GradPro School Administration Software

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1 GradPro School Administration Software Software Overview and Sample Reports RobinSoft Corporation Software solutions for college administrators 4405 Mall Blvd., Suite 318 Union City, GA or Fax:

2 Table of Contents The GradPro Master Menu... 4 Admissions/Recruiting... 7 Accounts are for prospects, alumni, students, teachers, employers, and so on...7 Drop-down lists are flexible and customizable...8 Follow up system activation...8 Take note when someone calls or writes...8 Keep track of parents, former schools, employers, contact people, etc...8 Additional student information...9 Use your database to market your school...9 Applicant Tracking...10 Print Statistics for the Admissions Office...12 Follow-Up Reports, Letters, and Mailing Labels...20 Registrar Registration Screen...21 GPA Scale Details...22 Student Transcripts...22 College Traditional One Column Letter Transcript...24 College Traditional Two Column Letter Transcript...25 Career School One-Column Letter Transcript...26 Degree Audit...27 Class Roster...28 Class Enrollment Report...29 Other enrollment reports...29 Teacher Grade Book Student Test Grades Screen...32 Student Grade Report...34 Attendance Tracking System Accounts Receivable GradPro simplifies the billing process!...36 Billing Account Statement...38 Accounts Receivable Reports...39 Monthly Transaction Totals...40 General Ledger Reports

3 Job Placement Distance Education Distance education student financial contract...46 Distance education book shipping system...48 Ad-hoc Reports System Requirements...51 Minimum Computer Requirements...51 Requirements for running GradPro on a stand alone computer...51 Requirements for running GradPro on a network

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5 The GradPro Master Menu The GradPro Master Menu is broken down into three levels. Level one lists the seven departments that may have access to the database. Level two lists the types of functions available to a department. Level three provides direct access to all aspects of account maintenance that a department or individual needs. The system administrator can use the security system to control which departments or users have access to the choices in level three. Level one To access functions for a department, type the number or click on the line with the mouse. Level two This level displays a list of functions for this department. (The functions of the admissions and faculty departments were able to be condensed in a shorter list than the functions of the registrar and business office.) To view options for working with inquiries and applications click on number 20. 4

6 Level three The system administrator can control which departments and users have security clearance to modify the records that at accessed through this level of the menu. A W to the right of each menu option indicates full read/write access. An N indicates no access. An R indicates read only access. GradPro s security system provides the system administrator with many other methods for setting restraints on what records can be modified once a record is open. Choices made in this level of the menu take you directly into different areas of an account. Option 300 Account Maintenance is used to update demographic information for an account. 303 Account History is used to add notes to the history file of an account. Each department has different work options and choices for updating records. 5

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8 Admissions/Recruiting Accounts are for prospects, alumni, students, teachers, employers, and so on GradPro allows you to create an account for every prospect, student, teacher, and campus within your organization. The example that follows shows you what general information can be kept for each account. You can create accounts for prospective students, students, teachers, parents, etc., and for organizations such as extension campuses, transfer schools, employers, businesses, etc. The Account Type box identifies each of these types of accounts. Any account can have monetary transactions and academic records posted to it. Every account has a unique 1-20 character Account ID that identifies it. You can use people s names, social security numbers, or any other numbering system for Account IDs. Account names are entered in five parts (Prefix, First Name, Middle Name, Last Name, and Suffix) to assure proper alphabetizing. Names of organizations go in the Last Name box only. Locating accounts is easy because whenever GradPro asks for an Account ID, you can instead search for the account by entering a partial last name, first name, middle name, nick name, maiden name, former name, or organization name. 7

