Monday, February 12, 2018

Hour Clock, Course Events and Attendance - A Refresher Guide

Please review the previous blog posts first:

Attendance in ampEducator - A Refresher Guide

Creating Events in ampEducator - A Refresher Guide

What is an Hour Clock in ampEducator?

Every ampEducator account has a built-in Hour Clock that can be used to track Student and Staff Hours. This is found under Username > Institution Config > Hour Clocks:

Example: https://demo.ampeducator.com/web/public/hourclock/web?key=1c9895f2-5032-4083-8a48-7f82dd7a00ca

When the Student checks in using our built-in Hour Clock the Hour Clock the system looks up the assigned Student Hour clock you have configured and allows them to sign in or rejects the sign in based on the settings. The idea is that the Students can sign in and sign out logging Hours themselves rather than manually doing this with a role call.

You also have the option of linking Hour Clocks to attendance.  Check off "Link to Attendance" in the Hour Clock config to enable this feature. Note: There is also an option to "Override Existing" which means that Hours entered in the Student Profile > Hours Tab will Override Course Attendance that has already been entered. You would use this option if you wanted to update all Course Attendance from the Student Profile > Hours Tab. Otherwise you would not have this checked.

If "Link to Attendance" is checked off, the Hour Clock sign in action will look up scheduled Course Events that the student is enrolled in for that particular sign in day and time action and mark them as Present or Late OR assign the exact Hours/Minutes depending on how you have configured the Course Attendance and the Hour Clock assigned to the Student.

Go to Username > Institution Config > Hour Clocks > Hour Clocks Tab to setup Hour Clock(s) to assign to Students and Staff. You can have as many Hour Clocks as you like, but only one can be  assigned to Students and Staff.  To assign, go to Students > Profile > Other Tab and scroll down to Assigned Hour Clocks. Note: If you are starting ampEducator and already have Students who have existing (previous) Hours and you wish include them you can add the total Previous Hours here as well. This will add the Hours entered to the overall Hours the student has for this Course. Staff Hour Clocks are Assigned under the Staff Profile as well.

Student Hour Tracking and Course Attendance can be using jointly or independently in ampEducator. Student Hour Tracking is intended to be used with the built-in Username > Institution Config > Hour Clocks.

Institutions that wish to track the Sign In and Sign Out times of Students can do so with any USB input device connected to the internet and a computer located at the school (including BioMetric Scanner, Magnetic Stripe Cards, or Bar Code Scanner. There is also an option to produce cards from ampEducator that can be printed and/or digitally scanned from a student/staff SmartPhone) or by simply entering times manually under the Student > Hours > Add Daily Hours.

Hour Clocks can be IP protected so that Hours can only be recorded by a device at the physical location of the IP address. Once you have successfully setup a Hour Clock you assign the Hour Clock to each Student to track overall clock hours.

The Hour Clock is not required to track Student Hours. If you do not wish to track actual Sign In and Sign Out of Students you can just use our Standard or Hourly Attendance Types with Course Attendance to track Student Hours.

Got Questions? Email us at Support@ampEducator.com




Tuesday, January 16, 2018

ampEducator Moodle Integration

Moodle integration is now available to ampEducator!
To enable it you need go to Config > Courses > Moodle and enter the Moodle instance login URL where you have setup your Moodle account (ie. https://ampeducator.moodlecloud.com) token for api user (generated in Moodle) and role id for student (found in Moodle). There are several steps you need to take in the actual Moodle instance to enable web services and we've done our best to explain this Institution Config section. The application will test the details and make sure you have everything setup properly in Moodle before enabling it and you can troubleshoot by viewing the log. (If you need assistance with your Moodle Instance configuration ampEducator Support  Team can help for small Setup Fee).
Once enabled you can start a new course and link it with Moodle. You need to link the Course to Moodle when you're starting the course.
The course then has a tab called 'Moodle' which has 2 sections:
1) Config
You can configure Moodle config for each course.
a) Daily Auto Sync - this determines whether or not ampEducator should sync the course daily.
b) Create Students - when you enable this ampEducator will create new students if they don't exist in ampEducator or Moodle
c) Charge Fees - when you select this ampEducator will charge students when they are auto enrolled into the course - i.e. when they are in Moodle but not in ampEducator and they get enrolled in ampEducator course.
d) Grade Sync Type - some options on how the sync should deal with grades. it can use the latest grade, always use Moodle or always use ampEducator.
e) Course Final Type - lets you select how the final should be calculated, locally or use the final from Moodle.
2) Sync
This is a list of syncs done by ampEducator. You can view the result of each sync and manually start a new sync using 'Sync Now'.
Got Questions? Email Support@ampEducator.com

Tuesday, October 10, 2017

Prospect & Student Tables Merge, Forms & Student Portal Updates


  • Now Live: Oct 10, 2017
  • Prospect & Student Data Merge
  • Prospect & Student Forms
  • Student Portal Updates
  • Coming Soon: Assignments & Tests

Prospect and Student Table Merge
What does this mean?
Previously converting Prospects to Students meant that some field information was not being transferred over from Prospect to Student because the fields didn't match up. In order to ensure that all information collected at the Prospect stage carries over to Students on conversion we have merged the Prospect and Student tables at the database level into one and will now simply flag the records as Prospect or Student.
Does this mean that Prospects will no longer exist?
No. There will be no change to Prospects and Students will now have additional field information to match up with Prospects. All information from Prospects will carry over to Students.
What will be affected by this change?
Because Prospect tables will be merged with Student tables this will affect reports using Prospects. Student reports should not be affected. If you see any error running reports please email support@ampeducator.com and they will be fixed.

