options, field names, frame titles, column headings, and buttons. For example, Applicant ID is a field name, Applicants to Include is a frame, and OK is a button. Italics indicate module names. For example, Configuration, Records Management, Query, and Export are module names. Bold Italics indicate a Blackbaud program name. For example, Admissions Office, Registrar s Office, and Admissions and Registrar s Office are program names. SMALL CAPS indicate a key on the keyboard. For example, INSERT and DELETE are keyboard keys. Special Keys To speed data entry throughout Registrar s Office, you can use shortcut keys. When a shortcut key is available, the status bar at the bottom of the open window lists the key name. The ENTER key (or RETURN key) is marked by a hooked arrow pointing down and to the left. On some keyboards the word Enter is also printed on the key. You can use this key to indicate the entry of a command, field, or data is complete. You can set program preferences in Configuration so this key moves the cursor forward to the next field.

22 16 CHAPTER 1 Two arrows pointing in opposite directions and/or the word Tab on the key usually mark the TAB key. You can use TAB to indicate the entry of a command, field, or data is complete. Press this key to move the cursor forward to the next field. To move the cursor back one field, press the SHIFT and TAB keys at the same time. A large left-facing arrow or the word Backspace on the key marks the BACKSPACE key. You can use this key to move the cursor back one character, deleting the character. To place the cursor at the beginning of a field, press the HOME key. To place the cursor at the end of a field, press the END key. To remove the selected characters, entry, or row(s), Press the DELETE key. To activate online Help, press the F1 key. You can press this key anywhere in the program to access context-sensitive Help. To insert the current date in date fields, press the F3 key. If a message on the status bar indicates a default is assigned to the field, you can insert the default value by pressing F3. To activate Table Lookups, press the F7 key. This key also activates a calendar in date fields and a calculator in currency fields. With the SHIFT key, you can select more than one item in a list. To select consecutive items, select the first item, then press and hold SHIFT while selecting the last item. With the CONTROL key, you can select more than one item in a list. To select items not in consecutive order, select the first item, then press and hold CTRL while selecting the next item. Navigating in Registrar s Office Understanding the basic screen in Registrar s Office is an important first step toward understanding the program. This screen includes the title bar, menu bar, toolbar, and status bar. The following sections introduce you to the screens, buttons, and terms used throughout Registrar s Office. Parts of the Registrar s Office Screen Title Bar The title bar, found at the top of the screen, displays the program title and the module name. In the upper right corner are buttons to minimize, maximize, and close the screen. Menu Bar

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