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

Attendance in ampEducator - A Refresher Guide.

Attendance is recorded by staff (usually instructors assigned to the Course) for each Course. Course Attendance has 2 options to configure, Attendance Type and Auto Mark Absent and these are recorded to "Events" in each Course. If there are no Course Events added then nothing will display under the Attendance Tab.

See the blog post on - Adding Course Events - A Refresher Guide

Before you "Add Event(s)" to the Course, the Course Attendance Type needs to be configured. This depends on the requirements of the Course as some Courses need to count actual Hours the Student completed. If Hours are not required to be counted then Standard Course Attendance can be used. If Hours are required, Standard Attendance can still be used and when checked off as Present the Attendance Hours for the Event being recorded will be assigned to the Student. If the staff need to be able to enter an exact number of Hours (ie. 2.75) rather than just checking a Student off as Present then "Hourly" Attendance Type should be used instead of "Standard" Type for the Course. The Attendance Type is selected under Course Details > Details > Scroll to Attendance:

Attendance Type. There are 2 types of Course Attendance in ampEducator "Standard" and "Hourly". When starting (or importing) any Course the Attendance Type under Course Details defines what Course Attendance input options will be displayed for Instructors (or Staff with access to the Course) to enter for Students once Course Events are added.

Auto Mark Absent. If the Auto Mark Absent option is checked under Course Details > Details > Attendance, ampEducator will check the previous day for no Attendance entered (ie. empty attendance fields) and if no Attendance was taken the Student will be automatically be marked Absent for the previous day by ampEducator. Otherwise if Auto Mark Absent is not checked then Instructors (or Staff) will need to mark Absent for each day the Student is away for Absent to be counted.

If "Standard" Attendance Type is selected the following will be presented under Course > Attendance Tab for each student under each Course Event that is scheduled. To edit the Attendance for the Course Event, simply click the Date.

Tip: To save time we have added a shortcut to make all Students Present or Absent. Checking this off below the Date assigns this Attendance outcome for all Students. To clear the list check the (-) button.

Check Mark = Present, If Attendance Hours for the Event are entered - then 100% will assigned to the Student.

X = Absent, 0% Hours Assigned to the Student.

A = Authorized Absence, No Hours assigned, Student was Absent with Reason and Absence not counted against Student. Click X, then A to set this Attendance outcome. An example of this would be Absent, but had doctor or dentist note and a note of this would be entered under the Attendance details by clicking the magnifying glass.

There are 3 examples of Late Attendance outcomes for Student Late tracking or "L". Please see below:

Example 1. A student can be Late for class L and you would select L for this and the default time would be deducted from the student. (We set this at 15 minutes but you can edit this to be whatever you require).

L = Late, applies the Default set minutes under Username (Top Right) > Institution Config > Courses > Defaults > Default Late Amount (min) = 15 minutes (or whatever you set here).

Example 2. A Student Left Early. For this you would select L, then ! to pick Left Early from the Attendance Penalty custom list. 

! = Late Penalty, applies the Late Penalty that you select. Administrators can edit this list and the penalty minutes under Username (Top Right) > Institution Config > Courses > Penalties.

Example 3. A Student was late for class and then left early as well. For this you can select "L" and "!" to indicate both outcomes. To edit the penalties (if required) you can do this under the magnifying glass for the student Attendance Details. See Below.

If "Hourly" Attendance Type is selected a box will appear allowing the Instructor (or Staff) to enter the hours as required.

Adding Course Events - A Refresher Guide

Course Events

Course Events are scheduled Event "Dates" that Students can attend for the Course. Course Event Attendance Hours can be optional and Course Events can be Identified by Name (Lab, Theory, Test, Final, Field Trip, etc.) and multiple Course Events can be scheduled on the same day as long as they don't occur at the same time (Example: Monday 9-10am "Theory", Monday 10am-11am "Lab"). Course Events require the Date, Start Time and End Time. Resources (Room 101 for example) can be allocated to Events and are added under Account Config > Resources. Multiple Events can be edited under More Actions > Update Selected Events.

Adding Course Events

1. Start New Course using New Course or Select Course Template and Assign (*) Required fields.

2. Under Course > Events Tab, Click Add Events presents 2 options, Add Course Schedule using Course Timetable or Enter Specific Date / Times.

Option A. Add Course Schedule using Course Timetable.

Course Timetables are not required but if they have been pre-defined in the Course Details > Timetable Tab then Add Course Schedule will use the Course Timetable and the Start Date and End Date you set under Course Details to Add Events to the Course. If the Course is Open Ended the Start Date and End Date is defined by the Academic Session Start Date and End Date you assigned to the Course.

Please Note: Open Ended Courses are intended for Students who learn asynchronously from each other and start and end at different times in the Course. The Course can remain open for the entire Academic Session and Students can be added and removed without having to Start a New Course each time a Group of Students enrol.

Tip: To use View / Print Schedule under Student > Courses Tab, Course Timetable for each Course needs to be created for each Course the Student is enrolled into as this function uses the Course Timetable to display.

Option B. Enter Specific Date / Times.

Use this option to add Single or Multiple Events at once if not using Course Timetable (Option A). Select Multiple Events to add more than single event at a time.