Prospect & Student Forms
Forms can now be added under Home > Forms. Once created you can add the forms to Prospects and Students under Student > Forms (tab).
How can I use Forms?
One example could include Application Form with Fee. The form user receives the form via email or link and can save and return the to Form until they hit Submit.  Once submitted the form becomes read only to maintain form integrity. You can see the forms assigned to this student, their status, when/if they've started, completed, paid etc.. There is option to email student the link, view the form link and copy / paste it, view the form and copy individual fields to student or all fields to student. You can also download any attachments.

Student Portal Updates
What are the changes?
Under Institution Config > Students > Portal you can now specify whether or not the Student can change/edit Profile Information like Address or Email, and if you want them to View their Attendance / Hours (this is for some schools that may not be using ampEducator for Attendance and/or Hours).
The Student Profile is now updated to match the overall ampEducator user interface with Details (contact details), Emergency Contacts, Programs and Payment Plans all on one page.
We have also added 'Agenda' on the Student Portal dashboard page. This shows any course events scheduled for the student + public events. (We will be adding Assignments and Tests soon and these will also show up on the Agenda).
We removed the Calendar from the menu bar and put it as an icon on the Agenda. It now also shows both the course + public events. (Note: Once assignment / tests are available they will show up on the calendar as well).
Student Portal Courses menu was also updated, Student now see View / Print Schedule, (Self) Enroll in Courses (if available) and then a list of Enrolled Course 1, Enrolled Course 2, etc. and All Enrolled courses. This was done to make the Courses section shorter and simpler for Students to understand.
The Course user interface was also re-done. When a Student clicks on a course they now see three tabs, Summary (course details, instructors w/images and contact info, grading, documents), Announcements and Results (Student Grades). This provides an area for more expansion into the Course feature set to include our upcoming Assignments & Tests (and other exciting options to come).

Got Questions?
Email us at support@ampeducator.com

Wednesday, June 14, 2017

Course List Filters - Select ALL for Locations Academic Sessions

Minor Update Notice - We have added the ability to select "ALL" for Locations and (Active) Academic Sessions under the Course List Filters to aid users with longer lists of Locations and Sessions in their search for Courses across all.


There is also a new Column Selector available "Session". It is important to Select "Session" column in order to know which Session the Course in the list is assigned to.

How do I Select Columns to view in my Course list? 

Use the common navigation buttons that control what appears in lists (shown in order of appearance below) Filter, Column Selector, Export and Refresh. 


Any questions, please email us at support@ampeducator.com

Monday, June 12, 2017

Prospect to Student Data Sync and Multi-Select Tags (Filters)

In order to make ampEducator data more consistent from Prospect to Student conversion we are matching all Prospect fields up to Students and combining them to the same table - so you will now have Lead Source, Interested, Tags and any other data collected and normally reserved for the recruiting process for Prospects converting to Student record automatically. In the past, for some data you would need to look up the Prospect record to see this data.

As part of this update we've made Tags multi-select so each Prospect can now have multiple Tags assigned and we have enabled Tags for Students as well. You can also filter on multiple Tags to limit the list to just the Tags you wish to see or if you want to see all then un-check all the Tags in the Tags filter as "Nothing Selected" or check all off. This will show all Prospects without limiting to just the Tags you want to see.



Coming soon we will be able to offer Financials for Prospects giving you the ability to charge fees to Prospects (such as Application Fees, etc.) before enrolling them as Students. Got Questions? Email us at support@ampeducator.com!




Monday, June 5, 2017

Bulk Update Per Student - Attendance Details

What does this mean?

There are situations when Staff or Instructors need to update several Attendance Dates at once for a Student and rather than updating each one individually you can now Bulk Update Per Student Attendance Details.

How does this work?

Let's say you need to update several weeks of Attendance for a Student that was present for all dates - before you would have to go to each date and mark P or enter the hours (depending on Standard or Hourly Attendance Type for the Course). Now you can update all at once:
Bulk Update Per Student - Attendance Details
1. When you edit student attendance there are checkbox for each item.
2. Select the ones you want to edit.
3. Click on 'Update Selected' at the bottom.
4. Modal window pops up and you enter attendance there. Depending on standard or hourly different options are available.
5. Click on 'Apply' and the attendance is applied to the selected attendance items.
6. Click on Save.

Monday, May 29, 2017

Hour Clock Sign In/Out Student Hour Tracking and Linking to Attendance - A Refresher Guide

When implementing Attendance in ampEducator you have the option of Linking Hour Clock Student sign in and out tracking to Course Attendance. When the Student checks in using our built-in Hour Clock the Hour Clock will look up Courses with scheduled Course Events that the student is enrolled in for that sign in day and time and mark them as Present or Late OR assign Hours depending on how you have configured the Course Attendance.



Student Hour Tracking and Course Attendance can be using jointly or independently in ampEducator. Student Hour Tracking is intended to be used with the built-in Username > Account Config > Hour Clocks setup for Institutions that wish to track the Sign In and Sign Out times of Students using a USB input device connected to a computer located physically at the school (BioMetric Fingerprint Scanner, Magnetic Stripe Cards, Bar Code Scanner using printed cards and/or digitally from SmartPhone) or by simply entering times manually under the Student > Hours > Add Daily Hours. Hour Clocks can be IP protected so that Hours can only be recorded by a device at the physical location of the IP address. Once you have successfully setup a Hour Clock you assign the Hour Clock to each Student to track overall clock hours.

The Hour Clock is not required to track Student Hours. If you do not wish to track actual Sign In and Sign Out of Students you can just use our Standard or Hourly Attendance Types with Course Attendance to track Student Hours.

Please see the blog post - Attendance in ampEducator - A Refresher Guide