9 Drop-down lists are flexible and customizable In the example of the main account screen on the previous page there are fields with drop down arrows. The choices contained within these drop-down lists can be edited from a corresponding table. You can modify the table of account types, campuses, denominations, countries, regions, languages, etc. as needed. Telephone numbers go on a long free-form line that can store home phones, work phones, cell phones, vacation phones, pagers, addresses, etc. The main account screen also has seven userdefined boxes for handling other information not already tracked within GradPro. Follow up system activation On the same main account screen you can activate a follow up track for each inquiry. A Follow-up Track is a series of automatic steps that the program performs whenever an event occurs. Examples of events that can have follow-up tracks are: New prospects request information about your school and need to be called or mailed follow-up letters later. A student prospect returns a completed application form and you want to send them a thank-you letter that explains what s next. Each step within a follow-up track tells the computer one action that needs to be taken. Examples are: to print a letter, label, or envelope, list the student s name on a report so they can be called or ed, charge the student a fee, wait for a number of days, etc. You do not have to initiate each step on the track, only the first one. GradPro does the rest. Once you activate the track for a prospect the rest of the steps will follow in sequence. You can always see which stage of the follow up track the student is on by looking in this screen. Take note when someone calls or writes Every account has its own contact history, which is a log where you can record events such as phone calls, attendance at special events, requests for information, things to be done in the future, etc. There is no limit to the number of notes that can be put into a student's history. The bottom of the main account screen displays the last few history entries that were made into the system. To view or print out all history activity for an account click the History button. Keep track of parents, former schools, employers, contact people, etc. By clicking the Contacts button you can also store an unlimited number of names and addresses that are related to each account. This might be names and addresses of parents, employers, former schools, a temporary summer address or preferred billing address, former addresses, local addresses if different from the permanent address, etc. For organizations, this will typically be people who work within the organization. 8

10 Additional student information Option 308, shown below stores additional general and academic student information. In most screens within GradPro you are given the option to search for the account by entering in any portion of the student s name or account ID into the Student to Search For box. When you select the student their information will populate the screen. The information displayed in the small letters at the top of the screen is general student information such as name, address, phone number, account type and status, balance of the account, etc. This general information appears in many other screens in GradPro The information stored in this screen are cohort year, handicap information, meal plan choice, ID card number, national origins information, advisor s name, entry status, enrollment status, last term enrolled, and test scores that your institution plans to store within GradPro. Examples of test scores include but are not limited to standardized tests such as the SAT, ACT, MCAT, TOEFL, AP Exams, etc., as well as, whatever internal tests you may administer to incoming students to determine their placement levels for Math, English, Foreign Languages, Bible, etc. Use your database to market your school Data entered into GradPro can be used to generate reports or lists for mailing labels, and form letters. There is no limit to the number of accounts that you can set up for mailing list purposes. For example, GradPro enables you to: Print letters to everyone within selected cities, states, zip codes, ages, church denominations, who speak a certain language, etc. Contact everyone who took counseling courses last year, or who spent $100 or more on books during the last two years, or who has requested information about your school but has not applied yet, etc. Send mailings to people who attended a fund-raiser or an alumni party, people who have expressed an interest in supporting the music department, or who want to participate in an overseas trip, etc. 9

11 Applicant Tracking Option 317 will assist the Admissions department in keeping track of the valuable prospects that inquire and eventually enroll into your school. When inquiry details are entered into the main account screen of Option 300 they automatically populate the applications table, which is accessed through Option 317 as shown in the example on the following page. The primary purpose of Option 317 is to track the student application process and generate letters to applicants reminding them of the items that are still needed to complete the application process. 10

