1. 6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference Mass Assigning Student Data Mass Assigning Student Data Presented by: Halie Paglio Presented by: Halie Paglio

2. Agenda  Presenter Introduction and Session Overview  Mass Assign Student Data  Mass Assign Logging Fields  Mass Updating Using Advanced Reports  Mass Assign from the Master Schedule Report  Mass Assign from the Course Catalog  Conclusion and Questions

3. Learning Objectives In this session you will learn how to mass assign student data, mass assign logging fields and mass assign from the master schedule report and course catalog.

4. Mass Assign Student Data The Mass Assign feature allows users to quickly view, assign, and edit student information for multiple students. This can be completed by navigating to Mass Assign Student Info from the Students Menu.

5. Mass Assign Student Data Step 1: Search for Students  To search for a specific group of students use the More Search Options:  For example, a specific grade level of students can be selected. Once a selection has been made, click the Search button.

6. Mass Assign Student Data Step 2: Select the Student Field to Change En Masse  A list of student field topics will now display from the Student Info to Change En Masse.  Note: The General Tab is configured to open by default when accessing this menu. Click the button next to any of the major tabs in order to Collapse it, and the in order to Expand the topic.  Scroll to the appropriate topic and click to expand the options. Select the appropriate option to mass assign student info.

7. Mass Assign Student Data Step 3: Select the Students  Once the student field has been selected, scroll down to the student list.  Select the students to apply the change to by checking the box to the left of their name.  To select all students, check the box to the left of Student at the top of the student column.  Scroll back to the top of the screen and click the Save button.

8. Mass Assign Student Data Step 4: Success!  Once the Save button is clicked, a green check mark followed by a message confirming the change has been applied will appear.

9. Mass Assign Student Data Examples of Data Commonly Massed Assigned  Rolling Retention of students who will be returning to the same school next year.  Year Entered 9 th Grade for an incoming group of freshman.  Grade Promotion Status for students who are being retained.

10. Mass Assign Logging Fields The Mass Assign Logging Fields feature works similarly to the Mass Assign Student Info feature. Users can utilize this feature to enter logs for numerous students at once, whether for a grade, class, or group of students. To begin this process, navigate to Mass Add Log Records from the Students Menu.

11. Mass Assign Logging Fields Step 1: Search for Students by Group  To search a specific group of students use the More Search Options from the By Group tab:  For example, a specific grade level of students can be selected. Once a selection has been made, click the Search button.

12. Mass Assign Logging Fields Step 2: Select Logging Field  A pull-down Logging Field will display. From the pull-down Logging Fields, select the logging field for mass assigning.

13. Mass Assign Logging Fields Step 3: Enter Values to Update  From the logging field, fill in the appropriate sub-fields. In the example below, the Allergies Logging Field is selected. Each of the different values can be populated and then adding to the student records.

14. Mass Assign Logging Fields Step 4: Select the Students to Update  Once the sub-fields have been completed, scroll down to the student list. Select the students to apply the change to by checking the box to the left of their name. Note: Check the box to the left of the Student Column to select all students.

15. Mass Assign Logging Fields Step 5: Changing Individual Student’s Records  Notice, each student has the same logging fields if updated en masse. Individual changes for select students can also be made from this screen.

16. Mass Assign Logging Fields Step 6: Success!  Once the sub-fields have been completed and students have been selected, scroll back to the top of the screen and click the Save button. A confirmation will appear that the change has been applied.

17. Mass Assign Logging Fields Add Log Records by Student Log records can also be entered using the By Student tab. 1.Click on the By Student tab, then use the drop-down menu to select the appropriate student. 2.Proceed to entering the log records for the selected student.

18. Mass Assign Logging Fields Examples of Logging Fields Commonly Updated  Vision Screenings for a group of students.  Hearing Screenings for a group of students.  Updating Immunization Records for the new school year.  Community Service Hours for a group of students.

19. Mass Updating Using Advanced Report Users can Mass Update information for multiple students at a time from the Advanced Report after running the report. To begin this process, navigate to create an Advanced Report.

20. Mass Updating Using Advanced Report Step 1: Create the Advanced Report  Select the student Search Criteria and enter Fields to be viewed on the report.  Click to Run Report.