12 You can search for inquiries and applications by prospective account or recruiter (staff). You can narrow your search to one or more enrollment periods. The center section displays the search results. It lists them all alphabetically by default but you can change the sort and sort by term ID, Major Code, or any of the other dates listed in the column headings of the middle section of this screen. To change the sort order in this section click the drop down box of the column Name and choose another view. The area at the bottom of the screen (three columns) will populate with the details of the account that is selected in the center section. The column to the far left displays the information that was entered into the main account screen when the inquiry was first entered into GradPro. Usually this will be the inquiry date, start term, major code, level of interest, and source of the lead. You can add additional information as you work with the prospect here. The column in the middle is used when the prospect submits an application. You click the drop down box next to App Type and choose the type of applicant the prospect is to begin. There are also fields for documenting things such as when the prospect applied, when financial aid was requested, when the application was completed, when it was submitted to the admissions committee for acceptance, the admission status, the date the applicant confirmed his/her admission, the date financial aid was decided upon, the type of aid, general comment area, the date the applicant withdrew his/her application or the date the school turned down the applicant for admission, and the reason for the withdrawal (applicant deferred to another term, withdrew application, or was rejected by the school as an unsuitable candidate). The column to the far right will populate when the application type is chosen (in the middle column). All the required items for this type of applicant are listed. You can then simply enter the date that you receive each individual item on the list. An optional comment field is available for your convenience as well. Most of the dates on this screen correspond directly to the admissions office analysis reports that GradPro produces. Examples of the reports are included in the pages that follow. Another important feature in Option 317 is the ability to send out reminder letters, either to one applicant, a group of applicants, or all applicants. These reminder letters will list all the outstanding requirements that have yet to be submitted in order to complete the application process. 11

13 Summary of Option 317 features: Store one or more applications for each applicant, each of which has its own start term (enrollment period) and major code (program applied for). Track items that are still lacking before each application can be completed. Print automatic reminder letters to applicants that have not yet supplied all of the documents required before their applications can be processed. Print lists of all applicants by name, term, major, application date, decision status, etc. Track receipt of transcripts from other schools. Outstanding transcripts appear on the student s reminder letter until they are received. Record your school s decisions to admit the student and to offer financial aid or scholarships. Print Statistics for the Admissions Office The Admissions analysis report produced by Option 471 allows you to evaluate the numbers and percentages of growth from term to term or from year to year. The spreadsheets that are produced are very useful in evaluating the numbers and percentage of growth from one time period to another. You have the option to use four different formats. The report prints landscape and produces eight columns of comparison. You can compare year to year, term to term, etc. To compare year to year in format A for instance, put a 1 in each box in the column for format A that is within the first year of the comparison, a 2 in all the terms that are in the second year of the comparison, and so on. Let s say that you want to compare the fall term of this year with the fall terms of previous years then number all the fall terms in the Format B column with sequential numbers 1-8. You can enter a calculation date for this report if you would like the figures on the report to be calculated as of the same date for each year. If no date is entered, then each academic term's complete totals will be calculated. The seven reports listed below are generated when you run this report. Examples of each report follow in the next few pages. 1. Inquiries by Major 2. Applications by Major 3. Admits by Major 4. Confirmations by Major 5. Withdrawn Applications by Major 6. Withdrawn Confirmations by Major 7. Enrolled Students by Major (because this report pulls totals directly from the courses that the student actually registers for it is displayed in registrar section of this booklet) 12

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15 Today s date appears here Inquiries by Major for 2002 Fall Major 1995 Fall 1996 Fall 1997 Fall 1998 Fall 1999 Fall 2000 Fall 2001 Fall 2002 Fall Master of Arts General % % % % % % % Master of Arts in Pastoral Studies % % % % % % Master of Science Master of Divinity % % % % % % % Master of Divinity/Master of Arts % % % % 1 0.0% 1 0.0% - Master of Arts in Theological Studies Sub-Total % % % % % % % Graduate Certificate % % % % % % % Sabbatical % % % % % % % Sub-Total % % % % % % % Special % % % % % % - Undecided % % % % % % % Undeclared Sub-Total % % % % % % % Continuing Education General Continuing Education/Local Parish Priests Ministry Supervisor Certificate % % - - Consortium Students % % - Sub-Total % % % % % % - Total Inquiries % % % % % 14

16 Today s date appears here Applications by Major for 2002 Fall Major 1995 Fall 1996 Fall 1997 Fall 1998 Fall 1999 Fall 2000 Fall 2001 Fall 2002 Fall Master of Arts % % % 4 0.0% % % Master of Arts in Pastoral Studies % % - Master of Divinity % % % % % Master of Divinity/Master of Arts % % - Sub-Total % % % % % % Graduate Certificate % % % % - Sabbatical Sub-Total % % % % - Special % % 3 0.0% % % - Undecided % % % % % - % Undeclared Sub-Total % % % % % % - Minister in Vicinity Shalom Consortium Students Sub-Total % 1 0.0% Total Applications % % % % %

17 Today s date appears here Admits by Major for 2002 Fall Major 1995 Fall 1996 Fall 1997 Fall 1998 Fall 1999 Fall 2000 Fall 2001 Fall 2002 Fall Master of Arts % % % 4 0.0% % - Master of Arts in Pastoral Studies % % - Master of Divinity % % % % - Master of Divinity/Master of Arts % % - Sub-Total % % % % - % Graduate Certificate % % % % - Sabbatical Sub-Total % % % % - Special % % 3 0.0% % % - Undecided % % % % % - % Sub-Total % % % % % % - Minister in Vicinity Shalom Consortium Students Sub-Total % 1 0.0% Total Admits % % % % % % - 16

18 Today s date appears here Confirmations by Major for 2002 Fall Major 1995 Fall 1996 Fall 1997 Fall 1998 Fall 1999 Fall 2000 Fall 2001 Fall 2002 Fall Master of Arts % % % 4 0.0% % - Master of Arts in Pastoral Studies % % - Master of Divinity % % % % - Master of Divinity/Master of Arts % % - Sub-Total % % % % - % Graduate Certificate % % % % - Sabbatical Sub-Total % % % % - Special % % % % - Undecided % % % % % - % Sub-Total % % % % % - % Minister in Vicinity Shalom Consortium Students Sub-Total % 1 0.0% Total Confirmations % % % % % -% 17

19 Today s date appears here Withdrawn Applications by Major for 2002 Fall Major 1995 Fall 1996 Fall 1997 Fall 1998 Fall 1999 Fall 2000 Fall 2001 Fall 2002 Fall Master of Arts Master of Arts in Pastoral Studies % % - Master of Divinity Sub-Total % % 1 0.0% Graduate Certificate Sabbatical % - Sub-Total % - Special % Undecided % % % % - Sub-Total % % % % - Minister in Vicinity Shalom Sub-Total % Total Withdrawn Applications % % % % % 18

20 Today s date appears here Withdrawn Confirmations by Major for 2002 Fall Major 1995 Fall 1996 Fall 1997 Fall 1998 Fall 1999 Fall 2000 Fall 2001 Fall 2002 Fall Master of Arts in Pastoral Studies Sub-Total Special Sub-Total Total Withdrawn Confirmations

21 Follow-Up Reports, Letters, and Mailing Labels GradPro customizable follow-up system is useful for all departments of your college and enables you to do the following: Design a follow-up schedule that prints automatic letters, reports, or labels for new prospective students who request information about your school. Print follow-up lists for each employee who placed a note in a student's history that requires followup at a later date. When that date arrives, each employee receives a list of the students that he or she needs to follow up on. The list shows each student's name, address, phone number, and the text of the original note. Print reminder letters or reports for students whose accounts are behind financially. Print reminder letters or reports for independent-study students who are not turning in work quickly enough to complete their courses by the expected completion date. Automatically extend independent study courses that were not completed by the deadline and bill the student an optional extension fee. Print automatic letters that accompany proctored exams for independent study (distance education) students. These letters are not printed until the student has completed enough work to be ready to take the exam. Print letters or reports for students whose transfer records did not arrive when they should have. Print automatic letters or lists of newly enrolled students. Send automatic drop letters to the school board and/or drivers license bureau when compulsory students withdraw from your school. Print letters or reports for students who have completed a high school grade level or who are ready to graduate. The heart of the follow-up system is a screen where you create customized "tracks" to handle each situation that requires follow-up. For example, if you have several study programs that prospective students might inquire about, you can have a different track to handle each program's inquiries, so that different letters go out with different schedules. When you design a follow-up track, you specify one or more actions to be taken, followed by the number of days to wait before taking further action. As you design each track, you choose from the following list of possible actions: Print a letter to the student or anyone else on the student's contact screen; Print a student's or contact's name, address, and phone number on a follow-up report; Print a mailing label; Put an automatic note on the student's history screen; Charge a fee; Drop the student; Change the student's status; GradPro makes it easy to link your customized tracks to events such as financial delinquency, academic delinquency, first-time enrollment, distance-education proctor exams that need to be mailed, etc. When one of these events occurs, GradPro places the student on the correct track(s) and the follow-up steps that you specified take place automatically. 20