21. Mass Updating Using Advanced Report Step 2: View the Advanced Report  Once ran, the Advanced Report will appear. The example report below contains a list of student names, grade levels, course numbers, FEFP numbers, and ESE FEFP codes.

22. Mass Updating Using Advanced Report Step 3: Filter the Report  Filter Rules can be set using a series of modifiers that are available for any of the fields contained in the report. Users can filter using any of the following modifiers: Equal, Not Equal, Less Than, Greater Than, Less or Equal, Greater or Equal, Starts With, Contains, Does Not Contain. These different modifiers can be separated using AND or OR.  Click the Filter button to set the filter rules. Once the rules are set, click the Run Filter button to filter the data.

23. Mass Updating Using Advanced Report Step 4: View Values  After clicking Run Filter, the updated values will now appear.

24. Mass Updating Using Advanced Report Step 5: Mass Update  After Filtering, click the Mass Update button to set the Mass Update data. Select the appropriate column from the pull-down and select the appropriate data to be added/changed.  Once the Mass Update data has been set, click the Run Mass Update button.

25. Mass Updating Using Advanced Report Step 6: Save Mass Update  After clicking Run Mass Update, the changes will be complete. The user must click Save to preserve the changes.

26. Mass Updating Using Advanced Report Examples of Data Commonly Updated From Advanced Report  ESE Services Information  ELL Information  Homeless Student Data

27. Mass Assign from the Master Schedule Report The Master Schedule Report provides an eagle’s eye view of courses, subjects, and sections. Report can easily be updated as needed using the Mass Update feature. To access Mass Updating in the Master Schedule Report, navigate to Master Schedule Report from the Scheduling Menu.

28. Mass Assign from the Master Schedule Report Step 1: Show All & Filtering  Click to Show All so that all pages can be updated.  Click the Filter button to set the filter rules. Once the rules are set, click the Run Filter button to filter the data.

29. Mass Assign from the Master Schedule Report Step 2: Set Mass Update Criteria  After filtering, click the Mass Update button to set the Mass Update data. Select the appropriate column from the pull-down and select the appropriate data to be added/changed.  Other options for mass updating include: period, teacher, grading scale, marking period, total seats, school of instruction and more!

30. Mass Assign from the Master Schedule Report Step 3: Run Mass Update  Once the Mass Update data as been set, click the Run Mass Update button. The updated column will display the data to be updated. To change an individual section’s data, simply click into the field and make the appropriate change.

31. Mass Assign from the Master Schedule Report Step 4: Save Mass Update  After clicking Run Mass Update, the changes will be complete. The user must click Save to preserve the changes.

32. Mass Assign from the Master Schedule Report Examples of Data Commonly Updated From the Master Schedule Report  Total number of seats available for each section  Grading scale for specific AP sections  Section affects GPA indicator  Section takes attendance indicator

33. Mass Assign from the Course Catalog The Course Catalog provides a comprehensive listing of available courses. The Mass Update feature can be utilized to easily update all courses by field type. To update from the course catalog navigate to Course Catalog from the Scheduling Menu.

34. Mass Assign from the Course Catalog Step 1: Show All & Filtering  Click to Show All so that all pages can be updated.  Click the Filter button to set the filter rules. Once the rules are set, click the Run Filter button to filter the data.

35. Mass Assign from the Course Catalog Step 2: Set Mass Update Criteria and Run  After filtering, click the Mass Update button to set the Mass Update data. Select the appropriate column from the pull-down and select the appropriate data to be added/changed.  Once the Mass Update data as been set, click the Run Mass Update button. The updated column will display the data to be updated. To change an individual section’s data, simply click into the field and make the appropriate change.

36. Mass Assign from the Course Catalog Step 3: Save Mass Update  After clicking Run Mass Update, the changes will be complete. The user must click Save to preserve the changes.

37. Mass Assign from the Course Catalog The Export Option  Another option in the Course Catalog is to use the Export Option. This feature exports everything from the course catalog into what is selected.  To use this feature, click the Export Values button from the Course Catalog.

38. Questions? Halie Paglio Software Trainer, Focus School Software haliep@focusschoolsoftware.com ph: (727) 388-6010 fax: (727) 213-6999 http://www.focus-sis.org

39. Thank You Please be sure to complete the comment card for this session and enjoy the rest of the Users’ Conference!