22 Registrar Registration Screen This screen displayed below is used to enter all student academic records. Financial records can also be entered in this screen. Each student's transcript records are broken up into different programs, where each program has its own list of courses that were taken (or will be taken) in order to complete the targeted degree. For example, colleges use programs to separate courses for undergraduate and graduate degree programs, high schools use programs to separate courses by grade level, and career schools use different programs for each package of courses that go with each certificate. This screen shows both courses that were completed in the past and courses that are currently in process. A student s record can continue multiple programs. 21

23 GPA Scale Details This screen appears when you click the GPA button (from within the student record in the example on the previous page). It shows credit hour and GPA calculations broken down by term (semester) for the entire student record. GradPro gives you many options that allow you to customize how GPA calculations are performed. Student Transcripts Transcripts list all courses completed with credit hours, grades, quality points, and GPA averages for each term and for all terms combined. Transcripts can be Official, Issued to Student, or Unofficial and are designed to fit in window envelopes. Official transcripts: transcripts that are sent to other institutions directly. Official transcripts-issued to Student: transcripts that have been given to a student with the assumption that the student is going to deliver them in person to another institution. This type of transcript puts the statement issued to student beside the signature line so that the receiving school is aware that this student had the transcript in his possession and therefore had the opportunity to alter it in some manner. Unofficial transcripts are intended for internal use. It is assumed that you are printing on blank paper and that no one will sign them. They can either include or omit pre-registered courses. In general, transcripts include only officially registered courses, except for choice number 4 which also includes pre-registered courses. There are several different transcript formats available for use within GradPro. You will find examples of a few of the formats after the list of descriptions that follows: 1. High School: This transcript was designed for distance-education high schools. It breaks down courses by grade level and includes a cumulative credit hour summary at the end. 2. Middle School: This transcript is identical to the 'High School' transcript except that it omits the cumulative credit hour summary at the end. 22

24 3. College - Traditional One-Column Letter Size: This transcript design prints one course per line and allows course titles to be about 60 characters long and every other line is offset with shading. It also includes a separate column for attempted hours. 4. College Traditional Two-Column Letter Size: This transcript fits the most courses on one page. It lists courses in two columns and shows the first characters of your course titles. To save space, this transcript design shows attempted credit hours only for courses that are not yet complete. The only disadvantage of this transcript design is that it does not allow you to have long course titles. 5. College - Traditional One-Column Legal Size: This transcript design is identical to the one-column design above except that it assumes that you will print on legal length (14-inch long) paper. This is the only transcript design that fits on legal length paper. 6. Career School One-Column: This transcript design is useful to many of our career schools and distance education schools. Instead of listing the student's classes in order by the academic term, it shows the individual start dates and end dates of each class and lists them in chronological order. You have the option of assigning up to three quantities for each course, but only the first quantity is required. Here are two examples of how they can be used: a. Example #1: Quantity 1 = semester credits; Quantity 2 = total lecture hours; Quantity 3 = total lab hours b. Example #2: Quantity 1 = quarter units; Quantity 2 = number of weeks; Quantity 3 = total study hours 23

25 College Traditional One Column Letter Transcript Official Student Transcript Name of your school Street address City, State Zip Page 1 Phone (enter number) Fax (enter number) Miss Kimberly Sueann Brummitt enter web address if you wish Street Student ID 7429 City, AA DOB 1/28/1980 Num Ltr Course ID Name of Course Grd Attmptd Earned Quality Fall, /24/ /18/1998 BI101 OT Survey: Law & History D CM100 Personal Evangelism D CS Christian Service P EN101 Grammar, Rhetoric & Comp C PS200 General Psychology C SS100 Freshman Orientation B Term GPA=1.67 Cum GPA=1.67 Cum Hrs= Spring, /5/1999-5/13/1999 BI100 Essentials Of Discipleship D BI102 NT Survey: The Gospels D CS Christian Service P EN102 Literature and Composition D SP100 Fundamentals of Speech C Term GPA=1.25 Cum GPA=1.46 Cum Hrs= Fall, /23/ /17/1999 BI203 OT Survey: Poetry/Prophecy D BU200 Business Communications D CS Christian Service P EN211 Masterpieces of World Lit I F HI201 U.S. History D Term GPA=0.75 Cum GPA=1.22 Cum Hrs= Spring, /5/2000-5/11/2000 BI204 NT Survey: Acts & Paul C CS Christian Service P EN090 Developmental Reading A D SS200 Introduction To Sociology D TH202 Bible Doctrines W Term GPA=2.33 Cum GPA=1.44 Cum Hrs= Transcript Comments Academic Probation 5/13/99 Probation Continued 12/17/99 Major: Assoc of Science in Business Concentration: Office Management ***CONCLUSION OF TRANSCRIPT*** Prepared on March 27, 2002 for: Miss Kimberly Sueann Brummitt Street City, AA This is a true copy of the records for the above named student. When inscribed with the seal of (enter name of school), this constitutes an Official Transcript. Name of Registrar, Registrar 27-Mar-02 Date 24

26 College Traditional Two Column Letter Transcript you can use this format if your objective is to fit more onto one sheet of transcript paper for students with longer transcripts. Official Student Transcript Name of your school Street address City, State Zip Page 1 Phone (enter number) Fax (enter number) Miss Kimberly Sueann Brummitt enter web address if you wish Street Student ID 7429 City, AA DOB 1/28/1980 Grd Earned Quality Name of Course Course ID GPA Fall, /24/ /18/1998 OT Survey: Law & History BI101 D Personal Evangelism CM100 D Christian Service CS P Grammar, Rhetoric & Comp EN101 C General Psychology PS200 C Freshman Orientation SS100 B Cum GPA=1.67 Cum Hrs=12.00 GPA= Spring, /5/1999-5/13/1999 Essentials Of Discipleship BI100 D NT Survey: The Gospels BI102 D Christian Service CS P Literature and Composition EN102 D Fundamentals of Speech SP100 C Cum GPA=1.46 Cum Hrs=24.00 GPA= Fall, /23/ /17/1999 OT Survey: Poetry/Prophecy BI203 D Business Communications BU200 D Christian Service CS P Masterpieces of World Lit I EN211 F U.S. History HI201 D Cum GPA=1.22 Cum Hrs=33.00 GPA= Spring, /5/2000-5/11/2000 NT Survey: Acts & Paul BI204 C Christian Service CS P Developmental Reading EN090 A 3.00 D Introduction To Sociology SS200 D Bible Doctrines TH202 W Cum GPA=1.44 Cum Hrs=42.00 GPA= Transcript Comments 12/31/ Academic Probation 5/13/99 Probation Continued 12/17/99 Major: Assoc of Science in Business Concentration: Office Management ***CONCLUSION OF TRANSCRIPT*** Prepared on March 27, 2002 for: Miss Kimberly Sueann Brummitt Street City, AA This is a true copy of the records for the above named student. When inscribed with the seal of (enter name of school), this constitutes an Official Transcript. Name of Registrar, Registrar 27-Mar-02 Date 25

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